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Microsoft Planner creates a simplified space for organizing small collaborative projects and visualizing teamwork. Microsoft Planner integrates with other Office 365 applications and can be accessed across devices to make task management seamless. 

How to Access Microsoft Planner

  1. Login to Office 365 Portal
  2. Find Planner icon, either on the main screen or in the waffle menu at the top left of the page.   
  3. Click Planner to open the application. 

Planner Hub

When you open Microsoft Planner, the plans you were looking at most recently will be displayed in the "Planner hub". You will also be given the option to download the mobile app for Microsoft Planner to provide you with 24/7 access to your plans. 


Create a New Plan

  1. Locate New plan at the top of the page in the left navigation bar. 

  2. Name your plan, select a privacy setting. 

    1. You can add a description to your plan by clicking the chevron symbol to the right of Options. 

    When you create a new plan, an Office 365 group is created to support your plan or you can choose to connect an existing Office 365 Group.

Add Tasks to Your Plan

Once you have created a plan, you can start adding tasks or "cards" to your plan. Begin by entering a task name, which is located in the box under To do or click  symbol at the top of the plan window. Then, click Add Task. You can continue adding as many tasks as you need to further develop your plan.

Adding Task Details

  1. To start adding details to your task, double click the task or "card".
  2. You can add as many details necessary to track task progress. 
    1. Assign the task to yourself or a team member. 

    2. Setting a Start date and Due Date will help anchor the task to a timeline or potential schedule.
    3. Select a Progress level for the task. 

    4. Create a Checklist to assist in monitoring task progress or creating a "To do" list.  

    5. Add attachments from SharePoint or upload a file to link documents, agendas or other essential resources to the task.

    6. Click colored tabs to Add labels or flags to color coordinate your task cards. 

  3. To add additional details to your task cards refer to Microsoft's Adding Task to a Plan for more tips. 

Organizing Tasks into Buckets

After you add tasks to the planning board, they can be organized into buckets. Buckets are a way to categorize tasks based on phases of development, by department, work type, or whatever best meet the needs of the team.  Follow the steps below to create buckets:

  1. Select a team from the Planner hub (see above)
  2. On your team's plan board, click Add new bucket 

    1. If you do not see Add new bucket on the planning board, check the Group by filter on the top right
    2. Click the chevron symbol to expand the menu and select Bucket.

  3. Create new tasks for each bucket or drag and drop existing tasks to organize your plan.  

Charting Progress

In Microsoft Planner, every plan has a Board and a Charts view. These views allow teams to get additional details about each task. The Charts view helps teams to visualize what tasks are complete, monitor team member progress and collect data on what tasks need further attention. Follow the steps below to access Charts

  1. At the top of the planner window, select Charts.  

  2. With your mouse, hover over each section to get additional details and to check the progress. 

Manage Settings and Notifications

Managing settings in Microsoft Planner gives you control over the types of notifications and updates that team members receive. To make modifications to your plan settings follow the steps below:

  1. Click the ellipses (...) at the top of the planner board and select Plan settings from the menu. 

  2. Changes can be made to the group email settings and overall plan settings. 

    1. Click notification settings under Group email settings.

    2. Check which types of personal updates you would like to receive from Planner. 

  3. Click Save to apply changes to the notifications and email settings. 

Refer to Microsoft Planner Help Center for additional ideas and resources.

For questions or comments, contact the Computer Services Help Desk