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Bring together your individual tasks from Microsoft To Do and team tasks from Planner and manage them all in one place with Tasks in Microsoft Teams.
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Use Planner in Microsoft Teams
If you're using Microsoft Teams, you can organize your tasks by adding one or more Planner tabs to a team channel. You can then work on your plan from within Teams or in Planner for web, remove or delete your plan, and get notified in Teams when a task is assigned to you in Planner.
Find out how to:
Add a Planner tab to a team channel
Work on your plan in teams, open your teams-created plan in planner or teams, remove a planner tab or delete a plan, get planner assignment notifications in teams.
See Planner help for details on how to use all the features of Planner.
Note: You can't add a Planner tab to a private channel in Teams.
In your team channel, select Add a tab + .
In the Add a tab dialog box, choose Tasks by Planner and To Do .
In the Tasks by Planner and To Do dialog box, choose:
Create a new task list to make a new Planner plan and add it as a tab to this channel.
Use an existing task list to choose an existing Planner plan to add to a tab in this channel.
Choose whether to post to the channel about the tab, and then select Save .
The tab will be added alongside your other team channel tabs, and you'll be able to start adding tasks to your board.
Repeat this procedure to add as many plans as you want for your channel.
Note: You can also add the same plan to multiple tabs. This doesn't create a copy of your plan.
Once you've added your plan in Teams, there are two ways you can get started using it:
In the team channel: When you add a plan on a channel tab, you can see your plan in context of the rest of your team conversations, files, and more. You can do almost everything in here that you can do in Planner for the web. You can also go to the website by opening your plan in Planner for web . Following is a list of plan actions in Teams versus Planner for web .
In the app: In the Tasks app, initially called the Planner app, you can see both Assigned to me and Shared plans . Assigned to me is powered by To Do and shows tasks you've added through that app, through Outlook tasks or flagged emails, or Planner tasks that are assigned to you. Shared plans are all of the plans you've added to teams channels. To find out more, see Use the Tasks app in Teams .
Plan actions in Teams versus Planner for web
Following is a breakdown of the functionality available when viewing on a Teams tab, the Tasks app in Teams, and viewing through Planner for web. For more details on the Planner features and what you can do with them, see Planner help .
After you've created a plan in a Teams channel, you can access that plan both from Planner for web and from Teams.
Open your plan in Planner for web
From the Office365.com website: Sign in at office365.com and choose the app launcher, and then select Planner. In the Planner Hub, scroll to find your plan either under Recent plans or All plans .
When a plan is created in Teams, the team and team channel names will appear beneath the name of the plan in this format: "team > team channel". (If your plan was created before February 2018, you may not see these names until a plan member opens the plan in Teams after that date.) Select the plan tile to open the plan in Planner for web.
Note: In the past, it was difficult to navigate to your Teams-created plan from the Office365.com website. Sometimes you could not find the plan, or if you found it, it appeared empty. All Teams-created plans now appear in Planner Hub. If you find an empty plan associated with your team, it may be a placeholder plan created when your team was created. If the plan is a placeholder, the name of the team or team channel may not appear on the plan's tile in All plans .
From the plan tab in Teams: In Teams, select your team and channel and select the plan tab you want. To the far right of your tabs, choose the Go to website icon.
A browser window will open showing your plan in Planner for web.
Open your plan in Teams
On the channel tab where you created it: In Teams, select your team and channel, and then select the plan tab.
From the app: In Teams, in the left column, choose More options ... , and then select Tasks by Planner and To Do . Choose All and then scroll to find the plan you're looking for.
From Planner for web: In Planner for web, do one of the following:
Go to the Planner Hub and scroll down to find your plan in Recent plans or All plans . On the plan tile, select ... , and then select Open in Microsoft Teams .
Find and open your plan in Planner for web. Then, at the top of the plan, select ... , and then select Open in Microsoft Teams .
When you're done using a Planner tab in Teams, you can either remove it from your team channel but keep the underlying plan, or you can remove it from your channel and permanently delete the underlying plan.
In your team channel, select the Planner tab you want to remove or delete, select the arrow next to the tab name, and select Remove .
In the Remove dialog box:
To remove the plan from the team channel: Clear the Permanently delete this plan and all its tasks. This data cannot be restored. check box. This check box shouldn't be selected when you open the dialog box. The plan will no longer show up in Teams but it will appear in Planner for web.
To remove and delete the plan: Select the Permanently delete this plan and all its tasks. This data cannot be restored. check box. The plan will no longer exist either in Teams or in Planner for web.
Select Remove .
You can get a Teams notification when a Planner task is assigned to you by another person if your team has Planner installed and your plan has a tab in Teams.
To turn on the Planner assignment notifications in Teams:
In Planner for web, select Settings , and then under Planner , select Notifications .
Make sure the Someone assigns a task to me check box is selected.
For more about Planner email and notifications .
Your Planner assignment notification in Teams will:
Appear in the Teams Activity feed.
Appear in a chat with the Planner app (you can look here to see a record of past assignment cards).
Contain the task title, who assigned you the task, the plan the task belongs to, and a link to open the task details in Teams.
Not replace your email and mobile push Planner task assignment notifications; you will receive all three.
Even if the task assignment action occurs outside of Teams (for example, in Planner for the web or the Planner mobile apps), if the plan has a tab in Teams, a Teams notification will be sent to the assignee.
Turn off Planner assignment notifications in Teams
If you’re a Microsoft 365 admin and you want to turn off Planner Teams notification, you can turn off the Planner app for Teams . If you want to turn off only the Planner assignment notifications in Teams, but leave the Planner app turned on, contact Office support.
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Manage the Tasks app for your organization in Microsoft Teams
- 9 minutes to read
- 12 contributors
- Applies to: Microsoft Teams
Overview of Tasks
The Tasks app brings a cohesive task management experience to Microsoft Teams, integrating individual tasks powered by Microsoft To Do and team tasks powered by Planner in one place. Users can access Tasks as an app on the left side of Teams and as a tab in a channel within individual teams. With My tasks and Shared plans , users can view and manage all their individual and team tasks and prioritize their work. Tasks is available in Teams desktop, web, and mobile clients.
As we roll out the Tasks experience on Teams desktop clients, the app name will initially appear as Planner to users. The name will then temporarily change to Tasks by Planner and To Do , and later on, it will be renamed to Tasks . On Teams mobile clients, users will always see the app name as Tasks . There may be a short delay in the availability of the mobile experience after the desktop experience is available.
For organizations who want to streamline task management for Frontline Workers, Tasks also includes capabilities that enable you to target, publish, and track tasks at scale across your Frontline Workforce. For example, corporate and regional leadership can create and publish task lists targeted to relevant locations, such as specific retail stores, and track progress through real-time reports. Managers can assign tasks to their staff and direct activities within their locations, and Frontline Workers have a prioritized list of their assigned tasks on mobile or desktop. To enable task publishing , first set up a team targeting hierarchy for your organization, which defines how all teams in the hierarchy are related to each other.
What you need to know about Tasks
Tasks is available as an app and as a tab in a channel. The app shows both individual tasks from To Do and team tasks from Planner. The tab shows only team tasks.
With Tasks, users get a desktop, web, and mobile experience. If Tasks is installed on the Teams desktop client, users will also see it on their Teams web and mobile clients. The exception is guests. It's important to know that guests can only access Tasks as an app from the Teams mobile client. Guests will see Tasks tabs on both Teams desktop and web clients.
My tasks shows a user's individual tasks. Shared plans show tasks that the whole team is working on and includes any task list that's added as a Tasks tab to a channel. Note the following relationships between tasks in Tasks, To Do, and Planner:
Task lists that a user creates in the Tasks app will also appear in To Do clients for that user. Similarly, task lists that a user creates in To Do will appear in My tasks in Tasks for that user. The same is true for individual tasks.
Any Tasks tab that's added to a channel will also appear in Planner clients. When a user creates a plan in Planner, the plan won't show in the Tasks or Planner app unless it's added as a tab to a channel. When a user adds a new Tasks tab, they can create a new list or plan or choose an existing one.
Set up Tasks
Settings and policies that you configured for Planner will also apply to Tasks.
Enable or disable Tasks in your organization
Tasks is enabled by default for all Teams users in your organization. You can turn off or turn on the app at the org level on the Manage apps page in the Microsoft Teams admin center.
In the left pane of the Microsoft Teams admin center, go to Teams apps > Manage apps .
In the list of apps, do one of the following actions:
- To turn off Tasks for your organization, search for the Tasks app, select it, and then select Block .
- To turn on Tasks for your organization, search for the Tasks app, select it, and then select Allow .
If you can't find the Tasks app, search for the names in the first note of this article. The app could still be in the process of being renamed.
Enable or disable Tasks for specific users in your organization
To allow or block specific users in your organization from using Tasks, make sure Tasks is turned on for your organization on the Manage apps page, and then create a custom policy for app permissions and assign it to those users. To learn more, see Manage app permission policies in Teams .
Pin Tasks to Teams
Use the tailored frontline app experience to pin tasks and other apps to teams.
The tailored frontline app experience in Teams pins the most relevant apps in Teams for users who have an F license . Pinned apps include Tasks, Walkie Talkie, Shifts, and Approvals. By default, this feature is on, giving your frontline workers an out-of-the-box experience that’s tailored to their needs.
The apps are pinned to the app bar—the bar on the side of the Teams desktop client and at the bottom of the Teams mobile clients—where users can quickly and easily access them.
To learn more, including how the experience works with app policies that you set, see Tailor Teams apps for your frontline workers .
Use an app setup policy to pin Tasks to Teams
App setup policies let you customize Teams to pin apps that are most important for your users in your users.
To pin the Tasks app for your users, you can edit the global (Org-wide default) policy or create and assign a custom policy in app setup policy. To learn more, see Manage app setup policies in Teams .
A user's My tasks is visible if the user is licensed for Exchange Online
If you don't want a user to see My tasks , you can hide it. To hide My tasks , remove the user's Exchange Online license . It's important to know that after you remove an Exchange Online license, the user no longer has access to their mailbox. Mailbox data is held for 30 days, after which the data will be removed and can't be recovered unless the mailbox is placed on In-Place Hold or Litigation Hold .
We don't recommend removing an Exchange Online license for information workers, but there may be some scenarios where you can hide My tasks in this way, such as for Frontline Workers who don't depend on email.
Task publishing
With task publishing, your organization can publish task lists targeted to specific locations (teams) across your organization to define and share a work plan to be completed at those locations.
People on the publishing team, such as corporate or regional leadership, can create task lists and publish them to specific teams.
Frontline Workers have a simple mobile experience to see tasks assigned to them. They can attach photos to show their work when appropriate and mark their tasks as completed.
Users create, manage, and publish task lists on the Published lists tab in the Tasks app. This tab only shows for a user if your organization set up a team targeting hierarchy and the user is on a team that's included in the hierarchy. The hierarchy determines whether the user can publish or receive task lists and view reporting for received lists.
Example scenario
Here's an example of how task publishing works.
Contoso is rolling out a new food takeout and delivery promotion. To maintain a consistent brand experience, they need to coordinate consistent execution of the rollout across over 300 store locations.
The Marketing team shares the promotion details and the corresponding list of tasks with the Retail Communications Manager. The Retail Communications Manager, who serves as the gatekeeper for stores, reviews the information. Then they create a task list for the promotion, and create a task for each unit of work that the affected stores need to perform. When the task list is complete, they need to select the stores that must complete the work. In this case, the promotion only applies to stores in the United States that have an in-store restaurant. In Tasks, they filter the store list based on the in-store restaurant attribute, select the matching United States locations in the hierarchy, and then publish the task list to those stores.
Store managers at each location receive a copy of the published tasks and assign those tasks to their team members. Managers can use the Tasks experience to understand all the work required across their store. They can also use the available filters to focus on a specific set of work, such as work due today or work in a particular area.
Frontline Workers at each store location now have a prioritized list of their work in Tasks on their mobile device. When they finish a task, they mark it complete. They can even choose to upload and attach a photo to the task to show their work.
Contoso headquarters and intermediate managers can view reporting to see the assignment and completion status of tasks at each store and across stores. They can also drill down to a specific task to see the status within different stores. As the launch date gets closer, they can spot any abnormalities and check in with their teams as needed. This visibility allows Contoso to improve the efficiency of the rollout and provide a more consistent experience across their stores.
Set up your team targeting hierarchy
To enable task publishing in your organization, you have to first set up your team targeting schema in a .CSV file. The schema defines how all the teams in your hierarchy are related to each other and also defines the attributes that can be used to filter and select teams. After you create the schema, upload it to Teams to apply it to your organization. Members of the publishing team, such as the Retail Communications Manager in the example scenario, can then filter teams by hierarchy, attributes, or a combination of both to select the relevant teams that should receive the task lists, and then publish the task lists to those teams.
For steps on how to set up your team targeting hierarchy, see Set up your team targeting hierarchy .
Power Automate and Graph API
Tasks supports Power Automate for To Do and Graph APIs for Planner. To learn more, see:
- Planner tasks and plans API overview
- Using Microsoft To Do with Power Automate
Give feedback or report an issue
To send us feedback or report an issue, select Help near the bottom of the left pane in Teams, and then select Report a problem . Select Tasks , and then enter your feedback or details about the issue you're experiencing.
Submit and view feedback for
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Manage tasks in Planner Select + Add task below the heading of the bucket to which you want to add a task. A new plan starts with a To do bucket... Select Enter a task name. Type the task name. Do either of the following: Press Enter to create a task without a due date. Select Set due date and ...
Tasks app in Teams: Planner integrates with Teams through the the Tasks app, which shows up in the Teams left-hand siderail. To get the app, select Store, search for “Planner,” and choose the app. We’d suggest pinning it to …
Open your plan in Teams On the channel tab where you created it: In Teams, select your team and channel, and then select the plan tab. From the app: In Teams, in the left column, choose More options ..., and then select Tasks by Planner and To Do. Choose... From Planner for web: In Planner for web, ...
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The Tasks app brings a cohesive task management experience to Microsoft Teams, integrating individual tasks powered by Microsoft To Do and team tasks powered by Planner in one place. Users can access Tasks as an app on the left side of Teams and as a tab in a channel within individual teams.
Dear respected Atul_2607,. Good day! Thank you for posting to Microsoft Community. We are happy to help you. As per your description, as when we create Task by Planner in Microsoft Teams, it will appear in Microsoft Planner app as well and according to this article Block a user from deleting tasks not created by themselves in Microsoft …