Planner integrates with Outlook, creating groups in Outlook from a plan, and creating plans from Outlook groups. In this video, learn how to create a plan from Outlook by creating a group.
- [Instructor] Planner integrates very well with other Microsoft applications, but mostly with Outlook. It's all automatic. In other words, when we create a plan here in Planner something happens in Outlook. A group is created for you. So, if you use groups, you'll see a new group. Also, in Outlook, when you create a group a new plan is created here in Planner, which you'll have access to. So, let's see how that works. We'll switch over to Outlook. Next, we'll go to the left hand pane and ensure groups is expanded. Clicking it, should display the new plan we just created, L&M User Conference 2018.
Select it and you'll see some of the details. So, for example, you can see there is an actual conversation that's getting started here. Over on the right hand side we can see the name of this group, which is a plan in planner. And you can see some options down below that we can access right from within Outlook, like starting a conversation, adding to a share point team site. We can share files here. All connected to the plan we created in Planner. And you can see that happens automatically.
You join that group when it's created. But we can also create groups here in Outlook that will create a plan. Let's say for example, there's a team that's going to be responsible for all of the employee events that happen throughout the year. So, we might want to create a group. In that case, we'll go to the create option under groups and if you don't see this or your group section is not expanded, you can also click the plus sign up there beside groups. Over here on the right hand side we'll give it a name. How about Events Team.
Now, although we're calling it Events Team, it is going to appear as a plan in Planner under the name Events Team. You can see an email address is created for the team. We could add a description, privacy can be set up here, anyone can see what's inside this. Now this is an example of a plan where we may want the entire organization being able to see what's inside. Click this drop down, you can see the other option is private. Similar to what we did with our Leaf & Mortar User Conference plan. But, let's leave this one public.
And again we can send copies of all the group messages and events to members' inboxes and emailing can really start to pileup when you click this check box and that's why by default it's unchecked. Instead, we'll just go up here to create, clicking create we'll create the group. It'll now appear along with our Leaf & Mortar User Conference 2018 group and you can see there it is in the background waiting for us to add members. Now, yes, the entire organization will be able to see this particular group or plan, but the team members can be added as the people who will get tasks assigned to them with due dates and so on.
So, let's add a couple of people. I'm going to add Cecilia. As again, we start typing a name, they start to show up, there's Cecilia right there on the list. One member added. I'm also going to add Tammy. There she is. Part of lyndenehotel.com. So, with Tammy added we now have a couple of members. We could add additional people now or later if we wanted to. In fact, we could choose not now, to not add any members at all and just have the group created and worry about that later, but we're going to click add to add these new members to the group.
As the person creating the group obviously, you are also part of that group or team. So, when we switch back now to Planner and refresh our browser what you should now see is an additional plan. A plan that's going to show up over here under more plans called Events Team and selecting it is going to display it just like any other plan waiting for tasks and due dates, etc... In the board view, you can see the little lock icon is unlocked indicating this is a public group.
Where as, our first one is private and that lock icon appears to be locked. So, creating plans in Planner, easily done using the new plan button at the very top, but keep in mind that there is integration with Outlook. Groups are being created there and when you create or join groups in Outlook they'll show up here in Planner, as well.
- Creating a plan
- Adding and assigning tasks
- Sorting tasks into buckets
- Attaching files to tasks
- Flagging tasks with labels
- Updating a task's status
- Viewing progress on a plan
- Using charts to view progress