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Manage multiple plans effortlessly with the new Portfolios feature in Microsoft Planner

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Meet_Sanghvi
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Dec 03, 2024

Learn about Portfolios, a new feature designed to help users track and manage multiple plans in Planner.

Managing multiple plans across different projects can often become overwhelming for team leads, project managers, or any user handling various deliverables. To simplify the process, we’ve designed a new feature—Portfolios—to help users easily track and manage multiple plans in the Planner app in Microsoft Teams.

Portfolios can help simplify complex plan oversight by giving you a consolidated view of all your premium plans and tasks, ensuring nothing slips through the cracks. Once rolled out to your organization, users with a Planner and Project Plan 3 or Planner and Project Plan 5 license will be able to create portfolios to group and manage related plans, track progress at a high level, and visually organize tasks using the Roadmap view.

Whether coordinating between various teams or looking for a top-down perspective of multiple plans, the Portfolios feature in the Planner app in Teams makes it all possible in one location—streamlining workflows and improving collaboration

A screenshot of the Planner app in Teams displaying a list of plans added to a new portfolio.

How it works

To get started with Portfolios in Planner once it’s rolled out to your organization, follow the steps below: 

  1. Navigate to or launch the Planner app in Teams.
  2. If you have a Planner and Project Plan 3 or Planner and Project Plan 5 license, you’ll see the new My Portfolios tab in the left navigation directly below My Day, My Tasks, and My Plans. Select the My Portfolios tab to get started with your first portfolio. Then, select the + New Portfolio button.
    • Alternatively, you can select the down arrow directly to the right of the + New plan button at the bottom of the left navigation, then select Portfolio.

A screenshot of the Planner app in Teams displaying the new My Portfolios tab with a message that reads, “Get started with your first portfolio!”

3. Add a name for the new portfolio (required), then add it to a group (optional) by selecting the appropriate group from the drop-down. Then, select the Create button.

Scenarios to try

Below are just a few powerful ways to leverage the new Portfolios feature in Planner.

  1. Consolidate multiple plans into a single portfolio: Simplify the process of tracking deliverables and deadlines by creating a portfolio for your ongoing plans.
    • After selecting the Create button, you will see the following message, “There are no plans in your portfolio yet.” Select the + Add Plan button to access a list of all the premium plans you are a member of, including plans you’ve created, as well as those you’ve been added to.

A screenshot of the Planner app in Teams displaying the Plans view for My Portfolios with the Add Plan pane open to the right.

    • Select and connect the plan you want to add to the new portfolio as instructed in the Add Plan pane to the right. Properties that are extracted from the plan and displayed in the Plans view include Project Manager, Progress (% complete), Start Date, and Finish Date.
       
    • The Status field is a drop-down list which enables you to manually select the status of the planNot started, On track, At risk, Off track, or Closedso you can easily identify how the plan is progressing.

2. View your portfolio of plans and their associated tasks as a visual timeline: As soon as you add a plan to the portfolio, a row gets created for that plan on the Roadmap view. In the Roadmap view, you can easily add tasks from the included plans and track them together visually in a timeline view. 

    • To add tasks to the timeline, simply select the corresponding plan in the Roadmap view. 
    • Upon selection, you will see a Details pane open to the right of Teams with a list of tasks tied to the plan. From here, select the task (or tasks) you want to add to the Roadmap view, then select Add items. 

A screenshot of the Planner app in Teams displaying the Roadmap view for My Portfolios with the Add items pane open to the right.

    • The selected tasks are displayed as a visual timeline for that plan. 

A screenshot of the Planner app in Teams displaying a timeline view of plans (and their tasks) added to a new portfolio.

3. Collaborate with your team members: Portfolios in Planner uses the Microsoft 365 group construct to invite users to collaborate on the portfolio. 

    • Select the Share button in the top right corner of the portfolio to open the Invite members dialog box.

A screenshot of the Planner app in Teams displaying the Plans view for My Portfolios with the Invite members window open in the center.

    • From here, you can create a new Microsoft 365 group by entering each members name in the designated text box, then selecting the Create group button. Or, you can add the portfolio to an existing Microsoft 365 group by selecting Add to existing group, then selecting the appropriate group from the drop-down and selecting the Add button. 

Please note, adding a member to the portfolio does not give the user access to the plan(s) included in the portfolio, but rather enables them to see the portfolio-level aggregations.

Availability of Portfolios in Planner 

The new Portfolios feature is currently rolling out in the Planner app in Teams. Once rolled out to your organization, users with a Planner and Project Plan 3 or Planner and Project Plan 5 license will see the new My Portfolios tab in the left navigation.

A cropped screenshot of the Planner app in Teams displaying the new My Portfolios tab in the left navigation.

Users with Planner in Microsoft 365 or a Planner Plan 1 license can view portfolios shared with them in read-only mode. Portfolios will start rolling out in the new Planner for the web in the coming weeks.

Share your feedback!

We look forward to hearing your feedback and learning more about how you use portfolios in Planner. Please share some of your use cases in the comments below, or let us know how we can help to improve the experience. You can also send feedback via the Planner Feedback Portal or directly in the Planner app by selecting More (the question mark) in the upper right corner, then Feedback.

Updated Dec 02, 2024
Version 1.0

94 Comments

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Managing multiple plans across different projects can often become overwhelming for team leads, project managers, or any user handling various deliverables. To simplify the process, we’ve designed a new feature—Portfolios—to help users easily track and manage multiple plans in the Planner app in Microsoft Teams.

\n

Portfolios can help simplify complex plan oversight by giving you a consolidated view of all your premium plans and tasks, ensuring nothing slips through the cracks. Once rolled out to your organization, users with a Planner and Project Plan 3 or Planner and Project Plan 5 license will be able to create portfolios to group and manage related plans, track progress at a high level, and visually organize tasks using the Roadmap view.

\n

Whether coordinating between various teams or looking for a top-down perspective of multiple plans, the Portfolios feature in the Planner app in Teams makes it all possible in one location—streamlining workflows and improving collaboration

\n\n

A screenshot of the Planner app in Teams displaying a list of plans added to a new portfolio.

\n
\n

How it works

\n

To get started with Portfolios in Planner once it’s rolled out to your organization, follow the steps below: 

\n
    \n
  1. Navigate to or launch the Planner app in Teams.
  2. \n
  3. If you have a Planner and Project Plan 3 or Planner and Project Plan 5 license, you’ll see the new My Portfolios tab in the left navigation directly below My Day, My Tasks, and My Plans. Select the My Portfolios tab to get started with your first portfolio. Then, select the + New Portfolio button.
  4. \n
\n\n\n

A screenshot of the Planner app in Teams displaying the new My Portfolios tab with a message that reads, “Get started with your first portfolio!”

\n
\n

3. Add a name for the new portfolio (required), then add it to a group (optional) by selecting the appropriate group from the drop-down. Then, select the Create button.

\n

Scenarios to try

\n

Below are just a few powerful ways to leverage the new Portfolios feature in Planner.

\n
    \n
  1. Consolidate multiple plans into a single portfolio: Simplify the process of tracking deliverables and deadlines by creating a portfolio for your ongoing plans.
  2. \n
\n\n\n

A screenshot of the Planner app in Teams displaying the Plans view for My Portfolios with the Add Plan pane open to the right.

\n
\n\n

2. View your portfolio of plans and their associated tasks as a visual timeline: As soon as you add a plan to the portfolio, a row gets created for that plan on the Roadmap view. In the Roadmap view, you can easily add tasks from the included plans and track them together visually in a timeline view. 

\n\n\n\n

A screenshot of the Planner app in Teams displaying the Roadmap view for My Portfolios with the Add items pane open to the right.

\n
\n\n\n

A screenshot of the Planner app in Teams displaying a timeline view of plans (and their tasks) added to a new portfolio.

\n
\n

3. Collaborate with your team members: Portfolios in Planner uses the Microsoft 365 group construct to invite users to collaborate on the portfolio. 

\n\n\n

A screenshot of the Planner app in Teams displaying the Plans view for My Portfolios with the Invite members window open in the center.

\n
\n\n

Please note, adding a member to the portfolio does not give the user access to the plan(s) included in the portfolio, but rather enables them to see the portfolio-level aggregations.

\n

Availability of Portfolios in Planner 

\n

The new Portfolios feature is currently rolling out in the Planner app in Teams. Once rolled out to your organization, users with a Planner and Project Plan 3 or Planner and Project Plan 5 license will see the new My Portfolios tab in the left navigation.

\nA cropped screenshot of the Planner app in Teams displaying the new My Portfolios tab in the left navigation.\n

Users with Planner in Microsoft 365 or a Planner Plan 1 license can view portfolios shared with them in read-only mode. Portfolios will start rolling out in the new Planner for the web in the coming weeks.

\n

Share your feedback!

\n

We look forward to hearing your feedback and learning more about how you use portfolios in Planner. Please share some of your use cases in the comments below, or let us know how we can help to improve the experience. You can also send feedback via the Planner Feedback Portal or directly in the Planner app by selecting More (the question mark) in the upper right corner, then Feedback.

","body@stringLength":"32115","rawBody":"

Managing multiple plans across different projects can often become overwhelming for team leads, project managers, or any user handling various deliverables. To simplify the process, we’ve designed a new feature—Portfolios—to help users easily track and manage multiple plans in the Planner app in Microsoft Teams.

\n

Portfolios can help simplify complex plan oversight by giving you a consolidated view of all your premium plans and tasks, ensuring nothing slips through the cracks. Once rolled out to your organization, users with a Planner and Project Plan 3 or Planner and Project Plan 5 license will be able to create portfolios to group and manage related plans, track progress at a high level, and visually organize tasks using the Roadmap view.

\n

Whether coordinating between various teams or looking for a top-down perspective of multiple plans, the Portfolios feature in the Planner app in Teams makes it all possible in one location—streamlining workflows and improving collaboration

\n\n

A screenshot of the Planner app in Teams displaying a list of plans added to a new portfolio.

\n
\n

How it works

\n

To get started with Portfolios in Planner once it’s rolled out to your organization, follow the steps below: 

\n
    \n
  1. Navigate to or launch the Planner app in Teams.
  2. \n
  3. If you have a Planner and Project Plan 3 or Planner and Project Plan 5 license, you’ll see the new My Portfolios tab in the left navigation directly below My Day, My Tasks, and My Plans. Select the My Portfolios tab to get started with your first portfolio. Then, select the + New Portfolio button.
  4. \n
\n\n\n

A screenshot of the Planner app in Teams displaying the new My Portfolios tab with a message that reads, “Get started with your first portfolio!”

\n
\n

3. Add a name for the new portfolio (required), then add it to a group (optional) by selecting the appropriate group from the drop-down. Then, select the Create button.

\n

Scenarios to try

\n

Below are just a few powerful ways to leverage the new Portfolios feature in Planner.

\n
    \n
  1. Consolidate multiple plans into a single portfolio: Simplify the process of tracking deliverables and deadlines by creating a portfolio for your ongoing plans.
  2. \n
\n\n\n

A screenshot of the Planner app in Teams displaying the Plans view for My Portfolios with the Add Plan pane open to the right.

\n
\n\n

2. View your portfolio of plans and their associated tasks as a visual timeline: As soon as you add a plan to the portfolio, a row gets created for that plan on the Roadmap view. In the Roadmap view, you can easily add tasks from the included plans and track them together visually in a timeline view. 

\n\n\n\n

A screenshot of the Planner app in Teams displaying the Roadmap view for My Portfolios with the Add items pane open to the right.

\n
\n\n\n

A screenshot of the Planner app in Teams displaying a timeline view of plans (and their tasks) added to a new portfolio.

\n
\n

3. Collaborate with your team members: Portfolios in Planner uses the Microsoft 365 group construct to invite users to collaborate on the portfolio. 

\n\n\n

A screenshot of the Planner app in Teams displaying the Plans view for My Portfolios with the Invite members window open in the center.

\n
\n\n

Please note, adding a member to the portfolio does not give the user access to the plan(s) included in the portfolio, but rather enables them to see the portfolio-level aggregations.

\n

Availability of Portfolios in Planner 

\n

The new Portfolios feature is currently rolling out in the Planner app in Teams. Once rolled out to your organization, users with a Planner and Project Plan 3 or Planner and Project Plan 5 license will see the new My Portfolios tab in the left navigation.

\nA cropped screenshot of the Planner app in Teams displaying the new My Portfolios tab in the left navigation.\n

Users with Planner in Microsoft 365 or a Planner Plan 1 license can view portfolios shared with them in read-only mode. Portfolios will start rolling out in the new Planner for the web in the coming weeks.

\n

Share your feedback!

\n

We look forward to hearing your feedback and learning more about how you use portfolios in Planner. Please share some of your use cases in the comments below, or let us know how we can help to improve the experience. You can also send feedback via the Planner Feedback Portal or directly in the Planner app by selecting More (the question mark) in the upper right corner, then Feedback.

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Manage multiple plans effortlessly with the new Portfolios feature in Microsoft Planner","moderationData":{"__ref":"ModerationData:moderation_data:4397603"},"body":"

How can I add the portfolio view to Teams, it is not an available plan when I select Planner in Teams

 

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Great feature. I have created a new portfolio, but when I go to add plans, I can't see any of the plans I created or I am a member of. What do I need to do to enable these?

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Sam here .. were you able to sort it out?

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Not yet. If I create a premium plan, it is listed and I'm able to be added to a portfolio, but not any basic plans. I have tried to convert the basic plans to premium but it fails - I suspect due to licensing issues

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Any way to see the time scale by week num?

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It takes years to load tasks! 
Any help? 

From my plan into the portfolio roadmap, it gets stuck trying to load the tasks....

 

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I restarted, and suddenly it worked... weird 

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Hi Ivagoc, often I face the same. It's annoying. Not sure what is causing this, though indeed after a refresh or restart, it works.

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I am using Planner to track many Engineering Changes to many different programs/products.  Currently, I have one main Plan that includes buckets for each change.  I was thinking of creating a Plan for each change as it is hard to review and manage so many buckets.  Would it be easy to view and manage multiple Plans?  Can you create folders for multiple Plans?  Would using the portfolio help?  Is portfolio like creating folders for multiple Plans?  Thank you in advance for your input. 

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Hi Meet_Sanghvi,

any idea why statuses of my projects in the portfolio are all gray? I can select the status, but all selections appear as fully gray in the portfolio view. Please see the screenshot below:

 

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Hi Mikahi , when adding a new plan to the portfolio, I face the same. The Status is plain grey. Per my understanding, normal behaviour as on this dashboard you need to manually alter the status of the project within the portfolio. Strangely, this is not being updated per the Plan. Let's say the Plan states it's becoming at risk, you would expect to see this on the Portfolio automatically. Maybe this is an improvement yet to come, as currently, I find working with the Portfolio still a lot of manual efforts. 

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Hi Mikahi , this is normal behaviour. On this 'dashboard' you need to change the status manually. I've been validating also within the Plan, where you can set a goal (target). Rows in the plan can be connected to the Goal (let's say a go live date). Though this is not connected to the view you show here. A missed opportunity and perhaps this will be adjusted in a future update. 

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Hi Thorvald79, thank you for your reply. I have selected for both projects manually \"on schedule\", but they appear fully gray without any text. Please see a screenshot below:

 

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Hello Meet_Sanghvi .
Using Planner en new Project, I've assigned a portfolio with a user group. Though this user group is not correct and I want to assign a other. Seems that once a portfolio (or plan) is created and assigned to a user group, you cannot directly change the assigned group. However, you can create a new portfolio and assign it to the desired group... this is really ridicules and creates more work. Why is it not possible to simply adjust the assigned user group. How difficult can it be!? Will this be updated? 

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It just seems what I need, but when I try to create a new Portfolio it says to enable Portfolio (\"Abilita portfolio. È necessario installare la soluzione portfolio più recente. Contatta l'amministratore per risolvere il problema\" in the original language - italian).

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Hey s-martin-architettoalba. Thank you for reporting this issue. We're actively working on a fix, which will be rolled out to all users soon. We appreciate your patience as we resolve this.

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Hi there, when I try to pull across the detail of the tasks from my plan into the portfolio roadmap it gets stuck on trying to load the tasks (there aren't that many!) and won't display them, it just looks like its loading (and I have left it for hours). Is this a bug or am I doing something wrong?

 

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Hi!
I have the same problem! 😏

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That sounds strange, maybe try a different browser, it could be a control not loading.  This has been working on our side in multiple tenants all the way back to when Roadmaps was released several years ago, and it works fine now.

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I have the same issue. Had to abandon using Portfolios after waiting a quarter to get access, because it can't load the tasks from my plans.

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I just wanted to let you know that it appears to be working for me now! I don't know why, but perhaps give it another try?

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So I can't add my Basic Plans to a Portfolio, but I need a Premium license to create a Portfolio? That makes no sense.

To top it off I can't see or create a Portfolio from Project Online?

This product continues to frustrate and become more unworkable every update.

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Hi David, the 'Portfolio' feature is really what used to be the 'Roadmap' feature in O365, enhanced and delivered in the Planner app. That required a Plan 3 license to create a Roadmap, viewers could access the Roadmap with a standard Office 365 E3/E5 license. So that really hasn't changed, the licensing requirement is the same. 

Just like in Roadmaps, you can insert a Project Online project into a Portfolio, including specific tasks from any Project Online schedules. Project Online projects also now show up in the 'My Plans' area of Planner, which you can click on and get directly into (nice add'l feature). Today you can add a Project Online project to a Roadmap but not a Portfolio, not sure if that's a feature that will be updated/enhanced in Project Online?

 

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Thanks for the reply but unfortunately it shows a lack of planning (pun intended) on the rollout of these features. The confusion and lack of functionality between a Roadmap and a Portfolio should have raised alarms bells way before rolling this out. I do not know how to explain this to my users so it makes sense.

Not being able to add a basic plan to a Portfolio also makes no sense apart from forcing us to license more expensive products with no NFP discounts.

Microsoft seems to be more interested is cramming new features into a product with far more basic usability issues that should be addressed first.

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