In the Planner app, you can create shared plans to effectively track work for your team. Shared plans are designed for ease of collaboration to help you get work done faster.
Create a shared plan
To get started, select New plan in the left navigation. You can then select a blank option or start from one of our out-of-the-box templates that match your use case. Some options are premium and will require a premium license to create.
Upon selection, you will be asked for a plan name. You can leave the optional Microsoft 365 group selection blank to create a personal plan.
Views
Basic plans
Grid – Use grid view to see your tasks in an easy-to-understand list. Here you can easily set task fields, mark tasks complete, and add new tasks.
Board – Use board view to see your tasks in a Kanban style board. Here you can group your tasks by bucket, progress, due date, priority, and labels.
Schedule – Use Schedule view to organize your tasks on calendar. Learn more about schedule view.
Charts – Use Charts view to visually see the status of tasks. Here you can view you can view charts for:
Status – status of tasks.
Bucket – progress of tasks in each bucket.
Priority – progress of tasks by priority.
Members – availability of team members.
Premium plans
Grid – Use grid view to see your tasks in an easy-to-understand list. Here you can easily set task fields, mark tasks complete, and add new tasks.
Board – Use board view to see your tasks in a Kanban style board. Here you can group your tasks by bucket, progress, due date, priority, and labels.
Timeline – Use timeline view to see a Gantt chart of your tasks and dependencies.
Charts – Use charts view to visually see the status of tasks. Here you can view you can view charts for:
Status – status of tasks.
Bucket – progress of tasks in each bucket.
Priority – progress of tasks by priority.
Members – availability of team members.
People –Use people view to see the distribution of tasks among team members and quickly reallocate as needed.
Goals – Use the Goals view to set and track objectives.
Assignments - Use assignments view to granularly manage resources’ efforts on tasks to accurately represent how and when work will be executed.
For full details on the advanced capabilities offered by premium plans, please check out Advanced Capabilities with Premium Plans.
Note: Please note that some views may require different premium licenses. Please reference Microsoft Project for the web service description for more information.
Assign tasks
When you're ready to decide who's doing what, there are several ways you can assign tasks to people in Planner.
You can assign someone when you create a task – Add a task name, and then select Assign to choose a plan member from the list. If the right person isn't listed, type a name or email address in the search box to add someone new.
You can assign a task to more than one person – When a task is being worked on by more than one team member, you can assign it to up to 11 people so that they can all see it in their Assigned to me list. When any team member marks the task complete, it's marked complete for all team members.
Change assignments
You can also change the Board to be grouped by Assigned to, and then drag tasks between the columns for each person on your team.
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