5 Features to Improve Task Management in Microsoft Planner!

today's video is a special one because it's all about you yes our brilliant community of subscribers and viewers you've been asking questions around Microsoft planner and also how better you can manage tasks and reports on them using those tools well the great news is today we're going to be covering those questions and we're going to be looking at particular topics such as how to export data from Microsoft planner closer integration with other apps and also getting View and reports across different tasks in planner as well so we hope you'll be able to take away today a better understanding of how best to manage your tasks using Microsoft planner and as always if you like this video please do hit that like button but also not forgetting hit on the Subscribe button to find more great content like this and to be part of our growing Community not only that we have a free Microsoft 365 ebook you can download today from our website in the link below and we'd love it if you join our community and be part of our newsletter once you download our free ebook so you can keep up to date with the latest content from us and more tips and tricks anyway let's dive into planner and cover your all important questions so is there a way that we can get a view of all of your tasks in your Outlook calendar and there is a way we can achieve this now inside the planner you may have seen before that there is a shedal view giving you all of the tasks over a period of time but this is not appearing inside the Microsoft Outlook but there is a couple of ways we can do to make this information appear inside of outlook for you so all we need to do is click on the free dot menu above and you'll see there's an option to add plan to Outlook calendar by left clicking on this option you'll have two options here now what I would also say to take great care the first option don't publish and keep private means you won't have any access into an Outlook calendar to see this data the second option of publish and share with anyone allows the ability to add this plan and its tasks into someone's calendar however this link is not secured no it's very hard to know the link but anyone who has this link be able to add your task into their calendar regardless to whether they're in your it environment or not take great care when you consider this because there are drawbacks such as security to consider but if you're okay with that and you know that your data is not that confidential well you can go ahead and copy this link here or alternatively click on add to Outlook by selecting add to Outlook it will open in outlook for the web now we're inside of Outlook we can also now begin to update this feed I might not want to call it planner project winter instead said I'm going to over type that and put project winter task I can also give it a colorcoded icon and set it here to add to any of my calendar buckets such as my other calendars when I then click on import it will import this into my Outlook calendar view it will also sync to my desktop later as well so in here well I can see my calendar view but I can also now see all of these red appointments appearing inside of my calendar I can left click into them I can also have the ability to open this task directly in planner but it gives me information about when that task is due and at what day I need to work on it this is very powerful but I know what you're thinking what if you have 20 or 30 plans you only wanted riew of tasks that are assigned to you in your calendar not firsty plans worth of content well there's also a way to achieve that let's close out of this dialogue here and inside a planner on the web go to the assign to me option on the left and under here click on the free dot menu at the top and there's an option to add assigned to me to Outlook calendar left click it and once again the same question then appears remembering if you do decide to publish and share with anyone while your task information could be available to others to anyone who has this link to be very careful on when you use this option assuming you're okay with that we can go ahead and either copy the link or add it into Outlook from here once again reopening outlook on the web I can update this to a sign to me and I can also make a change to the colorcoded icons and begin to import that task into Outlook with that done let's close this dialog down and we now see all of the tasks that have been assigned to me appearing on my Outlook Calendar here is one that's due on Friday I can left click in and I can see this has been assigned to me once again with a quick link to get straight back to that task inside the planner and also as you can see here I'm using outlook for desktop I'm using a new version of Outlook that changes syn through to my Outlook and I now see both of those calendars appearing on my calendar view and of course I can uncheck them so I can remove them from my view or simply read add them under my other calendars that's a way there you can use to bring your calendar information and sync it into planner to give you a view of all of your task across all your plans so can we export data from Microsoft planner and we can indeed do that but you may be wondering well why would we ever need to export data and that could be because you're working with a third party who doesn't have access to your plan or one of your colleagues as well because remembering that when we give access to content inside a planner we could also give access to additional resources such as files and conversations that are also stored in the team to which the plan is asso negotiated so you want to take an export of data from planner all we need to do is open up your plan and here I am inside a planner on the web when you're in your plan you can go up to the free dot menu next to your options for charts and schedule then go down and select export plan to excel it'll then begin downloading a copy of your plan data with your data downloaded but you can also again convert your data into a table in Excel just go to insert and select table and also select your table has headers and now you have your table in this format meaning you can now work with this by filtering particular priorities assignment and so forth you can even take this data and bring it into tools like powerbi to build further reporting on top of the data you've exported from Microsoft planner so that's a great way you can export data from planner and work with it in ways you just couldn't before why don't we take a short break and I can let you know a little bit more about what we can do for you because at your 365 coach we're all about empowering how you and your team work turning you into productivity Superstars so whether you're struggling in co-pilot Microsoft team SharePoint or more we've got the answers for you check out our website below you can get access to underman learning courses as well as individual time with myself and also with your wider team to help you with the problems that you have and we can guide you through to find the appropriate Solutions and give you the skills that you need and whilst you're there why not download our free Microsoft 365 ebook it's one click away to help you get the most from Microsoft 365 you can download today but how can you also have a single view of all of your tests across Microsoft planner because as you become part of more plans well you're going to get more tasks what you're not going to want to do is manage your tasks in every single plan so to help you with that what we can do is go into planet on the web there's then an option at the top for assign to me and you'll get a view of all of the actual tasks from plans that have been assigned to you with an easy way to left click into them and you'll be able to update them in place but also from that dashboard where you'll get a view of which each task relates in terms of the plan here is my project winter this task comes from Project winter I can also left click into the project winter name to take me straight into that plan so it's very easy to use that capability but you can also do much the same in Microsoft teams yes let's open up Microsoft teams and open up the tasks by planner and Todo app and in here we have also an assigned to me tab when you load it up what you can do very much the same we can now see all of the tasks I've got across all of my plans and the source of where that task has came from right on a dashboard here I can also left click into any of these tasks update them in place and sync them straight back into planner give me a view of all of my tasks across all of my plans but not only that you can also go to the right hand side and begin to filter information so you may want to have a view of all of your completed tasks that have been assigned to you and also the completion date well that's a handy way to review all of your completed tasks across all of your plans to report back to the relevant people who manage those plans that's a great way of reviewing all of your tasks over many plans using both Planner on the web and also teams capability with the free app for task by planner and too so how can we also report on our tasks in a better way for example we can see a number of tasks here that have been assigned and also completed by the relevant team members while there's also capability inside of planner and I'm looking it through Planner on the web to go to the right hand side of your plan and you can now also begin filtering and grouping your data so if I here group it by progress we'll actually get a view of all of the tasks whether they're not started in progress or completed it's quite helpful to show in terms of your overall footprint of all of your tasks and alongside grouping we can also filter data here and keep the grouping in place for example you might want to view now of all of the tasks on a particular progress that effectively are going to be coming up from a due date perspective either this week or next week so in our filter we can left click into it and we can check the due dates our market for this week and next week and I can see now A View across all of my tasks in the plan which ones have not been started and also which ones have been completed which update based upon the due dates and the status as they move through not only that under the group Buy we can also Group by due dates to make it even easier here and once again use the filters to further refine that information inside of planner dashboards to give you better control over all of your tasks inside a Microsoft planner and is there a way that we can track tasks that have been delegated to others that's quite challenging in planner because there's no ability to give someone a task who effectively wouldn't need access to the plan but there is a way we can use labels to track that so you can easily manage tasks have been delegated and also understand where delegation has occurred so to do that let's go ahead and open up a task that's been allocated to Megan initially Megan is now going to delegate it to someone in her team so how can we track that we can add a label into this task and it then provides a full list as we can see here of different color coded labels we can select one of these click on the pencil icon and over over type the edit label the appropriate name such as delegated task with that done just left click and it will now apply into that task we'll go ahead and close it and see it's been delegated now how also it could possibly help while he's adding a comment into the actual task to know who's picked it up in Megan's team and the reason why but alongside that you and your team will also need to understand who's been allocated what and where while using that new La we can also through plannner dashboard capability go into the filter on the right hand side open up the label select delegated task and get a view of all tasks have been delegated for easy access for you to pick up and check out what's going on with those tasks chosing a pair of labels we have the ability to Mark where tasks are delegated and manage them accordingly and that wraps up a view of all of those areas you can use today to better manage your tasks in Microsoft planner and become even more productive and our Channel thrives on your engagement so we'd love to know your questions on any of our topics that we share on the channel just head to the comments and ask your questions and you never know we may even be able to consider them in a future video as well if you did like this video we'd love it hit that like button and don't forget to hit that subscribe button to find more great content like this as well and also we'd love it if you go and download our free Microsoft 365 ebook by the link below and then also you can benefit from our newsletter sharing the latest tips and tricks of Microsoft 365 that we send every week to all of our productivity Superstars and other than that well I'll be seeing you in the next [Applause] [Music] one

Channel: Scott Brant

Views: 10,902

Keywords: microsoft 365, microsoft planner, ms planner, project management, microsoft to do, microsoft teams, microsoft planner tutorial, task management, how to, how to use microsoft planner, teams planner tutorial, outlook planner, sync planner into outlook, planner tips and tricks, Tutorial, Your 365 Coach, 2024, Tasks, Task Management, Planner for Projects, Planner Reports, Planner Dashboard, office tips, office, excel, microsoft planner tips and tricks, to do

Id: lglMFL4UsOM

Length: 13min 58sec (838 seconds)

Published: Thu Jan 25 2024