Managing Tasks in Microsoft Teams

Introduction

• Managing tasks in Microsoft Teams can be challenging due to multiple sources of tasks (e.g., chat channels).
• New Planner capabilities and Microsoft Loop can simplify task management.
• Use Planner app to allocate tasks and collaborate without needing a team.
• Overview of Planner app functionalities with real-life examples.

Getting Started with Planner App

• Planner app was formerly known as Tasks by Planner and To-Do.
• To find the app: go to the three-dot menu on the left-hand side -> search for "Planner".
• Pin the Planner to the left-hand side navigation bar for easy access:
  • Right-click the Planner icon -> Select "Pin".

Features of Planner App

• Consolidates tasks from Loop task lists, Planner, and Microsoft To-Do.
• Tasks from Microsoft To-Do are shown as private tasks.
• Flagged emails from Outlook can be viewed and accessed directly from Planner.
• View tasks by plan name and access any task by clicking on the eye icon.
• Tasks can be modified and synced back to their original source (Planner, Loop, Microsoft To-Do).

Creating and Managing Plans

• Click on the plus icon in a team to add a new plan or choose an existing one.
  • Type "Planner" (not "Tasks") to find the app.
  • Create a new plan or select an existing one to assign to the team.
• Security settings of the team sync with the plan.
• Access tasks from the Planner app or by clicking on "My Plans".
• "My Day" feature shows tasks that are due today.

Creating Tasks from Teams Chat and Posts

• Highlight a message, click on the three-dot menu -> Select "Create Task".
• Assign the task to a private list or a shared team plan.
  • Update task details such as progress, due dates, and assignees.
  • Posting a reply informs the team of task creation.
• Created tasks appear in the thread and Planner app for team management.

Private Tasks

• Highlight a message and create a task for personal management.
• Tasks are visible in the Planner under private tasks (Microsoft To-Do).
• Features include reminders and management in a centralized location.

Group Conversations and Microsoft Loop

• Group chats can be renamed and given relevant profile pictures for better organization.
• Use Microsoft Loop to generate task lists in group conversations (without needing a team).
  • Loop icon -> Select Task List -> Create tasks and allocate to group members.
• Task lists are editable by all group chat members and integrated with Planner.

Conclusion

• Integrating Microsoft Teams with Planner and Loop offers enhanced task management capabilities.
• Encouragement to like, comment, and subscribe for more content and assistance.

Additional Resources

• Undertake the Task Management Master Class for comprehensive tutorials on apps like Microsoft Lists, Planner, and Teams.
• Download the free Microsoft 365 eBook for tips and tricks to enhance productivity.

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