Which O365 Task Management Tool Should You Use?
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- Опубликовано: 22 май 2024
- Microsoft 365 has a lot of task management tools, and it's not always clear which you might want to use in which scenario. We'll give you an overview of each and why you might use one over the other so you can keep track of your tasks. We'll be walking through To Do, Planner, Lists, and Tasks in Teams.
Check out these other videos we mentioned:
• How to Use Microsoft T...
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0:00 Intro
1:10 Microsoft To Do
4:25 Microsoft Planner
9:57 Microsoft Lists
11:31 Tasks in Teams
13:54 Which Should You Use?
#taskmanagement #o365tools #taskmanager #powerapp #powerautomate #m365 #citizendeveloper 
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Terrific summary of how the many Microsoft task management tools work together.
Thanks!
One of the best explanations of Microsoft task management tools I have seen for a long time. Thanks for sharing.
Thanks! Glad we could help!
Thanks for the summary of each. Based on this video, I may pivot to Teams-->Tasks.
Super informative video. Arguably better than what linkedin learning is offering. Thank you!
great I learned the basics- now I can go explore all of them see which ones fits me.
Great overview thank you. It's a new year so I wanted to be more organized with office tools that shares items, notifications, etc. Especially with Teams since that is increasing popularity in use in our company. Your overview already helps in gaining insight. I will check some of your other videos as well. Kind regards.
Thanks George, glad we could help!
Thank you so much for this video. It was exactly the break down that I have been looking for!
No problem! Glad it was helpful!
same here!
OMG, it really worked. Thank you so much!!
Thanks for providing good explanation regarding overall Microsoft Task Management different tools. I think Lists and Planner can be used to do overall Project Management but here one limitation is that it can't be co-related with each other.
No problem! Glad it was helpful. When we've needed to link Lists and Planner we use Power Automate and some string matching that seems to work, but it's far from elegant.
Thanks muchly! You are very clear and concise, and have helped immensely in my quest to become better organized. Cheers!
Glad we could help! 😄
Excellent. You cleared up a lot of confusion for me. Thanks
No problem! Glad we could help.
Best video that simplifies the tools maze... Thanks
Thanks Pooja! Glad we could help.
A concise and highly informative tutorial -- thank you!
Thank you, glad we could help!
Planner
ToDo
Lists
(Tasks for Teams)
Project on the Web
Project Roadmap
Project Desktop
(Additional options PowerApps, PowerAutomate)
Dynamics Projects
Microsoft sure makes it easy…
Edit: That was no reflection on your video though as it was great. Well executed learning video free of charge, what’s not to like 😁
Classic "be all things to all people" 😂 maybe they could just create one really good one that scales?
All my money here. That suit make that solutin unfeasible for most small business.
Thanks for sorting out the MS PM maze in a clear, well-done video. For my team, we have 9 publishing cycles within the year done by Committees, and separately track progress on about 60 documents processed by a pubs department. So I think I will try MS Tasks for the activities in the 9 publishing cycles and Lists for the pubs department. Cheers-- Tim
Hey, Tim! Glad we could help! Your plan sounds like a good thing to try. It can obviously get complex quickly, so sometimes these types of business process require some sort of management app or automations behind them. Let us know if you need any help!
Thank you for this video. I'm new to Microsoft 365 and trying to get my head around these task management tools. This video has been a good introduction, and I'll be looking for any other videos you have on this subject.
Glad you found it helpful! We've created several videos and tutorials on how to integrate multiple task systems for teams. Let us know if there are topics you're running stuck on.
Thanks I got a quick and well explained insight on the management tools. I know which one to use now.
Awesome, glad we could help!
This is an excellent video. I'm a frequent user of ToDo, and I really like it. I do wish I was able to set multiple levels of importance to my various task. Something like high, med, or low. I do have tasks that I mark as important but some are more important than others. I absolutely love the My Day feature, it really helps with focusing on tasks I really want to complete on a given day. Having access to the app on my phone, laptop, and on the web makes using it friction-free. Great video, thanks for sharing. You have a wonderful voice for this kind of content.
Hi, Mark! Thanks for the support and we're happy you liked the video. We are also big fans of how easy it is to manage and access O365 on different devices!
Brief and informative … thank you.
Glad it was helpful!
Thank you. Very good and useful.
Glad it was helpful Honza!
thanks for introducing TASKs. Effective
Absolutely!
Excellent video, it helped me a lot. Thanks
Glad it helped!
Topic is well covered and explained..
Thanks! Glad it was helpful.
Awesome, your setup is really smart ;)
Thanks! We appreciate the comment 😊
4:00 adding flagged Mails into MS Todo is really helpful. I did not know about this since it was not activated by default.
Glad we could help! Having the flagged emails there is convenient.
Okay by by rh
@@BulbDigital k
@@BulbDigital hnht.
Awesome I really like all the tools
Thanks Waqas!
Nice comparison and summary.
Thanks Anh!
Well presented.
Thank you!
I love To Do. I just wish there was a way to integrate it with Gmail, so I could use it for my personal stuff too. I also wish that when you opened the outlook item from tasks, it opened it in desktop Outlook rather than Outlook Web. Other than that, to do helps me be very productive at work.
Thank you for a well presented options for MS Tasks. Question: I travel a lot and looking for a good way to plan out my travel and who I will see. From a visual standpoint, Planner may be the way to go but I currently use wander log. Any suggestions and/or examples of best practices?
I think travel plans in Planner would be tough to follow, as the organization capabilities are very limited, plus, you'd be restricted visually from seeing all the information you'd likely desire at once. For travel, I'd try Microsoft Lists. It's not at comprehensive as Wanderlog, but check out their itinerary templates as a starting point. Good luck!
This was a great video. It would be great if you can make a video about Project fir the Web.
Terrific explanation! You missed up the MS Notion here. And, now, the MS Loop. 🤯
We're excited about Loop's potential! Hoping to release a video about it soon. Wasn't out at the time of making this video :)
Excellent comparison! MSFT is making a huge mistake by protecting their Project app cash cow IMHO. That’s why tools like #slack and Wrike are growing so rapidly. It wouldn’t take much to make Planner the real powerhouse of the bunch to stave off the competition, but the current (intentional) limitations are significant.
Couldn't agree more, really wish they would have one "great" tool. They clearly are holding back with Planner, especially after you go play with Project in the Web.
Random takeaways :
Flagged emails show up in Microsoft To Do
Commenting in Microsoft Planner does not provide a notification
Can link Teams with Planner
Tasks is a useful section in Teams where we can view tasks on other platforms like Tasks and Planner
Great takeaways! 🙌
Thanks
No problem Paolo!
Microsoft Planner and Project work hand in hand for small to large projects. Project is great for creating complex schedules with resource allocation, etc. but it's not so good for assigning day-to-day tasks to your team to collaborate and track.
Planner is great for assigning the project day-to-day tasks with team collaboration but it's not good for planning complex schedules. This is why Microsoft created both tools to complement each other. The true power of using these tools is to use them together.
Create projects using templates on Planner and assign your team tasks, track comments, share files, etc. Then in Project, you create and manage the project schedule, milestones, budget, resources, etc.
Thanks for the comment! I agree that Planner and Project serve different purposes. In general, I like to have one task management tool per project, so if I'm using Project I prefer to keep task management also in Project. But I find your idea of using both hand in hand interesting and will check it out!
@@BulbDigital Search for a whitepaper Microsoft made justifying to use both apps. Project is not meant for daily task tracking and collaboration while Planner is not meant for scheduling and resource leveling. So using both of them to their strengths is where the real power comes from. I have run multi-million dollar projects using both apps to their strengths.
Great, thanks, glad it worked well for you! If you ever create a video on the topic send a link and we'll be sure to drop a big like.
@@Proximian the problem here is the costs. In small business the costs of usage of both apps together makes unfiaseble and makes that solution the worst possible comparig with anothers solutions on the industry.
lovely
What about integration with OneNote? What tool(s) do you recommend? I take meeting notes and would like to have my action/follow up items pull into a central system.
Hi Nicole! We typically keep project notes in that Team's OneNote, and link it up as a tab to that Team. We only use it for note-keeping, and any action items that come from that have to be created as task items in our project management tool "manually".
You can use pleexy, that put your marked/tagged action items in MS To Do. Works great with a synch time of around 3 minutes
Well explained coverage, however, Microsoft should really work on really pointing out the differences of these apps. Most do almost similar stuff which ends up being confusing, especially when explaining to a potential client, jeez! 🤯
Totally agree! We'd prefer if there was one good tool that could scale up or down as needed.
Great video! But I wish these office 365 project management tools were better. I use Monday and I have had so much success with it and these 365 programs aren’t comparable. 365 should potentially be able to have more connection and security inside an organization and we still pay for Monday. Again great video!
We agree they could be improved. Having a more "complete" solution would be nice. 👍
I love using word for task management
Sounds promising!
Hello, good video. Who can close the task? Is it the assigner or doer?
Thanks! Anyone that has access is able to update the task, including closing.
Hi there, do you know if you can view Flagged Email in Tasks by Planner in Teams?
Hey Alex, it appears that they don't show up in Tasks by Planner in Teams. They can, however, show in Microsoft To Do (basically the same thing, just a standalone app). It's always a kind of pain when different tools do different things!
Microsoft announced 2024 merging of Todo, Planner and Project as a Teams accessible app under the name Planner
100% We'll have a New Planner video out shortly and will link it in a comment below.
Love your Apple Watch
Thanks Neno!
Thanks for the great info. Can you tell me if MS Project for the Web syncs with Teams Tasks in the same way that MS Planner does, please? (Please say yes!!🤞)
For me, OneNote would be the holy grail if you could sync the tasks and tag people. Wasted potential right there.
We have to bear some bad news it sounds like! Unfortunately it doesn't sync. You may be interested to check out Microsoft Loop - it's kind of like OneNote, but actually does add tasks to Planner from any of the tasks that are created on Loop pages. We have some content to create about Loop for it in our backlog!
@@BulbDigital I really appreciate the reply. I had been scouring the internet for this info (although I experimented and failed so I was expecting this answer). Interestingly, I did read on a forum somewhere that you can use power automate and somehow set something up to automatically add a task.
I will look into Loop, too.
Thanks again. ☺️
Does Planner App allow me to assign recurring tasks for staff members?
Hi Kat, unfortunately the concept of recurring tasks doesn't exist in Planner today. You could get fancy with power automate creating the tasks on a recurring basis, but that may not be worth the hassle. But, it is possible.
nice
Thanks 🙌
Where have yoû been all my digital life? 😄 Seriously, I only just discovered you. I need to some way sort out my flagged emails and I also need to create some recurring tasks that will show up in my calendar. I'm not quite sure the best way to do this; I think it is OUtlook tasks or MS to do. Anyway, I have a number of questions about how these apps work. I have signed up for the next Office Hour.
We've been looking for you too Norton! 😉
See you at Office Hours!
@@BulbDigital Further information. You know me; I'm impatient. 😄 So I have started looking at MS To Do. But my flagged emails do not show up. I know what the problem is. My general emails are gmail and I just read them through the Outlook app, mostly desktop - very rarely web app. If you have any ideas about how to solve that problem .....
Yeah, I have to imagine you're just using Outlook as an email "viewer", and Todo only pulls from your MS account's flagged emails as far as we know.
These are great tools but if I use One Note how is it different than the tools you explain?
Are there specific features you're asking about for differences? In general, OneNote is a note taking tool, not a task management tool.
If I assign a task to someone, can see in To Do app who is assigned?
If you use Planner, yes it can be pulled into Microsoft Tasks/To Do. Items in Lists unfortunately cannot be.
can you prevent more than two group members from accepting a task assigned to a group?
Hello! Which tool are you using? Currently in Planner, we can only assign tasks to individuals (or shared mailboxes/accounts), not O365 groups.
I am looking for an app that would help me with my team daily tasks management. Here is what we need: We have a list of 50 daily tasks that need to be assigned to a preparer, and some of them to a reviewer as well. Once preparer completes its work the task is active for the reviewer (if needed) or marked as completed if the review is not needed. Also every single day we need to remove (automatically) all signoffs from the tasks, so we can work on them (sign off them) agan. Which app wolud be the best for this? I have this feeling that all these apps are mostly for projects management (not started, in progress, completed, etc) and not for a simple daily tasks management.
You're toeing the line of needing a dedicated line-of-business application to facilitate this. You could arm wrestle Planner or Lists with Power Automate to do it, but it's hard to say if it will get you where you need.
My planner isn't showing up on teams at all. It doesn't even show up as an option but I use it separately
Not sure Adrian! I believe the app name is "Tasks by Planner and Todo"
Excel. Sorted.
www.bulb.digital/podcast/excel-is-a-trap - You should check this out! 😊
Very clear! It’s the first video I see from your channel, (may be the volume of your music could be less high).
Thanks for the tip!
It does not let you paste screenshots and you cannot put a due date on a subtask. Without these things, it's pretty much a glorified piece of paper. But thanks for the nice presentation.
Which of the apps are you talking about?
@@BulbDigital To Do, Planner, and Lists. They're all designed for list of short tasks that can be done in one step, or maybe one effort (many steps but done as a group all at once). My work requires something that can handle subtasks and give me reminders of those subtasks. Then I need to paste screenshots inline with the task notes so that I can come back to them several months later and know what I did, for audits or other reasons. AmpleNote is doing pretty well for me now, although it's a bit sloppy in certain areas, but it seems to be the best out there as of now. My memory isn't the best so without a solid reminder system and thorough logging system, my world crumbles.
Makes sense, yeah in general these tools are pretty one dimensional and aren't good for large terms or projects. We use Azure Devops for those types of projects, but it's built for code-based projects. Other options are Microsoft Project, Asana, Monday.com etc
@@benf101 Microsoft Project + Microsoft Planner in this case.
Thanks. But what a mess 🙂Why so many different tools?
Having a few different tools can be helpful in some contexts, but I tend to agree it would be better to have less. Microsoft just wants to be all things to all people 😉
You started by saying that there are many different tasks in different apps, you just explained about different apps, but you didn't give a methodology on how to build work with it ))
If you’re still unsure of which one to use, make sure you experiment with each and see which best suits your needs. You can also take advantage of the available templates to review use cases. All the tools discussed today are cloud-based and operate seamlessly across your various devices. Task management is the key to an efficient and effective workflow, so take advantage of Microsoft’s options to find what works best for you!
pourqoui cette appli to do nulle alors que les taches outloock sont presque parfaites
Hi Christian, I'm not sure I understand the question
@@BulbDigital défendre un produit qui n'a ni les qualités des taches Outlook ni la profondeur de fonctionnement revient a réinventer la roue en pire
They serve completely different purposes, but we'll let you enjoy Outlook! Thanks for your two cents.
She said acrosst and I can’t even 😅
It's interesting that you came here to make fun of how someone speaks but then use a phrase like "I can't even"
@@BulbDigital you really got your message acrosst
You seem so sweet! Thanks for watching 😊
Flat design!
In short: non of these options are a real solution for business let's be real here. Other than ms projects and that's expensive as hell. It's a big shortcoming for Microsoft. I'm considering leaving ms for this. No way to really manage a team properly and responsibly.
It's a little bit of a shotgun approach for sure. We wish there was more of a "great project management tool that starts small but scales up with you" included in O365. But since there isn't, we're hopeful this video can help people find their way :)
I think it just has to improve substasks, they are more than checklists so they should have due date and could have a owner, just like the mother-task
@@dvfreitas great comment. I'm looking for a new way to manage my team, and this is the bad point I'm seeing now. A great functionality would be a due date, an owner, and reminders for each sub-task. Also, manage what each owner could change.
Agreed, not a option and also a very outdate way to approach work.
Microsoft announced 2024 merging of Todo, Planner and Project as a Teams accessible app under the name Planner may do the trick.
IMO, none of them. They are all sadly lacking compared to other apps out there.
We kind of wish they’d create one great tool instead of many “decent” tools!
All this is micromanagement crap that can be done with excel anyway.
Hi Petru! Maybe we caught you on a bad day. We enjoy using more modern tools for task management, but have fun with excel!
This video has 20 dislikes. Fire the CEO for hiding dislikes.
When you say "CEO", who are you referring to?
@@BulbDigital Whatever her name is - the CEO of RUclips. Has nothing to do with the video. The high like-dislike ratio is an indicator that this video is worth watching.
The fact there are 4 tools just goes to show there is no definitive solution. All 4 solutions are horrible, and the entire segment was better 20 years ago.
I would say that 20 years ago there was simply no tools to do light weight project management. You probably could also make the case that light weight project management isn't what people really need. But if that is the position, you could/should buy the premium tools that have been around for 20 years.
@@BulbDigital maybe I'm being nostalgic but I remember schedule+ and it had a great layout and colouring etc. I've tried everything on the market but nothing seems to fit now
Notion just launched a project management solution, maybe that would do the trick: www.notion.so/blog/new-ai-powered-notion-projects
@@BulbDigital I just want to manage my day to day workflow rather than big projects
Yep, Notion is a favorite in the community for that stuff right now.
I really really really wanted to watch this video but that SSSSSSSSS whistle the entire time was just too much ... I know, I'm the worst person on the planet for pointing it out, who am I to say anything ... but oye ...
All good, we appreciate the feedback! 👍
I don’t hear it
pity though that planner is not available for individual subscriptions
They clearly are holding back with Planner -- Hope you find something that works for you!
Super informative video. Arguably better than what linkedin learning is offering. Thank you!
Thanks for the kind words Adam! Glad we could help.