Microsoft Planner

Microsoft Planner is a task management software developed by Microsoft, part of the Microsoft 365 suite. It is designed to simplify teamwork, allowing users to create plans, organize and assign tasks, share files, chat about what they’re working on, and get updates on progress.



The Microsoft Planner desktop app is primarily aimed at small to medium-sized teams who need a straightforward and integrated way to manage projects and tasks.

Main Features

Task Management

• Users can create, assign, and manage tasks with deadlines and descriptions.
• Task progress can be tracked with status labels such as "Not started," "In progress," and "Completed."

Collaboration Tools

• Integrated chat allows team members to communicate directly within tasks.
• File attachments can be added directly to tasks for easy access and organization.

Visual Organization

• The "Board" view allows for a Kanban-style organization, where tasks are visually placed in columns.
• Users can customize columns for different stages of project workflows.

Integration with Microsoft 365

• Seamless integration with other Microsoft tools like Outlook, Teams, and OneNote.
• Data security and compliance with enterprise-grade Microsoft 365 security features.

Mobile and Desktop Accessibility

• Available on both web and mobile platforms, allowing for flexible work styles.

User Interface

Microsoft Planner's user interface is clean and intuitive, reflecting the modern design ethos of the Microsoft 365 suite. It uses a color-coded system for differentiating between tasks, which makes it easy to scan through tasks quickly.



Navigation is straightforward, with most features accessible in just a few clicks.

Installation and Setup

As a web-based platform part of Microsoft 365, MS Planner requires no traditional installation. Users can access it through a web browser or through the mobile app available on iOS and Android. Setup is minimal, typically requiring a Microsoft 365 subscription and a valid organization account to start.

How to Use

• Create a new plan for a project or workflow.
• Add tasks, assign them to team members, and set deadlines.
• Organize tasks into different columns in the Board view to reflect different stages or priorities.
• Use the Charts view to see statistics on task completion and team member assignments.
• Collaborate by discussing tasks directly in their respective cards and attaching necessary files.

App Integrations

Microsoft Loop
Track your teams’ plans alongside other plan content in one workspace.

Microsoft Outlook
Check assignments from flagged email without leaving MS Planner.

Microsoft Teams
Cocreate to-do lists and make plans based on meetings and conversations.

Microsoft Viva Goals
Create plans and set goals informed by company objectives and key results.

Why is Microsoft launching a new Planner experience?

Microsoft is responding to the demand from individual workers, team leaders, and professional project managers for a straightforward, unified work management solution that can adapt and grow with their needs.



The new integrates task management, collaborative work management, and enterprise work management into one cohesive experience. It's tailored to meet the diverse requirements of your workforce and is designed to scale with your organization into the future.

FAQ

Can I use Microsoft Planner for personal projects?
Yes, it can be used for personal projects, though it’s optimized for teamwork within an organization that has a Microsoft 365 subscription.

How do I share a plan with someone outside my organization?
Currently, sharing plans with external users is not supported directly in this desktop app. External users need guest access in the organization’s Microsoft 365 environment.

Is there a way to integrate Planner with Microsoft To-Do?
Yes, tasks assigned to you in Planner will appear in your Microsoft To-Do list, helping you manage all your tasks in one place.

Can I export data from Microsoft Planner?
Yes, you can export Planner data through Microsoft Excel for further analysis or record-keeping.

Does Planner have notifications?
Yes, it integrates with Microsoft 365 and can send notifications through email or the mobile app.

Will Microsoft Project be retired?
Microsoft Project is not being retired. Capabilities in Project for the web are becoming part of the new Microsoft Planner. Project desktop, Project Online, and Project Server will continue to be available and supported for new and existing.

Alternatives

ClickUp: Combines features of project management, document storage, and more in one platform.

Asana: A flexible project management tool with a focus on task management and team collaboration.

Trello: A user-friendly Kanban-style tool ideal for smaller teams and simpler projects.

Wrike: Offers robust project management features with real-time collaboration and reporting.

Pricing

FREE (Planner in Microsoft 365)

• Creation and management of content-rich tasks
• My Day, My Tasks and Assigned to Me views
• Basic plan templates
• Microsoft Teams integration
• List, Grid, and Board views
• Charts

Planner Plan 1 - $10.00 user/month

Everything in Planner in Microsoft 365, plus:

• Task dependencies
• Premium plan templates
• Reports
• Timeline (Gantt) view
• Backlogs and sprints
• People management
• Project goals

Project Plan 3 - $30.00 user/month

Includes everything in Planner Plan 1, plus:

• Copilot in Planner
• Advanced dependencies with lead and lag
• Resource request capabilities
• Task history
• Program management and demand management
• Project Online and Project Online desktop client

System Requirements

As a cloud-based platform, it runs on any modern web browser on Windows or MacOS. Mobile versions require iOS 11.0 or later, or Android 5.0 and up.

PROS

• Highly integrated with Microsoft 365.
• User-friendly interface.
• Good for basic to moderate project management needs.

CONS

• Lacks advanced project management features like Gantt charts.
• No native support for external user collaboration within a plan.

Conclusion

Microsoft Planner is an excellent choice for teams already invested in the Microsoft ecosystem looking for a simple, integrated solution to manage tasks and projects. Its intuitive design and essential features make it suitable for small to medium-sized projects.

While it may not replace more robust project management tools for complex needs, it provides enough functionality for many teams' day-to-day operations.