{"id":17769,"date":"2019-02-22T11:46:46","date_gmt":"2019-02-22T16:46:46","guid":{"rendered":"https:\/\/www.sherweb.com\/blog\/?p=17769"},"modified":"2020-03-11T15:20:22","modified_gmt":"2020-03-11T19:20:22","slug":"microsoft-planner-beginners-guide","status":"publish","type":"post","link":"https:\/\/www.sherweb.com\/blog\/microsoft-ecosystem\/office-365\/microsoft-planner-beginners-guide\/","title":{"rendered":"Microsoft Planner: A Beginner\u2019s Guide"},"content":{"rendered":"<p>Struggling to organize tasks in your workplace? Are your teams having communication or collaboration problems? Then it\u2019s time to give Microsoft Planner a try.<\/p>\n<p>This handy <a href=\"https:\/\/www.sherweb.com\/blog\/office-365\/improve-collaboration-with-office-365\/\" target=\"_blank\" rel=\"noopener noreferrer\">Office 365<\/a> app is perfect for an agile workflow. It lets your teams create plans, organize their work, assign tasks, collaborate, set deadlines, and upload or share files\u2014all within a single app.<\/p>\n<p>Need to track progress? It\u2019s right there on your dashboard, with regular updates sent through email notifications. Each plan in Planner also automatically creates a new Office 365 group to help you stay organized.<\/p>\n<p>So how do you get started with Microsoft Planner? First, we need to create a plan.<\/p>\n<p>&nbsp;<\/p>\n<h3><a href=\"https:\/\/info.sherweb.com\/Office-365-Sales-Guide.html\" target=\"_blank\" rel=\"noopener noreferrer\">Learn how to sell Office365 the right way with our FREE Sales Guide<\/a><\/h3>\n<p>&nbsp;<\/p>\n<h2>How to Create a Plan in Microsoft Planner<\/h2>\n<p>From the Office 365 menu, select the <strong>Planner<\/strong> app icon:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-17771 alignnone\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/Office-menu-184x300.jpg\" alt=\"Office 365 menu\" width=\"291\" height=\"474\" srcset=\"\/blog\/wp-content\/uploads\/Office-menu-184x300.jpg 184w, \/blog\/wp-content\/uploads\/Office-menu.jpg 306w\" sizes=\"auto, (max-width: 291px) 100vw, 291px\" \/><\/p>\n<p>The <strong>New Plan<\/strong> dialog appears:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-17772\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/new-plan-300x284.jpg\" alt=\"New Plan\" width=\"650\" height=\"616\" srcset=\"\/blog\/wp-content\/uploads\/new-plan-300x284.jpg 300w, \/blog\/wp-content\/uploads\/new-plan.jpg 607w\" sizes=\"auto, (max-width: 650px) 100vw, 650px\" \/><\/p>\n<p>Here, you can:<\/p>\n<ul>\n<li>Set the plan to be either public or private.<\/li>\n<li>Enter a description (optional).<\/li>\n<li>Subscribe new members to notification emails for the plan.<\/li>\n<\/ul>\n<p>Once you\u2019re done filling out that info, click the <strong>Create Plan <\/strong>button.<\/p>\n<p>At the top of the Planner UI, you\u2019ll notice a navigation with three pages: Board, Charts, and Schedule. By default, your main page (Board) will look something like this:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-17773 aligncenter\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/Home-page-1-300x96.png\" alt=\"Select Board form Main page\" width=\"778\" height=\"249\" srcset=\"\/blog\/wp-content\/uploads\/Home-page-1-300x96.png 300w, \/blog\/wp-content\/uploads\/Home-page-1-768x246.png 768w, \/blog\/wp-content\/uploads\/Home-page-1-1024x328.png 1024w, \/blog\/wp-content\/uploads\/Home-page-1.png 1469w\" sizes=\"auto, (max-width: 778px) 100vw, 778px\" \/><\/p>\n<p>As you can see, the main Planner page is very simple and has a clean layout.<\/p>\n<h2>Creating Tasks in Microsoft Planner<\/h2>\n<p>Now that you have a plan, you can begin to assign tasks to the team members. Don\u2019t worry\u2014it\u2019s a lot easier than you think. Planner will guide you through all of the steps.<\/p>\n<p>To get started, click the <strong>Add Task<\/strong> button.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-17774 aligncenter\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/Add-Task-300x136.jpg\" alt=\"Creating Tasks\" width=\"790\" height=\"358\" srcset=\"\/blog\/wp-content\/uploads\/Add-Task-300x136.jpg 300w, \/blog\/wp-content\/uploads\/Add-Task-768x347.jpg 768w, \/blog\/wp-content\/uploads\/Add-Task.jpg 995w\" sizes=\"auto, (max-width: 790px) 100vw, 790px\" \/><\/p>\n<p>You can:<\/p>\n<ul>\n<li>Assign the new task to a bucket (more on that in a bit).<\/li>\n<li>Enter the status of the task.<\/li>\n<li>Enter a start and due date.<\/li>\n<li>Enter a description of the task.<\/li>\n<li>Choose whether to add an item to a checklist.<\/li>\n<li>Add relevant files as attachments.<\/li>\n<li>Enter comments about the task.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-17775\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/determine-team-members-200x300.png\" alt=\"Determine team members\" width=\"418\" height=\"627\" srcset=\"\/blog\/wp-content\/uploads\/determine-team-members-200x300.png 200w, \/blog\/wp-content\/uploads\/determine-team-members.png 559w\" sizes=\"auto, (max-width: 418px) 100vw, 418px\" \/><\/p>\n<p>Enter a name for the task, set a due date (if known), and click <strong>Assign<\/strong> to assign the task to a team member.<\/p>\n<p>The same section shows the tasks assigned to you. They are grouped according to status, such as <strong>Not Started<\/strong>, <strong>In Progress<\/strong>, or <strong>Completed<\/strong>.<\/p>\n<h2><span lang=\"EN-US\">Grouping Tasks into Buckets<\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-17776\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/New-buckets-300x54.jpg\" alt=\"Add new buckets\" width=\"567\" height=\"102\" srcset=\"\/blog\/wp-content\/uploads\/New-buckets-300x54.jpg 300w, \/blog\/wp-content\/uploads\/New-buckets.jpg 470w\" sizes=\"auto, (max-width: 567px) 100vw, 567px\" \/><\/p>\n<p>During or after the creation of a task, you can place it in a <strong>bucket<\/strong> to break up your work into phases, types of work, departments, or whatever makes the most sense for your team.<\/p>\n<p>To get started, click the <strong>Add new bucket<\/strong> link. Then, simply give the bucket a name. For this example, we\u2019ll create a bucket named Preparation.<\/p>\n<p>You can then click the plus icon to begin adding additional tasks.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-17777 aligncenter\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/additional-tasks-300x150.png\" alt=\"\" width=\"754\" height=\"377\" srcset=\"\/blog\/wp-content\/uploads\/additional-tasks-300x150.png 300w, \/blog\/wp-content\/uploads\/additional-tasks-768x383.png 768w, \/blog\/wp-content\/uploads\/additional-tasks.png 820w\" sizes=\"auto, (max-width: 754px) 100vw, 754px\" \/><\/p>\n<p>And that\u2019s about it for creating tasks in Planner! It\u2019s that easy.<\/p>\n<p>Up to this point, we\u2019ve been working with the <strong>Board<\/strong> tab. Let\u2019s explore some of the others.<\/p>\n<h2>View Charts in Microsoft Planner<\/h2>\n<p>First, click on the <strong>Charts<\/strong> tab at the top.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-17778 aligncenter\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/charts-300x234.jpg\" alt=\"View Charts in Microsoft Planner\" width=\"745\" height=\"581\" srcset=\"\/blog\/wp-content\/uploads\/charts-300x234.jpg 300w, \/blog\/wp-content\/uploads\/charts-768x599.jpg 768w, \/blog\/wp-content\/uploads\/charts.jpg 982w\" sizes=\"auto, (max-width: 745px) 100vw, 745px\" \/><\/p>\n<p>This page gives you a visual overview of your plan and its tasks and buckets. Under the <strong>Status<\/strong> group, it shows the status of all tasks in the plan according to the following labels:<\/p>\n<ul>\n<li>Not Started<\/li>\n<li>In progress<\/li>\n<li>Late<\/li>\n<li>Completed<\/li>\n<\/ul>\n<p>Then, under the <strong>Buckets<\/strong> group, you can see how many tasks (and which ones) have been assigned to all of your buckets. Under the <strong>Tasks<\/strong> group, you can explore individual tasks or create new ones as before. And finally, at the very bottom under the <strong>Members<\/strong> group, you can see which team members are assigned to which tasks.<\/p>\n<h2>View Schedule in Microsoft Planner<\/h2>\n<p>This page lets you quickly see which tasks are due by week or month. It also lets you create a new task as before via the right-hand panel.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-17779 aligncenter\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/Schedule-300x159.jpg\" alt=\"View Schedule in Microsoft Planner\" width=\"757\" height=\"401\" srcset=\"\/blog\/wp-content\/uploads\/Schedule-300x159.jpg 300w, \/blog\/wp-content\/uploads\/Schedule-768x407.jpg 768w, \/blog\/wp-content\/uploads\/Schedule-1024x542.jpg 1024w, \/blog\/wp-content\/uploads\/Schedule.jpg 1114w\" sizes=\"auto, (max-width: 757px) 100vw, 757px\" \/><\/p>\n<h2>Other Microsoft Planner Features<\/h2>\n<p>Next to the tabs at the top of the page, click the button with the three orbs. You\u2019ll see a dropdown with available options which we\u2019ll explain below:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-17780\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/other-features-201x300.jpg\" alt=\"Other features\" width=\"297\" height=\"443\" srcset=\"\/blog\/wp-content\/uploads\/other-features-201x300.jpg 201w, \/blog\/wp-content\/uploads\/other-features.jpg 248w\" sizes=\"auto, (max-width: 297px) 100vw, 297px\" \/><\/p>\n<p>Note: Once you select an option from this menu, the navigation tabs and the options menu will change to reflect actions associated with that particular option you chose.<\/p>\n<p>Once you choose an option, you can easily select another one via the left-hand navigation, as well as search for content across the entire site:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-17781\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/search-165x300.png\" alt=\"Search Plans\" width=\"272\" height=\"495\" srcset=\"\/blog\/wp-content\/uploads\/search-165x300.png 165w, \/blog\/wp-content\/uploads\/search.png 202w\" sizes=\"auto, (max-width: 272px) 100vw, 272px\" \/><\/p>\n<h3>Conversations<\/h3>\n<p>You can initiate conversations with team members via Microsoft Outlook email through Planner by selected the <strong>Conversations<\/strong> option from the navigation we looked at above.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-17782 aligncenter\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/conversations-300x198.jpg\" alt=\"conversations\" width=\"682\" height=\"450\" srcset=\"\/blog\/wp-content\/uploads\/conversations-300x198.jpg 300w, \/blog\/wp-content\/uploads\/conversations-768x506.jpg 768w, \/blog\/wp-content\/uploads\/conversations-1024x675.jpg 1024w, \/blog\/wp-content\/uploads\/conversations.jpg 1157w\" sizes=\"auto, (max-width: 682px) 100vw, 682px\" \/><\/p>\n<p>You can:<\/p>\n<ul>\n<li>Start a conversation.<\/li>\n<li>Add content to a team site.<\/li>\n<li>View, edit, and share files with the team.<\/li>\n<li>Connect with apps like Twitter and Trello.<\/li>\n<\/ul>\n<h3>Members<\/h3>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-17783 aligncenter\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/members-300x154.jpg\" alt=\"Members\" width=\"678\" height=\"348\" srcset=\"\/blog\/wp-content\/uploads\/members-300x154.jpg 300w, \/blog\/wp-content\/uploads\/members-768x393.jpg 768w, \/blog\/wp-content\/uploads\/members.jpg 856w\" sizes=\"auto, (max-width: 678px) 100vw, 678px\" \/><\/p>\n<p>You can view, add, and delete team members, as well as change their status. The members are grouped as <strong>All<\/strong>, <strong>Owners<\/strong>, or <strong>Guests<\/strong>.<\/p>\n<h3>Files<\/h3>\n<p>You can create, upload, or delete files related to a particular plan.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-17784 aligncenter\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/files-300x134.jpg\" alt=\"Files\" width=\"687\" height=\"307\" srcset=\"\/blog\/wp-content\/uploads\/files-300x134.jpg 300w, \/blog\/wp-content\/uploads\/files-768x343.jpg 768w, \/blog\/wp-content\/uploads\/files-1024x457.jpg 1024w, \/blog\/wp-content\/uploads\/files.jpg 1051w\" sizes=\"auto, (max-width: 687px) 100vw, 687px\" \/><\/p>\n<p>From the left-hand navigation, in addition to creating a plan, you can also view existing plans, and view plans that have been marked as favorites.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-17785 aligncenter\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/view-plans-300x196.jpg\" alt=\"View Plans\" width=\"660\" height=\"431\" srcset=\"\/blog\/wp-content\/uploads\/view-plans-300x196.jpg 300w, \/blog\/wp-content\/uploads\/view-plans-768x502.jpg 768w, \/blog\/wp-content\/uploads\/view-plans.jpg 999w\" sizes=\"auto, (max-width: 660px) 100vw, 660px\" \/><\/p>\n<p>In the example above, the Data Migration plan is listed as a favorite.<\/p>\n<h2>Notebook<\/h2>\n<p>This option connects your team to the Office 365 OneNote Online app. Here, you can add content such as text, images, or notes.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-17786 aligncenter\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/onenote-integration-300x69.jpg\" alt=\"Notebook\" width=\"674\" height=\"155\" srcset=\"\/blog\/wp-content\/uploads\/onenote-integration-300x69.jpg 300w, \/blog\/wp-content\/uploads\/onenote-integration-768x176.jpg 768w, \/blog\/wp-content\/uploads\/onenote-integration-1024x235.jpg 1024w, \/blog\/wp-content\/uploads\/onenote-integration.jpg 1056w\" sizes=\"auto, (max-width: 674px) 100vw, 674px\" \/><\/p>\n<p>This is a centralized location where you can add news that\u2019s important to the team. It also shows a feed of recent content-related activity.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-17787 aligncenter\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/sites-300x185.jpg\" alt=\"Data migration\" width=\"663\" height=\"409\" srcset=\"\/blog\/wp-content\/uploads\/sites-300x185.jpg 300w, \/blog\/wp-content\/uploads\/sites-768x474.jpg 768w, \/blog\/wp-content\/uploads\/sites-1024x631.jpg 1024w, \/blog\/wp-content\/uploads\/sites.jpg 1257w\" sizes=\"auto, (max-width: 663px) 100vw, 663px\" \/><\/p>\n<h2>Favorites<\/h2>\n<p>This option allows you to add or remove content from the Favorites list in the left-hand panel.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-17788\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/favorites.png\" alt=\"Favorites\" width=\"266\" height=\"114\" \/><\/p>\n<h2>Copy Plan<\/h2>\n<p>This is useful when you have similar plans and don\u2019t want to recreate them. It has the same options available as when you create a new plan.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-17789\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/copy-plan-300x191.jpg\" alt=\"Copy Plan\" width=\"454\" height=\"289\" srcset=\"\/blog\/wp-content\/uploads\/copy-plan-300x191.jpg 300w, \/blog\/wp-content\/uploads\/copy-plan.jpg 602w\" sizes=\"auto, (max-width: 454px) 100vw, 454px\" \/><\/p>\n<h3>Copy Link to Plan<\/h3>\n<p>This option lets you copy a link to the plan that you can share with people who aren\u2019t members of a plan.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-17790\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/copy-link-to-plan.jpg\" alt=\"Copy link to plan\" width=\"341\" height=\"111\" \/><\/p>\n<h3>Plan Settings<\/h3>\n<p>With this option, you can view or change the settings for each individual plan. You can send a notification to team members when a task has been assigned or completed, or you can opt out of this feature. You can edit the group and even delete the plan from this dialog window.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-17791\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/plan-settings-300x254.jpg\" alt=\"Plan settings\" width=\"482\" height=\"408\" srcset=\"\/blog\/wp-content\/uploads\/plan-settings-300x254.jpg 300w, \/blog\/wp-content\/uploads\/plan-settings.jpg 602w\" sizes=\"auto, (max-width: 482px) 100vw, 482px\" \/><\/p>\n<h2>Add plan to Outlook calendar<\/h2>\n<p>This option allows you to publish tasks to team members\u2019 Outlook calendars (or to unpublish them). When you\u2019re ready to publish, Planner creates a link that can be shared or sent to Outlook.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-17792\" src=\"https:\/\/www.sherweb.com\/blog\/wp-content\/uploads\/Add-to-outlook-calendar-300x187.png\" alt=\"Add plan to outlook calendar\" width=\"456\" height=\"284\" srcset=\"\/blog\/wp-content\/uploads\/Add-to-outlook-calendar-300x187.png 300w, \/blog\/wp-content\/uploads\/Add-to-outlook-calendar.png 615w\" sizes=\"auto, (max-width: 456px) 100vw, 456px\" \/><\/p>\n<h3><a href=\"https:\/\/www.sherweb.com\/resell-office-365\/\" target=\"_blank\" rel=\"noopener noreferrer\">Resell Office 365 easily with Sherweb<\/a><\/h3>\n<h2>Organize Your Work with Microsoft Planner<\/h2>\n<p>We\u2019ve only peeled back one layer of the functionality of Microsoft Planner. Overall, it\u2019s an extremely powerful app that lets team members stay up to date on their team\u2019s tasks, content, and conversations.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Struggling to organize tasks in your workplace? Are your teams having communication or collaborat","protected":false},"author":177,"featured_media":17894,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[751],"tags":[],"class_list":["post-17769","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-office-365"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Microsoft Planner: A Beginner\u2019s Guide | SherWeb | Office Tools<\/title>\n<meta name=\"description\" content=\"Struggling to organize tasks in your workplace? Are your teams having communication or collaboration problems? 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