Using Microsoft 365 Planner and To Do for Efficient Task & Project Management

Are you one of those highly organized employees who rely on notes stacked up on your workstation in the form of loose papers? Perhaps you use the virtual sticky notes on your PC or the real ones glued to your desk – whatever the case, it goes to show you plan for your day and work commitments. And why shouldn’t you? In today’s fast-paced world, staying organized is crucial for efficient task and project management.    

Microsoft 365 offers powerful tools like To-Do and Planner to help individuals and teams stay on top of their work. No longer do you need to have a heap of papers lying about. Having to rummage through them is quite a task in itself. This article explains how you can use Microsoft Planner and To-Do to move right into a more efficient manner of dealing with to-do lists, work meetings, and other tasks that require organization on a daily basis. This blog discusses Microsoft planner best practices. We will discuss their features, best practices, and how to use them effectively for improved organization and productivity.  

Understanding Microsoft Planner

Before getting to the Microsoft planner best practices, let’s understand Microsoft Planner first. We will help you understand how to use Microsoft Planner effectively. Planner or 365 Planner is a collaborative task management tool that simplifies teamwork and project management. Using Microsoft planner for project management can be extremely beneficial. Here are some of its key features and tips on how you can use them effectively:   

  • Create plans for projects or teams, define tasks, assign responsibilities, and set due dates.   
  • Organize tasks with task buckets, labels, file attachments, and dependencies.   
  • Collaborating with team members, communicating within tasks, and using @mentions for effective engagement. 
  • Using Microsoft planner for project management helps accomplish tasks effortlessly.   
  • Planner 365 tracks task progress using checklists, labels, and filters for efficient task management. 
  • Integrating Planner with other Microsoft 365 apps like Teams, Outlook, and SharePoint for seamless collaboration.   

Understanding To-Do

To-Do by Microsoft 365 is an excellent tool for individual tasks. Office 365 task management allows you to make daily to-do lists, create intelligent lists like planner tasks and flag emails, and share lists with team members. As a result, Office 365 task management helps you collaborate more effectively while improving your workflow.

Best Practices for Staying Organized

To enhance your organizational skills and improve your workflows, consider the following best practices: 

  • With Microsoft Daily Planner you can employ prioritization techniques, such as the Eisenhower Matrix, ABC method, or time-blocking.   
  • Enable effective collaboration and communication with team members using comments and shared lists.   
  • Microsoft Daily Planner helps with automation and integration with tools like Power Automate to streamline tasks and improve productivity.

Examples of How to Utilize Planner and To-Do

Microsoft Daily Planner is a beneficial resource. Here are some Microsoft Planner buckets best practices:

Example 1: Managing a Marketing Campaign with Planner (Microsoft Planner Examples)

  • Create a new plan for your marketing campaign in Planner. 
  • Set up task buckets for different phases and assign tasks to team members. 
  • Task management in Office 365 is a piece of cake.
  • Utilize labels to indicate priority or task types.
  • Use checklists within tasks to break down complex tasks.
  • Collaborate through comments and @mentions.
  • Track progress by updating task statuses, applying labels, and reviewing regularly.
  • Integrate Planner with Teams for seamless communication and file sharing. 

Example 2: Personal Task Management with To-Do

As mentioned, task management in office 365 is very easy. We will now see how Personal Task Management works in To-Do. 

  • Create task lists for different areas of your life in To Do. 
  • Use Smart Suggestions to add tasks based on previous activities or due dates. 
  • Set due dates and reminders for important tasks. 
  • Prioritize tasks by importance or using priority flags. 
  • Utilize the “My Day” feature to focus on daily tasks. 
  • Integrate To-Do with Outlook for task syncing and email management. 
  • Access tasks on the go using To Do’s mobile app.

How to Choose the right tool for your project?

Choosing the right Microsoft task management app depends on the nature of your project: 

Solo Project or Team Project

  • For solo projects, opt for the personal task management app, To Do. It’s ideal for individual task tracking.  
  • For team projects, consider Project and Planner. Project and Planner are tailored for collaborative efforts. 

Project Complexity

  • For simpler team projects with few deliverables and dependencies, Planner is recommended. 
  • If your project requires tracking dependencies, costs, or entails more complexity, you should go with Project.  


Staying organized is crucial for productivity, and Microsoft 365’s Planner and To-Do are valuable tools for task and project management. Microsoft Daily Planner helps with planning everyday tasks effortlessly. You can maximize your work potential and achieve greater efficiency by using these incredible tools effectively. Explore these tools, experiment with techniques, and find what works best for you. With the right approach, you’ll be well on your way to staying organized. We hope by now you know how to use Microsoft Planner for project management.


Microsoft Planner is a collaborative task management tool within Microsoft 365, designed to simplify teamwork and project management by allowing users to create plans, define tasks, assign responsibilities, and set due dates. 

To-Do is an individual task management tool focused on personal to-do lists and task organization, while Planner is more geared towards collaborative project management with features like task assignment, progress tracking, and team communication. 

Yes, Microsoft Planner can integrate seamlessly with other Microsoft 365 apps such as Teams, Outlook, and SharePoint, enabling users to enhance collaboration and streamline workflows across different platforms. 

Best practices for staying organized with Microsoft Planner include creating clear task plans, utilizing task buckets and labels, fostering effective communication among team members, and regularly tracking task progress. 

To-Do facilitates personal task management by allowing users to create task lists, set due dates and reminders, prioritize tasks, utilize smart suggestions, and integrate with Outlook for seamless task syncing and email management. 

For solo projects, it’s recommended to use To Do, the personal task management app within Microsoft 365, as it is tailored for individual task tracking and organization. 

Planner is ideal for simpler team projects with few deliverables and dependencies, whereas Project is more suitable for projects requiring advanced tracking of dependencies, costs, or involving greater complexity. 


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