October 3, 2025

Microsoft Planner

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In today’s competitive business environment, organisations across Australia are looking for smarter ways to manage teams, projects, and collaboration. For companies with 20–250 staff, efficient project management and streamlined task management can make the difference between success and wasted resources. Microsoft has developed a web-based work management tool called Microsoft Planner (MS Planner), which is part of the broader Microsoft 365 suite. With its user-friendly interface, real-time collaboration, and seamless integration into Microsoft 365 apps, Microsoft Planner helps businesses simplify their workflows, enhance team accountability, and align activities with broader project goals.

At Enabla Technology, we’ve seen how Australian businesses can use Microsoft Planner in combination with Microsoft Teams, Microsoft To Do, Microsoft Project, Outlook calendars, Power BI, Power Automate, and Microsoft Viva to achieve enterprise-level productivity without the complexity of traditional heavyweight project management tools. In this comprehensive guide, we’ll cover Planner’s features, benefits, comparisons, and best practices.

What Is Microsoft Planner?

Microsoft Planner is a Kanban-like system built into the Microsoft 365 ecosystem. Accessible via web, mobile (App Store and Google Play store), and integrated into Teams, Planner allows teams to create task lists, manage shared plans, and monitor progress visually with Board View, Grid View, timeline view, schedule views, Gantt view, and customizable views.

Each task is represented by a task card, and users can add content-rich tasks with checklists, due dates, attachments, custom fields, and labels. Employees can access tasks from My Tasks, integrate with My Day in Outlook, or even convert Flagged Emails into Planner tasks for more connected workflows.

Planner belongs to the family of Microsoft 365 Groups, meaning every plan created comes with built-in access to file sharing, a shared mailbox, a SharePoint document library, and a group calendar. Businesses that need advanced project capabilities can also upgrade to Project Plan 1, Project Plan 3, or Project Plan 5 for more comprehensive functionality.

Core Features of Microsoft Planner

Visual Task Management

Planner delivers flexible views:

  • Board View for Kanban-style task management
  • Grid View for detailed task data
  • timeline view and schedule views for visual scheduling
  • Gantt charts via Microsoft Project integration
  • portfolio views and portfolio tracking in advanced plans

The Planner app makes it simple to create and manage task cards and update status with real-time progress updates. Teams can customise boards, manage Backlogs & Sprints, and use Default Completed Tasks Filter to keep focus on active work.

Task Creation and Assignment

Creating tasks is easy and flexible:

  1. Create a Plan – Build a new project space with templates or start from scratch.
  2. Add Planner Tasks – Create content-rich tasks with attachments, checklists, and deadlines.
  3. Assign Responsibilities – Allocate tasks to one or multiple users for clarity.
  4. Join Plans – Users can be added to existing plans and pick up tasks.
  5. Bulk Assignment – Assign tasks in batches for efficiency.
  6. Private Tasks – Create personal to-dos in integration with Microsoft To Do.

Collaboration Features

Planner integrates seamlessly with Microsoft Teams, embedding task management into chats and Teams meeting notes. Users can:

  • Attach files from OneDrive or SharePoint
  • Add comments with @mentions
  • Use Loop components for live updates
  • Capture surveys via Microsoft Forms
  • Share knowledge through Microsoft Stream or Microsoft Sway

Planner’s project collaboration capabilities extend beyond internal staff, allowing guest access for contractors and clients. This supports team management and external collaboration.

Progress Tracking and Notifications

With Planner, you can:

  • Visualise task completion with charts
  • Sync with Outlook calendars and Calendar Sync tools
  • Use progress updates to ensure accountability
  • Leverage Recover Recently Deleted Tasks to restore work quickly
  • Enable notification alerts across Exchange Online and Teams
  • Use Power BI dashboards for advanced reporting

Integration with Microsoft 365 Ecosystem

Planner integrates with:

  • Microsoft Teams for collaboration
  • Outlook calendars and Exchange Online for scheduling
  • Microsoft To Do and My Day for personal productivity
  • Microsoft Project Online and Project Operations for enterprise-level planning
  • Power Automate for workflow automation
  • Microsoft Copilot and Microsoft 365 Copilot for AI-driven insights and task management
  • Project Manager AI Agent to streamline resource management, task dependencies, and Advanced dependencies

Templates, AI, and Portfolios

Businesses can use plan templates to start projects quickly or manage complex scenarios with advanced features like portfolios feature, resource workload charts, and agile sprint planning. AI tools, including Microsoft Copilot, support predictive project planning, license requests, Software Request handling, and even workflow insights showcased at Microsoft Ignite.

Using Microsoft Planner: Step-by-Step Guide

  1. Step 1 – Access the Planner app through Microsoft 365, Teams, or Microsoft Edge.
  2. Step 2 – Create a new plan and set up buckets for tasks.
  3. Step 3 – Add detailed tasks with attachments, custom fields, and deadlines.
  4. Step 4 – Assign tasks to staff, create Advanced dependencies, and sync with calendars.
  5. Step 5 – Monitor performance with Board View, Grid View, timeline view, and Gantt charts.
  6. Step 6 – Automate routine updates with Workflow automation through Power Automate.
Feature Microsoft Planner Trello Asana
Visual Organisation Kanban-like boards, Grid, Gantt view Kanban boards List & boards
Integration Full Microsoft 365 apps Limited Broad third-party
Complexity Low (user-friendly) Low Moderate
Pricing Included in Microsoft 365 subscription plans Free/Paid Free/Paid

Use Cases and Applications

Microsoft Planner is versatile for business use:

  • Marketing Campaigns – Schedule and track promotional activities.
  • Client Meetings – Organise agendas, notes, and follow-ups.
  • Brainstorming – Capture ideas with Loop components and assign action steps.
  • Team Management – Balance workloads with resource management tools.
  • Agile Planning – Run Backlogs & Sprints and track with portfolio views.
  • Enterprise Resource Management – Upgrade to Project Plan 3, Project Plan 5, or Project Online for portfolio-level planning.

Microsoft Planner vs Other Project Management Tools

Feature Planner Trello Asana Microsoft Project
Visual Organisation Board/Grid/Timeline Kanban Boards List/Board Gantt charts & Portfolios
Integration Microsoft 365 ecosystem Limited Extensive Advanced enterprise tools
Complexity Low Low Moderate High
Pricing Microsoft 365 subscription plans Free/Paid Free/Paid Premium plans (Plan 1, 3, 5)

Benefits of Using Microsoft Planner

  • Seamless integration with Microsoft 365 apps
  • Improves visibility and accountability across teams
  • Enhances project collaboration in real time
  • Provides customizable views for flexible project tracking
  • Works across devices (desktop, mobile, browser)
  • Includes Default Completed Tasks Filter to streamline focus
  • Secure data handling backed by the Microsoft Trust Center
  • Part of global deployments (North America, European rollout)

Limitations and Considerations

  • Limited compared to Premium plans like Project Plan 3 or 5
  • Lacks native budget tracking and complex forecasting
  • Requires a Microsoft 365 or Office 365 subscription
  • Some features (like portfolio tracking, advanced dependencies, Project Operations) require upgraded plans

Frequently Asked Questions (FAQs)

  • Is Microsoft Planner included in all subscription plans? Most business Microsoft 365 subscription plans include it.
  • Can you use Planner for personal tasks? Yes, via My Tasks and Private Tasks in To Do.
  • Is data secure in Planner? Yes, Microsoft guarantees compliance via the Microsoft Trust Center.
  • Can Planner sync with calendars? Yes, Calendar Sync works with Outlook and Exchange Online.
  • Does Planner support workflow automation? Yes, via Power Automate and Microsoft Copilot.
  • Can I recover deleted tasks? Yes, using Recover Recently Deleted Tasks.

Tips and Best Practices

  • Use plan templates to speed up project creation
  • Sync with Outlook calendars for visibility
  • Review progress regularly with progress updates and charts
  • Incorporate Loop components for agile team planning
  • Involve clients via guest access for transparency
  • Automate repetitive tasks with workflow automation in Power Automate
  • Upgrade to Project Plan 3, Project Plan 5, or Project Online for advanced project planning

Conclusion

For Australian businesses, Microsoft Planner is more than a simple to-do list—it’s a robust web-based work management tool that supports agile workflows, team collaboration, and modern productivity. Its deep integration with the Microsoft 365 ecosystem, plus the option to scale into Project Online, Project Operations, and Premium plans, makes it a scalable solution for organisations of all sizes.

At Enabla Technology, we specialise in helping businesses integrate Planner, Microsoft Teams, and the wider Microsoft 365 suite into daily operations. Whether you need lightweight task management, advanced enterprise resource management, or want to explore AI-powered productivity through Microsoft 365 Copilot, we can help you plan, implement, and manage the right solution. Contact us today to unlock the full potential of Microsoft Planner and Microsoft 365 for your business.

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