Microsoft Planner: how to organise tasks with your team
Planner is a simple board for tracking who is doing what. Tasks sit on cards in columns, a bit like sticky notes on a wall. It suits small projects, rotas, event planning and anything where a shared to-do list helps.
Microsoft has been merging Planner with other task tools, so names and screens may look different on your account. The ideas stay the same.
Open Planner
Sign in to Microsoft 365 in your browser, click the app launcher (the grid of dots) and choose Planner. In Teams, you can also find it by clicking Apps on the left, or as a tab in a channel. Ask us if you cannot find it.
Make a plan
- Click New plan (or the + button).
- Give it a name, such as Spring Open Day.
- Choose whether it is private or visible to your team, if asked, and click Create.
Add columns (buckets) and tasks
- Buckets are columns, such as To do, Doing and Done. Click Add new bucket to add one.
- Click Add task, type what needs doing, and press Enter.
- Click a task to open it. You can:
- Assign it to one or more people.
- Set a Due date.
- Add a Checklist of smaller steps.
- Add Notes and attach files.
Move work along
Drag a task card from one bucket to the next. When it is finished, open the card and mark it Complete.
Different views
Along the top you can switch between the Board, a Grid list, a Schedule calendar and Charts that show progress. Which of these appear depends on your version.
Invite people
Click the people icon or Members and add names. They can then see and change tasks.
Tips
- Keep task names short and clear, starting with a verb, such as 'Book room'.
- Review the plan weekly so it does not go stale.
Common problems
- I cannot find my plan: look under Recent or Shared with me.
When to get more help
If you are deciding between Planner and a bigger tool, or need help setting up for a team, contact us.