Finally! somebody explains all the different purposes of each of these. I wish Microsoft would create a "checklist" of yes or no answers to guide people to the right application. It would be much easier to be "guided" to the likely option. What I would like to know is how to convert tasks into "appointments" in calendar to create time blocking-- Thank you so much for this video. I reclaimed a little bit of my sanity thanks to you! This has been driving me nuts for about three months.
Does this help? Not exactly what you're looking for, but can help when you receive an email that you end up converting to a task; you can also make it into an appointment. ruclips.net/video/NQpb4kl2Q6E/видео.html
Planner needs to have the ability to assign subtasks to other team members and integrate directly with Lists if Microsoft hopes to compete with Asana, Monday, or Clickup.
Personal experience for tasks: - Planner & MS Project for Team Leaders and Projectmanagers to manage tasks - Planner & To Do for the individual worker to easily see what to do If you have MS 365, don't use other tools. Not because there aren't great tools out there, but to keep information together. I see how information is spreading in many places and nobody has a clear view over what is where. Yes you can integrate many tools in each other, but every plattform wants to keep it's users and MS gives a package for all of that. So it's better to use this way.
If only MS had a good Resource managment app for handling resources across projects, with summed tasked and heat maps to see allocation on individual resources. Which then is broken down to an individual task in dashboards. I saw that Smarsheet has a nice tool/collaboration called 10,000ft
Hi , great video. I am looking to create multiple task lists(in lists) and want a way where each person in the team can see all the tasks that have been allocated to them over multiple lists in one consolidated view? You mentioned(4:24) that for now, this isn't possible. a) Has this changed? b) If I were to build a power app, could I possibly do this?
Great explanation and use cases thank you! I find general users need to have the confidence to choose what to use when but this really helps in that decision in a not too technical way 👍
You aren't kidding about this being a tongue twister topic. Yikes! Loved the video and you did a masterful job of forming clear sentences (harder than it seems on this topic)! These apps with basic nouns as their name are so challenging to refer to in conversations with clients, internet searching, or simply explaining the apps! Using a regular noun as a proper noun together in the same sentence as a regular use of the noun is difficult - then to compare tools which all relate to the same nouns... whew! Again, nicely done.
Such a challenge to decipher the tangled web of Office 365 and task management. Exceptional video delivering core content in a rapid and succinct manner. Exactly the content I needed to make an informed decision. THANK YOU!
How do you set up in Planner, A Director who manages several departments with different missions. We attempted to set up multiple buckets but when you put an item in one, the bucket populates the other buckets. Thank you
Really like how you presented all of this. I hope Microsoft considers integrating Azure DevOps with To-do/Teams tasks by Planner (or whatever they're calling it this month).
Great video! I still have a question though, which I couldn't find any answers to after searching all the comments... What's the best tool to use for Goals/OKR (with sub-tasks). I have a small team of six people, we want to set annual goals and these would have sub-tasks that will help achieve each person's overall goals. I know Planner (and now Todo) have checklists and steps... But these seem hidden and not really good for managing the important smaller tasks that are essential to achieving the big goal / objective. Any advice much appreciated!!
I would love to hear an update to this video to see if anything has changed. Also, does anyone have suggestions on calendar integration? I'm looking for software that can compile all of our team's deliverables and show them all on a calendar so we can visually monitor deliverable due dates. I see the Calendar Tab in Teams and when you create a "Team" in Teams, it establishes a calendar and the capability to view it in Outlook (i think).
This vidéo was the best explanantion of the 4 task/project management apps. Just 1 note: différentiation thumb up and down by color would have been easier to read in your table. I know I'm à bit nerd 🤓
Good explanation. From my point of view the missing piece is a well done integration of Task/ToDo into OneNote. I'd like to be able to write meeting minutes in OneNote and instantly create a ToDo and assign it to someone. Afterwards the current status of the Task/ToDo should be shown on the OneNote document (similar to Confluence/JIRA integration). That's the thing I really miss and I am not sure how to deal with that at the moment...
When someone leaves the org what happens to the info created by that person in the apps. For example when you create a list does it remain and can be modified once the creator leaves the org?
Office 365 is becoming a vehicle for procrastination not productivity. I will soon have a complete list of things that I have not been able to do because i have been making a list of things that I need to do.
@@sgarcata too much to do generally, if I was put on this earth to achieve a certain number of things, I am so far behind I will never be allowed to die! 🤣😂
I understand you very well. I have the same problem. But, It is also about our daily work style. I used to start my day by opening emails, writing down few tasks I would like to do today including grocery or YT watching. It does not work too well. I am trying to start my day from To Do now and it works much better. You are right, we are not allowed to die today, not even go on holiday. But it is in our hands what we plan for a day and how we use our tools. Tools are for us not we are for tools. It seems to me that you are at the point you should sit down for a day (I am not kidding) and make order in your brain and plan your daily behavior for the future. MS tools are only tools. You decide where and when to stick a shovel into the ground first. Should be a shovel or maybe a pitchfork?
Thank you for this. I have created a tasks or assignments list in MS Teams using planner. Unfortunately, I did not do it in the right place. I needed to create a Channel first in order to share it. How do I share my MS Teams-based assignment list?
I still have troubles with tasks in O365. Let's say personal isn't a problem, but what about tasks 1:1 between employees in organization which doesn't belong to any the same group. What about private tasks which can see only people assign to task. In planner even when I assign worker, all people inside team with access to that plan can see all tasks, modify and even delete without any notification for anyone and without keeping history. Before we work on bitrix24 and there was much better tasks organized. There was only one list of tasks on which you was organized, attended or assign as an observer.
This video was brilliant. The perfect explanation of these O365 apps that answered all my questions. Saved for future reference! Thank you so much! Subscribed!
Thank you for explaining the differences. The table at the end of the video is really helpful. When you use coloured coding it would be easier to read. Thumbs up and down looks similar.
Thanks Matt. I'm looking for something in the flow-E mould. Too often an instruction/task in teams is lost if not acted on immediately. The ability to mail a post/chat to myself and then run through flow-E works but is not ideal. Really need a drag and drop scenario. Is there something out there that I've missed.
Excellent video - many thanks ...... I hope Microsoft will sort out One Note integration ...... especially the ability to create tasks in the iOS app ...... when taking meeting notes in One Note on my iPad, I want to flag tasks and see them appear in ToDo ....
Thanks for the explanation. I've been testing out all of these apps over the last few months. Big help in comparing each app and allowing me to decide for different purposes. 👍
I have to assign a single task (processing a request) to a specific individual (different ones) ..and can't figure out how to effectively do that. I can't have each individual seeing these either.. .how do I do that?
Hello, nice video. I use Microsoft's todo extensively and It is my main way to add tasks for projects and whatnot. I wonder if I can just have a calendar view of all my todos in this app. It would be great if you had a button within TODO that was a calendar view. I do not use outlook, but is it possible to see what is already on TODO's app in a calandar view that shows you week view and month for a more broad perspective on what is happening? Thanks for any insight. If I have to sync TODO to a calendar for this can it be done with the provided calendar app in windows or must be Outlook for example?
@@jumpto365 what app do you suggest I sync all my lists that have dates and reminders? I basically would like to see all my upcoming due tasks in a calendar form. If you have any suggestions I'd appreciate it.
Yes great topic and explanation. You mention an app several time Devops or something like this for techies but I never caught what you said, what is this app?
Thanks for the great explanation. Funny thing was I had to set 0.5 playback speed to really get a good comprehension on the tongue twister part. :D As of 9th November, I'm under the assumption that they have renamed "Tasks" in Teams as "Planner".
It doesn't feel like this apps are from the same developer. It's not a round experience. My personal two major issues right now: - Planner does not "communicate" with Teams. You can get some notifications about new tasks, assignments or completions via Power Automate, but most importantly, the "conversations" within a task in Planner is still via E-Mail. Which feels outdated. And is not the way Teams supposed to work. - Lists finally has the option to communicate about a specific "task" within MS Teams, but is not integrated in To-Do and tho is not integrated in Teams-Tasks as well. It's almost like Microsoft is missing the big picture and their dev teams don't work together as if they where from the same company.
I don't really disagree with you there. Haven't played with Tasks in Teams yet, but I think the intent is to have that Planner-Teams integration be tighter. I could be wrong though.
your video was well explained and the examples made were enough to help me understand the confusion i had between all these apps. thanks for your time in the video. keep it up.
Great video, clear, precise, concise info on the ever-growing MS portfolio of productivity apps. I've been using To-Do as my daily "on the go" mobile tasks tracker and planner and it works quite well for me because basically I just need a place where to quickly create and consolidate all my personal tasks_&_reminders of things I need to do on a daily basis. It's simple and yet efficient. It's good to understand the difference between the various apps out there and this video has quite done it for me with those regards. Great visuals and summary charts, clear and easy to grasp explanations. Great work, mate. You've won another subscriber. ;) Cheers.
@@thatmattwade I figured out how to create assignments and push them out. I'm just wondering if there's a Microsoft app you discussed here that may align well to lesson planning formats for teachers. So like Monday, lesson 8-10 in math, small group on Teams at 11 AM; Tuesday upload writing prompt #4, Teams at 1 pm. Etc
@@nicholeopdyke1946 Planner could do that, perhaps. Each bucket could be a day of the week and each task could be the example lesson or small group items you listed.
Which app can I use for my team's weekly rota? I'm using excel now, I have a column with all the tasks and then, a column for each day of the week. I use colours to assign a task to a member. Can/ Should I use planner? Thanks
Yeah, Planner is probably your best bet. I'd test it out a bit. Try recreating some of your tasks in Planner and run through them in the background during a week or two to see if it works for you. If so, talk it through with the team and then start transitioning over.
Thanks for this excellent video. The real problem for me is if users choose the wrong option first. So if they create a Plan in Planner and then realise it should be in a Team, it doesn't seem to be possible to move it to a Team, you can move it to Teams but it becomes a new Team, really frustrating. Unless you have a way of transferring information across?
Nope. Most of the takeaways I have for Microsoft tools is you need to do some research first and make strategic--not ad hoc--decisions. It's important to have an internal help site that provides "the company way" as a starting point with some helpful, but not-too-complicated information, to whet the appetite for more information. They then can dive down the rabbit hole if "the company way" doesn't meet their needs.
Good summary, thanks. I am specifically looking to replace excel for a Master Task List that repeats every end of month. Repeating tasks, sign off, grouped by due ie 1st working day, 2nd working day, assigned to staff.
Alas there is no out-of-the-box way to do recurring tasks in Planner or Lists. You'd have to set up a flow in Power Automate to create a recurring task in Planner. Amazing that such a basic feature isn't there yet for Planner at least. Lists likely isn't the place to do recurring tasks anyway, but perhaps your situation justifies it.
Im debating if i shoud use the: Wiki app List's app or Task app. Im trying to make a channel per website that we maintain. Basicly stuff like Differend Plugins that are installed what kind of Backup is avalable, and what services we installed and have to maintain. but also if needed login info (thats why we use private channels) but 9 out of 10 sites are on our host so we dont need that info. I tested List's and its hard becose i need to split up the data in 4 differend lists. Now Wiki I like how it looks I can just make 4 Different sections. And add a 2nd pages for say Maintanance Info. aka Last maintanance 17-09-2020 this, this and this was updated and these were the things that were fixed. But anyways what do you guys recommend? Any tips?
I’d almost consider OneNote, if you like the wiki setup. The HUGE downside to the wiki is it’s not indexed by the search engine, so it won’t come up in search results. You could have one notebook and have the tab in each channel link to the section of the notebook related to that channel. Means people can organize the pages as they want, format, add images, hyperlinks, tables, sync to devices, you name it. As long as that’s what you’re looking for, though.
@@jumpto365 here is what is missing from Office 365. A app like LastPass or keepass with teams and browser integration. Also i tryed onenote and could not find how to turn pages private and only allow on a group and or user basis. Basicly we make and maintain Wordpress websites. And if the site is not hosted on our own server (where i can give access to retailer accounts to login) than i have to save all the login data for the site and there host. Any ways maintanence is split up. So we try to minimize access to the clients data by using a private channel per website. And only add the persons working on that domain.
Most important criteria that I was looking for is the ability to link To-Do tasks into Planner & get proper dashboards and productivity reports that can also be easily printed for weekly meetings.
I don't think these tools will ever aim toward being printer-friendly. It might be time to drop that requirement or to invest in a large iPad or something.
hi, what app should I use if I want to create tasks for team members, without letting them to delete the tasks? meaning to have some permision rights? Thank you!
Out of these four, Lists is the only one that offers item-level permissions. Though it’s not like those people will get a notification saying, “You have a task.” Lists still isn’t a great task app, but if permissions are your decision factor, only it can meet that need.
Great Video, Thank you! But is there a way or recommendation to create centralized views for team leader or project manager along multiple planners or lists? For example to filter one of my Team members along multiple planners or Lists? Or do I have to use Graph API for such an approach?
If you used a Microsoft List, you could maybe look into a Lookup Column in a central Project Manager column? Haven’t thought it through fully, but that’s where I’d start. sharepointmaven.com/how-to-create-a-lookup-column-in-sharepoint/
jumpto365 Thank you for your comment and idea. Lookup column or lookup and fill via helper column and Workflow (maybe also PowerAutomate) could be a possible solution. I just was thinking and researching about this and possible solutions or best practices, because I think such a feature would help a lot. People are also discussing at uservoice, but I‘m Not sure, if it‘s on the product backlog. planner.uservoice.com/forums/330525-microsoft-planner-feedback-forum/suggestions/13504557-set-default-views
Can you provide any insight into how the integration of Teams w/ Asana now also adds another option for project management w/in Teams? Haven't seen anything yet about the details or how it will work.
It's not much different with integration with any of the other apps that are similar. The word "integration" with many of these is more than I would call it. Most of the time it's just a tab or very simple ways to call out tasks in a chat. But usually it's not nearly as integrated as the others. Judgment call on your end, though.
The missing Gantt chart functionality in all of these MS productivity tools is a killer to me. Why on earth...? I understand what you are saying about MS not wanting to cannibalize their own products (Project Online in that case), but what about customer focus here? Do they really prioritize keeping an additional app that is made just for Gantt chart planning alive rather than sacrificing it for the sake of actually being customer friendly and introducing Gantt chart functionality in the other productivity apps (Planner and Lists)?? It doesn't make sense to me. In fact, it truly annoys me as I feel ignored as a user.
Annoying, yes. Surprising, no. Either way you’re going to be paying for a Gantt chart, whether it’s in Project or a third-party tool. Not much incentive not to charge. Though I mentioned the Project-SharePoint integration because it’s surprisingly powerful and you really only need one Project license. If you try that and say “not really good for me”, then cost may not actually be your priority. 😉
Also: Who is actually using MS Project? I would really like to see some numbers, because in 25 years I have rarely seen anyone using it. Same goes for Visio. There was a point in the past when there were few alternatives, but now?
How does Microsoft Lists compare with Asana for team task management? Does it allow for recurring tasks? Thanks for your great videos. I am a happy subscriber.
Lists isn’t really a “task” tool, more a list tool and a task list can sometimes meet that need. So because of that, Lists isn’t made to meet all needs for tasks. That includes recurring tasks. Can’t do that out of the box. Might be able to do it if you were to use a Power Automate flow (if you’re willing to get into workflow building).
I agree, very good job at explaining the differences between all of Microsofts' task apps. I nearly drove myself nuts the last three years bouncing from To-Do to Planner, to Outlook Tasks to Flows. I was hoping/dreaming that Tasks for Teams would be the one that combined all of the great features from each of the other three. That dream bubble has more or less burst, but your explanations make a lot of sense when MS Project is included in the lineup. Kudos to you for a clear explanation and making it much easier to understand each apps pupose.
can somebody tell the best combinations for my kind of work?? 1) I want to take notes in onenote 2) make some table(or boards or some kind of scheduling) for study related and personal tasks with "customizable table length, headings and tags" (and want to view them all at a single place - like a canban board, calender) 3) link the tasks from *step 2* directly with onenote notebooks( like in notion note taking app ) I just want to completely shift from notion environment to microsoft 365 environment ( where I can have everything in one ecosystem where i can work in offline and which has security) detailed explanation pls...
I agree that this important business topic which are tasks are TOTAL MESS in MS products portfolio! Like total mess. Now just for quick TLDR which app shall I use for all my tasks at work?. Great organisation requires me to be on top of my: emails tasks, projects tasks,simple todo tasks and delegations, product development tasks and team tasks. One app please. It may be handled in 3 different apps I don’t care! But I want to have an overview and synchronisation among all of them ( if I can’t have them organised in one place).
I find Microsoft frustrating, as there are multiple overlapping ways to do similar things. It is rarely made clear which on is best, and takes a lot of time to research or trial and error to arrive at what you need. So thank you for this video.
Hi Craig, Maybe we can help you with this simple way to organize your projects and tasks. It's not "the" solution for everyone but in many ways a good compromise with a good user experience. It works very well for many companies: - Create a team for each customer - Create a channel for each project - Create a plan in Planner for each project and add id as a tab to the project channel (right within the channel: new tab => Planner => create new plan => same name as the channel) - Organize all tasks per project in the specific Planner - See all tasks that are assigned to you in the "my tasks" view in Planner (tasks.office.com/ => My tasks) - Group your tasks by "due date" and filter by "late" and "today" Use the new Microsoft Lists app for general stuff (inventory, events etc), Microsoft ToDo in combination with your Outlook (flagged email, set reminder, calendar integration) and the new Microsoft Tasks to get a general overview over all tasks. Cheers, worksmart365
Great video! One BIG question: will Microsoft ever include nested, hierarchical tasks in a non-Project app? I mean, alive subtasks with resources and deadlines (and not Steps, which are fake subtasks) the kind you get when you hit the Tab key in Project.
Yes, in 2022 they will unveil MS Nests which covers that as a stand-alone app, then in 2024 you'll be able to link it within share point, then 2026 it'll start to merge into ToDo and Teams and get basic Outlook Calander integration, then finally in 2028 it'll be abandoned altogether for the new MS Beaver Dam app
You’re probably using the wrong tool regardless of which of these you choose. If you forced me to answer, I’d probably say Planner. But really, I’d look into Zendesk or Spiceworks. If you need a ticketing system, pay for a ticketing system up front so your future self doesn’t resent you.
Thanks for the great video... Really well put together, and being a new fellow RUclipsr, I respect the effort, time and quality of the video... Also, the topic is relevant, one which many people always ask me. 😊
Thank you for the explanations, I think these apps are kind of confusing, still need to think about in which situations to use each app. How many cards does a Planner board allow? Can I create 1,000 cards for managing client annual reviews?
Doesn't look like there's official documentation on this yet, but here are some important ones that someone has put together: • 250 Active tasks (Not Started, In Progress) per plan • 250 assigned tasks per user irrespective of plans • The Planner web UI has the limitation to display 100 tasks per bucket, there is no official limit for the bucket limitation in Planner. Source: jum.to/2EqU15E
Kevin Yeh trello can do more but gets very sluggish with large boards. I’ve been a trello user for a good 8 years and am now setting up my own business. I’m moving to 365 as trello has for me become stale in its development. I think if you are working with teams with availability to access Microsoft 365 then stick in here
But is there an app, that has NON threaded outlook email integration capability for Project Management? I.e. I can add tasks and notes to ONE email, and track it in real time in an app? Without it carrying over the WHOLE conversation?
What I’m really missing is a way to successfully use planner/tasks in teams as a organization support issue tracker. Being able to create tickets or tasks from an email or from teams. Also sadly there is still no @ mention functionality in planner either or support for rich content... anyhow great video !
Yeah, I see questions like that a lot online. Wanting to use SHarePoint (or now Lists) or Planner or something else to track tickets. I don't think you'll ever get a *good* ticket tracker out of these task apps. There's a reasons Zendesk, Spiceworks, and ServiceNow are so popular: they're built for the task. I'm pretty sure Zendesk and Spiceworks have free or cheap options if price is the option. And Zendesk integrates with Teams and Power Automate, so you can always expand usage into Office 365.
MS has managed to build 100 apps in the 365 most of them do the same thing in a different way...At the end of the video he even stated that four apps might not be enough to fully cover your needs...amazing work MS...
To Do is a list of tasks that live in your Exchange mailbox. You get list, folder of lists, task, checklist within task, starred/unstarred priority and arbitrary hashtags. The web version shows your Outlook categories as well, but there's no way to search for them yet. Filtering and different views are limited. To Do has some spiffy integrations with Outlook Online. To Do supports list sharing within your organization, and you can invite arbitrary people into single lists, but can't assign tasks to people until they've actively joined your list. If it's relevant, the To Do apps can operate offline. Primary ways to view To Do tasks: To Do native apps, Outlook Online, Tasks in Teams siderail app. You can do just as detailed task management in Planner, a Planner board just needs an O365 Group and an associated SharePoint site to live in, but you can have multiple Planner boards on a single O365 Group/Team. More clumsy infrastructure, basically. You get four levels of priority, six colored labels (but no more), started/underway/done status, checklist within a task, separate notes and comments fields, and obviously buckets within a board. You have multiple ways to view a Planner board. Planner needs an Internet connection to work, even for the mobile app. Primary ways to view Planner tasks: Planner web app at tasks.office.com, Planner mobile apps, Planner/Tasks tabs within Teams, Tasks in Teams siderail app. For To Do you can either go with lists-as-projects and do contexts with #hashtags or make lists for contexts and use #hashtags for projects (this way you can make a list of projects, where every project is a task with a #hashtag. Means you get a project entity with its own deadline, notes field etc. Click on hashtag to see the project list). In Planner you'd have a pile of different approaches, but labels-as-context and buckets-as-projects is probably a good bet. You can then view the board by bucket or by label.
![WHICH App to Use??? 23 Features Compared of Microsoft Planner vs Microsoft Lists - [2024]](http://i.ytimg.com/vi/FJZ60IrQeIM/mqdefault.jpg)
Finally! somebody explains all the different purposes of each of these. I wish Microsoft would create a "checklist" of yes or no answers to guide people to the right application. It would be much easier to be "guided" to the likely option. What I would like to know is how to convert tasks into "appointments" in calendar to create time blocking-- Thank you so much for this video. I reclaimed a little bit of my sanity thanks to you! This has been driving me nuts for about three months.
Does this help? Not exactly what you're looking for, but can help when you receive an email that you end up converting to a task; you can also make it into an appointment. ruclips.net/video/NQpb4kl2Q6E/видео.html
this is the video to see that gets you into the overview for the office 365 apps
Planner needs to have the ability to assign subtasks to other team members and integrate directly with Lists if Microsoft hopes to compete with Asana, Monday, or Clickup.
Trello has that. Also, as of Oct 2021, Planner still don't have a recurring task feature built in.
@@alec1115, now it has. But still no deadline with hour and minutes, just date.
Personal experience for tasks:
- Planner & MS Project for Team Leaders and Projectmanagers to manage tasks
- Planner & To Do for the individual worker to easily see what to do
If you have MS 365, don't use other tools. Not because there aren't great tools out there, but to keep information together. I see how information is spreading in many places and nobody has a clear view over what is where. Yes you can integrate many tools in each other, but every plattform wants to keep it's users and MS gives a package for all of that. So it's better to use this way.
🙌
oSJme thank you for your sanguine advice!
If only MS had a good Resource managment app for handling resources across projects, with summed tasked and heat maps to see allocation on individual resources. Which then is broken down to an individual task in dashboards.
I saw that Smarsheet has a nice tool/collaboration called 10,000ft
Three years later this is still the best overview I’ve found - super helpful and I’m ready to try it out!
After reading explanations from several sources, this is the first that so clearly explains the difference between these apps. Thank you!
Hi , great video.
I am looking to create multiple task lists(in lists) and want a way where each person in the team can see all the tasks that have been allocated to them over multiple lists in one consolidated view?
You mentioned(4:24) that for now, this isn't possible.
a) Has this changed?
b) If I were to build a power app, could I possibly do this?
Great explanation and use cases thank you! I find general users need to have the confidence to choose what to use when but this really helps in that decision in a not too technical way 👍
I tried to explain this many times, but never found a way not to confuse my users. Your video will help me a lot. Great job, like always👍🏻
You aren't kidding about this being a tongue twister topic. Yikes! Loved the video and you did a masterful job of forming clear sentences (harder than it seems on this topic)! These apps with basic nouns as their name are so challenging to refer to in conversations with clients, internet searching, or simply explaining the apps! Using a regular noun as a proper noun together in the same sentence as a regular use of the noun is difficult - then to compare tools which all relate to the same nouns... whew! Again, nicely done.
Microsoft's recent generalized-nay, poor-branding model has stolen so many words from the language. 😫
The best video I've seen related to this topic. You made my day. A huge like bro!
Hello, may I inquire where and how one can obtain the periodic table banner/poster tacked up against the wall behind you? Thanks!
Yeah! I had a "lightbulb" moment watching your video! Finally someone who easily explained each and differences! Thanks,
This video has been absolutely essential to my new job. Thank you so much - super clear. Subscribed!
Such a challenge to decipher the tangled web of Office 365 and task management. Exceptional video delivering core content in a rapid and succinct manner. Exactly the content I needed to make an informed decision. THANK YOU!
How do you set up in Planner, A Director who manages several departments with different missions. We attempted to set up multiple buckets but when you put an item in one, the bucket populates the other buckets. Thank you
Really like how you presented all of this. I hope Microsoft considers integrating Azure DevOps with To-do/Teams tasks by Planner (or whatever they're calling it this month).
Can you create a calendar in Teams and from that assign tasks to people?
Great video! I still have a question though, which I couldn't find any answers to after searching all the comments... What's the best tool to use for Goals/OKR (with sub-tasks). I have a small team of six people, we want to set annual goals and these would have sub-tasks that will help achieve each person's overall goals.
I know Planner (and now Todo) have checklists and steps... But these seem hidden and not really good for managing the important smaller tasks that are essential to achieving the big goal / objective.
Any advice much appreciated!!
Thanks ! Those programs are very useful but sadly I cannot find how track hours for tasks or projects
Project or Dynamics in the Microsoft world. Otherwise Google "ERP time tracking" for other options.
I would love to hear an update to this video to see if anything has changed.
Also, does anyone have suggestions on calendar integration? I'm looking for software that can compile all of our team's deliverables and show them all on a calendar so we can visually monitor deliverable due dates. I see the Calendar Tab in Teams and when you create a "Team" in Teams, it establishes a calendar and the capability to view it in Outlook (i think).
This vidéo was the best explanantion of the 4 task/project management apps.
Just 1 note: différentiation thumb up and down by color would have been easier to read in your table. I know I'm à bit nerd 🤓
HI, just wondering how you see Milestones in Teams in this mix?
Good explanation. From my point of view the missing piece is a well done integration of Task/ToDo into OneNote. I'd like to be able to write meeting minutes in OneNote and instantly create a ToDo and assign it to someone. Afterwards the current status of the Task/ToDo should be shown on the OneNote document (similar to Confluence/JIRA integration). That's the thing I really miss and I am not sure how to deal with that at the moment...
This might help. tracyvanderschyff.com/2018/03/08/action-ideas-from-onenote-with-outlook-flow-planner-and-teams/
You did an amazing job in such a focused video, great presentation, outstanding jump to point, excellent work keep up the good work
When someone leaves the org what happens to the info created by that person in the apps. For example when you create a list does it remain and can be modified once the creator leaves the org?
You could add another line to your table for Flagged Emails.
Office 365 is becoming a vehicle for procrastination not productivity. I will soon have a complete list of things that I have not been able to do because i have been making a list of things that I need to do.
That's hilarious. Sounds like you either have too much on your plate or you need help prioritizing.
@@sgarcata too much to do generally, if I was put on this earth to achieve a certain number of things, I am so far behind I will never be allowed to die! 🤣😂
I understand you very well. I have the same problem. But, It is also about our daily work style. I used to start my day by opening emails, writing down few tasks I would like to do today including grocery or YT watching. It does not work too well. I am trying to start my day from To Do now and it works much better. You are right, we are not allowed to die today, not even go on holiday. But it is in our hands what we plan for a day and how we use our tools. Tools are for us not we are for tools. It seems to me that you are at the point you should sit down for a day (I am not kidding) and make order in your brain and plan your daily behavior for the future. MS tools are only tools. You decide where and when to stick a shovel into the ground first. Should be a shovel or maybe a pitchfork?
Great summary. Well structured presentation. Thanks!
Wow. Great job on this video. Lot's of "T's" in the narrative and you did not stumble once! Very informative. Thank you!
Thank you for this. I have created a tasks or assignments list in MS Teams using planner. Unfortunately, I did not do it in the right place. I needed to create a Channel first in order to share it. How do I share my MS Teams-based assignment list?
Can you show how to utilize this kind of thing for family organizer?
I still have troubles with tasks in O365.
Let's say personal isn't a problem, but what about tasks 1:1 between employees in organization which doesn't belong to any the same group. What about private tasks which can see only people assign to task. In planner even when I assign worker, all people inside team with access to that plan can see all tasks, modify and even delete without any notification for anyone and without keeping history.
Before we work on bitrix24 and there was much better tasks organized. There was only one list of tasks on which you was organized, attended or assign as an observer.
This video was brilliant. The perfect explanation of these O365 apps that answered all my questions. Saved for future reference! Thank you so much! Subscribed!
OMG, this video is so helpful, especially the chart & matrix at the end of video…!! Bravo…!!
Please look to add additional labels to Planner
Thank you for explaining the differences. The table at the end of the video is really helpful. When you use coloured coding it would be easier to read. Thumbs up and down looks similar.
Check out the link to the blog post in the description. I updated it after a similar request. Can’t update the video though.
jumpto365 Thank you very much! 😀
Thanks Matt. I'm looking for something in the flow-E mould. Too often an instruction/task in teams is lost if not acted on immediately. The ability to mail a post/chat to myself and then run through flow-E works but is not ideal. Really need a drag and drop scenario. Is there something out there that I've missed.
Planner doesn't appear to offer a sort by entry. So if you want to use as an assignment log "next up," you can't use last assigned. Very frustrating.
Excellent video - many thanks ...... I hope Microsoft will sort out One Note integration ...... especially the ability to create tasks in the iOS app ...... when taking meeting notes in One Note on my iPad, I want to flag tasks and see them appear in ToDo ....
Thanks for the explanation. I've been testing out all of these apps over the last few months. Big help in comparing each app and allowing me to decide for different purposes. 👍
Hey, what did you decide to go with?
I have to assign a single task (processing a request) to a specific individual (different ones) ..and can't figure out how to effectively do that. I can't have each individual seeing these either.. .how do I do that?
Hello, nice video. I use Microsoft's todo extensively and It is my main way to add tasks for projects and whatnot. I wonder if I can just have a calendar view of all my todos in this app. It would be great if you had a button within TODO that was a calendar view. I do not use outlook, but is it possible to see what is already on TODO's app in a calandar view that shows you week view and month for a more broad perspective on what is happening? Thanks for any insight. If I have to sync TODO to a calendar for this can it be done with the provided calendar app in windows or must be Outlook for example?
Unfortunately no. To Do (for the time being) is all about lists, not calendar views.
@@jumpto365 what app do you suggest I sync all my lists that have dates and reminders? I basically would like to see all my upcoming due tasks in a calendar form. If you have any suggestions I'd appreciate it.
Yes great topic and explanation. You mention an app several time Devops or something like this for techies but I never caught what you said, what is this app?
Would be good to link and reshoot this video topic since they have changed all this...names and even information storage locations.
This was surprisingly well put together. Thank you!
Great video... Is there an updated version now that Teams Tasks has been changed to Team tasks by planner and todo ?
Only difference is a name change. Tasks in Teams is the same thing as Tasks by Planner and To Do.
Hey man, can you link where you got the cool multi flag stand?
Thanks for the great explanation. Funny thing was I had to set 0.5 playback speed to really get a good comprehension on the tongue twister part. :D
As of 9th November, I'm under the assumption that they have renamed "Tasks" in Teams as "Planner".
The app tile had said Planner, but I think that's changing to Tasks if it hasn't already.
Thank you for the explanation! And I like the Periodic Table behind you - where can I find it? :) Lenka
jum.to/V3
That was quite...insightful. I might share this with my team because everyone's so confused as to which app is best for which task management.
It doesn't feel like this apps are from the same developer. It's not a round experience. My personal two major issues right now:
- Planner does not "communicate" with Teams. You can get some notifications about new tasks, assignments or completions via Power Automate, but most importantly, the "conversations" within a task in Planner is still via E-Mail. Which feels outdated. And is not the way Teams supposed to work.
- Lists finally has the option to communicate about a specific "task" within MS Teams, but is not integrated in To-Do and tho is not integrated in Teams-Tasks as well.
It's almost like Microsoft is missing the big picture and their dev teams don't work together as if they where from the same company.
I don't really disagree with you there. Haven't played with Tasks in Teams yet, but I think the intent is to have that Planner-Teams integration be tighter. I could be wrong though.
Wow! this is great. So many options and it's hard to know what to use for what. This helped to clarify a LOT! Thank you!!
Doesn't Lists automate things? So you can enter data and it will put this into document templates?
Not by itself. You need Power Automate for that, part of the suite.
This was SO unbelieving
This is so incredibility helpful, thank you SO MUCH!
This is a great video. What do you recommend using on a sharepoint project page? I'd hope there was an option for planner paired with a timeline.
SharePoint task lists include a Gantt view, if that helps.
hello! So do you mean that To Do will replace ms tasks, or will it join in Outlook Premium?
Neither. To Do is free and is the news "tasks" app in Outlook. And Teams Tasks pulls in To Do and Planner tasks.
Please also consider an import facility for planner
your video was well explained and the examples made were enough to help me understand the confusion i had between all these apps. thanks for your time in the video. keep it up.
Great video, clear, precise, concise info on the ever-growing MS portfolio of productivity apps. I've been using To-Do as my daily "on the go" mobile tasks tracker and planner and it works quite well for me because basically I just need a place where to quickly create and consolidate all my personal tasks_&_reminders of things I need to do on a daily basis. It's simple and yet efficient. It's good to understand the difference between the various apps out there and this video has quite done it for me with those regards. Great visuals and summary charts, clear and easy to grasp explanations. Great work, mate. You've won another subscriber. ;) Cheers.
Best breakdown of these MS apps I’ve seen! Thanks…
Hi there! Would you specifically recommend one of these for teachers now using Teams as a LMS? Lesson planning, etc?
Do you mean for assigning work out to students? Like, Homework Assignment 1, assigned to the whole class?
@@thatmattwade I figured out how to create assignments and push them out. I'm just wondering if there's a Microsoft app you discussed here that may align well to lesson planning formats for teachers. So like Monday, lesson 8-10 in math, small group on Teams at 11 AM; Tuesday upload writing prompt #4, Teams at 1 pm. Etc
@@nicholeopdyke1946 Planner could do that, perhaps. Each bucket could be a day of the week and each task could be the example lesson or small group items you listed.
@@thatmattwade I'll try it! Thank you!
You really tapped a very critical question. Many thanks for your super video.
Which app can I use for my team's weekly rota? I'm using excel now, I have a column with all the tasks and then, a column for each day of the week. I use colours to assign a task to a member. Can/ Should I use planner? Thanks
Yeah, Planner is probably your best bet. I'd test it out a bit. Try recreating some of your tasks in Planner and run through them in the background during a week or two to see if it works for you. If so, talk it through with the team and then start transitioning over.
Thanks for this excellent video. The real problem for me is if users choose the wrong option first. So if they create a Plan in Planner and then realise it should be in a Team, it doesn't seem to be possible to move it to a Team, you can move it to Teams but it becomes a new Team, really frustrating. Unless you have a way of transferring information across?
Nope. Most of the takeaways I have for Microsoft tools is you need to do some research first and make strategic--not ad hoc--decisions. It's important to have an internal help site that provides "the company way" as a starting point with some helpful, but not-too-complicated information, to whet the appetite for more information. They then can dive down the rabbit hole if "the company way" doesn't meet their needs.
Good summary, thanks. I am specifically looking to replace excel for a Master Task List that repeats every end of month. Repeating tasks, sign off, grouped by due ie 1st working day, 2nd working day, assigned to staff.
Alas there is no out-of-the-box way to do recurring tasks in Planner or Lists. You'd have to set up a flow in Power Automate to create a recurring task in Planner. Amazing that such a basic feature isn't there yet for Planner at least. Lists likely isn't the place to do recurring tasks anyway, but perhaps your situation justifies it.
Im debating if i shoud use the: Wiki app List's app or Task app.
Im trying to make a channel per website that we maintain.
Basicly stuff like Differend Plugins that are installed
what kind of Backup is avalable, and what services we installed and have to maintain.
but also if needed login info (thats why we use private channels) but 9 out of 10 sites are on our host so we dont need that info.
I tested List's and its hard becose i need to split up the data in 4 differend lists.
Now Wiki I like how it looks I can just make 4 Different sections. And add a 2nd pages for say
Maintanance Info. aka Last maintanance 17-09-2020 this, this and this was updated
and these were the things that were fixed.
But anyways what do you guys recommend? Any tips?
I’d almost consider OneNote, if you like the wiki setup. The HUGE downside to the wiki is it’s not indexed by the search engine, so it won’t come up in search results. You could have one notebook and have the tab in each channel link to the section of the notebook related to that channel. Means people can organize the pages as they want, format, add images, hyperlinks, tables, sync to devices, you name it. As long as that’s what you’re looking for, though.
@@jumpto365 here is what is missing from Office 365. A app like LastPass or keepass with teams and browser integration.
Also i tryed onenote and could not find how to turn pages private and only allow on a group and or user basis.
Basicly we make and maintain Wordpress websites. And if the site is not hosted on our own server (where i can give access to retailer accounts to login) than i have to save all the login data for the site and there host.
Any ways maintanence is split up.
So we try to minimize access to the clients data by using a private channel per website. And only add the persons working on that domain.
Most important criteria that I was looking for is the ability to link To-Do tasks into Planner & get proper dashboards and productivity reports that can also be easily printed for weekly meetings.
I don't think these tools will ever aim toward being printer-friendly. It might be time to drop that requirement or to invest in a large iPad or something.
TY for the clear overview! Super helpful!
hi, what app should I use if I want to create tasks for team members, without letting them to delete the tasks? meaning to have some permision rights? Thank you!
Out of these four, Lists is the only one that offers item-level permissions. Though it’s not like those people will get a notification saying, “You have a task.” Lists still isn’t a great task app, but if permissions are your decision factor, only it can meet that need.
excellent guide. the way you present it makes it very easy to understand. thank you
Great synopsis of the different tools and examples of use cases. Much clearer to me now!
Great Video, Thank you!
But is there a way or recommendation to create centralized views for team leader or project manager along multiple planners or lists? For example to filter one of my Team members along multiple planners or Lists?
Or do I have to use Graph API for such an approach?
If you used a Microsoft List, you could maybe look into a Lookup Column in a central Project Manager column? Haven’t thought it through fully, but that’s where I’d start. sharepointmaven.com/how-to-create-a-lookup-column-in-sharepoint/
jumpto365 Thank you for your comment and idea.
Lookup column or lookup and fill via helper column and Workflow (maybe also PowerAutomate) could be a possible solution.
I just was thinking and researching about this and possible solutions or best practices, because I think such a feature would help a lot. People are also discussing at uservoice, but I‘m Not sure, if it‘s on the product backlog.
planner.uservoice.com/forums/330525-microsoft-planner-feedback-forum/suggestions/13504557-set-default-views
Wonderful video, very helpful! Subscribed
Can you provide any insight into how the integration of Teams w/ Asana now also adds another option for project management w/in Teams? Haven't seen anything yet about the details or how it will work.
It's not much different with integration with any of the other apps that are similar. The word "integration" with many of these is more than I would call it. Most of the time it's just a tab or very simple ways to call out tasks in a chat. But usually it's not nearly as integrated as the others. Judgment call on your end, though.
The missing Gantt chart functionality in all of these MS productivity tools is a killer to me. Why on earth...? I understand what you are saying about MS not wanting to cannibalize their own products (Project Online in that case), but what about customer focus here? Do they really prioritize keeping an additional app that is made just for Gantt chart planning alive rather than sacrificing it for the sake of actually being customer friendly and introducing Gantt chart functionality in the other productivity apps (Planner and Lists)?? It doesn't make sense to me. In fact, it truly annoys me as I feel ignored as a user.
Annoying, yes. Surprising, no. Either way you’re going to be paying for a Gantt chart, whether it’s in Project or a third-party tool. Not much incentive not to charge. Though I mentioned the Project-SharePoint integration because it’s surprisingly powerful and you really only need one Project license. If you try that and say “not really good for me”, then cost may not actually be your priority. 😉
Also: Who is actually using MS Project? I would really like to see some numbers, because in 25 years I have rarely seen anyone using it. Same goes for Visio. There was a point in the past when there were few alternatives, but now?
How does Microsoft Lists compare with Asana for team task management? Does it allow for recurring tasks?
Thanks for your great videos. I am a happy subscriber.
Lists isn’t really a “task” tool, more a list tool and a task list can sometimes meet that need. So because of that, Lists isn’t made to meet all needs for tasks. That includes recurring tasks. Can’t do that out of the box. Might be able to do it if you were to use a Power Automate flow (if you’re willing to get into workflow building).
Great job!. Looking for insight on Microsoft to do versus teams tasks and stumbled across your channel. Very helpful. Tuxedo
I agree, very good job at explaining the differences between all of Microsofts' task apps. I nearly drove myself nuts the last three years bouncing from To-Do to Planner, to Outlook Tasks to Flows. I was hoping/dreaming that Tasks for Teams would be the one that combined all of the great features from each of the other three. That dream bubble has more or less burst, but your explanations make a lot of sense when MS Project is included in the lineup. Kudos to you for a clear explanation and making it much easier to understand each apps pupose.
Thank you. The video provides a clear vision about four apps.
can somebody tell the best combinations for my kind of work??
1) I want to take notes in onenote
2) make some table(or boards or some kind of scheduling) for study related and personal tasks with "customizable table length, headings and tags" (and want to view them all at a single place - like a canban board, calender)
3) link the tasks from *step 2* directly with onenote notebooks( like in notion note taking app )
I just want to completely shift from notion environment to microsoft 365 environment ( where I can have everything in one ecosystem where i can work in offline and which has security)
detailed explanation pls...
Thanks for this clear explanation of features & use cases!
Best explanation I've found. Congratulations!
I agree that this important business topic which are tasks are TOTAL MESS in MS products portfolio! Like total mess. Now just for quick TLDR which app shall I use for all my tasks at work?. Great organisation requires me to be on top of my: emails tasks, projects tasks,simple todo tasks and delegations, product development tasks and team tasks. One app please. It may be handled in 3 different apps I don’t care! But I want to have an overview and synchronisation among all of them ( if I can’t have them organised in one place).
Can microsoft To-Do integrate with microsoft outlook calander?? . I have office 365.
Yea but it's just not very intuitive, you might find creating tasks in calendar as "all day events" works best
I find Microsoft frustrating, as there are multiple overlapping ways to do similar things. It is rarely made clear which on is best, and takes a lot of time to research or trial and error to arrive at what you need. So thank you for this video.
Hi Craig,
Maybe we can help you with this simple way to organize your projects and tasks. It's not "the" solution for everyone but in many ways a good compromise with a good user experience. It works very well for many companies:
- Create a team for each customer
- Create a channel for each project
- Create a plan in Planner for each project and add id as a tab to the project channel (right within the channel: new tab => Planner => create new plan => same name as the channel)
- Organize all tasks per project in the specific Planner
- See all tasks that are assigned to you in the "my tasks" view in Planner (tasks.office.com/ => My tasks)
- Group your tasks by "due date" and filter by "late" and "today"
Use the new Microsoft Lists app for general stuff (inventory, events etc), Microsoft ToDo in combination with your Outlook (flagged email, set reminder, calendar integration) and the new Microsoft Tasks to get a general overview over all tasks.
Cheers,
worksmart365
Being a transplant to the IT world, I've given up on being surprised or disappointed and I just chock this up to a win for my job security. 😂
Great video! One BIG question: will Microsoft ever include nested, hierarchical tasks in a non-Project app? I mean, alive subtasks with resources and deadlines (and not Steps, which are fake subtasks) the kind you get when you hit the Tab key in Project.
Yes, in 2022 they will unveil MS Nests which covers that as a stand-alone app, then in 2024 you'll be able to link it within share point, then 2026 it'll start to merge into ToDo and Teams and get basic Outlook Calander integration, then finally in 2028 it'll be abandoned altogether for the new MS Beaver Dam app
What is the best app for recurring tasks?
Which is best for creating a ticketing system
You’re probably using the wrong tool regardless of which of these you choose. If you forced me to answer, I’d probably say Planner. But really, I’d look into Zendesk or Spiceworks. If you need a ticketing system, pay for a ticketing system up front so your future self doesn’t resent you.
@@jumpto365 thanks solid answer. I'll look into those for sure
Just a quick note...Mac users have some limitations compared to Windows users when it comes to Onenote.
Thank you very much for this video. I was getting twisted between Lists and Tasks in Teams, and your video helped clarify the difference to me.
Glad it helped!
Automate Attendance in MS Teams through this technique
ruclips.net/video/JyG7R868iwQ/видео.html
These explainers are brilliant. Thanks for making these videos.
Thanks for the great video... Really well put together, and being a new fellow RUclipsr, I respect the effort, time and quality of the video... Also, the topic is relevant, one which many people always ask me. 😊
Really appreciate this comment, thank you.
Thank you for the explanations, I think these apps are kind of confusing, still need to think about in which situations to use each app.
How many cards does a Planner board allow? Can I create 1,000 cards for managing client annual reviews?
Doesn't look like there's official documentation on this yet, but here are some important ones that someone has put together:
• 250 Active tasks (Not Started, In Progress) per plan
• 250 assigned tasks per user irrespective of plans
• The Planner web UI has the limitation to display 100 tasks per bucket, there is no official limit for the bucket limitation in Planner.
Source: jum.to/2EqU15E
jumpto365 thank you, do you know how Trello stacks up, do they allow more “cards” per board?
That I don't know.Their website probably Lists that info.
Kevin Yeh trello can do more but gets very sluggish with large boards. I’ve been a trello user for a good 8 years and am now setting up my own business. I’m moving to 365 as trello has for me become stale in its development. I think if you are working with teams with availability to access Microsoft 365 then stick in here
But is there an app, that has NON threaded outlook email integration capability for Project Management? I.e. I can add tasks and notes to ONE email, and track it in real time in an app? Without it carrying over the WHOLE conversation?
What I’m really missing is a way to successfully use planner/tasks in teams as a organization support issue tracker. Being able to create tickets or tasks from an email or from teams. Also sadly there is still no @ mention functionality in planner either or support for rich content... anyhow great video !
Yeah, I see questions like that a lot online. Wanting to use SHarePoint (or now Lists) or Planner or something else to track tickets. I don't think you'll ever get a *good* ticket tracker out of these task apps. There's a reasons Zendesk, Spiceworks, and ServiceNow are so popular: they're built for the task. I'm pretty sure Zendesk and Spiceworks have free or cheap options if price is the option. And Zendesk integrates with Teams and Power Automate, so you can always expand usage into Office 365.
Do you know which of those Applications has the Best integration with MSD?
MS has managed to build 100 apps in the 365 most of them do the same thing in a different way...At the end of the video he even stated that four apps might not be enough to fully cover your needs...amazing work MS...
Just use MS Notepad and you'll fulfill all important needs in one single app
Thank you for this. This will help on a project I'm current trying to reinvent.
💪
Excellent! And well tongue-twisted too.
Great content! Sounds like Planner is the best fit for my team 🎉
So, if you're a GTD (Gettting Things Done) adherent, then it would be "ToDos" -- is that right. I heard the word "granular".
To Do is a list of tasks that live in your Exchange mailbox. You get list, folder of lists, task, checklist within task, starred/unstarred priority and arbitrary hashtags. The web version shows your Outlook categories as well, but there's no way to search for them yet. Filtering and different views are limited. To Do has some spiffy integrations with Outlook Online.
To Do supports list sharing within your organization, and you can invite arbitrary people into single lists, but can't assign tasks to people until they've actively joined your list. If it's relevant, the To Do apps can operate offline.
Primary ways to view To Do tasks: To Do native apps, Outlook Online, Tasks in Teams siderail app.
You can do just as detailed task management in Planner, a Planner board just needs an O365 Group and an associated SharePoint site to live in, but you can have multiple Planner boards on a single O365 Group/Team. More clumsy infrastructure, basically. You get four levels of priority, six colored labels (but no more), started/underway/done status, checklist within a task, separate notes and comments fields, and obviously buckets within a board. You have multiple ways to view a Planner board. Planner needs an Internet connection to work, even for the mobile app.
Primary ways to view Planner tasks: Planner web app at tasks.office.com, Planner mobile apps, Planner/Tasks tabs within Teams, Tasks in Teams siderail app.
For To Do you can either go with lists-as-projects and do contexts with #hashtags or make lists for contexts and use #hashtags for projects (this way you can make a list of projects, where every project is a task with a #hashtag. Means you get a project entity with its own deadline, notes field etc. Click on hashtag to see the project list).
In Planner you'd have a pile of different approaches, but labels-as-context and buckets-as-projects is probably a good bet. You can then view the board by bucket or by label.
What @Komatik said. :)