How to use the NEW Microsoft Planner & Planner Premium

In our brand new tutorial, we're diving into the NEW Microsoft Planner, unveiling the synergies between Planner and Project to bring you the latest Planner Premium capabilities and how they work to improve how you manage your next project.
🔍 What You'll Learn:
New Planner Experience: Witness firsthand the integration of Planner and Project, marking a new era in Microsoft project management tools.
Creating New Planners: Learn how to effortlessly create new planners within Microsoft Teams, optimising your workflow from the get-go.
Resource Management & Dependencies: Master the art of managing resources and setting dependencies to streamline your projects.
Timeline Views: Explore Planner's new timeline views, giving you unprecedented visibility into your project timelines.
Advanced Planner Premium Capabilities: Dive deep into the enhanced features designed to elevate your project management to the next level.
⭐️ Additional Resources:
🔗 Master Task Management in Microsoft 365 via our NEW Masterclass: www.your365coach.co.uk/taskmanagement
📚 Grab our Free Microsoft 365 eBook for more tips and tricks: www.your365coach.co.uk/ebook
🔗 Elevate your Microsoft 365 skills with our comprehensive courses: www.your365coach.co.uk/courses
🔎 Learn more about Your 365 Coach and how we can transform your productivity: www.your365coach.co.uk
🔥 Hit the like button, subscribe, and turn on notifications for our channel to keep up with the latest productivity tutorials from Your 365 Coach!
📰 Stay in the Loop:
Don’t miss out on any updates! Follow us on Instagram: @your365coach and TikTok: @your365coach
🕒 Video Timings:
00:00 Introduction
02:06 Accessing the New Planner & Planner Premium
03:29 Using the new Planner App in Microsoft Teams
06:36 Creating New Personal Plans in Microsoft Planner
10:17 Creating a new Planner Premium Plan
11:54 Using your New Planner Premium Plan
14:02 Adding and Creating Custom Fields in Planner Premium
15:08 Using Timelines and GANNT Charts in Planner Premium
16:29 Using Resource Management in Planner Premium
19:06 How to Set Goals in Planner Premium
20:40 Your Planner Questions, Answered
#MicrosoftPlanner #PlannerPremium #Your365Coach

[@your365coach]

If you want to Master Task Management in Microsoft 365, and learn how to use Microsoft Planner, Microsoft Lists, Microsoft To Do and Microsoft Loop to manage Tasks, then check out our latest on-demand Masterclass, which is also being updated to include Planner Premium too! Find out more at www.your365coach.co.uk/taskmanagement 😀

[@uncicornis]

Best review so far. Very enlightening and inspiring. Well done

[@your365coach]

Glad you enjoyed it and thanks for your kind feedback 😁

[@carlosflores85]

This is the perfect video explanation I’ve been waiting for! 🙏

[@your365coach]

Glad you liked it and thanks for your kind feedback 😃

[@bluenote665]

Great presentation Scott! much appreciated! The new Planner hit our tenant yesterday and i've been playing with it as well. I noticed in your presentation around 21:20 that you mentioned premium plan tasks not appearing in "My Tasks". It's something I found as well - wasn't sure if it was a sync issue, configuration or something else going on.

[@PeterCutter]

I really appreciated this introduction to the new Planner experience. Thank you! One question I have not been able to find an answer to elsewhere is about automatic notifications around tasks--specifically is there or is there anticipated to be the ability to set universal notification rules such as "send a reminder to the task owner 5 days before the planned start of a task"? I hope you can address this question in an upcoming video. Thanks again!

[@TheHugomfc]

Thank you for this video, I've been looking for this info for some time, this video is almost public service for someone searching info about the new planner experience. Thank you very much.

[@your365coach]

Thanks for your kind feedback and I am glad you enjoyed it too 😀

[@Advisicon]

Great breakdown! While the new features offer exciting possibilities, we'd love to see even more integration with other Microsoft tools without the confusing licensing loopholes.

[@josonkoay]

Thank very much @scott!

[@isaiahjberg]

Great review! A few questions came to mind: 1. Are these Planner Premium capabilities (and custom fields) able to interact with things like Power Automate? I run a skilled trades contractor business that would benefit from being able to turn an Excel template into a new Plan through a single step. 2. What integrations with Outlook Calendar exist? What's the best way to take five to ten active Tasks (with many sub-tasks) and say, "Here's the schedule for the week, which technicians are assigned where and when"? What's the best way for a team member or manager to see the Who / What / Why / When for a particular day, driven by what is in Planner? 3. Can I create a "template" task or plan that can be duplicated (we have many complex long-running jobs with dozens of predictable sub-tasks) - with dates that are dynamically built off of a certain number of days indexed from the "start date" - and can then be customized / modified from there?

[@MasterofRakelinge]

What i was actually hoping for, was an integration of the three apps, not just a layer where you can view everything in one spot. What would be really useful for me, is a collegue flagging an e-mail (and thus creating a task in To Do), and having the possibility to transfer it to a team planner or team projects. That way, the e-mail comes pre-attatched and with the functionality of To-Do, a collegue is able to answer the e-mail instead of the original receiver.

[@zezeandjr4110]

I was using ASANA, and after this review, I'll be giving MS Planner a closer look, I like how intuitive it is and how clean cut the interface is.

[@your365coach]

Awesome - there’s a 30 day free trial license too, so you could try it out under that license

[@simoncarnell9772]

Thank you Scott for your review of the new Planner. We are looking at introducing this across the school for small projects. What video software would you recommend for creating in-house step-by-step tutorial videos?

[@talitapaes_]

Great Scott! Many Thanks!

[@your365coach]

Thanks for your kind feedback 😄

[@martinargimon730]

Thx Scott. Quite a detailed explanation

[@your365coach]

Glad it was helpful! 😄

[@tvoilquin]

Hi coach. Is there a capability to for example on a task that is going to require 3 hours, to time block 3x1 hour blocks on a teams calendar?

[@bjrnarnordahl8376]

Will you be able to add sub tasks and to assign those to other people? (And to add dependencies to sub tasks)?

[@umpalmer]

Excellent review!

[@your365coach]

Thanks for your kind feedback 😃🙌

[@tvoilquin]

Hi coach. In a chain of tasks, is it possible to have the next person notified that I have done my task and that they are now free to do theirs?

[@hailey1274]

Hi Scoot, thank you so much for this video! It’s so healthful! May I ask if we can export any report from the planner charts? Thank you, much appreciated!

[@driesvdc2]

Great video thanks. I used MS Project for the first time around 1990/1991, co-founded a company focusing on project management solutions using MS Project, and still at it today, working for a company specializing in project management solutions based on Microsoft building blocks

[@your365coach]

Awesome, thanks for sharing - what was Project like back in 1990/91? I was surprised to see that Project 1.0 had a Timeline View, when I added the screenshots in for this video, I was honestly not expecting too much - but it seemed they tried hard to get something workable 😀

[@charlesunderwood5465]

Great video! I am curious to know about the possibility of recurring tasks - including subtasks. I run an accounting and bookkeeping firm, so most of our task management is recurring. Thx!

[@claudiantenegri2612]

Thanks!

[@your365coach]

Thank you so much, this is actually the first Super Tip we ever have received and we really appreciate it 😁

[@Jhizzlehall]

Is there going to be a calendar view of tasks? Is it possible to see multiple plans overlaid on top of one calendar? When I have multiple projects, and I'm focused on scheduling one project, I need to ensure I don't schedule tasks for days that are already filled by other projects. The old planner could export to Outlook, which would have worked in theory, but the update rates between the planner and Outlook were so slow I would sometimes have to wait a whole day to see those synchronize, which made the feature impractical. I apologize for the run-on sentence.

[@berserkerrxii5776]

If you open the planner app in the web and not teams. You can sync to calendar in the settings

[@jangeiss8693]

Hey Scott, excellent video...and so far the best on the new planner. Really waiting for planner as an integrated solution for personal, team and project planning...but so far I am slightly disappointed - but more functions shall show up soon I hope. Question: Is there a way to save plan templates? Example: If I want to organise a series of events, each event goes through the same management steps. Could I save a standard plan that can be the basis for the next events? Or is there a simple way to copy a plan that I define as my template? Thanks. Jan

[@your365coach]

Thanks for your kind feedback and I’ll be covering this in a new video soon on the channel to help 😄 In the meantime; there’s no ability to create custom planner Templates but you can copy an existing Plan from both Planner Basic and Planner Premium - this copies the plan tasks and removes any assignments, so you can reassign tasks. That’s the only way for now sadly, but it’s an option for either 😃

[@n2n123456]

Thanks for the good tutorial. I'm a Project for the web user and have been waiting for the integration. I'm dissaptointed by the result. I can't see the Roadmaps option. Do you know if it is still accessible or has Roadmaps been removed?

[@martinargimon730]

i was wondering if i do away with my 'List' to track approvals , ( which is what i use now), how woudl you bring into 'the planners tasks' the approval of 'taks' and then track which of the approvers have indeed approved the task and hence this could then be tracked via plannerr and NOT 'Lists' anymore?. Not sure if I am makimng sense?. Otherwise I will be running two apps at the same time, ie. tasks for approvals ( via lists) and Tasks ( miscellaneous) (via planner ). it coudl be ackward, isn't it?

[@maikvanrossum]

Premium plan 2 adds #Copilot to #Planner, where plan 1 doesn’t include these #AI features. Planner Premium Plan 2 is about EUR 30,00 per user per month, where plan 1 is about EUR 10,00 on top of a #M365 Business Basic, Standard or Premium plan. An additional Copilot for #M365 license is around EUR 30,00 but it doesn’t include AI for Planner?

[@joachimjentoft5471]

Is there a way to see todo tasks or loop tasks from meetings in canban view? would love a "all tasks" canban view with backlog, todo, in progress, done and priority labels

[@ExclusiefBuiten]

Hi Scott, great video, very enlightning. I'm already working with the new Planner, but in the past I had some personal lists in ToDo that I already removed before I started to use the new Planner. Now all those lists keep appearing as personal plans in My Plans. Is there anyway I can delete personal plans?

[@maxmag76]

Your content is really good, your background is cool :-)

[@your365coach]

Thanks for your kind feedback and it’s always great to hear comments about the retro toys in the background too 😊

[@ziyadalmalki5240]

Is there a planned vs actual comparison of timelines?

[@brucetopping248]

I'm struggling to see the "Timeline" view which I desperately need for our projects. When I go to my planner it's look the same EXCEPT I only seem to have "Grid | Board | Schedule | Charts" but I'm MISSING the "Timeline" tab. is that a "premium" item only?

[@mebetancourt01]

how to Add a holiday to the project calendar in Ms Planner, in Ms project i was able to add working time, and add as many calendars as needed. Please help

[@sacha242]

Are you able to see an overview of all of the projects? If my team is working on 3 different projects can I see how many tasks are assigned to one person across of 3 projects?

[@andrykallard2712]

Hi!, wondering if every user has to have the premium subscription to be part of the plan? Or it's just the main user that will share the Plan with the coworkers? Thanks!

[@pascaldenhartog]

How do you zoom in on the screen and talk to the camera at the same time? Do you use any special hardware/software? Very nice!

[@your365coach]

Thanks for your kind feedback. I use two different sources, one to capture the video and another for the screen share, and I edit the screen recording to zoom in and out. It can take a while to do though in the edit, but it does create a cool effect. The software I use is Camtasia and bring it all together 😁

[@clericstorm2009]

How can I add a premium plan to a sharepoint site? Sharepoint cant see these new plans as far as i can tell. It can only see old planner plans. HELP

[@JeffFranchetti]

You mentioned managing portfolios. I manage a PMO office and would like to bundle together all of the projects for various groups. Can you provide. Pre details on how that will work (and when) and any suggestions for handling portfolios today with this?

[@neilwatson168]

Keen to hear about this as well.

[@your365coach]

I would like to share more, however there hasn't been anything more than the features are 'coming soon', so as soon as there is more information, i'll create a dedicated video on that topic and see what's possible too

[@JeffFranchetti]

Thanks. I'm thinking we might be able to use custom fields to identify portfolios. Or maybe aggregate them into a team or channel in Teams (for now).

[@maxtradepro]

Is it possible to share a planner project with users outside (external) my organization who are also working on the project together with my internal team? If Yes, do the external party require to have MS TEAMS license and project planner premium?

[@willw234]

'Personal' plans are exactly what I have been waiting for - BUT it is not possible to set one up as a template and then copy it. There is no copy function for Personal plans created in Teams, even in the Planner web app. Surely a major oversight (or have I missed something?)

[@williamevargas]

Hi, great video. We manage multiple projecf plans plus action items related or mot to activities in the plan plus other group of tasks that are mot per se a project . Where can I get a consolidated view of all those projects/tasks?

[@your365coach]

At the moment, it would be limited to your own tasks across all plans, assigned to you, appearing under the ‘My Tasks’ in Planner. I’m looking forward to seeing what more is available with Portfolio and Roadmap planning which is being released soon and see if that can help with the scenario of having multiple Plans and having a consolidated view 😃

[@forstrams]

Can I somehow open a Personal plan in Planner online, and not through MS Teams? I would like to have the plan in a separate window than my Teams-client!

[@BrianOminous]

They really need to add recurring tasks in the premium version (project). Nothing has really changed except project tasks show in my day / assigned to me.

[@parinose6163]

Hi Scott! Fantastic Pres! However, I did not get it! Is the planner in 365, or do you have to buy it apart? This is a clear revolution by MS to integrate all these tools one for all. You do not need JIRA here. Everything is there! Many thanks!

[@your365coach]

Thanks for your kind feedback. So, Planner Premium is indeed based in Microsoft 365 and you get Planner Basic and the Teams App as part of your company subscription to Microsoft 365, at no additional cost. However, Planner Premium where we have capabilities to use things like Timeline Views and Custom Fields is again in Microsoft 365 but it will cost $10 per month, to use Planner Premium as a Project Manager or Project Owner. Hope that helps 😄

[@listenandpray365]

Can old Teams channel planner plans have the new planner with project features?

[@esthercraft]

When do you think portfolio management will come- as this is most important for project management handling multiple projects and reporting

[@your365coach]

I’d hope to see it in the next few months, and then we can see how it all comes together 😎

[@craigenraphael7398]

how do you convert a existing basic plan to premium plan?

[@danielgarciamagarinos3658]

Thanks for sharing. It looks very interesting. The new planner is still only available for business users, right? It's a pity because I'd love to be able to use planner with some family tasks or with the groups of friends. Yes, we have Trello and other competitors for free planning tools for that but still...

[@your365coach]

Sadly, it is still a business specific app, and only available through the business subscriptions of Microsoft 365. The exception is Microsoft To Do which is available to personal customers but that is more limited than Planner sadly

[@mattyjoyce1]

Great video, does it do version control, my IT team are really keen on a new tool but version control is a must to prevent deletion/change

[@your365coach]

Thanks for your kind feedback. In the initial videos released by the Microsoft team, they did show the Versioning Capability on a per-task basis. I personally could not see this option when I was using it, but I have heard that this could be a Project Plan 3 License Requirement, but I will find out more and hopefully we will see it available because I agree, I think's it a big requirement to see the Task History.

[@mattyjoyce1]

@@your365coach Thank you, unfortunately this is a must for my IT team to adopt planner/project, odd feature to miss baring it is in most other Teams apps on Sharepoint

[@BeckyWilliams-of5ep]

Scott, this information is great. I have an additional question about licensing. The link to licensing indicates the standalone equivalent license is Project Standard 2021. However, my company license is for Project Standard 2019. Does this license work for the Project 1/Planner 1 licensing? Or do I have to upgrade?

[@matthewwitt2991]

What/is there a difference between project for the web versus planner premium?

[@triflemuncher]

Thanks Scott - I wonder if there is a way to create your own templates from existing plans?

[@your365coach]

Sadly, not yet - you can copy the Plan into a new one, which copies all the tasks and removes the assignment, so you could create own Personal Plan and then use it as a Template for either Planner Basic or Planner Premium 😄

[@johnnyjohnson4902]

how do we know that we have the new planner? The I have a page in teams with both the old and new logo, but the "learn more about the new planner" link at the top of planner has disappeared

[@blazinskin]

Hello ! Thank you for the efforts and the really helpful video! It may be a silly question and you may not be aware for the details ,but here we go - will the Premium feature work if only one user is subscribed or has to include all of the organizational users with access to MS Teams. Thank you in advance and sorry if the question is misguided.

[@your365coach]

That's a great question don't worry. So, yes, the Planner Premium capabilities will become available to the one person who has the license within the organisation. If that person then creates Premium Plans, they can be shared to people without the license, but they have basic access to the Premium Plan to help with task management, but they cannot use the Premium features themselves. For the new Planner App (named Planner) through Teams, that App is accessible to any user within Microsoft Teams, it's just the Premium Plans will not be accessible unless if you have the paid license. Hope that helps 😁

[@haterhayder]

Great overview. I have a question, is there a way to connect Planner with Booking and Visio? I.E. have interactions between similar elements? for example I have my process built out on Visio and want it so an employee can click the box where they are on the process map and have it take them to that spot on Planner to confirm it was completed, or have Planner automatically make new Bookings?

[@your365coach]

There are more options for more integration with Planner Premium as it’s built on Project for the Web, which has a lot more capability using Power Automate than Planner Basic. I’d probably consider that option for automatically creating bookings. Although for the Visio Process that would be more difficult to achieve sadly 😢

[@hmod1993]

How can i see last employee how was made an update

[@HollyMcClane-Gennaro]

Thank you for great video! I have a question about people rights within shared plan. Would there be any kind of ability to restrict plan and tasks editing? There is a big request to give assignee availability only to change properties related to completion status, but not the terms and conditions of the task.

[@rocketrod67]

Currently there is no way for a PM to restrict what a user can do once they have access to the plan. The assigned user can do whatever their assigned license allows. It's a major shortcoming of the tool, especially for larger organizations.

[@HollyMcClane-Gennaro]

@@rocketrod67 Sad to hear, hope it would be addressed.

[@nicksilverstein7854]

If you assign a task to someone who's not in your Microsoft Team Group, are they still added to the group if you assign a task and therefore become a member of your team?

[@OmarWarrak]

Hi Can you tell us how this will integrate with Project for the Web? Especially existing PFTW projects that have been created. Will these automatically carry over tasks to the new Planner or vice-versa? If you have already answered this question please do point me to that question :).

[@your365coach]

My understanding is that any PFTW Tasks would appear under ‘My Tasks’ very soon in the new Planner App in Microsoft Teams, as Planner Premium is PFTW 😁🙌

[@viniciusvcunha]

Also interested in that capability. I’ve a user of PFTW for 10 months and have few projects on the fly. Hopefully, there will be a smooth integration. Are there any improvements with regard to notifications?

[@patrickrcdm]

Hi Scott, I have a question: I missed the possibility of creating recurring tasks in the premium planner. Do you know if this feature really doesn't exist?, or if it's on the roadmap? Thank you very much. Congrats for the review.

[@patrickrcdm]

Scott ?

[@Eksnef]

Hi, is there a way to manage my project budget now? Can you assign budget to individual buckets? Thx for the answer 👍

[@your365coach]

Sadly, I didn’t see any financial tracking available, and looking at Project for the Web it doesn’t seem to include that capability. Therefore I don’t believe it’s supported at the moment sadly

[@Eksnef]

Hi Scott, thanks for your quick reply! It's a real shame that this function is not supported by Microsoft. From my point of view, the function is missing from a modern project tool.

[@jacoblouwsma3667]

Quick question because I don't have access to the New Planner yet... Is it possible to create tasks in a Planner plan directly from an Outlook email so the task has a direct link back to the email (like we can with ToDo)?

[@hamishmacpherson1321]

Email to planner would be ideal as a standard in asana type solutions. Is there integration with outlook calendar for workflow/ scheduling?

[@JannisSchmidt-vx1xh]

Do I understand correctly that a "goal" is similar to a "milestone" in classic project management?

[@SebarGiao]

Looks great but ... Can an integration also be made with MS Dynamics?

[@your365coach]

Sadly, not out of the box and it would require looking at Power Automate integrations

[@seantreynolds1]

Hi there! I have access to the new planner, but the premium feature trial doesn't appear for me, I can only see the basic feature. Could this still be in process of being rolled out to me or do I need to get a license otherwise to view the features? thanks!

[@your365coach]

A few weeks back, you could see the Planner Premium Templates in the new Planner App in Teams, with a diamond icon on them but things have changed and no longer did I see that option. Instead, you would need to setup a Project for the Web Plan 1 license on your account, give it an hour and then access the new Planner app in Teams and you will see the new Planner Premium Templates and be able to create a new Premium Plan 😎

[@angelaahunter]

I'm not seeing this update yet. Is it already available?

[@your365coach]

It’s rolling out at the moment, so just check under that three dot menu in Teams and search for Planner, to see if you have the new Planner App 😁

[@sammytsang2948]

Is Lists now going to be replaced by new Planner?

[@baumannvictor]

Can we make our own templates to reuse? We always have a standard checklist/to do in our projects and If I create a new project I want to reuse this template for the new project. This is without going to the planner app in the web to make a copy of this plan and then put in my new project..

[@your365coach]

Sadly, the Templates in Planner Basic and Planner Premium are not customisable, in that, we cannot publish our own Templates and instead we would need to Copy from an existing Plan and create a new one from it, to use something similar to Templating 😬

[@Kevkin]

I don’t understand why Microsoft Planner isn’t available on M365 personal plans

[@your365coach]

I agree, it would be great to see Planner in the Free Version of Teams Personal, to help with personal planning

[@zeitay]

Hi, if I have p3 license - I will automatically get access to planner premium?

[@your365coach]

If you have a Project for the Web P3 license then you will indeed as Planner Premium requires Project for the Web P1 or above 😄

[@zeitay]

@your365coach thanks. I enjoy your video. I would like to see ideas to encourage power automate with those tools. Specifically for project management

[@ahblack25]

Is the new MS Planner available on Mobile app?

[@your365coach]

Sadly, I don’t think the new Planner Premium experience is as yet

[@martinargimon730]

Can we track ‘approvals’?

[@your365coach]

Just to check, what would be the approval you are looking to track?

[@csekkyou]

It's Gantt not Gannt, anyway nice video. (Henry Laurence Gantt)

[@ouatonceuponatime8850]

I would say, Finally ...Microsoft centrelazing the tasks from all the sources, other providers have been doing for quite some time already ... Revolution ? maybe not ...

[@WillFindlay]

How do I copy a plan?

[@WillFindlay]

It looks like it is only an option for premium plans. I accepted the trial, and now the premium plan I created has an option to copy it, while the basic plans do not. This really makes the basic version much less useful. What a bummer.

[@your365coach]

You can copy a basic Plan, but I found you would need to do that via Planner via the Web, not within the Planner App sadly. Also, you cannot copy a Personal Planner at the moment - that option seems unavailable even via Planner on the Web 🥲

[@JamesStreetStreet]

if you delete a task it is still gone forever.. an incredibly senseless limitation

[@MrKinglyon2010]

Crtl z

[@your365coach]

I won’t disagree with that - I think it’s something Planner has always needed and lacked sadly

[@JamesStreetStreet]

@@MrKinglyon2010 i wish

[@ondrahynek9851]

Great video. Thanks so much Just out of curiosity in 9:40 you used Planner to create a new Microsoft 365 group. Can you restrict it? So, not allow users to create new groups? Because in my company creating of new M365 groups is moderated by M365 admins via received helpdesk tickets. Thank you for your answer. And once again. A great guide through new version of Planner 🤩

[@your365coach]

Thanks for your kind feedback. I believe that if there is not the ability to provision Groups for end users, then you would not be able to create a Plan in a New Group but you could attach a new Plan to an existing Group, or convert a Personal Plan into a shared Plan, to an existing group. This is because those policies set by your IT Admin would always take precedence 😁

[@JannisSchmidt-vx1xh]

Do I understand correctly that a "goal" is similar to a "milestone" in classic project management?

[@your365coach]

I believe so, yes. You can create many goals and then link Tasks in the plan to the Goal and track progress against it. For my own projects, it’s likely a Goal would be the end of a Project Stage and Stage Gate 🤗