Microsoft Planner for Beginners Tutorial

hi there jamie here today at teachers tech hope  you're having a great day today i want to   show you how to use a microsoft planner so if  you have a team plan that you're working on and   you want a collaborative tool to help you out to  help organize everything take a look at microsoft   planner so with it you can create your plan assign  tasks to different members chat about those tasks   and even have charts to see how everything is  progressive progressing along so and you can   access this in a bunch of different ways whether  it be online with the web or through microsoft   teams or even on your android or ios device so  let's start today on how to use microsoft planner

so first of all i just want to mention that  microsoft planner is not a free app from microsoft   you do need to have a microsoft 365 business  subscription so if you're part of an organization   whether it be a school or business that  does have that you'd probably have access to   microsoft planner if you're looking for a free app  and from microsoft take a look at microsoft to do   and with microsoft to do this is more of your  daily planner to kind of keep things organized   you can share a different task inside of this  too and it is free all you do need is a microsoft   account i have a tutorial on this one so i'll  put a link to that below in the description and   up above in the card but for today's tutorial  i want to focus this on microsoft planner and   show you how this could be a great tool to  help organize collaboration in your team   so let's talk about where we  can access microsoft planner   and i'm just on task. office. com right here and  i'll put the link down below in the description   along with everything will be timestamps so you  can jump around in different parts of this video   like i said you do need your microsoft 365 premium  business or school account to log in but you can   go ahead and hit sign in here i don't usually  log in this way to it i tend to go through just   my office my microsoft 365 office page here and i  sign in but it will get you to the same point the   other before i log in i just want to point out you  can add this to your microsoft team so if i go and   pop up microsoft teams here and if i'm on one  of these and you want to add planner to one of

the tabs in this space just go click on out  of the tab and it used to be called planner   in here so if you type planner you can see that  task by planner so i'm going to just choose this   task by planner and to do this is where i would be  adding it to my microsoft team and so it's a great   place to add it so i could if i just call this  demo task here and i'm going to hit save and i'm   going to point out when i log in to my office and  go to plat planner you're going to see that this   created this tab this demo task in there so i can  access it through different places i'm not going   to be working from teams i'll just be working  from the login but remember you can add it to your   to your mobile device whether it be android or ios  and you can work from there too but i'm going to   go ahead and get logged in to my microsoft 365  account so i'm just back here at my office 365   login page and i'll put the link down below too  but it's just office. com but if i go ahead and   hit sign in here i'm just going to put in my  credentials my email and get to the next page   so when i'm logged in here into my office. com i'm  going to go ahead and go to all apps because you   can see some of the apps here but i want to go  to planners i'm just going to click all apps here   and you can see planner is right here  so if i go ahead and click on planner   it takes me to this and i just want to point  out that i created that example one the demo one

inside microsoft teams and here it is here  so it's sinking across different ways to   access this planner so let's go get started  in creating some organization inside our plans   if this is your first time logging in to microsoft  planner you're probably not going to see anything   under the pinned with recent or all i'm just  in the planner hub you can see everything looks   pretty simplistic in this there's not you're not  going to see all these drop downs and that's one   of the things i like about this microsoft planner  if you have been assigned to a project or a plan   you are going to see it probably in recent at all  maybe you didn't even know that you were assigned   it but it will be there or you could check right  check right here where it says assigned to me i'm   going to go ahead and start a new plan for this  demo here today so i'm just selecting new plan   and at this point i'm going to give this as a name  and hypothetically this is going to be just about   creating a new website for let's say my teacher's  text so i'm going to just type in new website   like so now this is a nice option to have right  away is that if you're using microsoft teams or   if there's an existing group you can go ahead  and select that and choose what group it is so   i could go ahead and pick teachers tech right here  and it would add it i could create that plan and   it would add it be added to that group so i'm not  going to actually go back here because i want to   show you a few other options here now i could  create this public and if i create this public   i can go ahead and create the planner project  and then i can go and email the link out and then   people will be able to click on it and join it or  else i could make it private and add the members   that i know i want to be a part of it and you  can see under options here you drop down you have   just where you can put a description on  it so i'll just say create new website   down here now in this example i'm just going to  create this private right now and i'm going to go   ahead and just select create plan so now we have  the plan created and now i can show you how we can   start to organize the different things to do and  buckets in it so i haven't added any members yet

but it's very quick to do so remember i created  this project or this plan as a private one if   i look up here beside my name i have members if i  drop down here i can quickly add start typing and   people from the organization that i'm part of will  pop up in here and i can quickly add them notice   if i hover over and i can also remove them if i  want and it starts to show how many people are   part of this plan now i do want to point out when  you're creating and i'm just going to use this as   an example if i go back and create new plan it is  very quick if you have that group already created   and you add to an existing group then you're going  to make sure that no one's missed as part of that   group and it can save you some time that way  but i'm going to be working from this private   mode here today where i can add my members now the  next thing what i want to do is i start to break   down this project or plan into different parts so  it's going to be a new website and these here so

you can see i have to do add a new bucket what i'm  going to do first is just put add bucket here and   i'll just put in for an example i'm going to write  graphics so when i just hit enter off of that now   underneath graphics i can break this down further  by having more tasks so what i'm going to do is   make a few different buckets here and i can also  move tasks from different buckets as i complete   them depending on how you have this set up because  you could for doing a lot of   different things so if i was creating uh maybe  a multiple uh lessons on microsoft excel and i   was putting all the different topics in i could be  having them under one bucket or maybe it's other   different ones of different microsoft products  it's going to be up to you how you start to create   this with all the different buckets but i'm going  to create a few more here so what i want to do   in my next one is going to be about post  and the these are going to be post ideas   and i'm going to just hit enter and i'm going to  move to this next one and now i'm just going to   put in approved post because they're going to go  from ideas to approve posts when i uh know when   they're ready and then we've decided that that's  what we want to work on and next we're going to   put in ads so there's going to be somebody for  ads here that will be part of the advertisements   so i'll just put ads here and i'm gonna leave  it as those four things just to kind of keep it   simple if i go back you can see at the bottom i  can scroll and i have these two different ones   so now if i go back to let's say the graphic  and add a task now the first one could be what's

going to be the task it's going to be to create a  header for the website let's say for a graphic and   we could set a due date on this and what i like  also this is where you can assign so let's say i'm   going to set a due date and i'm just going to jump  ahead and i'm going to jump ahead two weeks here   out on it just like that yeah i'll leave it today  like that and then i'm going to assign it so based   on the people that i've added already i can go  ahead and click and assign it to them so now i can   assign that task and that person's going to know  that they have that task and the due date on it so   let's go through a little bit more what we can do  so let's go back to the task that i just created

here for ashton i signed it to him about creating  the website header you notice i can go ahead and   assign two if i click here i could add more uh  to this but what i want to do is just click on it   so if i go ahead and click on it notice that i get  more options here so at this point right away i   can add a label and i'll show you why labels could  be important for your organization of this but i'm   going to go ahead and add a blue label here just  like that as i go through the different options it   shows me what bucket i have this in i could change  the bucket that this is in and this would be good   for when i give an example of the post so if  it's a post idea we have all these ideas and we   decide okay we're going to create this post then  i move it to approved and we know we can go ahead   so if i go ahead i could drop down and move  it here but i can also drag them around too   progress i'm going to say that this is in progress  it started medium i'll say this is an important   thing for the website is to have that header  the start date i could add the start date on it   so i could select today's date and i already gave  it a due date when i created it i could add extra   notes here to help the person if there's any extra  notes that need it for the uh clarity of that task   and we can also create a checklist within the task  so as an example if i just type in item one and i   go item two like so i could add more items and  as the person checks them off they could just   select them off you can see how we could grab  and reorder them too if they're going through   or delete them we can also show these on  the card so i'm going to check this here   just so you see where it comes at and we can add  attachments so maybe there's a whole sheet that of   different instructions or the graphics that  we're going to use to embed in here i could   go ahead and click add from a team files  you can see i could go from the computer   so if i go to my computer i could go  grab i'll just go grab this image and it   uploads to that sharepoint shared site where  that will be on and i can show this on the card   so any comments just like that so if i go ahead  and just exit out notice on this card here i have   all these different things uh on here that i've  added i can make sure at this point i can go ahead   and open it up again if i do need to go back and  edit you can see how i can quickly change any of   those things too so that's how you get a little  bit more into the task of adding more information

so i've added a few more tasks under post ideas  here and you can see i've assigned to ashton   i could assign quickly any of these to other  people i'll give kathy one here too so now what   i wanted to point out first was the filters as you  get lots of different tasks in it filters are a   great way to find specific ones you're looking for  and you can filter it through many different ways   up beside the members i just want you to drop down  here and take a look we could do by keyword if we   wanted there's something we're looking for and you  knew the word you could put that in there but we   can also do by dates you can see by uh priority  if i drop down wanted to see the important one   if i click on it this was important and this is  important if i want it off again just click it   and that check mark goes off we could go by label  so i mentioned before you might want to put labels   like colors so i know this is blue so if i click  blue i can see only the blue one and i have a red   one there too so i can show multiple ones too and  click off i could go see if i keep going i want to   see anything assigned to kathy so i could go ahead  and click on it and then i could go through there   so take advantage of the filters that under here  to quickly find the task that you're looking for

so let's say at this point we have these post  ideas we have them assigned to a few different   people and we want to approve one of these posts  to actually get start working on so let's take   this top three video editors we want to post  somebody has going to write an article about   this i can drag this over into the approved post  so then i know that these are just ideas over   here but this is going to be over here in the  approved post that the person can take action   on so probably at this time i might not even want  to add some of the due dates on these until i was

actually in the approved post so what does this  look like for let's say ashton and what i'm going   to do is change accounts here so i'm just going to  jump over to ashton's account here i've logged in   i he didn't create this is what i created  over here and you can see that here is the plan or   the project the new website i'm going to click on  this one and you can see the different things now   if i go to assign to me he would see the different  tasks that are assigned to him specifically   that he could go from here or else if he goes  back if we go back and just click on the plan   he would see everything the same thing and this  ashton has the same ability to move things around   if that if things were going to be moved over  he can do it from here so you have a true   collaborative effort at this point so let's say  ashton would work on this he opens up and maybe   at this one he says it's complete or he's added  comments so another way you could do is have   these comments back and forth down below in each  task so if the ashton was just writing all done   send and then we can have a conversation between  the different group members right within the task   if there's something that needs to be added to  this so at this point i could just close this here   i could create another bucket maybe it's finished  post after this so if things were going to go from   you can see this is completed task now but maybe i  have another one i can move over to create another   bucket called complete it but i'm going to leave  it just like this and i can see completed ones in   here so i'm going to move back over to my that i  have from my view and you can see it's virtually   the same i can look at a few more things here so  if i go to charts i could go and click on this

and i gives me more information about uh you know  task left to do not started in progress late so   i get this snapshot that can really help the team  stay on top of things uh you can see the different   tasks still that are open pushed over to the  right here when i have this selected i could go   to the schedule and it gives me the idea i can see  the header started first but then at this point   there was two different things so if i click on it  there's the header and then there is the one that   is completed now you can see that is in green  and checked off so between the charts and the   schedule give you some nice snapshots to see how  the team is progressing along with the project

so i just want to point out a few important  settings inside microsoft planner here and i'm   going to go up in these three little dots here  i'm just going to navigate to some more options   and you can see that we had connects things  from export plant excel we can add plan to   our outlook calendar but what i want to focus on  here is the plan settings and i could have showed   you this at the beginning but you can change  your plan name here uh you can see you can even   change the background so if i go through i can  pick a different one so if i was to pick this   you can see how it quickly changes so if you want  a customization of each plan to have   a different look it's that easy to do we could go  to group you can see where we can add change some   options here from public to private we could go to  notifications and this could be an important thing   do you want to send the email to a group when a  task is assigned or completed where we can check   it so go through the plan settings especially if  you're working with a group to see how you want   things set up or if you need to change things with  it now the last thing i just wanted to point out   and i showed you this at the very beginning i'm  just going to open up my microsoft teams again

and i created the demo one here the demo task and  now if you notice all the things that i showed you   uh if inside microsoft planner you're going to  see that you can create these new things here   so if you want the new buckets and they'll add  tasks they're going to be the exact same way to   work in here and to go back and do the editing  you can make all those same adjustments to it   so i hope you like this walkthrough of how to use  microsoft planner if you're looking for kind of a   lightweight planner option with your organization  this could be a great one to use because it's very   easy intuitive to use and really keeps you on  top of what's happening within your team thanks   for watching this time on teachers tech i'll see  you next time with more tech tips and tutorials