How to Use the New Planner in Teams (Premium Features Guide)
Microsoft Teams‘ updated Planner combines task management tools like To Do, Planner, and Project for the web – all powered by AI through Microsoft Copilot. Here’s what you need to know:
Key Features at a Glance:
- Task Management : Organize tasks with My Day , My Tasks , and My Plans views.
- Premium Tools : Access Gantt charts, sprint planning, custom fields, and AI-driven insights.
- AI Integration : Use Copilot for task breakdown, project tracking, and automated reports.
- Resource Management : Manage budgets, external users, and advanced analytics.
Plans and Pricing:
- Starts at $10 per user/month for basic premium features.
- Scales up to $55 per user/month for enterprise-level tools.
Quick Comparison Table:
| Feature | Basic Plan | Premium Plan |
|---|---|---|
| Views | Board, List | Gantt, Sprint, Goals |
| Task Tools | Basic fields | Custom fields, History |
| AI Integration | None | Copilot Assistance |
| Collaboration | Team sharing | Advanced access control |
This guide will help you install Planner, explore premium features, and use AI tools to simplify project management.
Setup and Basic Configuration
Installing Planner in Teams
Here’s how you can add Planner to Microsoft Teams:
- Open Microsoft Teams and click on the “Apps” icon in the left sidebar.
- Select “View more apps” and search for “Planner.”
- Click the “Add” button to install Planner in your Teams workspace.
- For quick access, right-click Planner and select “Pin.”
If Planner isn’t available, you may need an active subscription ($10 per user/month) or assistance from your administrator. Once installed, you can access the premium interface for advanced task management.
Understanding the Premium Interface
The premium interface offers advanced tools to streamline project and task management. Here’s what you’ll find:
| Interface Section | Premium Features |
|---|---|
| Project Views | Timeline (Gantt) view, Goals, and Sprint Planning |
| Task Management | Custom Fields, Task Dependencies, and History Tracking |
| Analytics Dashboard | Interactive Charts, Resource Utilization, and Budget Tracking |
| AI Integration | Copilot Task Assistant (Preview) and Automated Reports |
What’s included in the premium interface:
- Advanced Project Tools : Use Gantt charts, set up custom fields, manage external user controls, and track budgets.
- AI-Powered Features :
- Smart task suggestions
- Automated reports for better insights
- Improved Navigation :
- My Day : Manage your daily tasks with focus.
- My Tasks : Get a detailed overview of all your tasks with advanced filters.
- My Plans : View all projects in one place, complete with premium templates.
For those with a Project Plan 3 subscription, additional tools include resource management, budgeting, and advanced project analytics. These features make it easier to handle complex projects and programs.
Premium Plan Management
Basic vs Premium Features
Microsoft Teams Planner now offers clear differences between basic and premium plans, giving users access to advanced tools and AI-driven features in the premium tier. Here’s a quick comparison:
| Feature Category | Basic Plans | Premium Plans |
|---|---|---|
| Views | Board, List | Timeline (Gantt), Goals, People, Sprint |
| Task Management | Basic fields | Custom fields, Dependencies |
| Collaboration | Team sharing | Advanced access control |
| AI Integration | None | Copilot assistance (Preview) |
Ready to upgrade? Follow the steps below to switch your basic plans to premium.
Creating Premium Plans
Upgrading a basic plan to premium unlocks advanced features while keeping your data intact. Here’s how to do it:
- Access Your Basic Plan
Open your current plan in Teams Planner. Review all tasks and data to ensure everything is compatible for conversion. - Upgrade to Premium
Go to your plan’s settings, click on More (…), and select ‘Add premium views.’ Confirm the upgrade process. Your plan will be converted while keeping all existing data, archiving the basic version for 90 days, and maintaining user permissions. Once upgraded, you’ll gain access to premium views and tools for smoother collaboration.
“The new Planner is a simple, collaborative, and flexible work management solution that’s assisted by AI and integrated into the Microsoft 365 products you know and love.” – Roberto_Bojorquez, Microsoft
Once upgraded, take advantage of the enhanced access control tools available in premium plans.
Team Access Control
Premium plans come with advanced tools for managing team access, ensuring secure and efficient collaboration. Here’s what you can expect:
Role-Based Access
- Project Owners : Full control over settings and permissions
- Team Members : Can create and edit tasks as assigned
- Viewers : Read-only access for stakeholders
Access Management Tips
- Regularly check and update team member roles.
- Use the People view to track task assignments and responsibilities.
- Set up custom notifications to stay informed about access changes.
Important Considerations
- Business rule plans and Loop task lists cannot be upgraded to premium.
- Mobile app users will be redirected to Project for the web for premium features.
- In Teams, premium plans integrate directly into the interface for easy access.
These tools and features make it easier to manage tasks, timelines, and team roles while maintaining a secure and collaborative environment.
Custom Task Fields
With premium plans, you can set up to 10 custom fields per plan , giving you more control over task tracking and reporting. These fields let teams capture project details in different formats, tailored to their needs:
| Field Type | Use Case | Features |
|---|---|---|
| Text | Add descriptions or notes | Free-form text input |
| Date | Track approval dates or milestones | Calendar picker |
| Number | Manage budgets or hours | Supports rollup calculations |
| Yes/No | Conduct quality checks | Simple binary selection |
| Choice | Monitor status updates | Allows up to 20 options |
“With the new Planner, you can create custom fields helping teams stay on top of what matters most for their initiatives, making it easier and faster to identify and assess where things are on track and what needs follow up.” – Nivev, Microsoft
How to Create a Custom Field:
- Open the Grid view in your premium plan.
- Click “Add column” and select “New field.”
- Pick your field type and configure its settings.
- Optionally, use colors or emojis to make fields stand out visually.
Pro Tip: Use emojis in Choice fields for easier status tracking. On Windows, press Windows key + semicolon. On Mac, press Control + Command + Space to access emoji options.
Up next, learn how Task Links and Timelines work with these custom fields to simplify project scheduling.
34 Features COMPARED | New Microsoft Planner BASIC vs …
The latest premium features in Planner improve teamwork and communication within Microsoft Teams, offering tools that simplify project coordination and task management.
Sprint Management
Planner’s premium Sprint feature in Microsoft Teams provides a visual and organized way to handle tasks using agile methods. The sprint board allows teams to track progress across different iterations.
Here’s how to set up sprint planning:
- Enable Premium Features : Click the diamond icon in Planner to start a premium trial or activate your license.
- Create a Sprint Board : Open your premium plan and switch to the Sprint view.
- Set Iterations : Define your sprint durations and goals.
- Assign Tasks : Use the People view to distribute workloads evenly across team members.
Once your sprint is set up, you can monitor progress visually and use built-in communication tools to keep everyone aligned.
Task Discussions
Task-specific conversations keep discussions focused and prevent cluttering the main Teams channels. The premium Planner integrates these discussions directly into task cards, making it easier to track updates and decisions.
| Feature | Purpose | Ideal Use Cases |
|---|---|---|
| Inline Comments | Quick updates within tasks | Status updates, quick notes |
| @Mentions | Notify specific team members | Urgent tasks, approvals |
| File Attachments | Centralized document storage | Reference files, deliverables |
This integration ensures that all task-related communication stays in one place, improving clarity and reducing miscommunication.
Task Change History
The Task Change History feature tracks every modification made to a task, helping teams stay accountable and understand how projects evolve. This feature is available to users with Project Plan 3 or higher licenses.
Key details tracked include:
- Who made the change
- When the change was made
- The specific property that was updated
- Previous and updated values
- Effects on task dependencies
Pro Tip : Click on any task title in the history log to jump directly to the task and view the highlighted changes.
This feature is especially helpful for managing complex projects with interconnected tasks. Teams can quickly identify changes that might impact timelines and make necessary adjustments.
To access these features, activate “Targeted release” in the admin portal or enable public preview in the Microsoft Teams admin center.
AI Features Guide
Microsoft Teams’ premium Planner now includes AI capabilities through Copilot integration, changing how teams handle tasks and projects.
AI Task Planning
Copilot simplifies project setup and management using natural language commands. Set to launch in Spring 2024, this AI assistant supports teams by:
| AI Function | What It Does | How It Helps |
|---|---|---|
| Plan Generation | Creates detailed project outlines from prompts | Speeds up the planning process |
| Goal Setting | Suggests measurable objectives | Keeps teams focused |
| Task Breakdown | Divides complex projects into smaller tasks | Makes task management easier |
| Status Tracking | Tracks progress and flags bottlenecks | Keeps projects on track |
These tools are available for users with Project Plan 3 or Project Plan 5 licenses, making premium plans even more useful. Next, let’s look at how AI reporting tools improve project oversight.
Automated Reports
The premium Planner’s AI-driven reporting system delivers real-time updates on project progress and team performance.
Key features include:
- Automatic status updates
- AI-based resource analysis
- Predictions for project completion dates
- Automated performance metrics
Now, let’s cover some tips to make the most of these tools.
Get the most out of Planner’s AI features with these tips:
- Use natural language commands to have Copilot break tasks into steps.
- Sync tasks across Microsoft To Do, Planner, and Project for the web for better coordination.
Studies show 70% of employees are eager to delegate repetitive tasks to AI. Using these features can save time on admin work, allowing teams to focus on achieving their goals.
Summary
Expanding on the setup and AI integration previously discussed, the updated Planner in Microsoft Teams introduces a range of premium features aimed at reshaping how teams handle projects and tasks.
Premium Feature List
The Planner’s premium tools are grouped by their main functions:
| Feature Category | Key Capabilities | Business Impact |
|---|---|---|
| Task Management | Dependencies, Custom Fields, Timeline View | Better control and visibility of workflows |
| Team Tools | Sprint Planning, Goals View, People View | More efficient resource use and goal tracking |
| AI Integration | Copilot Task Breakdown, Status Updates | Automated management and reporting |
| Advanced Analytics | Resource Analysis, Performance Metrics | Informed, data-based decision-making |
These features can serve as a strong starting point to improve your team’s processes.
Implementation Guide
Follow these steps to make the most of the premium features:
- Pinpoint Key Features
- Use timeline management and agile sprints for smoother task coordination.
- Leverage the People view to distribute workloads effectively.
- Add custom fields for detailed task insights.
- Tap Into AI Tools
- Enable AI to break down tasks automatically.
- Set up AI-driven tracking for project statuses.
- Use predictive analytics for smarter planning.
- Standardize Processes
- Establish clear protocols for creating and assigning tasks.
- Set up consistent sprint planning routines.
- Use uniform methods for tracking progress and allocating resources.
Keep in mind that premium features require specific licensing levels. Assess your team’s needs and compare them with the available subscription options to find the best fit.