How to Use Microsoft To Do and Planner with Outlook and Microsoft Teams (2023)

[@jangeiss8693]

BIG NEWS: Tasks asigned to me in Planner Premium plans start showing in the new planner in teams under "my tasks", as well as in MS To Do. This morning, nothing, but now they show up :) Finally

[@maxpower7666]

Hi Scott, thank you very much for this great lesson!

[@your365coach]

My pleasure! 😀

[@TriajiLahardi]

Thanks Scott, it is great information and lesson

[@your365coach]

Very welcome 😀

[@murich66]

Great video. How do you convert an email into a Planner task? How do you convert a personal task in todo into a planner task? Can you use todo for a team or does that only work in Planner?

[@your365coach]

Thanks for your feedback, we will work on these topics in a future video and dig a little deeper! 😀

[@camjohnston7977]

Scott wonderful video. Very effective delivery. Quick question, in Teams, my plans on the Planner side are not appearing in Teams. Is there something special that I need to be doing to enable this? If you can point me at something I would be grateful. I took at look at your other vids but did not see anything. Thanks

[@user-om9hj3pl7w]

Are you getting an error that says "We couldn’t create your task. You’ll need a list or plan..." ? I'm having the same issue today and I've triple checked I'm a member on multiple plans!

[@searchhoochie1535]

Thank you I am trying to learn outlook

[@your365coach]

Glad it helped and also there’s a few other tutorials for Outlook on our Channel too, which you can check out 😁

[@searchhoochie1535]

@your365coach thank you I am watching another one now. You are appreciated.

[@JimCanto]

Great video, Scott. The structure of your videos makes them easy to consume. Just wanted to pay you that compliment before going on a bit of a whiny rant... So let me see if I've got this straight: Microsoft wants the be the premier, definitive go-to suite for collaborative work. Collaborating on tasks is arguably the number one function needed between team members. Email is still the primary communication tool for senior managers and/or when working with external partners on any initiatives. Planner is the best tool in the suite for collaborating on tasks with team members. Planner and To-Do work well together as long as the task is placed in Planner first because it is essentially a one-way relationship between those two tools. And yet there is no way to add a task to a Planner plan from an email?!?!? Is this correct? I apologize. This is extremely frustrating. Please know my frustration is of course, not directed at you.

[@your365coach]

Thanks for your kind feedback and don't worry about the rant, we all need to vent our frustrations at the overlap of Microsoft Products at times 😀 You are also correct, it's a frustration of mine that even within the New Outlook, we cannot drag a Task into Planner and have it get created, but I think maybe Planner Premium could open the door on that, but I haven't seen anything mentioning it either. Another big frustration, is that To Do in the New Outlook, only shows Tasks inside of To Do, it doesn't even show Planner Tasks under the 'Assigned to Me' bucket. So I can only hope that one day someone in the Outlook team sees this message thread and creates a nice Planner integration within Outlook 😉

[@candacedegroat2389]

When creating a todo from a teams channel chat is there a way to automatically create a specific checklist so I do not have to write it each time?

[@user-sg3xg6zz7h]

Thanks for your great videos! When I try to create a task, the Teams team I belong to doesn't appear so I can't transfer it to Planner. Any ideas, please?

[@your365coach]

Thanks for your great feedback 😀 I just checked this and in To Do you cannot create a Task into Planner directly, but you can create a Task into Planner either via the Teams Dialog to Create a Task (from a message or post) and you will see any Teams where Plans exist and you have access to. Otherwise, you can access the Teams App for 'Tasks for Planner and To Do' and in there, you can access your Planner Plans, and then create a Task in those Plan's directly too.

[@maggiepont1993]

I love your tutorials, tried to download the ebook but can't get the email confirm. Cheers Marg

[@your365coach]

Sorry to hear that. Please drop me a message via our website contact form and I’ll send you a copy personally 😃

[@dviges992]

Hi Scott Thanks for your great Video! I've the following question. When I assign tasks with corresponding expiration date to people in a project team, it would be great if the respective person could set himself an individual timeslot in his personal agenda (Outlook) to work on that assigned task created in teams. Is this possible? Ideally, directly from the team task and without having to create the description another time in Outlook? I know that a task can have a to due date, but I would like to reserve time in Outlook to work on that task before the due date. Thanks for your feedback Serge

[@your365coach]

Thanks for your question and there is a way you can directly take a Task and add into your Calendar and book time out, to do that activity. If you open up Outlook Preview (use the slider in the top of Outlook Classic to use the new Outlook Version), you can open your ToDo Side Bar, which has a list of your Tasks within it (click on the Tasks drop-down to select another List or Category in To Do). Now, open your Outlook Calendar and you can drag and drop Tasks onto your Calendar and book out time for that task. This means that they do not need to actually input anything, as the entry created in the Outlook Calendar includes the Task Name / Description. This is also available within Outlook for Web (via Office.com) as the web version of Outlook is actually the most up-to-date version of Outlook to use. Hope that helps 😀

[@dhananjayanpalaniswamy5344]

I can completely related to the question above. Currently I drag the tasks/ to do items from to the calendar and block time for those tasks. However, I wish there is a better integration between tasks/ to do and calendar. For example, having the ability to make the task appear in the calendar automatically on the respective day and time without having to drag it manually, then being able to update the status this task directly from the calendar and not having to go back to To do list.

[@absolutspila]

Hello I was able to crete connector, but my issue was with name of the task. I want to use a field from the MS form, however all I get is ID, I can not use any other MS Form options

[@leebrendalee]

Crazy it doesn’t work anymore drag n drop for our assistant to open.

[@insecurejezza]

Hey Scott. Planner Tasks synced into Microsoft To Do don't seem to sync into Outlook. Not sure if this is just me. A big shame if it's true. I really enjoy the feature that allows you to drag tasks onto your calendar.

[@your365coach]

I just tried this, and you are correct, even in the new Outlook, it will not show any Planner Tasks - just Tasks in Microsoft To Do. It is odd though, because there is a 'Planned' section in the To Do Side Bar in Outlook and that should, aligning to the To Do app, show tasks from Planner but it oddly does not. There is a way to raise that without going near Microsoft Support though, as the Outlook Product Team use this to review Feedback, so if it's raised there, someone in the Outlook Team will see it 😎 feedbackportal.microsoft.com/feedback/forum/89a8afa3-2e1c-ec11-b6e7-0022481f8472

[@nidanaqvi7901]

Hi, I need to add tasks as events/ meetings sometimes. How do I accomplish this?

[@caramelsoz4272]

Hello, what about Loop? How would you use it along with other ms365 apps?

[@your365coach]

Great spot 😃.... We do have videos dedicated on Loop and Loop Components on our Channel which cover the Plan Integration, but in the near future we will get a dedicated video out on that topic 🙂

[@christianeriksson4733]

So, how do I view Planner in the same was as Todo shows in the Outlook program?

[@your365coach]

Sadly, this is not something supported in Outlook - it only shows you the tasks in Microsoft To Do, even in the new version of Outlook. I hope it's something that update in the future and show a 'Planned' section showing all the Tasks from your Planner's.

[@JandSTrust]

Thanks for the tutorials! Question: When I search "tasks" or "tasks by planner and todo'" I get nothing. Most of my channels are private is this the reason and do we know if MS has created an app solution that is called something else that replaces "tasks by planner..." for these private channels? Thanks in advance for your reply I am just stuck here.

[@bradcompton7731]

Lets say I assign a task to a team member and they are in progress but not complete and I get asked about the progress from a person (boss) who is not on the team. How do I report the progress of that task to this boss by showing the task card. I have tried using the "copy link to task" and sending by email but they get an error when trying to open it. Is there a better way?

[@your365coach]

Yes, sadly that is a challenge in Planner, as the Task Card is visible to people who have access to the Task, and then granting access to a Task, gives access to the Team via Planner - that's not ideal! Therefore you could export the Tasks to Excel and share it with the boss, or give access to the manager to the Plan itself, allowing them to review progress and tasks.