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Microsoft

We’ve received a lot of great feedback on Planner notifications from our users, and over the last few months we’ve rolled out some updates to address this feedback. Here’s more information about the specific changes: 

 

Improvements on who receives task comment email notifications

Previously, whenever a user posted a task comment, a notification was sent to the inbox of all plan members subscribed to the plan’s group. This meant lots of users received comment notifications on tasks not relevant to them. Due to this behavior, a common refrain we’ve heard from customers is “I’ve started using Planner, but these task comment notification emails are too much!” We’ve recently rolled out an update to Planner’s integration with Groups to directly address this.


This update changes the behavior so that users will no longer receive comment notification emails in their inbox for tasks they have never commented on.  Therefore, if you have never commented on a Planner task, and have no plans to comment on it in the future, you should never receive a comment notification in your inbox for said task.


However, when you do post a comment on a task, you will receive email notifications in your inbox for each subsequent comment made on that task (even for comments made by other users). We believe this behavior better scopes the notification audience to those who are most relevant to the task.


Please note that the above behavior only applies to task comments submitted from within the Planner apps. If you choose to “reply all” to the comment notification email (in Outlook or another email client) to add a task comment, all plan members will receive a comment notification email.


You can still check the group mailbox to see the email notifications for every task comment made in a plan.

 

Adding more context to the comment notifications

The email subject line for comment notifications now includes the task name and clearly notes its contents. (Pro tip: you can now construct email rules to route comment notifications to a specific folder since the subject line should always contain the words “comments on task”).


Within the email notification itself, we’ve included the task and plan associated to the comment, as well as deep links for users to directly open the task in Planner to reply. These links are located at the end of the email. (Pro tip: If you choose to reply to the email notification to add a comment, make sure not to reply all if you don’t want your comment to send a notification to all plan members!)

 

This email notification is sent for the first comment on a task.This email notification is sent for the first comment on a task.
This email notification is sent for each reply to a task comment.This email notification is sent for each reply to a task comment.

 

Improved plan notification settings

Our team has updated our notification settings to more cleary define what each options does and makes it easier to configure your notifications.

 

For each plan, opening the “Plan settings” under the “…” menu will show the group email settings for said plan. This is where a group owner can control whether group email notifications are sent when a task is completed or assigned. We’ve also added some information to help guide users to their “group settings” if they want to stop all group email messages from reaching their inbox. Since the options under “group email settings” apply on a per plan basis, a user must visit Plan settings for each plan they are a member of to adjust them. 


Plan settings screenshotPlan settings screenshot

 

We’ve also added a link to “Planner notification settings” inside Plan settings. This link directs the users to where they can adjust their preferences for the types of notifications which are sent to them across all their plans. 

 

Planner notification settings screenshotPlanner notification settings screenshot

 

 

For more information on how our notifications work, please consult our Planner notifications help article.


Let us know what you think about these updates below, and as always please submit ideas for improving Planner through our UserVoice page.

 

69 Comments
Regular Visitor
You know, it may be a bit difficult.. But, an admin setting for "Only send email notifications to assigned users" would be nice. But that would be too logical and we know Microsoft has lost all logic. lol
Occasional Visitor
This functionality seems to have been removed. Please update it with more robust comment notification options as many others have noted. The last "solution" was poorly conceived.
Occasional Visitor

Adding my concerns to the pile...

 

More Notification options!

 

We are trying to centralize work within Teams, and the fact that Planner App integrated into a channel does not push notifications to teams but instead makes you go to your email, is frustrating.

 

We have work arounds in place but have more options on when and how to be notified would be appreciated!

Senior Member

@Charlie Tran any news on the implementation of @mention? this would be a great feature. Without this planner is useless.

Even this forum as the functionality built-in.

Occasional Visitor

Hello Microsoft,

 

Can you please explain how this is not relevant to "Planner comment notifications and settings"?

Is it beacuse it would be too useful as a feature and you want to be more like Apple (which has an uncanny ability in making things crap)?

Or because you are to embarrased that you overlooked it as a useful feature?

 

I haven't been using teams for very long and am not sure what it used to do but really stuggle to understand the "logic" for deciding to include only people who have previously commented on a task in the email notifications... just crazy really.

 

 

From Deleted, not applicable....

"Can you please, please incorporate a setting that sends email notification updates to all users who are 'assigned' on a task?

 

This would avoid the following scenario that leaves me frequently banging my head against the desk:

 

  • Colleague A assigns Collague B a task in Planner
  • Colleague B receives email notifying them that task has been assigned to them.
  • Colleague A leaves a comment on the task asking for an update from Colleague B
  • Colleague B doesn't receive an email notification because they haven't yet commented on the task, and is not aware that Colleague A needs an update.
  • Colleague A chases up Colleague B by email asking them to look at the task in Planner.

 

Very simple update and easily accounted for I hope..."

Occasional Visitor

Got notified today that Planner is changing to Tasks within teams starting in May.

 

You can read it here --> https://www.microsoft.com/en-us/microsoft-365/roadmap?filters=&filters=&searchterms=57213

 

We'lls ee if this works better!

Visitor

Is essential that in a task you can notify someone in particular in a comment so you don't fell that you are talking to a board. The same happen with files in comments, referring your comment to a specific file makes clearer what you want and people don't have to guess what you talking about.

Occasional Visitor

Thanks for your responsive to community needs. It would help our team to include a little more granularity to the e-mail notification system:

 

  1. Option to disable all group level notifications
  2. Option to send a notification only to those assigned to the task that a new comment or update was made (updates could include notes, dates, bucket, priority, assignees, etc.)
  3. Option to send a notice to those assigned to the task that a comment was added, but to not include the contents of the comment. Some of our comments are detailed, and it's better for our team to keep these in the Tasks instead of distributing them across e-mail.

Thanks again for your help.

Occasional Visitor

We have hundreds of users in many of our O365 Groups that are attached to plans in MS Planner.  These members may or may not use the MS Planner piece, yet they get spam email from every comment/action made in MS Planner.

 

Why is there not a way to disable email spam blast to hundreds of members when only a sub group needs to receive them.  Does Microsoft think it is realistic to ask hundreds of users to disable their notification within MS Planner?  They still want emails from conversations, not every single task comment.

 

Strange that Microsoft thinks this is how we want to work off of planner.  Just make a setting to disable comment emails for users not assigned to the task.

Occasional Visitor

We have hundreds of members in our O365 Group that is attached to plans in Microsoft Planner. What use case calls for hundreds of emails to be sent out when a simple comment is made on a task. Many O365 Group members are a part of the group for other reasons that to use planner, why do they need to be notified of a task comment?


Strange Microsoft thinks this is a good way to configure notifications. It is not realistic to ask hundreds of users to go into Planner and disable email notifications. Instead...they just get spammed for task comments they know nothing about.

We have stopped using MS Planner enterprise wide until the configuration notification settings are changed.

Occasional Visitor

Please give us the option when someone comments in a Task, the whole group in that Task gets a email notification.

Contributor

It has been 2 years and still nothing...

Regular Visitor

Just need a simple option added. "Notify only project members with updates" 

Visitor

teams-planner.jpg

Occasional Visitor

Is there any way to get a standard update from Microsoft on the teams/planner notification options? 

Regular Visitor

Has this been updated or changed? 

Regular Visitor

Still a major problem.  When there is a comment on a task, an email notification is sent to the assigned user(s) AND EVERYONE ON THE TEAM.  There is no way to stop that it seems. So if you have 100 people on your team and there are 2 people working on a task that has NOTHING to do with the other 98 people, they get spammed. This causes people to create rules that tuck comment emails into folders, making these comment notifications pointless. 

Occasional Visitor

Hello,

 

Has anyone tried to follow the instruction 'You can also reply to this mail to add a task comment'?  

I have and I can't get it to work, plus I don't see how it will work as the mail is sent to me and a distribution group of users that are associated with the task (the team in the case of a planner in being used in Teams), but never to an engine that is going to pick up the planner comment I reply with.

 

ChrisAyers_0-1600685775692.png

Is the option real and my config is broken, or just a figment of a programmer's imagination? 

  

Occasional Visitor

Hi all,

I second what ChrisAyers mentioned, and the reason I came here looking for an answer.

We have multiple plan task members, and more often than not, when a member gets an email about a plan task comment or question, they follow the instructions, and simply hit reply in Outlook, which means their reply is NOT captured in the planner task. Awesome recipe for people being misdirected and/or information being lost.

 

Have to ask why bother having those instructions in the email? More to the point, if Microsoft programmers can't get that bit working, would it not be more prudent to simply have the email state "someone has made a comment/added something to a task you are involved in, click here to open the planner task to view the information"? That way it will keep the "paper trail" of information in the one location, which after all is what Microsoft/Office 365, Teams, is all about isn't it?