How to use Tasks in Microsoft Teams (To Do + Planner)

In this step-by-step tutorial, learn how to use Tasks in Microsoft Teams. View your tasks and shared plans across Microsoft To Do and Planner with the Tasks app in Microsoft Teams.
👋 Additional resources:
- How to use Microsoft To Do: • How to use Microsoft T...
- How to use Microsoft Planner: • How to use Microsoft P...
⌚ Timestamps
0:00 Introduction to Tasks in Microsoft Teams
0:55 Launch Tasks
1:49 Pin the Tasks app to the left rail
2:12 Overall organization of Tasks
2:42 My tasks & entering a task
3:36 Enter task details
4:21 Bulk edit tasks
4:56 Filter by important tasks
5:12 Filter by planned tasks
5:31 View active or complete tasks
5:58 Filter tasks by date & priority
6:14 Differences with Microsoft To Do
7:14 Add a new list
8:04 Add a group or team plan
8:57 How your team sees a plan in Teams
9:25 Add & assign a group task
10:32 Enter group task details
11:20 Share link to a group task
11:40 Bulk edit group tasks
12:20 View active or complete group tasks
12:30 Filter by date, priority, label, bucket & assignment
13:00 Board view & adding buckets
14:00 Chart view
14:30 Schedule / Calendar view
14:50 Assigned to me view
15:13 Wrap up
📃 Watch related playlists:
- Microsoft Teams: • 💜 How to use Microsoft...
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#MicrosoftTeams

[@KevinStratvert]

⏭ Here's a playlist of all my videos on Teams: kzbin.info/aero/PLlKpQrBME6xJ4Mxv00syl8iOSgL-GVLMG

[@shreniksuman8547]

I love your Microsoft Teams vids and the windows tips and tricks as well as office 365 tips and tricks ! You have helped me a lot in this "work from home situation". Keep up with the good work and I'm looking forward to trying cookies from your company ;)

[@edvinklimentic]

It is entirely a different world when you explain any app vs someone (anyone) else. I really feel obligated to leave a comment aside from thumbs up because you make whole lotta difference. Great all MS Teams videos and all others. (I wish I have all the time in the world to watch them all) :) ...P.S. Keep making them forever.

[@rafa_batera]

Congratulations Kevin! What a nice and organized way of explaining MS Teams functions and resources! For sure I will look for the other videos!

[@pieceofmind8421]

I love your channel. All your teachings are always so easy to follow straight to the point. No rambling. This is definitely your calling. Thank you for always doing these amazing videos.

[@marlinhicks]

Thank you so much for this walk through! I was trying to answer the question of whether there were other priority levels.

[@yt_bharat]

Most positive person with such an amazing skill set. Thanks brother for all this information

[@XMegaJuni]

I love you for covering MIcrosoft Teams, i need to learn this!

[@chenmike3073]

Thanks Kevin for this comprehensive and short video to let me know the Planner's functions easily. Hope you can share some tips in Teams linked online Sharepoint function e.g. access control at different level (Folder, Team, Channel etc.), apps added inside Teams, and Sharepoint like Calendar, Notes. in a word, some popular tools for project management. Thanks in advance.

[@yequene]

Kevin, you really rock! Your videos are well explained, easy to follow and very useful. Thank you.

[@hoyoveki]

Kevin, your videos are super helpful, I'm really learning stuff, thanks a lot!

[@bmo3778]

so my company/institution finally bought license for some microsoft 365 apps and especially Teams, now these videos are essential to me

[@RhondaPeters]

Thank you! this was a great review and easy for me to follow!

[@AkshayPatil-si2kz]

wow! what a great video. So precise and accurate. Thank you!

[@marcusfrisch5072]

This was soooo helpful! Thank you so much.

[@tahakhalil]

Excellent video Kevin very clear pls provide more similar videos in the future. thanx mate

[@safiyamukhtar8373]

Thank you, this was very useful!

[@roberthaick3043]

Great video as usual. Keep up the good work!

[@katebaal-hammadi6450]

Very fruitful subject and nice explanation. Thanks!

[@QuynhNguyen-xn5gu]

Great video, Kevin! Thank you!

[@financeliecan2728]

Well structured video, this will assist greatly in the workspace. Great Content.

[@mrcayex]

your videos have saved me SO much time

[@Sergio-Here-In-Community]

Perfect video, direct to the point!!!😁

[@ankitghosh160]

I always stay tuned ....for kevin's awesome and very helpful videos!!♥

[@kivikocher8458]

Brilliant video as always. Couple of comments, which I believe vital when I assign a task to anyone: 1- no place to ad time of the task, so when connect to the Outlook it books the entire day for that task. 2- Where do add address details? If I want to give two tasks to someone at two different location and time. I will be grateful for your feedback and advice if there is a way round this.

[@ResaRiskianaX]

Thanks! This is awesome, simple and easy-to-learn video..

[@AJRoy-mm6oq]

Thank you very much. I remember when my last job started using teams and we hated it. Now that I am in a new place I can not believe how much i have missed and the opportunities that are being missed. The tasks and buckets were always made and then we just got them assigned to us. This was very helpful so i can try and set it up correctly. If anyone knows how you can or even of you still can create a template for tasks and buckets still I would love a link to learn that as well. Thanks again.

[@canrightc]

Excellent tutorial. Thank you

[@MonicaVandenberg1]

Thanks again a great video. Really helpful. Mindful that this is relevant for a paid version of teams not Teams (free)

[@sonya5568]

Thanks for this. My company is using Teams more so i'm trying to become familiar.

[@iamsaffrontiger]

Hi Kevin - please do make a video on creating a chevron slide or a Gantt chart for showing the timelines or process of an engagement with checkpoints. Love your work!

[@MarsorryIckuatuna]

That was super helpful!

[@mbrodd]

Your videos have been so useful as we learn to use Teams to work from home this past year! We've just started using Tasks & Planner in Teams, and I still haven't figured out how to let people who assign tasks to me get a notification when I've completed the task - is that possible? THANK YOU!!

[@gracemark5995]

it was a lot helpful kevin thank you 👍👍

[@chriscarr3129]

This is an awesome video. thank you!!

[@alejandrocastillo9819]

Thank you! Very useful! :)

[@bryansaville2282]

Any idea when MS were looking to integrate planner/tasks into your own personal outlook Calendar Kevin? This is a critical step I don’t believed MS have yet bridged if people still work primarily from their calendars. Thanks in advance. Keep up the great vids

[@ahmetyasarozer]

Excellent video. Thanks Kevin.

[@rgcazo]

Very helpful. Thank you!

[@aldocaballero2025]

Hi Kevin, great video! Can you show us in another one with your "Work-flow" using both tools. A kind of best practice...

[@shahnawazabbasi6911]

awesome and helpful!! Thanks Kevin

[@kimfucku8074]

This is great stuff!

[@arabianoud3812]

Very elaborated thanks

[@delraylentz9635]

Thanks Kevin. Is there a hack for creating a recurring event/task? Great content you provide. I've watched several of your videos!

[@quertzz]

Great video, thanks a lot!

[@HelpfulThings]

Super demo as always!!!

[@irinabustamante3747]

Hi Kevin, I really enjoy all your videos! Thank you! I’m stuck at work and nobody seems to know the answer. Is it possible to have the “task” app added to a specific channel in teams? As opposed to having it under “General”? Any comments or idea you may have about this would be much appreciated! 🙏🏼

[@fernandomachucaneto4391]

Congrats for your work.

[@tamtam9034]

Thank you!

[@shafiakutty]

Great work !

[@xemxem2023]

This looks cool. thanks.

[@ZoneTennisJapan]

awesome contents. it help me getting started for the new job

[@duongnguyen1854]

Thank you so much for your video, Kevin. How can I do the "Published list" then? It's really vivid to see how they are being completed with the horizontal bar.

[@Nashe_Dete]

Thank you for this video it was more than helpful and perfectly presented! One thing i need help understanding is, is there a way to mark that the task has been opened/started working on like processing or there is only option to mark it done?

[@danieltheroux6378]

Thanks for all the great content Kevin. I found a Flow that sends flagged emails to Planner. It’s the solution I’m using until Flagged emails gets added to the Tasks app. Keep up the good work

[@JonStratford1234]

Cool idea.

[@JonStratford1234]

@Daniel Theroux how do you keep your flagged emails private in the plan you created? Did you create a Group + Team + Channel with only one member?

[@rishamiller7201]

Kevin, thanks for all you videos! I am attempting to use the planner/tasks to do a weekly checklist for the team. I have found that when I assign the tasks to multiple members, it can be marked complete by one of them and it appears complete for them all. Is there a work around for that? I'd like to use this to manage ongoing projects and responsibilities.

[@lauraperezdiaz3698]

Great explanation! Anyone knows how to distribute the tasks to the teams? How they get alerted? Thanks

[@brasildiverso]

Very good video and organization

[@psjostrom]

Thank you for a great video. I am really missing being able to associate an email in Outlook or files in Teams/OneDrive or a Team wiki page with a task, my own personal ones and ones that I have in Planner and am collaborating on with others. Do you know if this is something that will be coming to the tools? That more comprehensive and seamless integration will, I think, translate into a much smoother user experience.

[@abdullahibrahim5935]

thank you for all

[@lorihiga5677]

Hi, love this, very helpful. The jump to the To-do list was a little fast and didn't show the viewer how you go there so I'm confused about that. Will Tasks and To do remain separate or are you saying this will all eventually merge Planner, To do, and Tasks so they are more streamlined? Thanks-- I'm going to try this out.

[@kg4ibj]

Thank you for these informative videos and done in bite-sized chunks. Here is my question: [Background] we create Buckets for each team that is working on a project. Within that Bucket we have different individuals who will be responsible for the Tasks. When the Planner is created, we do not know which individual will be assigned to the Task, so our Template for Buckets and Tasks does not include assignments. [Question] Is there a way to select multiple Tasks in a Bucket and Assign those Tasks to an individual in one fell swoop?

[@ProfGregTuckerKellogg]

Nice video. To Do + Planner works great, but it's amazing that (@7:09) the option to archive (not delete) a task list is not possible on either To Do or Planner/Tasks. Archiving lists has been an open "under consideration" feature request for Microsoft To Do for three years.

[@veronicaterra6256]

Hi Kevin! First of all, thank you for all of your videos, I’m learning a lot! 😊 Secondly, I’ve implemented Planner in my team and if I create one task and assign it to someone else, if they comment that task I don’t receive any update 😕 (email or notification). Do you know why? Or can you help me? All of my settings are set to enable notifications/emails and this is extremely important to our process. Thank you!!

[@CoachingMentor]

Thanks Kevin.

[@rociojimenez8908]

I love your videos! Can you do a video on how to delete tasks in bulk without having to do it one by one? I need to select a batch of tasks (not all) and delete them but I don’t know how do to it. This would be very helpful.

[@solareaaaaMT]

This helps a lot! Thank you but I would like to know if there's a way that it will have a pop notification if the task is about to be completed?

[@dameshiaokediran4317]

Thank you! This video was super helpful! If I create a task in one of my channels, can other members of the channel assign themselves to the task?

[@Rocklaz]

great thanks

[@eleftheriakoniari3392]

Hello Kevin. I've created a sharepoint page for my team and I want to have in one place all the tasks that my team does. Some of them are recurring in daily, weekly or monthly bases and it will kill me if I have to add them every time. How can I set recurring tasks? What tool is it better to use? Thank you in advance!

[@deniseiglesias1753]

Hello. Thank you for sharing your videos. Suggestion: Tutorial of work plan with dashboard in excel. Thank you!

[@kenshomi2]

Great video. As a program owner, I'd like to see all tasks for a given person across multiple 'plans' is that possible? Using filters you can only see one plan at a time.

[@pranavvyas5421]

thank you

[@vipersqueal]

Please cover Onedrive sharing options and Azure AD user management, like Multifactor Authentication poilcies

[@adnanahsan5717]

Hey, Kevin. i am one of your old subscriber. i love the way you teach, so easily understanble way. just want to know is there any way i can add multiple tasks of different times in one go to micrsoft to do. If it is it will help me out really. please guide.

[@diegolara9]

Thanks for the great video!!. Is it possible to view all the tasks assigned to team members without them being able to see them each other?

[@peterpan-bv9eo]

Dear Kevin. Your work and videos are amazing. I am almost a fan (i don't have a t-shirt yet... :). Is there a way to set regarding in planner so the task would also show in dynamics online (sales version)? Thank you very much!

[@fuoribondo]

Thanks for the great video. What happens when you assigned a Task to a teammember? Does he get a notification or any kind of reminder if he does not complete it in the assigned time?

[@tjbroussard3524]

I wish you could customize the columns (customize categories). Type of task (customized), requestor, etc. Kind of like a to do list cue and share with others showing you are here on the list. And a way to align it by priority formula or logic you set. From highest to lowest

[@a.constanza3492]

Can you make a video teaching how to syncs a two computers and a iPhones, will be greatly appreciate

[@Reli35]

Thanks yet again, Kevin. You do a really great job! Question - I am able to print my To Do list in the MS To Do app. I like being able to see Planner tasks and To Do list tasks in the same place on Teams. Is there a way to print the Planner task list?

[@samehelsergany1]

Nice video. Thanks. But I’ve a question, is there a way to creat a add an email as a task in planner directly from outlook. Or, what is the best/simple steps to assign an email as a task and also showed in planner. Appreciate your feedback. Thanks in advance.

[@sharonpierrelouis5374]

OMG! I am literally watching this video on October 14, 2021. One year after it was downloaded.

[@VertiSphere]

Thanks for such an informative video! Is there a way we could import Tasks into Teams?

[@gvalen44]

@Kevin What’s the difference between planner and milestones looks very similar? As always good stuff!

[@ulrikescheib5950]

Hi Kevin, great video, one question: is it possible to have the bucket view/function in "my tasks" (not only in plans)

[@manjarisrs]

Thanks for the great video, it is very clear and useful. I am trying to find out what can be done if someone from a team deletes a task from a bucket. It that had valuable comments to it and is a big loss. How can it be restored?

[@jjmcnish5]

Hello, great content and congratulations on the great channel. I am wondering what your thoughts are on the best practice for Teams in a project based company (distribution for construction contracts). Make one team per per project or make a project team with many channels for each project? Next how to manage all these projects with tasks from a manager who wants to keep tabs on many project managers who then have shared coordinators who have many shared tasks? Thank you Jason

[@bowgy4]

It depends on your workflow, but generally I'd recommend one team per project with channels for separate functional areas of the project. When you think about replacing many of your email conversations with chat in Teams, think about how you'd like to organize those conversations. You can also create private channels in a team, for instance if you need a separate private channel for financials of the project that you don't need everyone on your team to interact with or have access to. If it's just private document storage and not private conversations/tasks, then you can just create an extra folder on your Teams SharePoint site without a channel attached to it. Remove the team permissions from that folder and just assign permissions as you want. It's best to think about Teams conversations and collaboration, like OneNote, separately from document storage, because every Team has a SharePoint site and you can always control access to documents more granularly through SharePoint.

[@postskeetclarity]

Whenever my team looks for info regarding msteams we always do the home alone mom's frantic scream for "KEVIN"!

[@salmonflavored]

🤣

[@aidanhall5671]

😂😂😂😂😂

[@tungvu9843]

Great Kevin, appreciate for your sharing, would ask you how can i delete new list or plan created?

[@alexanderkruger1344]

Hey Kevin, thank you for sharing this stuff to us. Great work! My questions: Is it possible to make a connection between MS Project Online Plan 3 to MS Tasks? I would like to connect my projectplan to MS Teams / MS Tasks and Import all Tasks from my project list at MS Tasks. And when an employee has a task done I get the massage back in MS project. Is that possible? Many greatings from germany :-) Alex.

[@zahranalband4872]

Hi and thanks for your great information . I have created a task and defined some items for it. How can I add subitem to every item?

[@tanhooijing1574]

Hi Kevin, can you demonstrate how we can import task list from external app/software to Mircrosoft Tasks like Jira or can we export our Microsoft Tasks to excel/csv?

[@xuebingchen5104]

Thank you Kevin for the video. Do you know how to change the "group by Due Date" as the default when I click "Board" ? Thanks

[@angelomacaso8465]

Thanks for the video Kevin. Is there a way to create a project tasks template? Let's say if most of my projects follow the same core steps. Can I premake the buckets and tasks so I can just create a new project from the template?

[@daongocquynhnguyen4688]

thanks Kevin

[@heatherfeather2621]

Just waiting for "Day" in there to make it useful!

[@huser365]

Kevin, I'm really starting to believe there is a Kevin Cookie company. Where can I order these cookies? :-) Still a fan from day one ( I like to believe that ). Great content with a clear explanation.

[@gezus01]

Hi Kevin, thanks a ton for these insightful videos. I'm currently setting up our team space and facing a trade-off: 1. I can't access comments on specific tasks in the To-do app (eg. if someone assigns me a task in Planner and then adds a few comments) 2. I can't create "today's task" (similar to in the to-do app) view in Tasks or Planner. So either if I choose To-do (then I miss out on comments) or Tasks (then I miss out on Today's view) there a trade-off. Do you perhaps have a workaround? E.g. Is there a way to create Today's view in Tasks? Or is there a way to see comments (without needing to open Teams webapp) in To-do? I would highly appreciate your suggestions. thanks!

[@chetanbrahmankar4827]

multiple project task addition on daily basis required, can to do automatic catch from outlook this system may be good effect on same todo