# The NEW Microsoft Planner (2024): NEVER Miss a Deadline Again  ## Introduction [(00:00:00)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=0s) - Tasks in today's workplace originate from various sources, including hundreds of flagged emails in the inbox, work from dozens of projects, and personal to-do lists [(00:00:00)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=0s). - The new [[Microsoft Planner]] combines the best features of past [[Microsoft]] apps, ranging from personal to-do lists to collaborative [[Project | project]] planning [(00:00:12)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=12s). - The new Microsoft Planner also incorporates the capabilities of Co-pilot, enhancing its functionality [(00:00:24)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=24s). - The new Microsoft Planner is designed to streamline task management, making it easier to stay on top of work and deadlines [(00:00:27)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=27s). ## Add Planner in Teams [(00:00:30)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=30s) - The new Microsoft Planner is currently only available in [[Microsoft Teams]] [(00:00:30)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=30s). - To access the new Planner in Teams, click the three dots on the left sidebar and then select Planner [(00:00:38)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=38s). - To launch the new Planner experience, click on Planner after accessing it from the left sidebar [(00:00:38)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=38s). - To keep the Planner in the sidebar for easy access, right-click on the Planner icon and select Pin [(00:00:43)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=43s). - The new Planner integrates with old apps, which can be seen feeding into the new experience [(00:00:48)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=48s). ## My Day, My Tasks, My Plans [(00:00:49)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=49s) - The "My Day" experience originates from the old "Tasks by Planner and To-Do" experience, allowing users to prioritize their daily to-do list [(00:00:51)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=51s). - "My Tasks" consolidates all tasks assigned to the user, including private tasks, flagged emails, and tasks from existing plans in [[Project]] or Planner [(00:01:00)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=60s). - Tasks in "My Tasks" can come from various sources, regardless of whether they are private tasks, flagged emails, or tasks from an existing plan [(00:01:03)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=63s). - "My Plans" includes all project plans the user is a part of, whether shared or personal, and these plans can come from both Project for the web and the old Planner [(00:01:12)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=72s). - The plans in "My Plans" can originate from Project for the web or the old Planner, and include both shared and personal project plans [(00:01:19)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=79s). - Clicking on "My Tasks" provides a detailed view of tasks assigned to the user for work, offering a useful overview [(00:01:27)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=87s). ## My Tasks: Personal Productivity [(00:01:30)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=90s) - My Tasks is a place to capture to-do items before organizing them later, where users can see all tasks assigned to them, including flagged emails and private tasks [(00:01:31)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=91s). - Users can add a new task by clicking on the "Title" field, typing in the task name, and choosing whether it's part of their private task list or an existing shared plan [(00:01:40)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=100s). - Every team in [[Microsoft Teams]] has a default plan associated with it, so users can see these plans even if they haven't created any plans yet [(00:01:53)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=113s). - Tasks can be set to a private to-do list or added to an existing shared plan, and users can also set a due date by clicking on the calendar icon in the due date column [(00:02:06)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=126s). - Users can change the priority of a task, but the default is set to medium, and pressing the enter key commits the task [(00:02:13)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=133s). - Tasks can be added to "My Day" by right-clicking on the task or clicking on the three dots next to the task name, and tasks with a due date of today also show up on "My Day" by default [(00:02:20)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=140s). - Users can mark a task as complete by clicking on the circle icon next to the task name [(00:02:35)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=155s). ## My Plans: Team Collaboration [(00:02:50)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=170s) - There are two types of plans in [[Microsoft Planner]]: basic plans and Premium plans, with the latter being from [[Project]] for the Web [(00:02:50)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=170s). - Basic plans are similar to private task lists with a few extra fields, while Premium plans have different features and behaviors due to their origin from Project for the Web [(00:02:52)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=172s). - When viewing tasks from both basic and Premium plans simultaneously, users may experience some unusual behavior, such as delayed task updates [(00:03:24)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=204s). - Tasks from Premium plans take several minutes to show up when added to "My Day," unlike tasks from basic plans [(00:03:34)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=214s). - Copying or moving tasks from basic plans or private tasks is done by clicking the three dots next to the task name and selecting "Copy task" [(00:03:49)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=229s). - In contrast, tasks from Premium plans cannot be copied or moved directly; instead, users must go back to the original project plan to perform these operations [(00:04:01)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=241s). - To create a new basic plan, users can click on "New plan" in the bottom left corner and start with a blank plan or template [(00:04:13)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=253s). ## Basic Plans (from the old Planner) [(00:04:19)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=259s) - Basic plans in [[Microsoft Planner]] are suitable for projects that don't require a [[Gantt chart]], otherwise, premium plans should be used [(00:04:27)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=267s). - Premium plans require a [[Project]] Plan 3 or Project Plan 5 license, whereas basic plans do not have this requirement [(00:04:39)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=279s). - When creating a new plan, users can choose from various templates or start from scratch, and they can add the plan to a group for collaboration [(00:04:45)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=285s). - When adding a plan to a group, users should be aware that they cannot change the group later [(00:05:07)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=307s). - New plans start in board view with preset lists of tasks grouped into buckets or categories, which can be renamed or added to [(00:05:27)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=327s). - Tasks can be grouped by different criteria, such as status or progress, by clicking on the group button in the top right corner [(00:05:52)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=352s). - Task properties include assignment, labels, bucket, progress, priority, start and due dates, and repetition, which can be edited by clicking on the task [(00:06:15)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=375s). - Tasks can have descriptions, checklists of subtasks, and attached files, but mentioning team members in comments is only available in premium plans [(00:06:47)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=407s). - New tasks can be added quickly by clicking on the add task button and filling in the necessary information [(00:07:06)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=426s). - Tasks can be filtered by various fields, such as assignment or due date, by clicking on the filters button in the top right corner [(00:07:22)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=442s). - The grid view provides a table view of tasks, allowing for easier editing, while the schedule view displays tasks on a calendar [(00:07:46)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=466s). - The charts view shows overall [[Project | project]] progress and task progress, and can be filtered by assignment [(00:07:57)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=477s). - Basic plans have simple functionality suitable for short-term projects with minimal complexity [(00:08:14)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=494s). ## Premium Plans (from Project for the Web) [(00:08:25)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=505s) - To create a new plan in [[Microsoft Planner]], click on "New Plan" and select "[[Project management | Project Management]]" and "Premium" template, then choose a template or start from scratch and add it to a group [(00:08:29)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=509s). - The grid view experience in the new [[Microsoft]] Planner allows for task hierarchies, assigning durations, risk, and custom columns, including dependencies, effort, and percent complete [(00:08:46)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=526s). - Custom Fields can be created with simple data types, such as adding a yes/no column for "QA signed off" [(00:09:10)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=550s). - Microsoft Co-pilot integrates into Planner to save time, allowing users to create simple tasks, subtasks, or entire [[Project | project]] plans [(00:09:51)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=591s). - Co-pilot can be used to generate a project plan based on a prompt, but may require manual adjustments, such as assigning durations and due dates [(00:10:32)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=632s). - Co-pilot can also generate placeholder project goals, which help stakeholders align on important tasks and can be viewed in the goals tab or board view [(00:11:14)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=674s). - The goals tab breaks down tasks by each goal, and tasks can also be grouped by goal in the board view [(00:11:27)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=687s). - The new people view in [[Microsoft Planner]] breaks down task assignments by person, showing incomplete and late tasks, and allows for task assignment to individuals [(00:11:41)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=701s). - Premium plans have a task history feature, which shows every change made to a task when clicking on the history icon [(00:12:07)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=727s). - The audit trail feature in [[Microsoft]] Planner allows users to view the history of changes made to a task, including who made the change and when it was made, which is especially useful in virtual environments [(00:12:15)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=735s). - The timeline view in Microsoft Planner displays tasks as a [[Gantt chart]], allowing users to visualize the [[Project | project]] timeline and set up dates for tasks [(00:12:26)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=746s). - To set up dates for tasks, users can click on the information icon under the task and set the duration by typing the number of days and the letter "d" [(00:12:37)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=757s). - Dependency management in Microsoft Planner allows users to set up relationships between tasks by clicking and dragging the start or end date of a task to another task [(00:13:11)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=791s). - Users can also change the dependency type to finish-to-finish, start-to-start, or start-to-finish, and define lead and lag time between tasks [(00:13:32)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=812s). - The critical path function in [[Microsoft Planner]] helps users identify the most important tasks that impact the project timeline by highlighting them in red [(00:14:14)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=854s). - The assignments view in [[Microsoft]] Planner allows users to see the workload of each team member and allocate time for tasks, with the default assumption being 8 hours per day [(00:14:41)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=881s). - Users can update the workload chart with actual task times to ensure that team members are not overloaded with work [(00:15:09)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=909s). - The assignments view can be filtered by daily or weekly workload to get a sense of each team member's workload [(00:14:53)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=893s). ## 5 Tips to Speed Up Your Experience [(00:15:35)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=935s) - To copy a plan in [[Microsoft Planner]], go to the grid view, click on the drop-down arrow next to the plan name, and select "Copy plan", which by default copies the plan into a private workspace [(00:15:35)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=935s). - To move the copied plan to a different group, click on the share icon in the top right toolbar, then click on "Add to existing group", select the desired group, and click the "Add" button [(00:15:48)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=948s). - To create multiple subtasks at once, select the tasks to be made as subtasks, hold shift and click on the last task, right-click on the selection, and click "Make subtask" [(00:16:09)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=969s). - To export a [[Project | project]] plan to [[Microsoft Excel | Excel]], click on the drop-down arrow next to the project plan name and select "Export to Excel", which will export most of the project's tasks and properties into an Excel document [(00:16:24)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=984s). - Users without a project plan license, such as Alex, can still view the plan and make basic edits to most task properties, but they cannot access the timeline view, people view, goals, or assignments [(00:16:50)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=1010s). - If a feature is not found in the [[Microsoft Teams]] app, it may be available in the web app, such as the "Copy plan" and "Export to Excel" options, which can be accessed by clicking on the three dots next to the view type [(00:17:20)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=1040s). ## Wrap-up [(00:17:32)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=1052s) - Viewers are encouraged to share their thoughts on whether the content has convinced them to change their current task management approach by leaving a comment [(00:17:33)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=1053s). - Those who enjoyed the content are asked to show their appreciation by leaving a like and subscribing [(00:17:39)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=1059s). - The video ends with a sign-off from David, who invites viewers to look forward to the next video [(00:17:46)](https://www.youtube.com/watch?v=sW68qxuHJCw&t=1066s).