Forum Discussion
How to see all tasks by all staff over all planner boards in one schedule
Our Events staff work in Microsoft Teams in a team called COMMUNITY EVENTS. Each event they organise is represented as a channel. Each channel has its own Planner board to list tasks to complete th...
Hello Sharyn_Mayne,
To see all tasks by all staff over all Planner boards in one schedule, you have 2 options:
- Option1: Combine Planner Boards into a Single Schedule
1. Create a new channel within the COMMUNITY EVENTS team called "Master Calendar" or a similar name.
2. In this new channel, add a new Planner tab.
3. Open each existing Planner board for the 26 channels, one at a time.
4. In each Planner board, go to the "Board settings" (the gear icon) and select "Copy Plan."
5. Choose the option to "Copy Plan to an existing Office 365 group or team" and select the "Master Calendar" channel as the destination.
6. Repeat steps 3-5 for all the Planner boards, copying them to the Master Calendar channel.
7. Once all Planner boards are copied, you will have a single Planner board in the Master Calendar channel that includes all tasks from the 26 events.
8. You can now view all tasks in one schedule by navigating to the Master Calendar channel and accessing the Planner tab.
- Option 2: Use a Third-Party Integration (Zapier, Asana, Trello, Monday.com, ...)
Regarding the question about creating one team per event instead of one channel per event, it would not make achieving the overall calendar any easier. In fact, it may complicate the process further as you would need to manage multiple teams and their associated Planner boards separately.
Overall, Option 1 provides a consolidated view of tasks from all 26 events in one Planner board within the Master Calendar channel. This approach allows you to maintain a single workspace while still tracking tasks across different events.
Kindest regards
Leon Pavesic
Just for your information Leon, the Marketing team has tried your suggestion and it works. Thanks so much!
- Hi - curious how your team was able to do this. I want to follow option 1, but I don't see an option to "select a channel as the destination" when I copy a planner into an existing group. Is there another step I'm missing?
I agree likewise nothing there. jsantiano
Sharyn_Mayne or LeonPavesic after doing the copy can a task be added or updated in one of the 26 channels and the update is visible in the master plan?
We want to have each of our teams manage their own plans and tasks within those plans, but have a master view of all the plans for leadership to see in Charts.
- I agree with temmett. I think this is fundamental. I am part of several groups and several teams within each group.
I would like to see a full Schedule of all my tasks in all channels of all my groups. And if I have to create that master plan, then it should reflect changes in any of the core plans. This way there is no need to keep deleting and recreating that master plan.
Moreover, there should be a better feature to integrate Planner with Outlook so that I can see all tasks and calendar items in one, thereby planning and scheduling things more coherently.
It seems that Google Calendar started doing this feature - Have one calendar open, Share calendar / being shared a calendar and when creating an item we have the choice of a task or event.In teams when you go to planner and select all you can see all task for all the planners even your to do tasks. But you can only see it for you. You can't see what a other teammember has on his or hers tasklist in a full overview. But at least you can see all yours.
1. go to teams
2. go to the planner app in teams (if you don't see it in the left bar then add it)
3. select all task and then you have an overview off al your tasks accross all planners and even your own to do and flagged emails.
- Hi Temmett - I have asked the team for feedback. Will let you know when i hear from them.
Sharyn_Mayne did you get feedback on this? I don't see response
- Alternately, you can use Apps4.Pro Planner to view all your Planner plans and its tasks in a single view and manage it efficiently (via Gantt is also possible).
