Managing projects can be a hassle without the right tools. Thankfully, Microsoft Planner offers several ways to create and use templates, making project management a breeze. Here are some top methods to create templates in Microsoft Planner for effortless project management.

How do I find Microsoft Planner templates?

1. By creating a new plan

1. Go to the Microsoft Planner page and log in with your Microsoft account.
2. Click on New Plan from the menu on the left.
3. Now, you can either create one from scratch or choose from the recommended templates shown in the window below.
4. Of course, you may also click on List all templates to see all of them and select the one that suits you better.

You should note that at the moment this piece was written, the new Microsoft Planner version with this feature was just rolling out. Therefore, it might not be available to all users yet. Check if you have the latest version. Also, you may access the templates from Teams, within the Planner app inside.

2. Using the Copy Plan feature

1. Go to the Microsoft Planner page and log in with your Microsoft account.
2. In the Planner Hub, locate the plan you want to use as a template.
3. Click the three dots (…) in the upper right-hand corner of the plan card.
4. Select Copy plan from the dropdown menu.
5. Name your new plan and choose which elements to include (Priority, Dates, Description, Checklist, Labels).
6. Decide whether to create a new group or add the plan to an existing Microsoft 365 Group.
7. If creating a new group, click New Group. For an existing group, select it from the dropdown list.
8. Click Copy Plan.
9. Wait for the copying process to complete, which might take a few minutes.

This solution allows you to duplicate a full plan, including its structure and tasks, without manually re-creating each task.

3. Creating Teams Templates with pre-built Planner tabs

1. Open Microsoft Teams and create a new team intended for template use (e.g., Template Team).
2. Within this team, set up the channels and tabs, including Planner tabs, as needed.
3. Each time you need a new project team, copy the Template Team:
   • Go to Teams > Join or create a team > Create team > Create from… > Team.
   • Select Template Team (the one you created in the first step) from the list.
4. Add or remove members, and adjust any settings or tasks as necessary for the new project.

This method creates a consistent starting point for new projects, ensuring all necessary Planner tabs and configurations are included.

4. Using Power Automate to copy plans

1. Go to the Power Automate website and sign in with your Microsoft account.
2. Click Create in the left-hand menu.
3. Choose Automated flow and set the trigger (e.g., When a new channel is created in Teams).
4. Add an action to copy an existing Planner plan.
5. Customize the flow to include the specific tasks, assignments, and due dates you want to replicate.
6. Run the flow manually or trigger it with the specified action to ensure it works as expected.

Using Power Automate enables automated plan duplication, especially useful for recurring projects or tasks.

5. Manual template creation and usage

1. Set up a plan in Microsoft Planner with all the specific tasks and configurations.
2. Name this plan something indicative, like Template Plan.
3. When you need to use the template:
   • Go to the Template Plan.
   • For each task, click the three dots (…) and select Copy task.
   • Assign the copied tasks to the new plan.

This straightforward method leverages manual copying and ensures each new plan starts from a consistent base. It is a bit more tedious, especially if you have many tasks, but you will get to the desired result.

6. Using Microsoft Lists for Task Management

1. Access Microsoft Lists and create a new list based on your required project structure.
2. Include columns for task name, assignee, due date, and other relevant details.
3. Each time you start a new project, export the list to Planner:
   • Open the list and select Export to Excel.
   • Use the imported tasks to quickly set up your Planner.
4. Manually adjust any tasks or details after exporting to ensure everything conforms to the specific project’s needs.

Using Microsoft Lists provides a flexible template system that integrates seamlessly with Planner, ensuring tasks are organized and easy to track.

These solutions provide various ways to create, manage, and utilize templates in Microsoft Planner, ensuring you can streamline your project management processes efficiently. Whether through direct copying, leveraging Teams or Power Automate, or using Microsoft’s new template features, each method caters to different organizational needs and technical proficiencies.

Did you know that Microsoft Planner Copilot helps you manage projects even faster? You may also create custom fields in Microsoft Planner. Click the highlighted links for more information.

Moreover, you can check out alternatives if Planner doesn’t suit you completely.

If you have any questions or suggestions, don’t hesitate to access the comments section below.

Changing the background in Microsoft Planner can give your workspace a fresh and personalized look, making it more enjoyable to use. If you’re wondering how to change the Microsoft Planner background, follow these straightforward solutions to customize your Planner to your liking.

How do I change the background of Microsoft Planner?

1. Changing backgrounds in Microsoft Planner

1. Go to the Microsoft Planner page and log in with your Microsoft account.
2. Choose the specific plan where you want to change the background.
3. Click the More button, which looks like three dots (…), at the top of the plan screen.
4. From the dropdown menu, select Plan settings.
5. On the right side of the screen, the General tab will appear. You can now choose from a variety of recommended background images provided by Planner.
6. Click on the preferred background to apply it to your plan. The new background will enhance the visual appeal of your Planner board.

By following these steps, you can easily customize the appearance of your Planner board, making it more visually appealing and easier to identify among other plans.

2. Changing the theme in Microsoft Planner

1. Go to the Microsoft Planner page and log in with your Microsoft account.
2. Click the Settings button located in the top-right corner of the screen.
3. Under the Themes section, choose from a variety of available themes.
4. To see more theme options, click on View all.
5. Select the theme you prefer by clicking on it. The theme will be applied to your Planner interface, giving it a fresh look.

Changing the theme enhances the overall user experience by allowing you to personalize the look and feel of your Planner, making it more enjoyable to use.

So, now you know how to change the Microsoft Plan background and theme and customize it to your needs. If you’re looking for more tips, here’s how to create custom fields in Microsoft Planner.

Did you know that Microsoft Planner Copilot helps you create and track your projects faster? Click the highlighted link for more information.

If you have any questions or know about different ways to change the background of Microsoft Planner, let us know in the comments below.

Organizing projects in Microsoft Planner also includes deleting plans that are no longer needed. This could help you tidy up your workspace. In this guide, we will discuss the steps to delete a task and plan in Microsoft Planner. Read on!

How can I delete a plan in Microsoft Planner?

Remember, only plan owners have the right to delete plans from the Planner app. Plan members can leave the plan to remove their membership.

1. Delete plans (Plan owners)

1. To delete a plan, locate the three dots from the right side of the plan name, click it, and then select Plan settings. Some of you might have Plan details instead of Plan settings.
2. In the Plan settings, choose Delete this plan.
3. On the Delete plan window, place a checkmark to select the I understand that this plan and all of its tasks will be permanently deleted option, and then click Delete.

However, if you are the plan owner but want to leave the plan without deleting it, you need to hand over or assign the group owner role to someone else.

If you are unable to receive notifications from your Microsoft Planner app, check your notification settings or follow these steps to fix it.

2. Leave plans to remove them (for Members)

1. To leave a plan, locate and click the three dots from the right side of the plan name.
2. From the drop-down menu, select Leave plan.

How can I delete a task in Microsoft Planner?

Remember, if you accidentally delete a task, there is no way to recover it, and you need to create it from scratch. So, you should be very careful when deleting a task.

1. Delete the task from the board

1. To delete a task on the Board, locate and click the three dots from the right side of the task card.
2. Next, choose Delete.

2. Delete the task from the task’s details

1. To delete a task from its details, locate and click the three dots at the top right corner.
2. Now, choose Delete to remove it.

If you want to learn how to keep track of your tasks when working remotely, we have a step-by-step guide for you.

To conclude, you can delete a plan very easily from Microsoft Planner; all you need is to be a Plan owner. However, if you are just a member, you can leave the plan to make it disappear from your Planner app.

In case you are not able to see Microsoft Planner in Teams, it could be a glitch in the Teams app or problems with the cache; read this guide to learn solutions.

If you have any questions or suggestions about deleting a plan in Microsoft Planner, feel free to leave them in the comments section below.

Microsoft Planner lets teams manage projects effectively; however, sometimes, you need more customization to fit your workflow. That’s why custom fields come into play. Custom fields capture unique data points like priority levels, project phases, and more.

In this guide, we will discuss how to create custom fields in Microsoft Planner. These fields will help you tailor tasks to better meet your team’s needs and improve project tracking.

How can I create custom fields in Microsoft Planner?

1. Once you have a Premium Plan, go to the Grid view, choose Add column, then New field.
2. Select an appropriate field Type:
3. Enter a Field name, and select Create.

With the premium plan, you can create up to 10 custom fields. If you want to learn how to use Microsoft Planner to keep track of tasks when working remotely, you can check out this guide.

What are the types of custom fields?

• Text – It can contain any character. You can utilize it to add columns for notes, justifications, or other details.
• Number – It can only have numbers. You can also rollup options in subtasks with Min, Max, Average, and Sum calculations. When you create the number field, select the Rollup type. For instance, create an Estimate column with a Sum calculation to calculate the total work required.
• Date – Accepts any date, you can either type the date or choose it from a calendar. You can use it to track important dates, like approval dates.
• Yes/No -You can add a drop-down list with Yes and No options, which can help track progress and quality checks.
• Choice – It allows you to create a drop-down list with 2 to 20 options, including emojis and characters. For instance, you can add a Risk field with choices like High, Medium, and Low.

You can add emojis on Windows using Windows +; and on Mac, you need to press Control + Command + Space.

Furthermore, you can also use the paint bucket icon to add colors to each choice for easier visual identification. However, if you want to remove the colors, you can delete them by selecting the trash can icon.

If you want to edit any custom field you added, all you need to do is choose Edit from the custom column menu in the Grid view. You can also choose to add custom coloring or filtering based on the content in the custom fields.

If you often work remotely and want to learn how to assign tasks while working out of the office using Microsoft Planner, check out this guide.

How can I get started with Microsoft Planner in Teams?

If you are already using Microsoft 365 and Microsoft Teams, you should try out the new Planner app in Teams.

To check out the premium capabilities from within the Planner app, you can opt for a free 30-day trial of these advanced capabilities by clicking the diamond icon in the app. Once the trial is over and you decide to go with the premium license, you can request it.

If you want to understand the differences between Microsoft Project, Microsoft Planner, and Microsoft To-Do, we have a separate guide available.

Some users complained about Microsoft Planner notifications not working. If you are facing the same issue, read this guide to learn the solutions.

If you have any questions or suggestions about creating custom fields in Microsoft Planner, feel free to let us know in the comments section below. We’re happy to help!