Walkie Talkie, Tasks, and Praise

Use the Tasks app in Teams

Use the Tasks app in Teams

The Tasks app in Microsoft Teams brings together your individual tasks from To Do and Outlook with your team tasks from Planner so you can more efficiently cross them off your lists.

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Once you add the Tasks app to Teams, you'll find:

  • My tasks: Which includes most of the lists from your To Do app, including tasks you've added in To Do and Outlook, and tasks that have been assigned to you in Planner.

  • Shared plans: Which includes the Planner plans that have been added to Teams.

You can also use the Tasks app to:

Add the Tasks app

There are several ways to add an app to Microsoft Teams. What you need to remember when adding the Tasks app is that initially, the Tasks app will still be called "Planner", so type Planner in the search bar and then select the tile that says Planner

Screenshot of add and app menu in Teams with Planner highlighted

Note: If you don't see either the Planner app or the Tasks app from Microsoft, your organization might not have the app turned on. Check with your admin to find out more.

Track your tasks in My tasks

Screenshot of the Tasks app in teams, named Planner, with pointer resting on My tasks header

The My tasks section of Tasks shows you tasks that you've created or that have been assigned to you: everything in this list is yours to accomplish. It reflects most of what you see in To Do app:

  • Tasks: A list of tasks that you've added either in Outlook or in To Do.

  • Important: A list of all the tasks in To Do (including the Assigned to me list) that you've marked with a star.

  • Planned: Includes all of the tasks in To Do (including the Assigned to me list) that have a due date, listed by date so you can plan your time.

  • Assigned to me: Includes all of the tasks in Planner that have been assigned to you. This list will only show up if you've synced your Planner tasks to To Do

    Notes: 

    • My tasks does not include the My Day or Flagged emails lists at this time.

    • You won't be able to see recurrence for your To Do tasks in the Tasks app, but that information is still attached to those tasks and can be seen and worked with in the To Do app and Outlook.

The My tasks section of the Tasks app will be in sync with the To Do app, but there are things you can do to your tasks, and ways you can interact with them, that are available in one app or the other. The following list breaks down what you can do where.

Note: To find out how to perform specific actions in To Do, see the To Do help and learning center.

Action

Tasks app

To Do

View tasks in a columned list

Yes

No

Make changes to more than one task at a time

Yes

No

View and use the My Day list

No

Yes

Create a task list

Yes

Yes

Assign tasks

No

Yes

Share lists

No

Yes

Create repeating tasks

No

Yes

Add files to a task

No

Yes

Delete a task list

No

Yes

Track your Shared plans

Screenshot of the Tasks app, with mouse pointer on the Shared plans section

The Shared plans section of Tasks shows you plans that have been added to channels in Teams. You choose from a list of teams and channels, and find the plan you're looking for. You can then work with the plan as usual in Board, Chart, or Schedule view, or in the List view unique to the Tasks app.

The Shared plans section of the Tasks app will be in sync with Planner, but there are things you can do to your tasks, and ways you can interact with them, that are available in one app or the other. The following list breaks down what you can do where.

Note: To find out how to perform specific actions in Planner, see the Planner help and learning center.

Action

Tasks app

Planner

View tasks in a columned list

Yes

No

Rename a plan

No

Yes

Rename the Teams tab for a plan (Tasks app will use this name)

Yes

No

List view

A unique feature of the Tasks app how it displays tasks and information associated with them in rows and columns. This is called List view, and allows you to change many tasks at once, which wasn't as possible in either To Do or Planner before. It also allows you to filter your tasks, which wasn't available to To Do previously.

Screenshot of Tasks app, List view of a plan

Change many tasks at once

To change several tasks at the same time, or do a "bulk edit", follow these steps.

  1. Select a task by clicking or tapping somewhere on the task that is not the Complete circle or the name of the task.

  2. Press and hold the SHIFT key to select multiple consecutive tasks, or press and hold the CTRL key to select multiple nonconsecutive tasks.

  3. Above the tasks list, on the left, choose Progress, Priority, or Due date and choose an option. You can also choose More options  More options button and then select Delete, Move task., or more. Options can vary depending on the list you're viewing.

Screenshot of Tasks app with multiple selections and Priority list open  

Filter your tasks

You can filter My tasks lists by due date and priority, and Shared plan can additionally be filtered by label, bucket, and assignment. Use these filters to find tasks, or to scope your view to more easily select a group of tasks to change. 

Get notifications about Planner tasks

The Tasks app provides notifications for Planner tasks which will show up in your Teams activity feed both on your desktop and in the Teams mobile app. You'll get a notification when:

  • Someone else assigns a task to you

  • Someone else assigns an urgent task to you

  • Someone else makes a task assigned to you urgent

  • Someone else makes a task assigned to you not urgent

  • Someone else changes the progress of a task assigned to you

  • Someone removes you from a task's assignees

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