From Chalkboards to Cloud: How the Greater Austin YMCA Is Transforming Child Care Through Technology
How do you launch a first-of-its-kind childcare model in a rapidly growing city? For the Greater Austin YMCA, the answer was bold: a sweeping digital transformation powered by Microsoft tools like Teams, OneNote, and PowerApps. The result? Seamless collaboration across departments and the successful launch of two YMCA Tomorrow Academy TM early education centers—innovative, tech-enabled learning environments designed to meet one of the community’s greatest needs. A New Vision for Early Childhood Education The YMCA Tomorrow Academy is more than just childcare. It’s a nurturing, purpose-built space where children from six weeks to five years old can thrive. The curriculum emphasizes early literacy, STEM, creative arts, and nature play—supported by the YMCA’s holistic Constellation of Care TM model, which includes family wellness, nutrition, hygiene, and parent-teacher engagement. But building these centers require more than vision—it demanded real-time contributions and detailed collaboration from every department across the Greater Austin YMCA. The Digital Pivot That Made It Possible Before 2021, the YMCA’s operations still included many cumbersome analog components. Staff drove to meetings, shared paper documents, and relied on walkie-talkies that often failed. That changed when Kathy Kuras became President and CEO in February 2021 and brought her experience from the YMCA of Greater Boston, where she had helped modernize operations with Microsoft’s support. Kuras and her leadership team partnered with Microsoft to overhaul the Y’s technology footprint, introducing tools like Teams, OneNote, and BizApps to connect staff across locations and streamline workflows. “These tools are central to the hub of the work that gets done,” says Kuras. “They make work more efficient, respectful of people’s time, and intuitive.” From facilities to marketing to classroom staff, everyone became part of a unified digital ecosystem. “Our staff would say, ‘Our CEO uses this, our CMO uses this, and I’m a teacher and I’m using it now,’” says COO Shaq Brown. “That togetherness was a big culture shift.” A Child’s Words That Say It All When 4-year-old Lennon Pool told his mom, “I love it here,” after his first day at the Dove Springs YMCA Tomorrow Academy, it was music to her ears. His mom, Andie Connors-Pool, is also the Director of People at the Greater Austin YMCA—and deeply involved in the Academy’s development. “There have been times my kids don’t want to leave at the end of the day,” Connors-Pool says. “They’re just hugging on their teachers. You don’t get that everywhere.” Thanks to Microsoft tools, teachers can now update curriculum, track enrollment, and communicate instantly. “Gone are the days of broken walkie-talkies,” Connors-Pool adds. “Now, if someone needs a break, they just send a quick Teams message.” A Model for the Nation The success of the YMCA Tomorrow Academy has already sparked interest from other YMCAs across the country. “They’re knocking on our door,” says Brown. “We’re still iterating, but the interest is real.” With plans to launch four to five more academies by 2030, the Greater Austin YMCA is focused on placing them in communities with the greatest need. The challenge now is securing funding and building partnerships to scale the model. “It’s a first-of-its-kind for us in Greater Austin,” says CMO Sarah Inbau, “with the potential to scale across Texas—and nationally.” Technology That Feels Like Home At the heart of this transformation is a simple goal: to make families feel supported, safe, and connected. The YMCA Tomorrow Academy is proof that when technology, teamwork, and heart come together, extraordinary things can happen. From chalkboards to cloud-based collaboration, the Greater Austin YMCA is building a future where every child has a place to thrive—and where a child’s joyful “I love it here” is the ultimate measure of success. To learn more about the YMCA Tomorrow Academy and its impact, visit: How a technology overhaul helped the Greater Austin YMCA fill a childcare gap - SourceEmpowering Nonprofits to Strengthen Digital Defenses
Did you know October is Cybersecurity Awareness Month? It’s the perfect time for nonprofits to strengthen their digital defenses and build a culture of security. This year’s theme— “Cybersecurity first, stay safe always”—is a powerful reminder to prioritize digital safety in every aspect of your mission. Whether you're protecting donor data, securing service delivery systems, or educating your team, cybersecurity is foundational to trust, resilience, and impact. What to Expect in October Throughout the month, Microsoft Elevate will be sharing a curated collection of resources designed to help nonprofit organizations build awareness, strengthen defenses, and elevate cybersecurity capabilities across their teams. Please see the resources below to explore and share with your teams: Cybersecurity Awareness Month Website - Explore best practices, infographics, videos, guidance tailored for organizations and individuals—and discover training and learning resources to build cybersecurity skills. Live: October 1, 2025 Link: https://aka.ms/CybersecurityAwareness Be Cybersmart Kit: - Infographics and tips to help your team stay secure in the age of AI. Live: October 1, 2025 Link: https://aka.ms/BeCybersmartKit Skilling Opportunities for Nonprofit Teams Cybersecurity is a shared responsibility. These free learning pathways and scholarship programs are designed to build skills and confidence across your organization: Career Essentials in Cybersecurity – LinkedIn Learning pathway with certification Link: https://aka.ms/Cyber-Pathway Securing You – MS Learn Pathway – Basics and Zero Trust modules Link: https://aka.ms/Cybersecurity_PreFundamentals Women in Cloud – Coursera access, mentorship, and certification vouchers for women in the US Link: https://aka.ms/WiC Last Mile Education Fund – Scholarships for US community college students pursuing cybersecurity careers Link: https://aka.ms/Cyber-Scholarship Why It Matters for Nonprofits Nonprofits are trusted stewards of sensitive data and critical services. Cybersecurity isn’t optional—it’s essential. By participating in Cybersecurity Awareness Month, you’re not just protecting your systems—you’re protecting your mission. A Final Word Cybersecurity isn’t just a technical priority—it’s a mission-critical responsibility. For nonprofits, safeguarding digital assets means protecting the communities you serve, the trust you’ve built, and the impact you strive to make every day. This October, let’s move beyond awareness and into action. With the right tools, training, and support, your organization can lead with confidence and resilience in an increasingly digital world. Together, we can make cybersecurity second nature—because when nonprofits stay secure, missions thrive. What’s Next As Cybersecurity Awareness Month continues, we’ll be spotlighting key insights from the upcoming Microsoft Digital Defense Report - a trusted annual resource that dives deep into emerging threats, evolving attack patterns, and actionable strategies tailored for nonprofits. This follow-up feature will offer timely intelligence to help your organization refine its security posture and stay ahead of the curve. Together, we can ensure nonprofits stay secure—so their missions continue to change lives.How to Enable Transcription in Microsoft Teams: A Quick Guide to Smarter Meetings
Transcription in Microsoft Teams transforms your meetings into searchable, readable text—making it easier to review conversations, follow up on decisions, and stay organized. Whether you're using it for accessibility, documentation, or productivity, enabling transcription is simple once a few key requirements are met. Requirements Before Enabling Transcription: Scheduled Meetings Only: Transcription is available only in meetings scheduled through the Teams Calendar—not ad-hoc calls. Desktop App Required: You must use the Windows or macOS desktop version of Microsoft Teams. Transcript Storage: Transcripts are automatically saved to the meeting organizer’s OneDrive for Business. Premium Features: If your organization has Teams Premium or Microsoft 365 Copilot, you may also gain access to Intelligent Recap and auto-generated meeting summaries powered by AI. Once these requirements are met, you can enable transcription during your meeting or configure it to start automatically by adjusting settings beforehand. Enable Transcription and Recording Before the Meeting Step 1: Schedule Your Meeting in Teams Go to the Calendar tab in Teams. Click New Meeting. Add title, participants, and time. Click Send to schedule. Step 2: Enabling Transcription and Recording: Open the scheduled meeting in your calendar. Click Meeting Options. Toggle Recording & Transcription toggle to On. This will automatically start recording and transcription when the meeting begins. Step 3: Start the Meeting Join the meeting using the Teams desktop app. Step 4: Access Notes After the Meeting Go to the meeting chat or calendar event. Click the View Recap button and go to the Transcription tab. Enable Transcription and Recording During the Meeting Step 1: Start the meeting Join the meeting with the Teams desktop app. Step 2: Start Live Transcription Only Select More actions *** in your meeting controls. Select Record and transcribe > Start transcription Confirm the language everyone is speaking in the meeting. Select Confirm. All participants will see a notification that the meeting is being transcribed Step 3: Access Notes After the Meeting Go to the meeting chat or calendar event. Click the View Recap button and go to the Transcription tab. Downloading a Transcript After the meeting ends, the transcript is available in the meeting event on the calendar. By default, organizers and co-organizers can download it as a .docx or .vtt file. You may also be able to give others permission to download a transcript, depending on policies set by your IT admin. To download a transcript: Select Chat in Teams Open the past meeting chat. Select View Recap. Go to the Transcript tab and click Download. Choose the file format you prefer. Want to Hide Your Identity in Captions or Transcripts? No problem! Microsoft Teams allows users to anonymize their name in meeting captions and transcripts. This can be configured in your Teams settings or by your IT admin, depending on your organization's policies. In conclusion, make Every Word Count with Teams Transcription! Whether you're leading a project, hosting a training session, or simply trying to stay organized, enabling transcription ensures that every word is captured, searchable, and actionable. From setting it up before your meeting to downloading transcripts and customizing privacy settings, Teams make it easy to turn conversations into lasting insights. So go ahead—start transcribing and let your meetings work smarter for you.From Handshakes to AI: Toastmasters Evolves for a Global Future
For over 100 years, Toastmasters International has helped millions conquer glossophobia—the fear of public speaking—through live practice, structured feedback, and a strong sense of community. From local club meetings to international conferences, the nonprofit has built a legacy of empowering voices. Now, it’s embracing a new chapter: AI-powered transformation. Tradition Meets Technology Toastmasters is proving that tech and tradition can thrive together. With clubs in 150 countries and a growing global membership, the organization is modernizing how it connects, supports, and grows. From streamlining call center operations with Microsoft Omnichannel to editing educational materials with Microsoft 365 Copilot, Toastmasters is leveraging digital tools to enhance—not replace—the human touch. “Toastmasters is about human beings connecting with human beings and technology is helping us do that.” — Jason Caldwell Club Quality and Member Support Manager Smarter Support, Seamless Experience With just 30 call center staff serving 270,000 members worldwide, Toastmasters needed a smarter way to manage interactions. Enter Dynamics 365 Customer Service and Copilot-enabled Contact Center—a unified platform that centralizes calls, chats, and emails, giving staff a complete view of each member’s journey. Generative AI now summarizes conversations, manages cases, and even frees staff from typing during calls, allowing them to focus fully on the person behind the question. “It connects all the dots, giving everybody the information they need when they need it.” — Jason Caldwell Self-Service That Scales Toastmasters also adopted Dynamics 365 Finance and Operations, enabling members to join and pay dues online for the first time. This shift improves security, accuracy, and accessibility, especially for younger members who expect digital-first experiences. “It the twenty-first century, so we need to digitize the experience for our members.” — Heidi Hollenbeck, COO and CIO Meet Ora Tor: AI That Listens and Learns To further enhance member support, Toastmasters built Ora Tor, a generative AI chatbot using Microsoft Copilot Studio. Ora Tor draws from a rich knowledge base curated by staff, offering 24/7 answers to common questions and reducing barriers to engagement. Opening Doors to the Future Digitization isn’t just about efficiency—it’s about inclusion and growth. By offering a modern, tech-enabled experience, Toastmasters is attracting a younger, more diverse demographic, while making it easier for current members to stay involved. “Digitizing helps us open our doors to more people.” — Diana Passow, Marketing and Communications Director A Century of Impact, Powered by Innovation From handshakes to AI, Toastmasters is evolving to meet the needs of a global future. With Microsoft Dynamics 365 and Copilot technologies, the organization is scaling its mission, strengthening its brand, and continuing to empower speakers worldwide. To learn more about how they’re using AI to empower speakers worldwide, please visit: https://www.microsoft.com/en/customers/story/23396-toastmasters-international-dynamics-365-customer-serviceWhy OneDrive Is More Than Just Cloud Storage
When people hear “OneDrive,” they often think of a simple place to stash files. But Microsoft OneDrive is far more than a digital filing cabinet—it’s a powerful tool for collaboration, backup, and productivity across devices. Whether you're working solo or with a team, OneDrive offers features that make your workflow smarter, safer, and more seamless. 1. Real-Time Collaboration with Office Apps Open a Word, Excel, or PowerPoint file stored in OneDrive and collaborate with others in real time. You’ll see edits as they happen, complete with comments and version history. How to Use: Open the file from OneDrive in your browser or desktop app. Click Share and invite collaborators by email. Everyone with access can edit simultaneously, and changes are saved automatically. 2. Automatic Backup for Peace of Mind Enable OneDrive’s PC folder backup to automatically sync your Desktop, Documents, and Pictures folders. If your device crashes, your files are safe and accessible from anywhere. How to Enable: Open OneDrive settings from the system tray. Go to the Settings Gear and select Settings. Under Sync and Backup, select “Manage Backup.” Toggle on the folder you want to back up and click “Save Changes.” 3. Access Files Across Devices OneDrive works seamlessly across Windows, macOS, iOS, and Android. Start a document on your laptop, review it on your phone, and present it from your tablet—no USB drives needed. How to Use: Download the OneDrive app on your mobile device. Sign in with your Microsoft account. Access, edit, and share files on the go. 4. Version History and File Recovery Accidentally deleted or overwritten a file? OneDrive keeps a version history, so you can restore previous versions or recover deleted files within 30 days. How to Restore: Right-click the file and select Version history. Choose the version you want to restore. For deleted files, go to the Recycle Bin in OneDrive and click Restore. 5. Files On-Demand With Files On-Demand, you can view and manage OneDrive files from File Explorer without downloading them—saving space on your device. How to Use: Open File Explorer and navigate to your OneDrive folder. Right-click a file and choose “Always keep on this device” or “Free up space.” Always Keep on this Device: Downloads the file to the computer and permanently keeps it there. It allows you to have offline access to the file even without internet and is indicated by a green checkmark icon. Free up Space: Removes the local copy of the file from your device but keeps it in OneDrive cloud. Use this option when you want to save disk space and don’t need the file offline and is indicated by cloud icon to show it’s online-only. In conclusion, Microsoft OneDrive isn’t just cloud storage—it’s a productivity powerhouse. From real-time collaboration to secure backups and seamless device access, OneDrive helps you work smarter, safer, and more efficiently. Whether you're a student, a professional, or part of a global team, OneDrive adapts to your workflow and keeps your files at your fingertips.Presenter Mode: Share Content Like A Pro in Microsoft Teams
Let’s face it—traditional screen sharing can feel a little...flat. You’ve got great ideas, compelling visuals, and a message that matters. So why settle for a tiny video box in the corner of a static slide? Enter Presenter Mode in Microsoft Teams: the game-changing feature that transforms your presentations from basic to brilliant. Whether you're pitching to clients, leading a workshop, or hosting a team meeting, Presenter Mode gives you the power to control how your video feed and shared content appear together—so your audience stays engaged and your message lands with impact. Choose Your Presentation Style Presenter Mode offers three dynamic layouts, each designed to elevate your delivery: Standout Mode: Think virtual weathercaster. Your video feed is layered in front of your shared content, so you’re literally part of the presentation. It’s perfect for storytelling, product demos, or any moment where your presence adds punch. Side-by-Side Mode: Your video and content appear next to each other, giving your audience a clear view of both. Ideal for walkthroughs, tutorials, or collaborative sessions where you want to maintain eye contact while guiding viewers through your material. Reporter Mode: Channel your inner news anchor. Your content is framed like a broadcast, with your video positioned in a sleek overlay. This mode is great for formal presentations, announcements, or executive briefings. Customize Your Background Want to add a touch of branding or set the tone for your session? Presenter Mode lets you upload a custom background that complements your theme, company identity, or event vibe. Whether it’s a sleek corporate look or a playful design for a creative workshop, your presentation instantly feels more polished and professional. Why It Matters Presenter Mode isn’t just about aesthetics—it’s about connection. When your audience can see you clearly and follow your content effortlessly, engagement goes up. You become more than a voice behind the slides—you become the storyteller, the guide, the expert. How to Use Presenter Mode Start or join a meeting in Microsoft Teams using the desktop app. Click Share Content in the meeting controls. Select Presenter Mode and pick your preferred layout. 4. Add a custom background if desired. Choose your screen or window to share. And you are ready to go! Pro Tip: Practice switching between modes before your big presentation. Each layout serves a different purpose and knowing when to use which can make your delivery feel seamless and intentional. In conclusion, with Presenter Mode in Microsoft Teams, you’re not just sharing content—you’re commanding attention. Try it out in your next meeting and see the difference for yourself.Tag, You’re It: Wrangling Communication in Microsoft Teams
In the ever-growing jungle of workplace chats, channels, and notifications, it’s easy to feel like you’re shouting into the void. You need to reach the marketing team—but not all of them. Or maybe just the shift leads. Or the folks who speak Spanish. Enter: Tags in Microsoft Teams. Tags are the underrated heroes of streamlined communication. They let you group people by role, skill, location—whatever makes sense for your team—and then @mention that group in a flash. No more hunting down names or copy-pasting long lists. Just tag and go. What Are Tags, Really? Tags in Teams are custom labels you assign to users within a team. Think of them like nicknames for groups. Once set up, you can use them to: @mention a group in a channel or chat (e.g., @DesignTeam) Start a group chat with everyone under that tag Organize roles like “Shift Supervisor” or “Remote Workers” It’s like having your own mini directory—tailored to how your team actually works. How to Set Up Tags Setting up tags is easy, but you’ll need to be a team owner to do it. Here’s the quick rundown: Go to your team in Microsoft Teams. Click the three dots next to the team’s name and select Manage tags. Choose Create tag, give it a name, and add members. 4. Once your Tag is created it will show accordingly. Done! You can now @mention the tag in any channel within that team. Pro tip: You can create multiple tags for the same person. So, someone can be tagged as both marketing and Hr. Why Tags Matter Tags aren’t just a neat trick—they solve real problems: Faster communication: No more typing out 10 names to notify a group. Better targeting: Reach only the people who need to know. Smarter organization: Customize tags to fit your team’s structure. Whether you're managing a retail staff, coordinating a global project, or just trying to keep your sanity in a busy channel, tags help cut through the clutter. Conclusion In the fast-paced world of digital collaboration, clarity is king—and tags in Microsoft Teams are your secret weapon. They cut through the noise, helping you reach the right people at the right time without endless scrolling or message overload. Think of tags like shortcuts to smarter teamwork. Whether you're rallying a crew for a quick update or looping in specialists for a project sprint, tags keep your conversations focused and your team responsive. So go ahead—tag, you’re it. Your future self (and your inbox) will thank you.Creating A Nonprofit Support Ticket
The marvels of innovation have revolutionized the way we work and connect with the world, delivering technological advancements that make life more efficient and communication seamless. However, technology isn’t always perfect. What happens when your software throws you a curveball? Picture this: you’re managing your Microsoft Nonprofit account, but an issue arises. Perhaps you are still waiting for your Azure Sponsorship email for next steps. Where do you turn for answers and support when things don’t go as planned? Contacting Microsoft Nonprofit Support You may already be familiar with Microsoft's Nonprofit Hub when you initially signed up. If not, you can apply to Microsoft's Nonprofit Philanthropy Program. You can also contact support related to your Microsoft Nonprofit Account no matter if you are a prospective or current customer. You can follow the instructions below to create a support ticket. Instructions Navigate to Microsoft Nonprofit Hub Contact Us Scroll to the "How can we help" section of the page. Write a brief description of the issue within 80 to 100 characters in the search bar, then press the "Get help" button. Depending on your response, you will see a solution. If these do not help, continue to the "Get more help" section. Fill out your contact information and select the most relevant answer under the "I am a" and "What can we help you with" Sections. Lastly, continue filling out the description of the issue under the "How can we help" section minus the character limit. Your support ticket has been created. Please keep the Request Id for future reference. You will receive an email confirmation once your ticket is processed. Additionally, you will be contacted via phone and email when a Nonprofit Support Engineer is assigned to your ticket. Additional Resources: Getting Signed Up with Microsoft Nonprofits Program | Microsoft Community Hub Microsoft Nonprofit Hub | Contact UsRenewing Your Azure Sponsorship Credits
Everything is an experiment until it has a deadline. That gives it a destination, context, and a reason. - Brian Eno British Record Producer, Composer, and Composer Brian Eno is no stranger to a deadline. Whether it is a atmospheric ambient track or theatric thriller. Music means tight deadlines to get streams, concerts, and albums pressed. So, naturally nonprofits also understand the siren song of a deadline vastly approaching. Microsoft prides itself on creating convenience for its customers with auto-renewals, workflows, you name it. However, there are sometimes when you may need to mark a calendar or two for keeping your benefits. This is imperative to avoid fees for anything running in your environment. Nonprofits who have claimed the generous annual $2000 Azure Sponsorship Credits will need to renew their benefits every year. Unfortunately, the credits do not renew on their own. Don't panic we got you covered. In this blog we will cover; how to see if you are up for a renewal, how to renew credits, and checking your balance and usage details. This comprehensive guide will keep you from missing a deadline, well when it comes to your credits that is. So, let's begin. To Renew or Not to Renew I will spare you the cliche of reciting the Sonnet 116 from Shakespeare. However, I will say that it is better to check if you need to renew than to acquire a fee. So, we will cover how you can check on the status of your Azure Sponsorship Subscription with the Nonprofit Hub. Grab a snack and pop by the portal with your Microsoft Nonprofit Account Credentials. Checking Your Status Navigate to Microsoft's Nonprofit Hub: https://nonprofit.microsoft.com. Next, In the top left corner next to the word "Nonprofits" click on the "I am looking for" dropdown menu, then select "Azure." In the new screen at the top, you will see two important dates. The "Grant start date" and "Grant end date" respectfully. Keep a reminder on your calendar for the end date. You must renew your subscription withing the renewal period for your Azure credits. If it is time to new you will see a notification at the top to renew your credits. Renewing Credits If you need to renew your credits simply scroll to the bottom of the page and select the renew button. If should be under the first column under the number one. You will see at the top of the screen that your credits have been renewed. You will receive an email stating that you have renewed your Azure Credits. Things to Consider You may not see the option to renew if you are months away from your renewal date. Once you have renewed your sponsorship you will receive an email sent to your Microsoft Nonprofit Account. Make sure to check your Outlook inbox and spam folder for the notification email. Credits can be renewed by the Organization's Global Administrator that registered. If you have any issues with renewing your benefits create a support ticket with Nonprofit Support at https://nonprofit.microsoft.com/contactus. Checking Your Balance Navigate to Microsoft Azure Sponsorship website: https://www.microsoftazuresponsorships.com. Next, click on the "Check Your Balance" to see your sponsorship balance. Underneath is the view will see. You will see your Azure Sponsorship Subscription ID and the total Azure Sponsorship amount totaling $2000. You can also see the usage details as well for your subscription. This is a good way to check the costs being deducted from your sponsorship. If you need more in depth tools you can use Azure's Cost management tools inside the Azure portal. Conclusion In conclusion, the Azure Sponsorship grant affords organizations to take a chunk out of their operational expenses. Allowing for easier transitions into the cloud while keeping security and scale not too far off the horizon. We learned how to renew the benefit and keep track of your resources cost and not get blindsided by a fee again. You can bookmark the links below for your convenience. I hope you found this blog helpful. See you next time for another deep down into the blue Azure wave. Hyperlinks Microsoft Nonprofit Hub | Microsoft Nonprofit Offers Microsoft Azure Sponsorships | Welcome Renew an Azure nonprofit grant - Microsoft Cloud for Nonprofit | Microsoft LearnMicrosoft Planner & Automate: The Perfect Duo
Power Automate & Planner In a world of ever-increasing deadlines, content management, or a campaign for outreach. Sending emails tracking Todo's and keeping track of deliverables can be a daunting task. In a previous blog we talked about Microsoft Loop, a great tool for real-time collaboration and project management. Planner’s ease of use and intuitive design gives you many ways to view your project called a plan. You can build it from scratch or use many of the templates for the most relevant scenario. Power Automate is a cloud-based platform that allows you to run, schedule and create your own automated workflows. This can be very helpful if you need to see reminders, emails, notifications, and much more. Power Automate works seamlessly with Microsoft and third-party applications. Some flows are very easy to use. We will follow a scenario to learn how we can use a scheduled flow. Scenario An editor at Contoso. is responsible for managing the publication of blog posts. To streamline the process, they use Microsoft Planner to track the progress of each blog post and Power Automate to send scheduled summary emails. Creating The Planner Board Navigate to Microsoft 365 login at https://m365.cloud.microsoft.com. Sign in with your user credentials and authenticate with the Microsoft Authentication App. While you are signed in, navigate to the top-left corner of the App launcher (Grid icon), then select the planner app or use the search bar by typing “Planner.” Navigate to the bottom-left corner of the screen and click “New plan” then select “Basic.” The editor creates a new plan in Microsoft Planner called "Marketing Blog" or whatever you would like. Select the desired group from the dropdown menu, then click "Save" button. In the top left-hand menu, select "board" for the kanban view. Create buckets for different stages of the publication process by typing in the "Add a new bucket" area. Create the following buckets. "Backlog," "Final Draft," "Review," and "Published." Each blog post is added as a task in the relevant bucket. For example, a new blog post idea is added to the "Final Draft" bucket. Tasks to Accomplish Now that we have created the planner, let's assume the role of the editor. The editor must closely monitor the blog editorial calendar, which is represented by our Planner board. To streamline the process of tracking outstanding items and blockers, the editor should receive a scheduled summary of each bucket we have created. The editor will need to perform the following tasks The editor assigns tasks to team members responsible for drafting, editing, and reviewing the blog posts. The editor regularly updates the status of each task, moving them to the appropriate bucket as they progress through the stages. Lastly, the editor will receive a summary every Monday at 9:00 AM before the teams Morning standup meeting. You can tailor the time to your needs. Using Power Automate for Scheduled Summary Emails You can access Power Automate from the Microsoft 365 App Launcher, or directly by going to https://make.powerautomate.com/enviroments. Once you’re logged in: Click “Templates” on the left-hand panel. In the search bar above, type “Create a daily summary of Planner tasks by bucket.” Click on the corresponding card. The editor sets up a Power Automate flow to send a weekly summary email to the team. They create a scheduled cloud flow in Power Automate, specifying the start date, time, and frequency (e.g., every Monday at 9:00 AM). Scroll to the bottom of the page and sign into your “Planner” and “Office 365 Outlook” account then press the “continue” button. In the top tab click on the “Reoccurrence” card. Add the following information “Interval,” “Frequency,” “Time zone,” and “Start time.” For the time portion please use military time and the (Year-Month- 24T- 00:00) change the relevant time. Next add the “List buckets” by clicking on the corresponding card and entering the plan you created under “Parameters,” PlanId “Marketing Blog.” Next add the “List Tasks” add the PlanId again under the parameters. Then add your username or email address to the last card “Send an email.” Lastly save your flow. Testing the Flow It is recommended that you first test your flow. This is beneficial to flag any issues and the process and see how best to troubleshoot the flow. Note: Trigger: The event that starts automation. Actions: What happens after the trigger (e.g., creating or updating a Planner task). Next, click on the top-right ribbon and select the test button. You will see two options. However, the automatically test will be greyed out because there is no initial test. Click “Manually.” The flow is now listening for a trigger to perform an action. Just like the one we set up. Go to your Outlook email and see if you received the email. It may take some time to run. However, if an issue has occurred see if there is an issue with the flow. If the flow was successful, you should see an email like the one below. The Reviewing and Collaborating The editor reviews the summary email to ensure all tasks are on track and deadlines are met. They use the summary to identify any bottlenecks or tasks that require additional resources. The editor collaborates with the team to address any issues and ensure a smooth publication process. In Conclusion Automating tasks in Microsoft Planner with Power Automate can significantly reduce manual overhead and enhance team productivity. By leveraging triggers, conditions, and planned actions, you ensure tasks are created, tracked, and completed more efficiently. Whether it’s converting emails into tasks, updating task statuses, or sending reminders for approaching deadlines, harnessing the power of automation in Planner can transform the way you manage work. Hyperlinks Microsoft Planner for admins - Microsoft Planner | Microsoft Learn Templates | Microsoft Power Platform Power Automate Documentation Planner Templates on Power Automate
