How to Manage Tasks using Microsoft Teams

[@darkdessert]

What bothers me the most is once a task is created, how the team members communicate over a task. My understanding is that there is no way to @ mention someone in comments. So what the recommended way to posting something and grabbing someone's attention when discussing over a task?

[@sarahjohnsonontv]

Thanks for this information! What is the best way to link emails requiring a follow-up to a to-do/ planner task?

[@daveh4208]

I think MS has some serious problems. I try to do the exact same things you do and it doesn't work.

[@briankinzie2247]

One thing I noticed with task creation from a message, is that the url in the Teams -> Planner app is not a hyperlink, so you have no way to jump back to the original message and see the content (i.e. screenshots etc). Thankfully it is a hyperlink in ToDo desktop App and New Outlook ToDo tab, but still I think is an oversight in the Teams app itself that hopefully will be corrected soon!

[@eastudio-K]

For some reason there is no calendar view when in teams, but on the web there is a calendar, I mean when in planner app

[@moveworkforward]

have you seen how the Planner is used inside teams (by teams I mean a group of people)?

[@mariasaba8091]

Thanks for this video. I have a question when assigning a task to someone on a planner, would I get a notification once that person completes the task 🤔 if not how can I keep track of the tasks I delegate to my colleagues. I want to keep track of the progress, especially if im managing several projects. I noticed neither to do or planner a list of the tasks that I've delegated.

[@your365coach]

There is an option, where you can turn on Email Notifications for Completed Tasks - although they will be sent to the Group Mailbox where the Planner has been created within, so all members of the Plan would be able to see that email. If you want to see how to do this, Microsoft have a document explaining what to do : support.microsoft.com/en-gb/office/manage-planner-notifications-f6a32f83-058d-4f39-988d-8a2e932820ec?redirectSourcePath=%252farticle%252fGet-email-about-your-tasks-and-plans-cce223d6-b0ae-43cf-a080-266e2414a859 Hope that helps

[@OliviaBoxPower]

What are the differences between to-do tasks and planner tasks? As far as I can see you cant assign to-do personal tasks to buckets and move them across a kanban board?

[@your365coach]

To Do is based on your personal task assignment, whereas a Planner Task is shared largely with others, and as you pointed out, Planner has a Kanban board and other reporting capabilities in built. Hope that helps 😆

[@OliviaBoxPower]

@your365coach Thanks. I suppose if you want all the extra features of planner tasks for your personal todo list you can create a new plan and not share it with anyone. Although you'd need to assign every task to yourself.

[@alexeybartashevich6745]

Good summary, will share with my team 👌

[@your365coach]

Awesome, thank you! 😎

[@richardwaldron1684]

Awesome demo, really useful advice in there. I've learnt a lot that will very useful for me and my team. Thanks for posting.

[@your365coach]

Great to hear and thanks for your kind comment 😁

[@MortenNormannAlmeland]

In Teams meeting there is a Loop planning meeting. But the to do task I add there is not appearing anywhere. Why is that you think?

[@alextlima]

Hi Scott! Great video! Thanks a lot! So, I am started to use New Planner but I felt some features like historic data in cards has been lost in this new version. If I am not wrong there is a way to write some information in cards, but is limited. And these historic data could be found only when Planner is connected with a group in in Teams. Please could you talk about this? Best Regards, Alexandre

[@JeffWaters1]

I track tasks in Notion but want to switch to corporate 0365. Sometimes I need to assign tasks to people outside my organization. Can I add a field for this in 0365?

[@gilron3621]

I am not sure if to open tasks in one place under the Team or to use a different channel for each topic and open the planner section under each channel - can you advise please?

[@Michael-li3id]

7:53 incredibly useful! however it is not showing me all the plans in my drop down?

[@ChiefNoble]

Would like to see how how the email will follow up each assignee till the his\her is done!

[@jonathanwcousins]

How do Plans created in Loop interact with planner?

[@stoltzk]

You must be using a newer version because I do not see My Day, My Tasks, My Plans.

[@your365coach]

It may be that the change has not yet rolled out, and the best way to check, is when you add the App into Teams (via the three-dot menu) search for 'Planner' and if it does not appear, then search for 'Tasks' and if you still see 'Tasks by Planner and To Do' then the new App has not yet been pushed out to your tenant, and hopefully will be soon 😀

[@Brian_J_Taylor]

Thanks Scott. Great work. A couple of questions from me. 1) Having moved from Trello I still find it frustrating that I cannot add images or upload files directly to a planner task. Other than add in a URL to the image or file in the body of the planner task, have you found a smart way to do this? (I use a Loop table at the moment to paste images) 2) Related to above, often I want a copy of an email (with its attachments) in the planner task. Is there a smart way to do this also? At the moment I drag the email into OneDrive and share the link within a Loop table. Just seems to be too many steps. I looked at Power Automate but gave up. Welcome your wise thoughts 🧐

[@your365coach]

Thanks for your kind feedback, and firstly, some awesome work arounds that you identified there with the use of Loop! I'll try and help with your points, but I do feel that there are no good solutions for both at the moment sadly: 1) You are right, a Planner Task cannot have an attachment - it generally uses a link, like a Sharing Link and so forth. However behind every Plan, will sit a Microsoft 365 Group, and you can access this in Planner via the three-dot menu in the Planner on the Web (at the top) and then select 'Files' and it will take you to the Group SharePoint Site, which has it's security synchronised with members of your Plan. You could then use that to upload files into, and create a central location to hold files relating to your Plan, but sadly - you are still limited in a Planner Task to link to them. 2) Similar to the above, behind the Planner is a Microsoft 365 Group, which has a Shared Mailbox and accessible through Outlook, to copy e-mails into, which the wider team have access to. You could then (in theory) copy any emails into the Group Mailbox, meaning you and the team can access those. It's a good idea for centrally having a mailbox with project e-mail and you can even CC in the Group Mailbox too, to have a copy of any Emails stored in there. Hope that helps with a couple of ideas, but appreciate that they are not great ideas as such 🤗

[@SimSwitz]

Hi Scott, great video as usual. I have not been able to add a planner premium plan to a Teams channel. Is this not possible? I assumed I would be able to and my team members without a Planner/Project license could just see the basic view.

[@your365coach]

There’s an odd workaround for this - although I’ve not tried it using the Planner Premium license itself, but you could try adding the Project App to the MS team as a tab and then doing it that way, as the Planner Premium is actually a project for the web Plan and delivered by Project under the hood 😄

[@mikellock]

Our organization has a shared email mailbox which is monitored by many people. Typically one person monitors it on any given day. I can’t seem to find a way to take a given email… create a task and share it to a person on the team. There seems to be no way to associate an email to that specific task. Ideally, I’d like to right click on an email and create a task from it. I did find an add on that appears to be able to do this, however spending money on that functionality is going to be a non-starter.

[@briankinzie2247]

Ok so this is a two step process, but might just work for you situation. First of all you likely need to be using the "New Outlook". Right click on the message, then the very last option in that menu is "Advanced Actions" -> Create Task. Now this seems to only allow you to create the task in your "Private Tasks/ToDo". However if you then switch to MS Teams (Again New Teams) and go to Planner (Old Task). Double click the task and in the pop up window there are three dots menu, just next to the X in top right corner. You then have the option to "Move Task", at this point you should be able to move it to any MS Planner Plan and therefore then assign the task to someone in you team. Long winded, but just might work? Once you get used to it should be done in less than 30 seconds.

[@mikellock]

@@briankinzie2247 I appreciate this… I’ll look at your recommendations on Tuesday! Thanks!

[@kale5221]

Can we create template cards if we have an item with the same to do list each month? I'm trying to streamline everything I can

[@your365coach]

Sadly, there’s no Template task capability out of the box, but you have two options - the first is to create a recurring task, which means that you can create multiple based on a four week repeating task. The other is covered on another video on our channel, where you can use Power Automate to create similar capability. Hope that helps 😄

[@redruby5689]

Thank you for the great video soooo exciting to start

[@your365coach]

Great, I hope this helps in getting you started

[@uncicornis]

Is it possible to now see tasks setup in project or advanced planner subscription in teams summary or only basic planner tasks?

[@your365coach]

If the Tasks are created with Project Premium (Project on the Web) then yes, you will see those Taaks in the summary view of Tasks in the new Planner App in Teams 😄

[@rachelcackleberry]

@@your365coach Now if we could just surface those Project plan tasks in a Loop page like Planner that would be 👌🏻

[@bbqworld2103]

Great video thanks!

[@philippegarcia6773]

Very useful... Thanks for the video..

[@your365coach]

Your welcome 😊

[@davidthornton2788]

Love your content Scott, thank you

[@your365coach]

Thank you for your kind comment 😄