SOLVED

Planner vs To-Do

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Occasional Contributor
Microsoft just released To-Do, a task app that will eventually replace Wunderlist. When should we use Planner and when should we use To-Do? Thanks for the help.
79 Replies
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Simple answer right now, Planner = Group Tool, To-Do = Individual personal tool
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Totally agree...Planner is for managing tasks of a Group of people and To-DO is for managing personal tasks
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Have a look at the image in my blog post here: https://thecloudmouth.com/2017/04/20/first-experiences-with-microsoft-to-do/ which shows where Wunderlist, Planner and Project Online fit in.

Obviously as To-Do gets more features that graphic will be updated to replace Wunderlist.

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What isn't clear from the announcement is if you'll eventually be able to view Planner tasks in To-Do and Outlook. We'd love to use Planner for team tasks, but its impossible when the tasks just sit in their own little silo and you can't see them alongside all the other stuff you've got to do.

 

If the roadmap means its possible to view all your tasks in one place (regardless of it they are 'personal', 'work', 'team' etc) then To-Do will be brilliant.

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That was a great blog post.

Hope MS brings some decent sharing ability to To-Do, then our company can quit using Todoist.
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Yeah agree. But Planner is nowhere close to doing what we want (well it's pretty close but our trial users thought it missed a couple of key features) so if you can just convert an email to a To-Do, share that To-Do and have importable templates, I think To-Dos will do ☺
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I really hope our company enables To-Do in O365. I really want to test it out. That or make planner mobile lol
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Good news, planner was just released for mobile. Bad news: planner tasks are still in a silo and cannot be shared. Neither can To-Do tasks.

Bring us some cohesion in the Microsoft task management ecosystem!!!!!
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Is there any integration betweel To Do and Planner?  I want to be able to see all my tasks in one place.  Planner has the "My Tasks" view but does that show my tasks from To Do?  I don't want to have to use two completely unrelated apps to manage tasks just because some tasks are related to the team I work on and some are personal tasks I need to get done.  Is there any way to link the two together?

 

I wish I could go into the My Tasks area in Planner and add a task so that it wasn't associated with a team/group...

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Not at this point. Hopefully one day there will be, but it doesn't appear to be on the roadmap. To Do is just Outlook tasks anyway, so while a SharePoint task list can be integrated into Outlook tasks and therefore To Do, Planner is out on its own.
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If I "assign" Tasks in outlook, do they become To Do tasks in O365 for the person I assign it to? or do they become a "Planner" task?

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They become To Do tasks...at this point there is no integration between Outlook Tasks and Planner Tasks
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I Agree
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Agreed. I think that most of the users that have already Wunderlist and Office365 only will move to To-do if we find that actually has a good integration, which is the feature making MS Office365 an outstanding set of tools. Workspaces where you can have Teams and Power BI... reading across... we busy insiders pushing towards the implementation of these tools across our company need the help of a really top-performance 'ultimate' to-do list! :) as simple as this one seems to be but with full connectivity to the rest of the suit. Thanks

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Hi all,

 

We recently held a few demos and breakout sessions at Ignite 2017. We are working with Planner on integration scenarios already and hope to release something for you soon :)

In the meantime, here's a link to our session at Ignite on this topic: https://myignite.microsoft.com/videos/53579

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This looks fantastic and is the type of integration I've needed for years. The main flaw in the thinking appears to be that Planner tasks go into a single list in To-Do which is illogical as there needs to be a list for each plan. Without this I suspect you'll be overwhelmed with tasks in the My Planner list.

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I think it would be more powerful with the option of choosing a list and integrating a #tag based on the plan.

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Hey Patrick,

 

Would you mind sharing an example or two of what you envision? I want to make sure we understand your proposition :)

 

Best wishes,

Timo

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For example the Plan is named after a project number #12345

In To-Do there are only a few lists "Work" & "Personal" link Planner to one and in the To-Do title input #12345.

Having less lists in Wunderlist has been easier to manage and if a task from planner were to be populated in Wunderlist having it added and in the title #"ProjectNo" would allow the quick filter for those project related tasks. I can also see the desire other may have for linking a plan directly to a specific To-Do list but in my years of using wunderlist I found it better to simplify with less lists.

Also, as mentioned To-Do (Wunderlist) is a powerful personal task list while planner is for groups/teams. If it worked that it was the tasks assigned to you through planner that were put into your To-Do would be great.
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Can we also have some sort of integration / client web part component to surface the underlying list data on a SharePoint page (Modern / classic). We could create our own if the API to this is exposed.

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Thanks for elaborating!

 

Your last sentence describes what we envision quite closely. As touched on in the presentation I shared above, we prototyped a "Planner" list in To-Do that has a copy of everything you see in your "My Tasks" view in Planner, with the respective plan/group it belongs to in the subheader (where a to-do's parent list is usually displayed).

This would accomplish having less lists overall, like you prefer, versus one list per plan as some have suggested. I like the #tag idea as well for grouping/sorting, but we would need to think the approach through more deeply. It works for projects named after #'s, of course, but not if you end up with tags like #firstnationalbankQ1advertisingcampaign :)

 

Timo

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Hey Ayshwarya,

 

The Outlook Public REST API will accomplish just that, assuming you can figure out how to get the appropriate tokens needed to push and pull data. Though we use an internal version, this is essentially the same API we use to store to-dos in Exchange Online and thus power the Outlook Tasks integration.

 

Best,

Timo

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Hi Timo, 

 

Thanks for the update related to integrating Planner into To Do. 

Has that functionality yet been released? 

 

With thanks!
Bud

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Yep. To-Do is tool for individuals and planner is tool for groups . But group is sum of individuals. Have to minimize double "markings". True?

Some kind of integration is needed. (May to take third tool in use - put those in "flow"? - if nn (at)company.com mentioned in planner then make todo to nn(at)company.com)

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Hey Bud,

 

Not yet. Both product teams are investigating some infrastructural changes that would enable a more straightforward and deeper integration down the line. We'll keep you posted.

 

Timo

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If your company doesn't enable To-Do, you can still try it out if you have a personal Microsoft account. Just go to www.todo.microsoft.com and login with your personal MS account. You can also download the app from the Microsoft Store for your PC or phone.

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MS task are like Google chat apps. :)
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Hi Timo,

 

We are really keen to know when this Planner and ToDo integration will be available.  Is there somewhere where we can vote for these roadmap functionality items?

 

Thanks,
Rich

 

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You ar absolutely right. It would be awesome the planned tasks assigned to us could appear on our to do lists automatically. 

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Hi Timo,

 

Can you imagine an additional integration of Planner and Outlook Calendar, at least one way? I mean, all the Planner tasks allocated to me and that have a deadline to be shown in a single calendar? the two-ways interaction may be streamlined if any "deadline" in this Planner calendar simply brings you to Planner landing site online, nothing complicated and it would be enough, they are for the Team/Group and just posted there, so why would we need to modify them from Outlook interface, right?

 

The "Planner" calendar that I envisage would contain all tasks allocated to you that have a deadline across the different plans, in which you can select which plans to show/hide maybe. In fact, now I realized that could be properly called "Planner hub calendar" :) so plans you have NOW favourited in your Hub would show up, so then you can centralize the show/hide control in the planner app site rather than in Outlook Calendar.

 

This would be a great way to avoid the clutter of Groups calendars (now we have one every time we set an MS  Team)  in "My calendars" folder. I don't use them since there are not so many appointments in one project/team to justify the display of an entire calendar, especially because these appointments already show up in my personal calendar when I'm invited to a meeting, so it makes sense that they are simply included there and not to show dozens of calendars (yes, I'm that busy!... X-) 

 

Thanks for considering

Javier

 

PS: Desktop version of Planner soon please! either standing alone or integrated with the existing ToDo one! when you do this I will go for Windows 10 :) :)

By the way, I'm missing so much to have the possibility of adding items to one specific task in TODO app, so that you can see the breakdown and have an easy way to distinguish between typical small task standing alone 15 min and Big tasks that contain such step by step or minor component like in Wunderlist 

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Hi Javier,

 

I don't work on Planner so while I like your idea, I can't comment on whether or not something like that is planned or not :)

What I can tell you is that we are already working on the subtask feature you mention below for breaking bigger tasks in To-Do down into smaller chunks and hope to release it very soon :)

 

Cheers,

Timo 

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While Planner = Group; To-Do = Personal. Believe it or not, Group planning involves people, and their contribution to the group becomes a personal task. Which I'd like to have show up in Outlook Tasks and my To-Do app.

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I could JUST use Microsoft 365 without the add ins if to-do and Planner my tasks would just talk to each other! Please!

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Hi

 

Here is where you can vote for this integration between Outlook Tasks and Planner.

 

https://planner.uservoice.com/forums/330525-microsoft-planner-feedback-forum/suggestions/11037114-in...

 

Rich

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We solved it by each having a personal Planner-plan. That way everything collates in your Planner-hub.
Do you see any drawbacks with such a way-of-working?

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I'm pretty sure that when you create a Plan in Planner, it also creates an Office 365 group to go along with it since they are meant to be used by multiple people.  If you have each person create their own plan, you just going to end up with tons of Groups that don't serve any real purpose.

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True. But comparing trying to make people having two different places to go for their tasks, that's minor. Since we get one group for each project the list is quite substansiall anyway, everybody just works from their list of Favorites.

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Thank you for the suggestion.  That is a good approach however I am wanting to use To-Do because it works PERFECTLY with David Allen's "Getting Things Done" method.  If I could pull the next actions from Planner as my project listing and organizer into the appropriate list in To-Do I am golden.  Also really like the ease of use of Microsoft To-Do.  Found something interesting that even the Microsoft team hasn't mentioned anywhere in this forum.   Here is a link to a demo that shows plans to integrate the two and it is perfect!  The entire video has some good content but if you go to 33:33 they explain integration between Planner and To-Do with new code just for demo but meant to show what is coming.  Not sure why this link isn't clickable but if you copy and paste is will work.  This is EXACTLY what I need for "Getting Things Done"  I can pick and choose from My Tasks in Planner what I want to do today with my other personal tasks for the day. 

 

https://youtu.be/DKsyIj4vYwM

 

Please Microsoft!!  This is perfect - simple and useful.

 

E.

Led by the Microsoft Planner and Microsoft To-Do product teams, learn about the latest updates and features to Office 365 task ecosystem including integratio...
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It is the grouping of the tasks that I like in To-Do. I believe in Planner it is one large list of My Tasks.

E.
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How does that solve the actions that you need to track against emails and in your personal calendar in Outlook?

 

Tasks created in OneNote go to Outlook and not To-Do?  So Planner is great, but will be better when linked to Outlook/ToDo tasks for personal task tracking too.

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I've generally found that teams are more effective when the tasks an individual takes on in their project work are easily referred to in their personal task list.  Having to check more than one place for priority tasks (and for maintaining progress updates) lowers productivity.

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@Stuart Bruce wrote:

What isn't clear from the announcement is if you'll eventually be able to view Planner tasks in To-Do and Outlook. We'd love to use Planner for team tasks, but its impossible when the tasks just sit in their own little silo and you can't see them alongside all the other stuff you've got to do.

 

If the roadmap means its possible to view all your tasks in one place (regardless of it they are 'personal', 'work', 'team' etc) then To-Do will be brilliant.


I agree, having a consolidated platform where personal tasks can be managed is key to maximising personal productivity alongside team related tasks.

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I agree the separation makes it too difficult to use. People are not willing to look in multiple locations. Planner and Teams work well, and Outlook and To-Do work well, but the integration between these pairs is lacking.

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From the look of this video it is coming soon

https://youtu.be/DKsyIj4vYwM

view from location 33:33

shows Planner tasks as a choice for my day in To-Do

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It doesn't, at least not 100%

But my work is very little in the way that I can solve it by myself, almost everything needs to involve other functions, so either I can reply/solve a mail-query directly, or I need to specify it better than Outlook allows anyway, so I ctrl+c ctrl+v the necessary parts to Planner, add my own definitions and so on.

I do use the flags in Outlook as to be able to postpone smaller tasks to the near future, but anything demanding is moved into planner, no mather if it's for myself or for a project.

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how does Microsoft To-Do Steps work with Planner?

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Words cannot express it, so here ist a .gif instead: :)

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Solution

This thread has been viewed over 27,000 times.

 

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Glad @Howard Crow liked this response xD