Microsoft To-Do... and Planner!

Initial context

As we explore Microsoft To-Do we realize that integration with other applications is, without a doubt, one of its strongest points! This time, we're going to explore its integration with Microsoft Planner, since it is a solution widely used by several teams. I hope that, at the end of this post, you can understand that Microsoft To-Do is, definitely, a solution for your day-to-day life!

About Microsoft Planner

Perhaps it would be better to introduce Microsoft Planner (very briefly as this is not the purpose of this post). This solution from Microsoft allows you to create tasks and visualize them in a Kanban board. Kanban boards have been used for several years in industrial environments (it was pioneered by Toyota) to present the tasks to be performed and allow better management. Tasks are presented as "cards" and its graphical visualization allows teams to evaluate the flow of the work in progress, better priorities management, and also collaboration and continuous improvement.

By default, Microsoft Planner creates Kanban boards with 3 columns that represent the tasks to be carried out (To-Do), in Progress, and completed (Done). But you can adjust your Kanban board for your needs because all columns are configurable; for example, you can configure your project's phases in different columns, as presented in the image below. Since it is a solution that is extremely user-friendly is, therefore, widely used by several teams and in different project areas. The image below shows an example of a Kanban board (from a Microsoft template) with 2 tasks assigned to me.

Assigning tasks

Usually, during your daily meetings, you discuss topics and you create tasks in real time! In the example of the image above, what happens to those 2 tasks assigned to me? Do I have to start using 2 solutions (Microsoft Planner and Microsoft To-Do) to check all the tasks assigned to me?

The good news is that Microsoft To-Do summarizes all of these tasks! To do this, simply activate the parameter in your Microsoft To-Do settings, as shown in the image below.

And... tasks are now available on your central panel as presented in the image below! Remember that the creation of tasks only occurs in a one-directional way, from Microsoft Planner to Microsoft To-Do. However, status updates (done, due date, etc) and the creation of sub-tasks are bi-directional. The image below presents the filter "Assigned to me" (from the left panel) but the good news is that, in case of defining due dates, it will also become available in the "Planned" filter (which is my favorite!).

An important point to mention is that these tasks are only available in your Microsoft To-Do and not in the traditional Outlook Tasks!

Which one is the best?

It's always difficult to choose the best application for managing your tasks. Microsoft Planner is very easy to use and aims for collaboration with teams. However, the fact that I can view all my tasks from different sources (like manual tasks, flagged e-mails, and tasks from Planner) in a single application like Microsoft To-Do makes it my tool of choice!

It is very common for me to attend several meetings where someone assigns me tasks in Microsoft Planner and... I end up managing them in Microsoft To-Do :)

There is, however, a feature that Microsoft Planner allows that is not available in Microsoft To-Do: the possibility of copying tasks; which becomes very useful when you want to create task templates. Check out that option in the image below.

Of course... from a Microsoft To-Do "user-perspective"... you can always create your templates in Microsoft Planner and let them integrate into To-Do after a few seconds ;)

Microsoft is preparing to release a new version of Planner! So, we might have some new features in the next weeks.

Final thoughts

Today, I have presented the integration with Microsoft Planner. One of the best features Microsoft To-Do could bring! Now, you can collaborate with your teams and visualize all tasks in one place.

It's time to update our features table:

Next post, we will keep our journey on integrating Microsoft To-Do with other Microsoft applications. And, the next one, I am sure you will be surprised.

Stay tuned!