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View Planner tasks on your Outlook calendar

A few weeks ago, we announced several features to help get organized around a schedule in Planner.  Today, I'm happy to announce that we've completed roll out of the feature: view Planner tasks on your Outlook calendar.  

 

icalendar2.png

 

 

This feature allows you to import Planner tasks into Outlook via an iCalendar feed.  You can pick specific plans to publish, as well as just the Tasks assigned to you (via the My Tasks page).  

 

icalendar1.png

 

You can read more about how to use the feature here.  Give it a try and let us know what you think. 

 

Happy Planning!

23 Comments
Occasional Visitor

Great new feature!

 

Does the plan need to be added to outlook for every new task added to a bucket/assigned to an individual? Because it does not seem to instantly show in my calendar when I add a task in planner bucket and assign to myself. 

Occasional Visitor

Its a good new feature, but unfortunately I don't have the opportunity to synch a team calender with outlook. 

 

Contributor

If you read my posts, I am probably going to start sounding like a broken record, but this (and using Planner in general) is only usable by individuals that are using Office 365 Groups. We do have one Office 365 Group and I will say that I too am experiencing some slowness in syncing to the Group Team Calendar.

Occasional Contributor

Can you please explain what it really means:

 
Anyone with this link can see task information for this plan.
This includes anyone inside or outside of your organization.
 
 None of my users will be eager to use it after seeing that message...
Occasional Contributor

This feature is great and it was really easy to set up.

 

One request: When I open the task (viewed as an event) in Outlook, it shows, for example:

 

Progress: Not started

Checklist: 0/1 complete

Open this task in Microsoft Planner

 

Would it be possible to add Assignee(s) to that list? I love the option to add My Tasks as a calendar, but I want to add my whole team's Plan to my calendar so I can see what everyone is working on as a whole. However, I can't easily tell when I open a task whether it's mine, or someone else's.  

 

Thanks again for this addition - we've been waiting for this one a long time and it makes Planner much more useable. 

Occasional Visitor

It seems that I can only get the entire plan. I would like the ability to only see my due dates show up in outlook calendar.

Microsoft

@ANANDAVADIVELAN VIJAYARAGAVAN  @Rob Bowman Outlook refreshes the feed every 3-4 hours, so you won't see every new task right away.  It can sometimes take a little longer, but it should never take more 24 hours to see the updates.  

 

@Igor Karon When a plan owner publish the iCalendar feed, it creates a URL that's basically a long random string of characters.  It works similar to many file sharing services, in which sharing the file generates a link URL and "anyone with the link can view/edit the file." 

 

@Jennifer Thorimbert Thanks for the suggestion on adding Assignee information to the details.  We'll take a look to see if we can add it in a subsequent update.  

 

@Andrew Russell If you visit the "My tasks" view, you can also add that to your calendar.  This will show you all the tasks assigned to you on your calendar.  We do not yet support only seeing the tasks assigned to you in a specific plan though.  

Great feature! Missed this greatly :)

 

By the way, I am having an issue with Czech language diacritic. Many symbols that appear in Planner without an issue are replaced or omitted in Outlook Calendar (both OWA and desktop).

 

PS: I have tried uploading the image through Photos button, but am getting "Your post has been changed because invalid HTML was found in the message body. The invalid HTML has been removed. Please review the message and submit the message when you are satisfied." error :/

Frequent Visitor

I followed the simple steps and I do see the Planner "test" task in my Outlook 2016 calendar but when I make a simple change to the due date in Planner the changes have not been reflected in the Outlook calendar and and I've been waiting over 3 hours already and it has not been updated.

Occasional Contributor

@Eray Chou (I get an error what using the @mention) - So it means that if somebody will forward this link on purpose or accidently we cant control who will have access to it... It should follow the Teams permissions - if you are not a member you cannot see any tasks.

Contributor

@Eray Chou - just a follow up - it seemed some of my tasks did not show up because I added no start or end date. :) My bad...

Contributor

I agree, @Igor Karon - If the link is open opens access to anyone who has it, I'm not sure that offers any value to my organization. Overall I do like the concept of "participant" and "watcher, but the rest of teams doesn't have the "watcher" capability... so when it comes with only the calendar that's not helpful.

Occasional Contributor

The calendar is not updating for me neither. It has been about 6 hours since I created a new task and it still isn't in my Outlook calendar. It is not a very useful feature until the syncing is dependable.

@Steve Palmo Indeed, it seems the task is only sent to Outlook upon initial creation and that any change to it is not reflected. Basically it works like Flow, only in one direction.

 

@Jason Drew In order to see tasks from My Tasks in Outlook calendar, you also need to Publish the specific Plan in which those tasks were assigned to you for them to be allowed to appear in Outlook.

Occasional Contributor

@Michal Šenkeřík  I did publish the specific plan. My tasks did end up appearing in my calendar but it took a very long time. This feature would be much more useful it the calendar synced every time a new task was created. As it is currently, if I created a task that was due in a few hours, my team would not notice it until the next day when it was too late. 

@Jason Drew Ah, I see. Indeed, so did mine.

 

@Eray Chou Dear sir, a personal feedback on things I suggest for consideration as essentials to be fixed/enabled:

  • Send new task to Outlook calendar - speed of sync (should happen instantly, max in 10-15 minutes, otherwise often useless), or at least a button for manual sync
  • Two-way communication of tasks (Sync with Outlook Tasks or a "Complete" button/"Click here to complete task" link in the Outlook event created
  • Outlook event update upon Planner task change (for example change in deadline)

Kind regards,

Mike

Occasional Visitor
Thank you! This multiplied the value of planner five fold:-)
Occasional Contributor

I am a bit confused. Why do we need an addin from an external partner to connect Microsoft Outlook to Microsoft Planner. If I am not mistaken, to get this feature you have to buy an extra subscription?  

Occasional Contributor

@Petra Van Horen You don't need an external addin, you can add Planner to your Outlook calendar through the Planner web app. However the sync delay makes the feature rather useless for the time-being. 

Occasional Contributor

Thanks for the information.

It is not so intuitive for simple people like me. But once I knew it was possible I was able to locate it.

You have to be in "MyTasks", click on the … to make the option appear, publish to make available for "everybody" (which I found rather strange) and there it is. 

 

Or did I again miss something crucial?

Occasional Visitor

Hello @Eray Chou

 

I started to use Teams, Planner and the Microsoft Online features and it's great! My comment is aiming to share the need and my business situation behind them.

 

The feature in this thread is great but not yet enough. Here's why : I'm facing the difficulty to convert my Team from Tasks to Planner. They like the features and the look and feel of Planner, but prefer Tasks because of the integration with Outlook Calendar and One Note. This way of using Tasks is widely spread in my company.

 

The list of features here under is the requirement to make Planner a full win win between team members and team leaders. Team members keep all the functionalities that help them to save time just like Tasks and leader get the ones helping to steer coming with Planner.

 

@Michal Šenkeříkhas summarized most of the need I see myself, therefore I'm quoting him. (Thanks) I also added 2 of my own :

 

  • "Send new task to Outlook calendar - speed of sync (should happen instantly, max in 10-15 minutes, otherwise often useless), or at least a button for manual sync"
  • See only the "not completed" tasks or being able to choose what to display in Calendar.
  • "Outlook event update upon Planner task change (for example change in deadline)"
  • "Two-way communication of tasks (Sync with Outlook Tasks or a "Complete" button/"Click here to complete task" link in the Outlook event created"
  • Create a Task in Planner thanks to a Flag in One Note.

 

Regards,

Philippe

It's a great future!

But it would he helpfull if i could add all my tasks from all plans i am member or owner to outlook calendar. How can I do that?

Occasional Visitor

Just confirming after opening a ticket through the O365 support team that web linked calendars to Planner are known not to update at this time.  They did not have an estimated fix when I spoke with them, but I have a callback on Monday (June 8, 2018).  If there's no significant progress, we'll open an inquiry through Microsoft Partner Support to see if we can get a line to the developers.  This has apparently been a known issue for a while...