M365: Introduction to Microsoft Planner

What is Microsoft Planner? 

Microsoft Planner is part of the Microsoft 365 suite. It provides a simple way to create, assign, and track tasks in a visual format. You can think of it as a digital bulletin board where you can pin tasks and move them around as you work on them. It’s designed to help teams collaborate, organize tasks, and streamline project management. Whether you are a faculty member, staff, or student, Microsoft Planner can enhance your productivity and efficiency by providing a structured platform for task management and collaboration. 

How to Access Microsoft Planner: 

Through Microsoft 365 

1. Log In: Open your CCRI email via the Web Version of Outlook:  
   Staff and Faculty: https://outlook.com/ccri.edu  
   Students: https://outlook.com/my.ccri.edu  
2. Open Planner: Click on the app launcher (the grid icon) in the top-left corner and select "Planner" from the list of apps. If it does not show here, click “More apps” to see all apps available to you. 

Basic Features of Microsoft Planner 

Creating a Plan 

1. New Plan: Click on "New Plan" to create a new project. 
2. Name Your Plan: Enter a name for your plan (e.g., "CCRI County Fair Event"). 
3. Privacy Settings: Choose between public (everyone in your organization can see) or private (only invited members can see). 
4. Create Plan: Click "Create Plan." 

Adding Tasks 

1. Add Task: Click on "Add Task" in your plan. 
2. Task Name: Enter a name for your task (e.g., "Reserve Event Space"). 
3. Due Date: Set a due date if needed. 
4. Assign Task: Assign the task to yourself or someone else by entering their name. 
5. Add Task: Click "Add Task" to save it. 

Organizing Tasks with Buckets 

1. Create Buckets: Click on "Add new bucket" to create categories for your tasks (e.g., "To Do," "In Progress," "Completed"). 
2. Move Tasks: Drag and drop tasks into the appropriate buckets as you work on them. 

Updating and Editing Tasks 

1. Click on Task: Click on the task card to open it. 
2. Edit Details: You can add more details, checklists, attachments, and comments. 
3. Save Changes: Close the task to save your changes. 

Tips for Using Microsoft Planner 

Keep It Simple 

• Basic Setup: Start with simple buckets like "To Do," "In Progress," and "Completed." 

• Few Tasks: Begin with a few tasks and gradually add more as you get comfortable. 

Regular Updates 

• Update Often: Move tasks between buckets as you work on them to keep your plan up-to-date. 
• Checklists: Use checklists within tasks to break them into smaller, manageable steps. 

Collaboration 

• Assign Tasks: Clearly assign tasks to team members to ensure everyone knows their responsibilities. 
• Comments: Use the comments section in tasks to communicate with team members. 

Using Notifications 

• Stay Informed: Turn on email notifications to get updates about task changes and due dates. 

Common Questions 

How Do I Delete a Task? 

1. Open Task: Click on the task you want to delete. 
2. Delete: Scroll down and click the "Delete" button. 

Can I Print My Plan? 

Currently, Microsoft Planner doesn’t have a built-in print feature, but you can take screen shots or use your browser’s print function. 

How Do I Get Help? 

If you need more help, click the question mark icon in the top-right corner of Planner or visit the Microsoft Planner support page, https://support.microsoft.com/planner 

You can also contact the CCRI IT Help Desk via email, helpdesk@ccri.edu, or phone, 401-825-1112 

Additional Information:

• Search or browse our online Knowledge Base
• Call the CCRI IT Help Desk at (401) 825-1112