Which tool when: Microsoft To Do, Microsoft Planner, Microsoft Lists, or Tasks in Microsoft Teams

[@elainenorthcutt3585]

Finally! somebody explains all the different purposes of each of these. I wish Microsoft would create a "checklist" of yes or no answers to guide people to the right application. It would be much easier to be "guided" to the likely option. What I would like to know is how to convert tasks into "appointments" in calendar to create time blocking-- Thank you so much for this video. I reclaimed a little bit of my sanity thanks to you! This has been driving me nuts for about three months.

[@jumpto365]

Does this help? Not exactly what you're looking for, but can help when you receive an email that you end up converting to a task; you can also make it into an appointment. kzbin.info/www/bejne/hILTk2ehoZeEbKc

[@joewhite121]

this is the video to see that gets you into the overview for the office 365 apps

[@supersproodle]

Planner needs to have the ability to assign subtasks to other team members and integrate directly with Lists if Microsoft hopes to compete with Asana, Monday, or Clickup.

[@alec1115]

Trello has that. Also, as of Oct 2021, Planner still don't have a recurring task feature built in.

[@user-fb3iy1wh9v]

@@alec1115, now it has. But still no deadline with hour and minutes, just date.

[@oSJmee]

Personal experience for tasks: - Planner & MS Project for Team Leaders and Projectmanagers to manage tasks - Planner & To Do for the individual worker to easily see what to do If you have MS 365, don't use other tools. Not because there aren't great tools out there, but to keep information together. I see how information is spreading in many places and nobody has a clear view over what is where. Yes you can integrate many tools in each other, but every plattform wants to keep it's users and MS gives a package for all of that. So it's better to use this way.

[@jumpto365]

🙌

[@kyeh4551]

oSJme thank you for your sanguine advice!

[@LazyKatze]

If only MS had a good Resource managment app for handling resources across projects, with summed tasked and heat maps to see allocation on individual resources. Which then is broken down to an individual task in dashboards. I saw that Smarsheet has a nice tool/collaboration called 10,000ft

[@mochamnd02]

Three years later this is still the best overview I’ve found - super helpful and I’m ready to try it out!

[@um_outsider_meio_old_school]

The best video I've seen related to this topic. You made my day. A huge like bro!

[@shellyw6389]

After reading explanations from several sources, this is the first that so clearly explains the difference between these apps. Thank you!

[@RobinMarshall]

Great explanation and use cases thank you! I find general users need to have the confidence to choose what to use when but this really helps in that decision in a not too technical way 👍

[@Gego17]

I tried to explain this many times, but never found a way not to confuse my users. Your video will help me a lot. Great job, like always👍🏻

[@tomwynn921]

This video has been absolutely essential to my new job. Thank you so much - super clear. Subscribed!

[@martintrummer5666]

Good explanation. From my point of view the missing piece is a well done integration of Task/ToDo into OneNote. I'd like to be able to write meeting minutes in OneNote and instantly create a ToDo and assign it to someone. Afterwards the current status of the Task/ToDo should be shown on the OneNote document (similar to Confluence/JIRA integration). That's the thing I really miss and I am not sure how to deal with that at the moment...

[@jumpto365]

This might help. tracyvanderschyff.com/2018/03/08/action-ideas-from-onenote-with-outlook-flow-planner-and-teams/

[@pastorjesse49]

You aren't kidding about this being a tongue twister topic. Yikes! Loved the video and you did a masterful job of forming clear sentences (harder than it seems on this topic)! These apps with basic nouns as their name are so challenging to refer to in conversations with clients, internet searching, or simply explaining the apps! Using a regular noun as a proper noun together in the same sentence as a regular use of the noun is difficult - then to compare tools which all relate to the same nouns... whew! Again, nicely done.

[@jumpto365]

Microsoft's recent generalized-nay, poor-branding model has stolen so many words from the language. 😫

[@carolinejamesmitchell4791]

Such a challenge to decipher the tangled web of Office 365 and task management. Exceptional video delivering core content in a rapid and succinct manner. Exactly the content I needed to make an informed decision. THANK YOU!

[@AngelaMelb]

Yeah! I had a "lightbulb" moment watching your video! Finally someone who easily explained each and differences! Thanks,

[@PotentChr0nic]

Really like how you presented all of this. I hope Microsoft considers integrating Azure DevOps with To-do/Teams tasks by Planner (or whatever they're calling it this month).

[@yorkshiremantrailers8356]

Office 365 is becoming a vehicle for procrastination not productivity. I will soon have a complete list of things that I have not been able to do because i have been making a list of things that I need to do.

[@sgarcata]

That's hilarious. Sounds like you either have too much on your plate or you need help prioritizing.

[@yorkshiremantrailers8356]

@@sgarcata too much to do generally, if I was put on this earth to achieve a certain number of things, I am so far behind I will never be allowed to die! 🤣😂

[@knaw35]

I understand you very well. I have the same problem. But, It is also about our daily work style. I used to start my day by opening emails, writing down few tasks I would like to do today including grocery or YT watching. It does not work too well. I am trying to start my day from To Do now and it works much better. You are right, we are not allowed to die today, not even go on holiday. But it is in our hands what we plan for a day and how we use our tools. Tools are for us not we are for tools. It seems to me that you are at the point you should sit down for a day (I am not kidding) and make order in your brain and plan your daily behavior for the future. MS tools are only tools. You decide where and when to stick a shovel into the ground first. Should be a shovel or maybe a pitchfork?

[@AhmedAli-jj3qy]

You did an amazing job in such a focused video, great presentation, outstanding jump to point, excellent work keep up the good work

[@Menta1989z]

Great summary. Well structured presentation. Thanks!

[@ArnStar]

You could add another line to your table for Flagged Emails.

[@MichaelGoldner]

Thank you for explaining the differences. The table at the end of the video is really helpful. When you use coloured coding it would be easier to read. Thumbs up and down looks similar.

[@jumpto365]

Check out the link to the blog post in the description. I updated it after a similar request. Can’t update the video though.

[@MichaelGoldner]

jumpto365 Thank you very much! 😀

[@sandrakerrigan657]

Wow. Great job on this video. Lot's of "T's" in the narrative and you did not stumble once! Very informative. Thank you!

[@chris9077]

Thanks for the explanation. I've been testing out all of these apps over the last few months. Big help in comparing each app and allowing me to decide for different purposes. 👍

[@skyprovisuals4186]

Hey, what did you decide to go with?

[@Sparqcorporatetraining]

This was surprisingly well put together. Thank you!

[@iangrant3615]

This video was brilliant. The perfect explanation of these O365 apps that answered all my questions. Saved for future reference! Thank you so much! Subscribed!

[@grantnewton5705]

Excellent video - many thanks ...... I hope Microsoft will sort out One Note integration ...... especially the ability to create tasks in the iOS app ...... when taking meeting notes in One Note on my iPad, I want to flag tasks and see them appear in ToDo ....

[@jafferalhamad]

Most important criteria that I was looking for is the ability to link To-Do tasks into Planner & get proper dashboards and productivity reports that can also be easily printed for weekly meetings.

[@jumpto365]

I don't think these tools will ever aim toward being printer-friendly. It might be time to drop that requirement or to invest in a large iPad or something.

[@aliquot]

That was quite...insightful. I might share this with my team because everyone's so confused as to which app is best for which task management.

[@azizanhaniff9294]

Thanks for the great explanation. Funny thing was I had to set 0.5 playback speed to really get a good comprehension on the tongue twister part. :D As of 9th November, I'm under the assumption that they have renamed "Tasks" in Teams as "Planner".

[@jumpto365]

The app tile had said Planner, but I think that's changing to Tasks if it hasn't already.

[@ibma38]

OMG, this video is so helpful, especially the chart & matrix at the end of video…!! Bravo…!!

[@John-gt8sp]

Best breakdown of these MS apps I’ve seen! Thanks…

[@CrystalCat24]

I would love to hear an update to this video to see if anything has changed. Also, does anyone have suggestions on calendar integration? I'm looking for software that can compile all of our team's deliverables and show them all on a calendar so we can visually monitor deliverable due dates. I see the Calendar Tab in Teams and when you create a "Team" in Teams, it establishes a calendar and the capability to view it in Outlook (i think).

[@ToniSacrisonLFTH]

Wow! this is great. So many options and it's hard to know what to use for what. This helped to clarify a LOT! Thank you!!

[@mm0dk0ur]

You really tapped a very critical question. Many thanks for your super video.

[@HernandezMasterMind]

your video was well explained and the examples made were enough to help me understand the confusion i had between all these apps. thanks for your time in the video. keep it up.

[@KostasKolias]

MS has managed to build 100 apps in the 365 most of them do the same thing in a different way...At the end of the video he even stated that four apps might not be enough to fully cover your needs...amazing work MS...

[@tommj4365]

Just use MS Notepad and you'll fulfill all important needs in one single app

[@jennpiersa7522]

This was SO unbelieving This is so incredibility helpful, thank you SO MUCH!

[@craignowlan9984]

I find Microsoft frustrating, as there are multiple overlapping ways to do similar things. It is rarely made clear which on is best, and takes a lot of time to research or trial and error to arrive at what you need. So thank you for this video.

[@worksmart365ch]

Hi Craig, Maybe we can help you with this simple way to organize your projects and tasks. It's not "the" solution for everyone but in many ways a good compromise with a good user experience. It works very well for many companies: - Create a team for each customer - Create a channel for each project - Create a plan in Planner for each project and add id as a tab to the project channel (right within the channel: new tab => Planner => create new plan => same name as the channel) - Organize all tasks per project in the specific Planner - See all tasks that are assigned to you in the "my tasks" view in Planner (tasks.office.com/ => My tasks) - Group your tasks by "due date" and filter by "late" and "today" Use the new Microsoft Lists app for general stuff (inventory, events etc), Microsoft ToDo in combination with your Outlook (flagged email, set reminder, calendar integration) and the new Microsoft Tasks to get a general overview over all tasks. Cheers, worksmart365

[@jumpto365]

Being a transplant to the IT world, I've given up on being surprised or disappointed and I just chock this up to a win for my job security. 😂

[@migueles4834]

Great video, clear, precise, concise info on the ever-growing MS portfolio of productivity apps. I've been using To-Do as my daily "on the go" mobile tasks tracker and planner and it works quite well for me because basically I just need a place where to quickly create and consolidate all my personal tasks_&_reminders of things I need to do on a daily basis. It's simple and yet efficient. It's good to understand the difference between the various apps out there and this video has quite done it for me with those regards. Great visuals and summary charts, clear and easy to grasp explanations. Great work, mate. You've won another subscriber. ;) Cheers.

[@TonyAnczerRE]

Great content! Sounds like Planner is the best fit for my team 🎉

[@gerrit6769]

It doesn't feel like this apps are from the same developer. It's not a round experience. My personal two major issues right now: - Planner does not "communicate" with Teams. You can get some notifications about new tasks, assignments or completions via Power Automate, but most importantly, the "conversations" within a task in Planner is still via E-Mail. Which feels outdated. And is not the way Teams supposed to work. - Lists finally has the option to communicate about a specific "task" within MS Teams, but is not integrated in To-Do and tho is not integrated in Teams-Tasks as well. It's almost like Microsoft is missing the big picture and their dev teams don't work together as if they where from the same company.

[@jumpto365]

I don't really disagree with you there. Haven't played with Tasks in Teams yet, but I think the intent is to have that Planner-Teams integration be tighter. I could be wrong though.

[@xxcusme]

excellent guide. the way you present it makes it very easy to understand. thank you

[@carolynpetersen1365]

Great synopsis of the different tools and examples of use cases. Much clearer to me now!

[@percybiaggi9523]

Thanks ! Those programs are very useful but sadly I cannot find how track hours for tasks or projects

[@jumpto365]

Project or Dynamics in the Microsoft world. Otherwise Google "ERP time tracking" for other options.

[@EJSimonsen]

Great job!. Looking for insight on Microsoft to do versus teams tasks and stumbled across your channel. Very helpful. Tuxedo

[@GarrettWarner]

I agree, very good job at explaining the differences between all of Microsofts' task apps. I nearly drove myself nuts the last three years bouncing from To-Do to Planner, to Outlook Tasks to Flows. I was hoping/dreaming that Tasks for Teams would be the one that combined all of the great features from each of the other three. That dream bubble has more or less burst, but your explanations make a lot of sense when MS Project is included in the lineup. Kudos to you for a clear explanation and making it much easier to understand each apps pupose.

[@HockeyPurist]

TY for the clear overview! Super helpful!

[@projudi]

Thank you. The video provides a clear vision about four apps.

[@yangboshi]

Great video! I still have a question though, which I couldn't find any answers to after searching all the comments... What's the best tool to use for Goals/OKR (with sub-tasks). I have a small team of six people, we want to set annual goals and these would have sub-tasks that will help achieve each person's overall goals. I know Planner (and now Todo) have checklists and steps... But these seem hidden and not really good for managing the important smaller tasks that are essential to achieving the big goal / objective. Any advice much appreciated!!

[@jimfitch]

Thanks for this clear explanation of features & use cases!

[@smatassa9630]

Planner doesn't appear to offer a sort by entry. So if you want to use as an assignment log "next up," you can't use last assigned. Very frustrating.

[@yousufkarrim6377]

Thanks for the great video... Really well put together, and being a new fellow KZbinr, I respect the effort, time and quality of the video... Also, the topic is relevant, one which many people always ask me. 😊

[@jumpto365]

Really appreciate this comment, thank you.

[@eduardoferrini]

Best explanation I've found. Congratulations!

[@matthewsjardine]

These explainers are brilliant. Thanks for making these videos.

[@Thewho456]

Thank you very much for this video. I was getting twisted between Lists and Tasks in Teams, and your video helped clarify the difference to me.

[@jumpto365]

Glad it helped!

[@COSMOSLEARNING]

Automate Attendance in MS Teams through this technique kzbin.info/www/bejne/gKqqaIVua52crbM

[@rainascarlette]

Can you show how to utilize this kind of thing for family organizer?

[@johnvodopija]

This am was a very good run through. I have just started using To Do but not yet found an ideal solution. Thank you 👍😎🇦🇺

[@jumpto365]

For a brief overview of how to use To Do, check out our blog here: jum.to/3ftagLL

[@baston9581]

Good summary, thanks. I am specifically looking to replace excel for a Master Task List that repeats every end of month. Repeating tasks, sign off, grouped by due ie 1st working day, 2nd working day, assigned to staff.

[@jumpto365]

Alas there is no out-of-the-box way to do recurring tasks in Planner or Lists. You'd have to set up a flow in Power Automate to create a recurring task in Planner. Amazing that such a basic feature isn't there yet for Planner at least. Lists likely isn't the place to do recurring tasks anyway, but perhaps your situation justifies it.

[@dmc8161]

Wonderful video, very helpful! Subscribed

[@emilyl6468]

Thank you for this. This will help on a project I'm current trying to reinvent.

[@jumpto365]

💪

[@zen_diver_scuba]

How do you set up in Planner, A Director who manages several departments with different missions. We attempted to set up multiple buckets but when you put an item in one, the bucket populates the other buckets. Thank you

[@heatherfeather2621]

Would be good to link and reshoot this video topic since they have changed all this...names and even information storage locations.

[@susanneheuck4542]

The missing Gantt chart functionality in all of these MS productivity tools is a killer to me. Why on earth...? I understand what you are saying about MS not wanting to cannibalize their own products (Project Online in that case), but what about customer focus here? Do they really prioritize keeping an additional app that is made just for Gantt chart planning alive rather than sacrificing it for the sake of actually being customer friendly and introducing Gantt chart functionality in the other productivity apps (Planner and Lists)?? It doesn't make sense to me. In fact, it truly annoys me as I feel ignored as a user.

[@jumpto365]

Annoying, yes. Surprising, no. Either way you’re going to be paying for a Gantt chart, whether it’s in Project or a third-party tool. Not much incentive not to charge. Though I mentioned the Project-SharePoint integration because it’s surprisingly powerful and you really only need one Project license. If you try that and say “not really good for me”, then cost may not actually be your priority. 😉

[@markus.schiefer]

Also: Who is actually using MS Project? I would really like to see some numbers, because in 25 years I have rarely seen anyone using it. Same goes for Visio. There was a point in the past when there were few alternatives, but now?

[@sandraborrageiro3187]

Please look to add additional labels to Planner

[@spencermerlis1687]

Matt... I just watched one of your videos... and I thought you did such a good job. I really liked your visuals and how you kept it all simple. I'm excited to watch this video. I know, sounds weird. I just like your style, I guess.

[@cybermonkey7738]

Just a quick note...Mac users have some limitations compared to Windows users when it comes to Onenote.

[@TheWid]

Excellent! And well tongue-twisted too.

[@aideefuentes8200]

Thank you! Very useful information, I really appreciate it.

[@teresaa2610]

Excellent video, thank you!

[@caelidhg6261]

I have to assign a single task (processing a request) to a specific individual (different ones) ..and can't figure out how to effectively do that. I can't have each individual seeing these either.. .how do I do that?

[@TheSaint7770]

Hello, may I inquire where and how one can obtain the periodic table banner/poster tacked up against the wall behind you? Thanks!

[@lizschulze9089]

Excellent! Thank you. I am sharing this with my team.

[@jumpto365]

Please do!

[@josh181818]

Hi , great video. I am looking to create multiple task lists(in lists) and want a way where each person in the team can see all the tasks that have been allocated to them over multiple lists in one consolidated view? You mentioned(4:24) that for now, this isn't possible. a) Has this changed? b) If I were to build a power app, could I possibly do this?

[@annewilliams1565]

HI, just wondering how you see Milestones in Teams in this mix?

[@donnacolum5663]

Can you create a calendar in Teams and from that assign tasks to people?

[@AndrzejKlonowski]

I still have troubles with tasks in O365. Let's say personal isn't a problem, but what about tasks 1:1 between employees in organization which doesn't belong to any the same group. What about private tasks which can see only people assign to task. In planner even when I assign worker, all people inside team with access to that plan can see all tasks, modify and even delete without any notification for anyone and without keeping history. Before we work on bitrix24 and there was much better tasks organized. There was only one list of tasks on which you was organized, attended or assign as an observer.

[@ScotchontheBayou]

very helpful! thanks - a lot of info but you broke it down very well.

[@meshelle_kimeko]

When someone leaves the org what happens to the info created by that person in the apps. For example when you create a list does it remain and can be modified once the creator leaves the org?

[@matsudakodo]

Great video, thank you for breaking it all down.

[@TheSeeking2know]

Great points! You did an awesome job, and with the tongue-twisting section too!

[@mhcpa0628]

Omg I recently subscriber to Microsoft 365 to streamline my small but busy business team and have been so overwhelmed by the different options. Great explanation that a kindergartener can understand. Well almost lol I am old school and learned on lotus 123.

[@jumpto365]

My condolences.

[@m.muzinski7842]

I agree that this important business topic which are tasks are TOTAL MESS in MS products portfolio! Like total mess. Now just for quick TLDR which app shall I use for all my tasks at work?. Great organisation requires me to be on top of my: emails tasks, projects tasks,simple todo tasks and delegations, product development tasks and team tasks. One app please. It may be handled in 3 different apps I don’t care! But I want to have an overview and synchronisation among all of them ( if I can’t have them organised in one place).

[@momo7gato]

Thank you for the information!!!

[@study-me1oe]

can somebody tell the best combinations for my kind of work?? 1) I want to take notes in onenote 2) make some table(or boards or some kind of scheduling) for study related and personal tasks with "customizable table length, headings and tags" (and want to view them all at a single place - like a canban board, calender) 3) link the tasks from *step 2* directly with onenote notebooks( like in notion note taking app ) I just want to completely shift from notion environment to microsoft 365 environment ( where I can have everything in one ecosystem where i can work in offline and which has security) detailed explanation pls...

[@lenkakrivankova]

Thank you for the explanation! And I like the Periodic Table behind you - where can I find it? :) Lenka

[@jumpto365]

jum.to/V3

[@fatoomgierdien110]

Thank you for another helpful and informative video. 👍

[@saraasadi8602]

This was very very very helpful! Thank you :)

[@caspervisser6805]

Thank you for the clear explanation!

[@MelissaAtwell]

Thank you! This video was very helpful.

[@sandraborrageiro3187]

Please also consider an import facility for planner

[@JeanYoungmyphotos]

Thank you for this. I have created a tasks or assignments list in MS Teams using planner. Unfortunately, I did not do it in the right place. I needed to create a Channel first in order to share it. How do I share my MS Teams-based assignment list?

[@A11-26]

Another thing I use is the Teams integration with a 3rd party tool called MeisterTask. Think Trello... but good. The free version of MT is amazing and you can login using Microsoft account.

[@jumpto365]

"Think Trello... but good" -- love it!

[@tracylarkin4347]

Super helpful!!! Thank you so much

[@lennywaldhauser9618]

This video is fantastic as I've been struggling with the differences of these apps in my company. However, the TRUE awesomeness of this video is watching the presenter roll through Microsoft's maddening tongue twisters with ease. I would totally contribute to a GoFundMe to see if he can re-do this script after three glasses of whiskey. If that achievement is unlocked: There is Bottle of Macallan 18 on me!!

[@bbozze]

Microsoft : hold my beer, introducing Moca

[@jannik1006]

not to forget Azure Boards

[@bbozze]

@@jannik1006 haha damn right

[@davidmelgar1935]

Great explanation. Thank you!

[@johnhackwood1568]

Yes great topic and explanation. You mention an app several time Devops or something like this for techies but I never caught what you said, what is this app?

[@AlaaAlhmydan]

thank you so much ... very helpful

[@RafaelTeixeiraCastelo]

Amazing explanation and loves seen it happening on the screen.

[@AFloridaMan]

What is the best app for recurring tasks?

[@justincrumplin5746]

Thanks Matt. I'm looking for something in the flow-E mould. Too often an instruction/task in teams is lost if not acted on immediately. The ability to mail a post/chat to myself and then run through flow-E works but is not ideal. Really need a drag and drop scenario. Is there something out there that I've missed.

[@diiickie]

And Microsoft expect us running IT departments to explain this to the average user!?

[@jumpto365]

Make friends with your PMO! 😆

[@ML_1515]

Agree, too many apps.

[@kubicii]

Nice video! Thanks for the summary!

[@jumpto365]

You bet!