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 * Microsoft Office


6 WAYS TO GET MORE OUT OF MICROSOFT PLANNER

By Rob Woodgate
Published Apr 15, 2020


Get more out of Microsoft Planner with six useful tips. Here's everything you
need to know.




QUICK LINKS

 * Get Notifications About Tasks

 * Add a Plan to Your Favorites

 * Change the Task Groupings

 * Filter the Tasks By Specific Properties

 * Generate Stats About Your Plan

 * Install the Planner Mobile App

Microsoft Planner is pretty simple to use, but some of its more useful features
aren't front and center. If you're just creating and moving tasks, here are six
ways to get a bit more out of Planner. Here's everything you need to know.


GET NOTIFICATIONS ABOUT TASKS

If you've already connected Planner to your Outlook, you'll already be getting
notifications about due dates. But if you haven't---or if you want to know when
items have been assigned to you---there is an additional notification feature.

Click on the Settings gear in the top right of the Microsoft Planner and then
select the "Notifications" option.



This will open the Notification options panel. Choose one of the notification
preferences and then select the "Save" button.




If you choose "Someone assigns a task to me", this will alert you through email,
Microsoft Teams (if you have Teams), and with mobile push notifications (if
you've installed the mobile app, which we'll show you later on in this article).
This feature is very useful when you're working in a team, even if that's just
you and your partner using Planner to sort out the chores.

If you haven't already connected Planner to your Outlook, then the "A task
assigned to me is late, due today, or due in the next 7 days" option will alert
you through email if you're tardy with your tasks. This feature works really
well, but it is persistent in telling you that a task is late. This may be great
if you struggle to make deadlines and need reminders, but it may also be too
much if it makes you feel demotivated.



We're fans of systems that help you get things done, so we prefer the latter
option, but this choice is definitely a personal preference.




ADD A PLAN TO YOUR FAVORITES

When you start using Planner, your plans will show up in the "Recent Plans"
section of the sidebar.



If you only have one or two plans, this is fine, but if you have multiple
plans---and especially if you're in a corporate environment where people may add
you to plans unexpectedly---the "Recent Plans" section can get unwieldy pretty
quickly.

You can add plans to the "Favorites" section of the sidebar instead. This gives
you control over what plans you see, which makes finding your important plans
much easier.

To move a plan to the Favorites section, click on the star icon next to the plan
name.




This will immediately move your plan to the Favorites section of the sidebar.



To remove a plan from your Favorites, click the star icon again, and the plan
will move back to the Recent Plans section.




CHANGE THE TASK GROUPINGS

By default, your tasks are grouped in the buckets you use: To-Do, In Progress,
Done, and whatever other buckets you've created. This isn't the only way to
group your tasks though, so Planner gives you the option to group tasks based on
their properties, such as Due Date, Assignee, Priority, and more.



To change your task groupings, click on the "Group By Bucket" button in the top
right of the interface.



Choose a different property to group your tasks by, and they will automatically
rearrange. For example, if you choose "Priority", your tasks will be grouped
into new Priority buckets.



To go back to viewing your tasks in the original buckets, just click "Group By"
and choose "Bucket".



This feature is really useful for seeing tasks in date order, or, if you're
working in a team, by assignee, so you can see who's overstretched and who
doesn't have enough work. If you use the colored labeling system to track a
project, this can show you all the tasks for that project just by choosing to
group by labels.




FILTER THE TASKS BY SPECIFIC PROPERTIES

Grouping is one way of organizing your tasks, but you can also filter them to
show just the tasks you want to see. In a team plan, this is useful to see just
the tasks that are assigned to you or just the tasks for a specific label.

To filter the tasks, click on "Filter" in the top right.



Click on one of the property names to choose a value to filter on. We're going
to filter on the "Urgent" value in the Priority property.




The plan will now show just those tasks that have a priority of "Urgent".



You can apply as many filters as you want at the same time, so you can filter
for Urgent tasks with a Yellow label assigned to Jane and due next week, for
example.

If the properties aren't specific enough, you can also filter on keywords within
the tasks.



This will show any task that has the keyword anywhere in the title. To clear
down the filter, click "Filter" again and then select the "Clear" button.




The more tasks in your planner, the more useful filtering becomes.




GENERATE STATS ABOUT YOUR PLAN

If you're a manager who needs to report on your team's work, you'll know the
importance of stats. Planner provides some basic charts to help you understand
the current state of your plan in a way that makes it easy to report.

To access the Planner charts, click Charts at the top of the plan.



This gives you some visual representations of the plan as it currently stands.




It also gives you a breakdown of tasks based on Priority and Assignee further
down the page. These charts are useful to a point, but they aren't particularly
detailed or customizable. For that, you need to export your plan to Excel, where
you can do the charting yourself, or plug the spreadsheet into a tool like Power
BI to draw out the stats for you.

To export the plan, click the three dots at the top of the plan and then select
"Export Plan To Excel".



This will create a spreadsheet containing a snapshot of the data about the plan
and the tasks, which you can use to create visual representations of your plan
using whatever tool you want.





INSTALL THE PLANNER MOBILE APP

If you want to be able to check your plans on the go, you'll need the Planner
mobile app. Microsoft has made it very easy to get it without having to go to
your app store; just click the "Get The Planner App" link at the bottom of the
sidebar.



This will open up a panel where you can enter your phone number. Microsoft will
then send a download link to the proper app store. If you don't want to use your
phone number--or it's a tablet that doesn't have a phone number---you can
provide an email address instead.




Install the app as usual, and now you'll be able to keep an eye on your work
without having to haul a laptop around with you.


Readers like you help support How-To Geek. When you make a purchase using links
on our site, we may earn an affiliate commission. Read More.


THE BEST TECH NEWSLETTER AROUND








By subscribing, you agree to our Privacy Policy and may receive occasional deal
communications; you can unsubscribe anytime.

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Related Topics
 * Microsoft Office
 * Microsoft
 * Microsoft Planner

About The Author
Rob Woodgate (221 Articles Published)


Rob Woodgate is a writer, trainer, and IT consultant who currently lives in the
UK. When he's not writing O365 articles for How-To Geek he spends his time
advising companies on knowledge management, speaking at the occasional
conference, and playing Assassin's Creed. Rob's likes include the Xbox, Ludwig
Wittgenstein, peanut butter, and Windows. His dislikes include Macs, rudeness,
leafy green vegetables, Facebook, and anyone who says "bro", "brah", or variants
thereof. Rob has a beard but little hair, meaning he fits in very well in groups
of other middle-aged men who work with computers.


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