Which tool when: Microsoft To Do, Microsoft Planner, Microsoft Lists, or Tasks in Microsoft Teams
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- Опубликовано: 28 май 2024
- Managing your tasks in Microsoft 365 has gotten more complicated thanks to the introduction of two more apps that can do tasks. So let's answer the question once and for all: when's the right time to use To Do versus Lists versus Planner versus Tasks in Teams?
It can be easy(-ish)... but only if you let it.
📚 Check out my book! Teach Yourself Visually: Microsoft Teams: jum.to/TYVTeams
Note: Microsoft reported 50% rollout of Microsoft Lists to targeted release users on Aug 21 and an estimated completion by end of August (source: jum.to/3hwwU8a). Rollout to all other users will commence thereafter with estimated completion by end of September. If you don't see Lists in your Office 365 app launcher, follow these steps: jum.to/MicrosoftLists
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• Find me on all platforms: linktr.ee/thatmattwade
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Links and resources:
• Our video overview of Microsoft Lists: • How to use Microsoft L...
• Get access to Lists even if you don't see it in your app launcher: jum.to/MicrosoftLists
• Microsoft Lists announcement blog post: jum.to/3jXwY2n
• Tasks in Microsoft Teams announcement blog post: jum.to/3gqe5Tg
• Our intro to Microsoft To Do blog series: jum.to/3ftagLL
• Our SharePoint-Microsoft Project integration blog series: jum.to/39RRzjP
• Everyday guide to Microsoft 365 Groups (helpful with Planner and Teams): jum.to/Groups
Sections
0:00 Intro
0:25 Background
1:10 These apps don't all do the same thing
5:00 Microsoft Lists or Microsoft Planner?
6:08 Microsoft To Do or Tasks in Microsoft Teams?
7:24 If you're looking for Gantt charts, look elsewhere
8:25 Microsoft Project or Azure DevOps?
9:18 Wrap up 
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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.
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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
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 👍
This video has been absolutely essential to my new job. Thank you so much - super clear. Subscribed!
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👍🏻
Three years later this is still the best overview I’ve found - super helpful and I’m ready to try it out!
This was surprisingly well put together. Thank you!
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!
After reading explanations from several sources, this is the first that so clearly explains the difference between these apps. Thank you!
Yeah! I had a "lightbulb" moment watching your video! Finally someone who easily explained each and differences! Thanks,
You did an amazing job in such a focused video, great presentation, outstanding jump to point, excellent work keep up the good work
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 synopsis of the different tools and examples of use cases. Much clearer to me now!
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?
Wow. Great job on this video. Lot's of "T's" in the narrative and you did not stumble once! Very informative. Thank you!
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!
Great summary. Well structured presentation. Thanks!
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.
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
TY for the clear overview! Super helpful!
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. 😫
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.
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!!
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.
The best video I've seen related to this topic. You made my day. A huge like bro!
Thank you! This video was very helpful.
Thank you! Very useful information, I really appreciate it.
Thank you for the clear explanation!
Thank you. The video provides a clear vision about four apps.
Thanks for this clear explanation of features & use cases!
Great content! Sounds like Planner is the best fit for my team 🎉
Excellent! Thank you. I am sharing this with my team.
Please do!
excellent guide. the way you present it makes it very easy to understand. thank you
Super helpful!!! Thank you so much
Great video, thank you for breaking it all down.
Great explanation. Thank you!
OMG, this video is so helpful, especially the chart & matrix at the end of video…!! Bravo…!!
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.
Wonderful video, very helpful! Subscribed
Excellent video, thank you!
Thank you for this. This will help on a project I'm current trying to reinvent.
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very helpful! thanks - a lot of info but you broke it down very well.
This was very very very helpful! Thank you :)
thank you so much ... very helpful
You could add another line to your table for Flagged Emails.
Best explanation I've found. Congratulations!
Thank you for the information!!!
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/
Great coverage on a complex topic!
Best breakdown of these MS apps I’ve seen! Thanks…
Nice video! Thanks for the summary!
You bet!
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.
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 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.
You really tapped a very critical question. Many thanks for your super video.
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?
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! 😀
These explainers are brilliant. Thanks for making these videos.
Amazing explanation and loves seen it happening on the screen.
awesome explanation. Great work and very clear.
Thank you for another helpful and informative video. 👍
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?
Hello, may I inquire where and how one can obtain the periodic table banner/poster tacked up against the wall behind you? Thanks!
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 ....
This am was a very good run through. I have just started using To Do but not yet found an ideal solution. Thank you 👍😎🇦🇺
For a brief overview of how to use To Do, check out our blog here: jum.to/3ftagLL
Thanks for the nice explanations
Please look to add additional labels to Planner
Excellent! And well tongue-twisted too.
Please also consider an import facility for planner
Straight to the point..! 👍🏿
Excellent thanks
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.
Can you create a calendar in Teams and from that assign tasks to people?
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.
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.
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?
Hey man, can you link where you got the cool multi flag stand?
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
Thank you for the explanation! And I like the Periodic Table behind you - where can I find it? :) Lenka
jum.to/V3
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.
HI, just wondering how you see Milestones in Teams in this mix?
Very insightful, thank you!
Fantastic video!
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 ! 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.
Matt... I just watched one of your videos... and I thought you did such a good job. I really liked your visuals and how you kept it all simple. I'm excited to watch this video. I know, sounds weird. I just like your style, I guess.
You are a legend! 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.
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).
Great points! You did an awesome job, and with the tongue-twisting section too!
Nicely done sir!
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
Can you show how to utilize this kind of thing for family organizer?
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
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?
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.
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.
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.
Would be good to link and reshoot this video topic since they have changed all this...names and even information storage locations.