Microsoft Planner: Features, Access, and Comparison

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Summary

Microsoft Planner is a task management tool within the Microsoft 365 suite that simplifies team collaboration and project management. It provides a visual, user-friendly interface for organizing tasks, tracking progress, and enhancing productivity. In 2024, Microsoft Planner in Teams combines the simplicity ofPlanner icon Microsoft To Do, the collaboration features of Planner, and the advanced capabilities of Microsoft Project into a unified experience.
 
Note: Access to Microsoft Planner requires a license. To request access, complete the Request Software Application & Licensing service.


Audience

This article is intended for Ithaca College faculty and staff who use Microsoft 365 and Teams to manage tasks, collaborate on projects, and organize team workflows.


Platform

Microsoft Planner via Microsoft 365 (accessible through Teams, web browser, and mobile apps)


Introduction

Microsoft Planner is a visual task management tool in the Microsoft 365 suite that simplifies team collaboration and project tracking. It is ideal for small to medium-sized projects and integrates with Microsoft Teams, SharePoint, and Outlook.
 
In 2024, Planner in Teams combines the simplicity of Microsoft To Do, the collaboration of Planner, and the advanced features of Microsoft Project into one unified experience.
 

Key Features and Use Cases

Key features include:

  • Task Organization: Planner enables users to create new tasks, set deadlines, and assign them to team members. Tasks can be organized into buckets, representing different stages or types of work.
  • Board View: The main interface is a board view, where tasks are displayed as cards. This Kanban-style approach allows for easy visualization of the project's progress.
  • Integration with Microsoft 365: Planner is seamlessly integrated with other Microsoft 365 tools, such as Teams, SharePoint, and Outlook, facilitating efficient workflow and communication within a familiar ecosystem.
  • Collaboration Tools: Team members can collaborate on tasks, share files, and communicate through comments directly within Planner.
  • Notifications and Updates: Users receive notifications about task assignments and deadlines, ensuring they stay informed about the latest updates.
  • Customization and Flexibility: Planner allows customization of tasks with labels and colors, and users can view tasks in different formats, such as charts or a calendar view, for enhanced project tracking.
  • Accessibility and Mobility: It is accessible across various devices, including smartphones, allowing team members to stay connected and productive from anywhere.

Ideal use cases:

  • Small to medium-sized project management.
  • Team collaboration and task tracking.

Every plan in Planner must be connected to a team in Microsoft Teams or a Microsoft 365 group.

Comparison with Microsoft Project

Planner is designed to facilitate simpler, team-based task management. It is ideal for organizing and tracking tasks for small to medium-sized projects or teams. Planner's interface and functionality are more straightforward, focusing on ease of use and basic project tracking. Conversely, Project is a more robust project management solution suitable for complex, large-scale projects. It offers detailed project planning capabilities, including resource management, advanced scheduling, and comprehensive reporting. The complexity of its features caters to professional project managers.

Planner has a user-friendly interface, offering a Kanban-style board for task management. This visual approach is intuitive and easy for teams to adopt without extensive training. Project provides a more traditional project management interface, including Gantt charts and detailed timelines. Its interface and features require a steeper learning curve and are more aligned with professional project management methodologies.

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