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. We will discuss their features, best practices, and how to use them effectively for improved organization and productivity.  

Understanding Microsoft Planner

Planner is a collaborative task management tool that simplifies teamwork and project management. 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.  
  • Tracking 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. It 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, it 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:

  • 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.  
  • Automation and integration with tools like Power Automate to streamline tasks and improve productivity.  

Examples of How to Utilize Planner and To Do  

Example 1: Managing a Marketing Campaign with Planner  

  • Create a new plan for your marketing campaign in Planner. 
  • Set up task buckets for different phases and assign tasks to team members. 
  • 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  

  • 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. 


Staying organized is crucial for productivity, and Microsoft 365’s Planner and To Do are valuable tools for task and project management. 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.

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