Finally! somebody explains all the different purposes of each of these. I wish Microsoft would create a "checklist" of yes or no answers to guide people to the right application. It would be much easier to be "guided" to the likely option. What I would like to know is how to convert tasks into "appointments" in calendar to create time blocking-- Thank you so much for this video. I reclaimed a little bit of my sanity thanks to you! This has been driving me nuts for about three months.
Does this help? Not exactly what you're looking for, but can help when you receive an email that you end up converting to a task; you can also make it into an appointment. ua-cam.com/video/NQpb4kl2Q6E/v-deo.html
Personal experience for tasks: - Planner & MS Project for Team Leaders and Projectmanagers to manage tasks - Planner & To Do for the individual worker to easily see what to do If you have MS 365, don't use other tools. Not because there aren't great tools out there, but to keep information together. I see how information is spreading in many places and nobody has a clear view over what is where. Yes you can integrate many tools in each other, but every plattform wants to keep it's users and MS gives a package for all of that. So it's better to use this way.
If only MS had a good Resource managment app for handling resources across projects, with summed tasked and heat maps to see allocation on individual resources. Which then is broken down to an individual task in dashboards. I saw that Smarsheet has a nice tool/collaboration called 10,000ft
Planner needs to have the ability to assign subtasks to other team members and integrate directly with Lists if Microsoft hopes to compete with Asana, Monday, or Clickup.
Such a challenge to decipher the tangled web of Office 365 and task management. Exceptional video delivering core content in a rapid and succinct manner. Exactly the content I needed to make an informed decision. THANK YOU!
Great explanation and use cases thank you! I find general users need to have the confidence to choose what to use when but this really helps in that decision in a not too technical way 👍
You aren't kidding about this being a tongue twister topic. Yikes! Loved the video and you did a masterful job of forming clear sentences (harder than it seems on this topic)! These apps with basic nouns as their name are so challenging to refer to in conversations with clients, internet searching, or simply explaining the apps! Using a regular noun as a proper noun together in the same sentence as a regular use of the noun is difficult - then to compare tools which all relate to the same nouns... whew! Again, nicely done.
Really like how you presented all of this. I hope Microsoft considers integrating Azure DevOps with To-do/Teams tasks by Planner (or whatever they're calling it this month).
Hi , great video. I am looking to create multiple task lists(in lists) and want a way where each person in the team can see all the tasks that have been allocated to them over multiple lists in one consolidated view? You mentioned(4:24) that for now, this isn't possible. a) Has this changed? b) If I were to build a power app, could I possibly do this?
This video was brilliant. The perfect explanation of these O365 apps that answered all my questions. Saved for future reference! Thank you so much! Subscribed!
I would love to hear an update to this video to see if anything has changed. Also, does anyone have suggestions on calendar integration? I'm looking for software that can compile all of our team's deliverables and show them all on a calendar so we can visually monitor deliverable due dates. I see the Calendar Tab in Teams and when you create a "Team" in Teams, it establishes a calendar and the capability to view it in Outlook (i think).
How do you set up in Planner, A Director who manages several departments with different missions. We attempted to set up multiple buckets but when you put an item in one, the bucket populates the other buckets. Thank you
your video was well explained and the examples made were enough to help me understand the confusion i had between all these apps. thanks for your time in the video. keep it up.
Thanks for the explanation. I've been testing out all of these apps over the last few months. Big help in comparing each app and allowing me to decide for different purposes. 👍
Good explanation. From my point of view the missing piece is a well done integration of Task/ToDo into OneNote. I'd like to be able to write meeting minutes in OneNote and instantly create a ToDo and assign it to someone. Afterwards the current status of the Task/ToDo should be shown on the OneNote document (similar to Confluence/JIRA integration). That's the thing I really miss and I am not sure how to deal with that at the moment...
This vidéo was the best explanantion of the 4 task/project management apps. Just 1 note: différentiation thumb up and down by color would have been easier to read in your table. I know I'm à bit nerd 🤓
When someone leaves the org what happens to the info created by that person in the apps. For example when you create a list does it remain and can be modified once the creator leaves the org?
Thank you for explaining the differences. The table at the end of the video is really helpful. When you use coloured coding it would be easier to read. Thumbs up and down looks similar.
I have to assign a single task (processing a request) to a specific individual (different ones) ..and can't figure out how to effectively do that. I can't have each individual seeing these either.. .how do I do that?
Thank you for this. I have created a tasks or assignments list in MS Teams using planner. Unfortunately, I did not do it in the right place. I needed to create a Channel first in order to share it. How do I share my MS Teams-based assignment list?
Thanks for the great explanation. Funny thing was I had to set 0.5 playback speed to really get a good comprehension on the tongue twister part. :D As of 9th November, I'm under the assumption that they have renamed "Tasks" in Teams as "Planner".
I still have troubles with tasks in O365. Let's say personal isn't a problem, but what about tasks 1:1 between employees in organization which doesn't belong to any the same group. What about private tasks which can see only people assign to task. In planner even when I assign worker, all people inside team with access to that plan can see all tasks, modify and even delete without any notification for anyone and without keeping history. Before we work on bitrix24 and there was much better tasks organized. There was only one list of tasks on which you was organized, attended or assign as an observer.
Great video, clear, precise, concise info on the ever-growing MS portfolio of productivity apps. I've been using To-Do as my daily "on the go" mobile tasks tracker and planner and it works quite well for me because basically I just need a place where to quickly create and consolidate all my personal tasks_&_reminders of things I need to do on a daily basis. It's simple and yet efficient. It's good to understand the difference between the various apps out there and this video has quite done it for me with those regards. Great visuals and summary charts, clear and easy to grasp explanations. Great work, mate. You've won another subscriber. ;) Cheers.
Thanks Matt. I'm looking for something in the flow-E mould. Too often an instruction/task in teams is lost if not acted on immediately. The ability to mail a post/chat to myself and then run through flow-E works but is not ideal. Really need a drag and drop scenario. Is there something out there that I've missed.
Most important criteria that I was looking for is the ability to link To-Do tasks into Planner & get proper dashboards and productivity reports that can also be easily printed for weekly meetings.
I don't think these tools will ever aim toward being printer-friendly. It might be time to drop that requirement or to invest in a large iPad or something.
Hello, nice video. I use Microsoft's todo extensively and It is my main way to add tasks for projects and whatnot. I wonder if I can just have a calendar view of all my todos in this app. It would be great if you had a button within TODO that was a calendar view. I do not use outlook, but is it possible to see what is already on TODO's app in a calandar view that shows you week view and month for a more broad perspective on what is happening? Thanks for any insight. If I have to sync TODO to a calendar for this can it be done with the provided calendar app in windows or must be Outlook for example?
@@jumpto365 what app do you suggest I sync all my lists that have dates and reminders? I basically would like to see all my upcoming due tasks in a calendar form. If you have any suggestions I'd appreciate it.
Great video! I still have a question though, which I couldn't find any answers to after searching all the comments... What's the best tool to use for Goals/OKR (with sub-tasks). I have a small team of six people, we want to set annual goals and these would have sub-tasks that will help achieve each person's overall goals. I know Planner (and now Todo) have checklists and steps... But these seem hidden and not really good for managing the important smaller tasks that are essential to achieving the big goal / objective. Any advice much appreciated!!
Excellent video - many thanks ...... I hope Microsoft will sort out One Note integration ...... especially the ability to create tasks in the iOS app ...... when taking meeting notes in One Note on my iPad, I want to flag tasks and see them appear in ToDo ....
I agree, very good job at explaining the differences between all of Microsofts' task apps. I nearly drove myself nuts the last three years bouncing from To-Do to Planner, to Outlook Tasks to Flows. I was hoping/dreaming that Tasks for Teams would be the one that combined all of the great features from each of the other three. That dream bubble has more or less burst, but your explanations make a lot of sense when MS Project is included in the lineup. Kudos to you for a clear explanation and making it much easier to understand each apps pupose.
Good summary, thanks. I am specifically looking to replace excel for a Master Task List that repeats every end of month. Repeating tasks, sign off, grouped by due ie 1st working day, 2nd working day, assigned to staff.
Alas there is no out-of-the-box way to do recurring tasks in Planner or Lists. You'd have to set up a flow in Power Automate to create a recurring task in Planner. Amazing that such a basic feature isn't there yet for Planner at least. Lists likely isn't the place to do recurring tasks anyway, but perhaps your situation justifies it.
Thanks for this excellent video. The real problem for me is if users choose the wrong option first. So if they create a Plan in Planner and then realise it should be in a Team, it doesn't seem to be possible to move it to a Team, you can move it to Teams but it becomes a new Team, really frustrating. Unless you have a way of transferring information across?
Nope. Most of the takeaways I have for Microsoft tools is you need to do some research first and make strategic--not ad hoc--decisions. It's important to have an internal help site that provides "the company way" as a starting point with some helpful, but not-too-complicated information, to whet the appetite for more information. They then can dive down the rabbit hole if "the company way" doesn't meet their needs.
Which app can I use for my team's weekly rota? I'm using excel now, I have a column with all the tasks and then, a column for each day of the week. I use colours to assign a task to a member. Can/ Should I use planner? Thanks
Yeah, Planner is probably your best bet. I'd test it out a bit. Try recreating some of your tasks in Planner and run through them in the background during a week or two to see if it works for you. If so, talk it through with the team and then start transitioning over.
Matt... I just watched one of your videos... and I thought you did such a good job. I really liked your visuals and how you kept it all simple. I'm excited to watch this video. I know, sounds weird. I just like your style, I guess.
Thanks for the great video... Really well put together, and being a new fellow UA-camr, I respect the effort, time and quality of the video... Also, the topic is relevant, one which many people always ask me. 😊
MS has managed to build 100 apps in the 365 most of them do the same thing in a different way...At the end of the video he even stated that four apps might not be enough to fully cover your needs...amazing work MS...
hi, what app should I use if I want to create tasks for team members, without letting them to delete the tasks? meaning to have some permision rights? Thank you!
Out of these four, Lists is the only one that offers item-level permissions. Though it’s not like those people will get a notification saying, “You have a task.” Lists still isn’t a great task app, but if permissions are your decision factor, only it can meet that need.
@@thatmattwade I figured out how to create assignments and push them out. I'm just wondering if there's a Microsoft app you discussed here that may align well to lesson planning formats for teachers. So like Monday, lesson 8-10 in math, small group on Teams at 11 AM; Tuesday upload writing prompt #4, Teams at 1 pm. Etc
@@nicholeopdyke1946 Planner could do that, perhaps. Each bucket could be a day of the week and each task could be the example lesson or small group items you listed.
Im debating if i shoud use the: Wiki app List's app or Task app. Im trying to make a channel per website that we maintain. Basicly stuff like Differend Plugins that are installed what kind of Backup is avalable, and what services we installed and have to maintain. but also if needed login info (thats why we use private channels) but 9 out of 10 sites are on our host so we dont need that info. I tested List's and its hard becose i need to split up the data in 4 differend lists. Now Wiki I like how it looks I can just make 4 Different sections. And add a 2nd pages for say Maintanance Info. aka Last maintanance 17-09-2020 this, this and this was updated and these were the things that were fixed. But anyways what do you guys recommend? Any tips?
I’d almost consider OneNote, if you like the wiki setup. The HUGE downside to the wiki is it’s not indexed by the search engine, so it won’t come up in search results. You could have one notebook and have the tab in each channel link to the section of the notebook related to that channel. Means people can organize the pages as they want, format, add images, hyperlinks, tables, sync to devices, you name it. As long as that’s what you’re looking for, though.
@@jumpto365 here is what is missing from Office 365. A app like LastPass or keepass with teams and browser integration. Also i tryed onenote and could not find how to turn pages private and only allow on a group and or user basis. Basicly we make and maintain Wordpress websites. And if the site is not hosted on our own server (where i can give access to retailer accounts to login) than i have to save all the login data for the site and there host. Any ways maintanence is split up. So we try to minimize access to the clients data by using a private channel per website. And only add the persons working on that domain.
What I’m really missing is a way to successfully use planner/tasks in teams as a organization support issue tracker. Being able to create tickets or tasks from an email or from teams. Also sadly there is still no @ mention functionality in planner either or support for rich content... anyhow great video !
Yeah, I see questions like that a lot online. Wanting to use SHarePoint (or now Lists) or Planner or something else to track tickets. I don't think you'll ever get a *good* ticket tracker out of these task apps. There's a reasons Zendesk, Spiceworks, and ServiceNow are so popular: they're built for the task. I'm pretty sure Zendesk and Spiceworks have free or cheap options if price is the option. And Zendesk integrates with Teams and Power Automate, so you can always expand usage into Office 365.
Office 365 is becoming a vehicle for procrastination not productivity. I will soon have a complete list of things that I have not been able to do because i have been making a list of things that I need to do.
@@sgarcata too much to do generally, if I was put on this earth to achieve a certain number of things, I am so far behind I will never be allowed to die! 🤣😂
I understand you very well. I have the same problem. But, It is also about our daily work style. I used to start my day by opening emails, writing down few tasks I would like to do today including grocery or YT watching. It does not work too well. I am trying to start my day from To Do now and it works much better. You are right, we are not allowed to die today, not even go on holiday. But it is in our hands what we plan for a day and how we use our tools. Tools are for us not we are for tools. It seems to me that you are at the point you should sit down for a day (I am not kidding) and make order in your brain and plan your daily behavior for the future. MS tools are only tools. You decide where and when to stick a shovel into the ground first. Should be a shovel or maybe a pitchfork?
Yes great topic and explanation. You mention an app several time Devops or something like this for techies but I never caught what you said, what is this app?
Can you provide any insight into how the integration of Teams w/ Asana now also adds another option for project management w/in Teams? Haven't seen anything yet about the details or how it will work.
It's not much different with integration with any of the other apps that are similar. The word "integration" with many of these is more than I would call it. Most of the time it's just a tab or very simple ways to call out tasks in a chat. But usually it's not nearly as integrated as the others. Judgment call on your end, though.
Great Video, Thank you! But is there a way or recommendation to create centralized views for team leader or project manager along multiple planners or lists? For example to filter one of my Team members along multiple planners or Lists? Or do I have to use Graph API for such an approach?
If you used a Microsoft List, you could maybe look into a Lookup Column in a central Project Manager column? Haven’t thought it through fully, but that’s where I’d start. sharepointmaven.com/how-to-create-a-lookup-column-in-sharepoint/
jumpto365 Thank you for your comment and idea. Lookup column or lookup and fill via helper column and Workflow (maybe also PowerAutomate) could be a possible solution. I just was thinking and researching about this and possible solutions or best practices, because I think such a feature would help a lot. People are also discussing at uservoice, but I‘m Not sure, if it‘s on the product backlog. planner.uservoice.com/forums/330525-microsoft-planner-feedback-forum/suggestions/13504557-set-default-views
But is there an app, that has NON threaded outlook email integration capability for Project Management? I.e. I can add tasks and notes to ONE email, and track it in real time in an app? Without it carrying over the WHOLE conversation?
You’re probably using the wrong tool regardless of which of these you choose. If you forced me to answer, I’d probably say Planner. But really, I’d look into Zendesk or Spiceworks. If you need a ticketing system, pay for a ticketing system up front so your future self doesn’t resent you.
Omg I recently subscriber to Microsoft 365 to streamline my small but busy business team and have been so overwhelmed by the different options. Great explanation that a kindergartener can understand. Well almost lol I am old school and learned on lotus 123.
can somebody tell the best combinations for my kind of work?? 1) I want to take notes in onenote 2) make some table(or boards or some kind of scheduling) for study related and personal tasks with "customizable table length, headings and tags" (and want to view them all at a single place - like a canban board, calender) 3) link the tasks from *step 2* directly with onenote notebooks( like in notion note taking app ) I just want to completely shift from notion environment to microsoft 365 environment ( where I can have everything in one ecosystem where i can work in offline and which has security) detailed explanation pls...
Interesting....but, hm, still can't figure it out why would I skip my Outlook 365 Tasks to any of these? I can pretty do anything in Outlook Tasks, make them my own, make lists, share with anybody, assign to anyone, recurre them, insert various attachments, format text in so many ways, insert Excel and other tables and even connect data in them with external data....The only downside that I can see is that they are not present in mobile/Android version, but hey, reminders still pop up on my mobile device. So, why would I move to any of these? Anyone?
Microsoft To Do has replaced/is replacing Outlook Tasks in Outlook on the web. There's no timeline yet on the desktop version of Outlook, but I'd be surprised if it's not coming soon. Some potentially helpful info: www.michaellinenberger.com/blog/microsofts-new-to-do-module-does-it-replace-tasks/
@@jumpto365 Not probably - definitely. When is a different matter. To Do did recently add categories to the web app, so they're making progress on feature parity, at least. But it's a long way to go.
The whole country!? I demand a nation-wide census to confirm such a big statement! (Also, which app? Tasks in Teams still hasn't rolled out for most people yet, if that's what you mean.)
How does Microsoft Lists compare with Asana for team task management? Does it allow for recurring tasks? Thanks for your great videos. I am a happy subscriber.
Lists isn’t really a “task” tool, more a list tool and a task list can sometimes meet that need. So because of that, Lists isn’t made to meet all needs for tasks. That includes recurring tasks. Can’t do that out of the box. Might be able to do it if you were to use a Power Automate flow (if you’re willing to get into workflow building).
Finally! somebody explains all the different purposes of each of these. I wish Microsoft would create a "checklist" of yes or no answers to guide people to the right application. It would be much easier to be "guided" to the likely option. What I would like to know is how to convert tasks into "appointments" in calendar to create time blocking-- Thank you so much for this video. I reclaimed a little bit of my sanity thanks to you! This has been driving me nuts for about three months.
Does this help? Not exactly what you're looking for, but can help when you receive an email that you end up converting to a task; you can also make it into an appointment. ua-cam.com/video/NQpb4kl2Q6E/v-deo.html
this is the video to see that gets you into the overview for the office 365 apps
Three years later this is still the best overview I’ve found - super helpful and I’m ready to try it out!
Personal experience for tasks:
- Planner & MS Project for Team Leaders and Projectmanagers to manage tasks
- Planner & To Do for the individual worker to easily see what to do
If you have MS 365, don't use other tools. Not because there aren't great tools out there, but to keep information together. I see how information is spreading in many places and nobody has a clear view over what is where. Yes you can integrate many tools in each other, but every plattform wants to keep it's users and MS gives a package for all of that. So it's better to use this way.
🙌
oSJme thank you for your sanguine advice!
If only MS had a good Resource managment app for handling resources across projects, with summed tasked and heat maps to see allocation on individual resources. Which then is broken down to an individual task in dashboards.
I saw that Smarsheet has a nice tool/collaboration called 10,000ft
Planner needs to have the ability to assign subtasks to other team members and integrate directly with Lists if Microsoft hopes to compete with Asana, Monday, or Clickup.
Trello has that. Also, as of Oct 2021, Planner still don't have a recurring task feature built in.
@@alec1115, now it has. But still no deadline with hour and minutes, just date.
After reading explanations from several sources, this is the first that so clearly explains the difference between these apps. Thank you!
I tried to explain this many times, but never found a way not to confuse my users. Your video will help me a lot. Great job, like always👍🏻
The best video I've seen related to this topic. You made my day. A huge like bro!
This video has been absolutely essential to my new job. Thank you so much - super clear. Subscribed!
Such a challenge to decipher the tangled web of Office 365 and task management. Exceptional video delivering core content in a rapid and succinct manner. Exactly the content I needed to make an informed decision. THANK YOU!
Great explanation and use cases thank you! I find general users need to have the confidence to choose what to use when but this really helps in that decision in a not too technical way 👍
You aren't kidding about this being a tongue twister topic. Yikes! Loved the video and you did a masterful job of forming clear sentences (harder than it seems on this topic)! These apps with basic nouns as their name are so challenging to refer to in conversations with clients, internet searching, or simply explaining the apps! Using a regular noun as a proper noun together in the same sentence as a regular use of the noun is difficult - then to compare tools which all relate to the same nouns... whew! Again, nicely done.
Microsoft's recent generalized-nay, poor-branding model has stolen so many words from the language. 😫
Yeah! I had a "lightbulb" moment watching your video! Finally someone who easily explained each and differences! Thanks,
You did an amazing job in such a focused video, great presentation, outstanding jump to point, excellent work keep up the good work
Really like how you presented all of this. I hope Microsoft considers integrating Azure DevOps with To-do/Teams tasks by Planner (or whatever they're calling it this month).
Hi , great video.
I am looking to create multiple task lists(in lists) and want a way where each person in the team can see all the tasks that have been allocated to them over multiple lists in one consolidated view?
You mentioned(4:24) that for now, this isn't possible.
a) Has this changed?
b) If I were to build a power app, could I possibly do this?
This video was brilliant. The perfect explanation of these O365 apps that answered all my questions. Saved for future reference! Thank you so much! Subscribed!
I would love to hear an update to this video to see if anything has changed.
Also, does anyone have suggestions on calendar integration? I'm looking for software that can compile all of our team's deliverables and show them all on a calendar so we can visually monitor deliverable due dates. I see the Calendar Tab in Teams and when you create a "Team" in Teams, it establishes a calendar and the capability to view it in Outlook (i think).
How do you set up in Planner, A Director who manages several departments with different missions. We attempted to set up multiple buckets but when you put an item in one, the bucket populates the other buckets. Thank you
Wow. Great job on this video. Lot's of "T's" in the narrative and you did not stumble once! Very informative. Thank you!
Great summary. Well structured presentation. Thanks!
OMG, this video is so helpful, especially the chart & matrix at the end of video…!! Bravo…!!
Hello, may I inquire where and how one can obtain the periodic table banner/poster tacked up against the wall behind you? Thanks!
This was surprisingly well put together. Thank you!
your video was well explained and the examples made were enough to help me understand the confusion i had between all these apps. thanks for your time in the video. keep it up.
Thanks for the explanation. I've been testing out all of these apps over the last few months. Big help in comparing each app and allowing me to decide for different purposes. 👍
Hey, what did you decide to go with?
Planner doesn't appear to offer a sort by entry. So if you want to use as an assignment log "next up," you can't use last assigned. Very frustrating.
You could add another line to your table for Flagged Emails.
Good explanation. From my point of view the missing piece is a well done integration of Task/ToDo into OneNote. I'd like to be able to write meeting minutes in OneNote and instantly create a ToDo and assign it to someone. Afterwards the current status of the Task/ToDo should be shown on the OneNote document (similar to Confluence/JIRA integration). That's the thing I really miss and I am not sure how to deal with that at the moment...
This might help. tracyvanderschyff.com/2018/03/08/action-ideas-from-onenote-with-outlook-flow-planner-and-teams/
Thanks ! Those programs are very useful but sadly I cannot find how track hours for tasks or projects
Project or Dynamics in the Microsoft world. Otherwise Google "ERP time tracking" for other options.
This vidéo was the best explanantion of the 4 task/project management apps.
Just 1 note: différentiation thumb up and down by color would have been easier to read in your table. I know I'm à bit nerd 🤓
Can you create a calendar in Teams and from that assign tasks to people?
Wow! this is great. So many options and it's hard to know what to use for what. This helped to clarify a LOT! Thank you!!
Please look to add additional labels to Planner
That was quite...insightful. I might share this with my team because everyone's so confused as to which app is best for which task management.
When someone leaves the org what happens to the info created by that person in the apps. For example when you create a list does it remain and can be modified once the creator leaves the org?
Can you show how to utilize this kind of thing for family organizer?
HI, just wondering how you see Milestones in Teams in this mix?
Thank you for explaining the differences. The table at the end of the video is really helpful. When you use coloured coding it would be easier to read. Thumbs up and down looks similar.
Check out the link to the blog post in the description. I updated it after a similar request. Can’t update the video though.
jumpto365 Thank you very much! 😀
I have to assign a single task (processing a request) to a specific individual (different ones) ..and can't figure out how to effectively do that. I can't have each individual seeing these either.. .how do I do that?
Thank you for this. I have created a tasks or assignments list in MS Teams using planner. Unfortunately, I did not do it in the right place. I needed to create a Channel first in order to share it. How do I share my MS Teams-based assignment list?
Thanks for the great explanation. Funny thing was I had to set 0.5 playback speed to really get a good comprehension on the tongue twister part. :D
As of 9th November, I'm under the assumption that they have renamed "Tasks" in Teams as "Planner".
The app tile had said Planner, but I think that's changing to Tasks if it hasn't already.
I still have troubles with tasks in O365.
Let's say personal isn't a problem, but what about tasks 1:1 between employees in organization which doesn't belong to any the same group. What about private tasks which can see only people assign to task. In planner even when I assign worker, all people inside team with access to that plan can see all tasks, modify and even delete without any notification for anyone and without keeping history.
Before we work on bitrix24 and there was much better tasks organized. There was only one list of tasks on which you was organized, attended or assign as an observer.
Great video, clear, precise, concise info on the ever-growing MS portfolio of productivity apps. I've been using To-Do as my daily "on the go" mobile tasks tracker and planner and it works quite well for me because basically I just need a place where to quickly create and consolidate all my personal tasks_&_reminders of things I need to do on a daily basis. It's simple and yet efficient. It's good to understand the difference between the various apps out there and this video has quite done it for me with those regards. Great visuals and summary charts, clear and easy to grasp explanations. Great work, mate. You've won another subscriber. ;) Cheers.
Best breakdown of these MS apps I’ve seen! Thanks…
Thanks Matt. I'm looking for something in the flow-E mould. Too often an instruction/task in teams is lost if not acted on immediately. The ability to mail a post/chat to myself and then run through flow-E works but is not ideal. Really need a drag and drop scenario. Is there something out there that I've missed.
TY for the clear overview! Super helpful!
Most important criteria that I was looking for is the ability to link To-Do tasks into Planner & get proper dashboards and productivity reports that can also be easily printed for weekly meetings.
I don't think these tools will ever aim toward being printer-friendly. It might be time to drop that requirement or to invest in a large iPad or something.
Hello, nice video. I use Microsoft's todo extensively and It is my main way to add tasks for projects and whatnot. I wonder if I can just have a calendar view of all my todos in this app. It would be great if you had a button within TODO that was a calendar view. I do not use outlook, but is it possible to see what is already on TODO's app in a calandar view that shows you week view and month for a more broad perspective on what is happening? Thanks for any insight. If I have to sync TODO to a calendar for this can it be done with the provided calendar app in windows or must be Outlook for example?
Unfortunately no. To Do (for the time being) is all about lists, not calendar views.
@@jumpto365 what app do you suggest I sync all my lists that have dates and reminders? I basically would like to see all my upcoming due tasks in a calendar form. If you have any suggestions I'd appreciate it.
Great video! I still have a question though, which I couldn't find any answers to after searching all the comments... What's the best tool to use for Goals/OKR (with sub-tasks). I have a small team of six people, we want to set annual goals and these would have sub-tasks that will help achieve each person's overall goals.
I know Planner (and now Todo) have checklists and steps... But these seem hidden and not really good for managing the important smaller tasks that are essential to achieving the big goal / objective.
Any advice much appreciated!!
Would be good to link and reshoot this video topic since they have changed all this...names and even information storage locations.
This was SO unbelieving
This is so incredibility helpful, thank you SO MUCH!
You really tapped a very critical question. Many thanks for your super video.
Please also consider an import facility for planner
excellent guide. the way you present it makes it very easy to understand. thank you
Great synopsis of the different tools and examples of use cases. Much clearer to me now!
Great video... Is there an updated version now that Teams Tasks has been changed to Team tasks by planner and todo ?
Only difference is a name change. Tasks in Teams is the same thing as Tasks by Planner and To Do.
Excellent video - many thanks ...... I hope Microsoft will sort out One Note integration ...... especially the ability to create tasks in the iOS app ...... when taking meeting notes in One Note on my iPad, I want to flag tasks and see them appear in ToDo ....
Great job!. Looking for insight on Microsoft to do versus teams tasks and stumbled across your channel. Very helpful. Tuxedo
I agree, very good job at explaining the differences between all of Microsofts' task apps. I nearly drove myself nuts the last three years bouncing from To-Do to Planner, to Outlook Tasks to Flows. I was hoping/dreaming that Tasks for Teams would be the one that combined all of the great features from each of the other three. That dream bubble has more or less burst, but your explanations make a lot of sense when MS Project is included in the lineup. Kudos to you for a clear explanation and making it much easier to understand each apps pupose.
Best explanation I've found. Congratulations!
Good summary, thanks. I am specifically looking to replace excel for a Master Task List that repeats every end of month. Repeating tasks, sign off, grouped by due ie 1st working day, 2nd working day, assigned to staff.
Alas there is no out-of-the-box way to do recurring tasks in Planner or Lists. You'd have to set up a flow in Power Automate to create a recurring task in Planner. Amazing that such a basic feature isn't there yet for Planner at least. Lists likely isn't the place to do recurring tasks anyway, but perhaps your situation justifies it.
Doesn't Lists automate things? So you can enter data and it will put this into document templates?
Not by itself. You need Power Automate for that, part of the suite.
Thank you. The video provides a clear vision about four apps.
Thanks for this clear explanation of features & use cases!
Great content! Sounds like Planner is the best fit for my team 🎉
Thanks for this excellent video. The real problem for me is if users choose the wrong option first. So if they create a Plan in Planner and then realise it should be in a Team, it doesn't seem to be possible to move it to a Team, you can move it to Teams but it becomes a new Team, really frustrating. Unless you have a way of transferring information across?
Nope. Most of the takeaways I have for Microsoft tools is you need to do some research first and make strategic--not ad hoc--decisions. It's important to have an internal help site that provides "the company way" as a starting point with some helpful, but not-too-complicated information, to whet the appetite for more information. They then can dive down the rabbit hole if "the company way" doesn't meet their needs.
Which app can I use for my team's weekly rota? I'm using excel now, I have a column with all the tasks and then, a column for each day of the week. I use colours to assign a task to a member. Can/ Should I use planner? Thanks
Yeah, Planner is probably your best bet. I'd test it out a bit. Try recreating some of your tasks in Planner and run through them in the background during a week or two to see if it works for you. If so, talk it through with the team and then start transitioning over.
Matt... I just watched one of your videos... and I thought you did such a good job. I really liked your visuals and how you kept it all simple. I'm excited to watch this video. I know, sounds weird. I just like your style, I guess.
Thanks for the great video... Really well put together, and being a new fellow UA-camr, I respect the effort, time and quality of the video... Also, the topic is relevant, one which many people always ask me. 😊
Really appreciate this comment, thank you.
Wonderful video, very helpful! Subscribed
Thank you very much for this video. I was getting twisted between Lists and Tasks in Teams, and your video helped clarify the difference to me.
Glad it helped!
Automate Attendance in MS Teams through this technique
ua-cam.com/video/JyG7R868iwQ/v-deo.html
These explainers are brilliant. Thanks for making these videos.
Hey man, can you link where you got the cool multi flag stand?
MS has managed to build 100 apps in the 365 most of them do the same thing in a different way...At the end of the video he even stated that four apps might not be enough to fully cover your needs...amazing work MS...
Just use MS Notepad and you'll fulfill all important needs in one single app
hi, what app should I use if I want to create tasks for team members, without letting them to delete the tasks? meaning to have some permision rights? Thank you!
Out of these four, Lists is the only one that offers item-level permissions. Though it’s not like those people will get a notification saying, “You have a task.” Lists still isn’t a great task app, but if permissions are your decision factor, only it can meet that need.
Can microsoft To-Do integrate with microsoft outlook calander?? . I have office 365.
Yea but it's just not very intuitive, you might find creating tasks in calendar as "all day events" works best
Hi there! Would you specifically recommend one of these for teachers now using Teams as a LMS? Lesson planning, etc?
Do you mean for assigning work out to students? Like, Homework Assignment 1, assigned to the whole class?
@@thatmattwade I figured out how to create assignments and push them out. I'm just wondering if there's a Microsoft app you discussed here that may align well to lesson planning formats for teachers. So like Monday, lesson 8-10 in math, small group on Teams at 11 AM; Tuesday upload writing prompt #4, Teams at 1 pm. Etc
@@nicholeopdyke1946 Planner could do that, perhaps. Each bucket could be a day of the week and each task could be the example lesson or small group items you listed.
@@thatmattwade I'll try it! Thank you!
Im debating if i shoud use the: Wiki app List's app or Task app.
Im trying to make a channel per website that we maintain.
Basicly stuff like Differend Plugins that are installed
what kind of Backup is avalable, and what services we installed and have to maintain.
but also if needed login info (thats why we use private channels) but 9 out of 10 sites are on our host so we dont need that info.
I tested List's and its hard becose i need to split up the data in 4 differend lists.
Now Wiki I like how it looks I can just make 4 Different sections. And add a 2nd pages for say
Maintanance Info. aka Last maintanance 17-09-2020 this, this and this was updated
and these were the things that were fixed.
But anyways what do you guys recommend? Any tips?
I’d almost consider OneNote, if you like the wiki setup. The HUGE downside to the wiki is it’s not indexed by the search engine, so it won’t come up in search results. You could have one notebook and have the tab in each channel link to the section of the notebook related to that channel. Means people can organize the pages as they want, format, add images, hyperlinks, tables, sync to devices, you name it. As long as that’s what you’re looking for, though.
@@jumpto365 here is what is missing from Office 365. A app like LastPass or keepass with teams and browser integration.
Also i tryed onenote and could not find how to turn pages private and only allow on a group and or user basis.
Basicly we make and maintain Wordpress websites. And if the site is not hosted on our own server (where i can give access to retailer accounts to login) than i have to save all the login data for the site and there host.
Any ways maintanence is split up.
So we try to minimize access to the clients data by using a private channel per website. And only add the persons working on that domain.
This is a great video. What do you recommend using on a sharepoint project page? I'd hope there was an option for planner paired with a timeline.
SharePoint task lists include a Gantt view, if that helps.
What I’m really missing is a way to successfully use planner/tasks in teams as a organization support issue tracker. Being able to create tickets or tasks from an email or from teams. Also sadly there is still no @ mention functionality in planner either or support for rich content... anyhow great video !
Yeah, I see questions like that a lot online. Wanting to use SHarePoint (or now Lists) or Planner or something else to track tickets. I don't think you'll ever get a *good* ticket tracker out of these task apps. There's a reasons Zendesk, Spiceworks, and ServiceNow are so popular: they're built for the task. I'm pretty sure Zendesk and Spiceworks have free or cheap options if price is the option. And Zendesk integrates with Teams and Power Automate, so you can always expand usage into Office 365.
What is the best app for recurring tasks?
Office 365 is becoming a vehicle for procrastination not productivity. I will soon have a complete list of things that I have not been able to do because i have been making a list of things that I need to do.
That's hilarious. Sounds like you either have too much on your plate or you need help prioritizing.
@@sgarcata too much to do generally, if I was put on this earth to achieve a certain number of things, I am so far behind I will never be allowed to die! 🤣😂
I understand you very well. I have the same problem. But, It is also about our daily work style. I used to start my day by opening emails, writing down few tasks I would like to do today including grocery or YT watching. It does not work too well. I am trying to start my day from To Do now and it works much better. You are right, we are not allowed to die today, not even go on holiday. But it is in our hands what we plan for a day and how we use our tools. Tools are for us not we are for tools. It seems to me that you are at the point you should sit down for a day (I am not kidding) and make order in your brain and plan your daily behavior for the future. MS tools are only tools. You decide where and when to stick a shovel into the ground first. Should be a shovel or maybe a pitchfork?
Yes great topic and explanation. You mention an app several time Devops or something like this for techies but I never caught what you said, what is this app?
Can you provide any insight into how the integration of Teams w/ Asana now also adds another option for project management w/in Teams? Haven't seen anything yet about the details or how it will work.
It's not much different with integration with any of the other apps that are similar. The word "integration" with many of these is more than I would call it. Most of the time it's just a tab or very simple ways to call out tasks in a chat. But usually it's not nearly as integrated as the others. Judgment call on your end, though.
Great Video, Thank you!
But is there a way or recommendation to create centralized views for team leader or project manager along multiple planners or lists? For example to filter one of my Team members along multiple planners or Lists?
Or do I have to use Graph API for such an approach?
If you used a Microsoft List, you could maybe look into a Lookup Column in a central Project Manager column? Haven’t thought it through fully, but that’s where I’d start. sharepointmaven.com/how-to-create-a-lookup-column-in-sharepoint/
jumpto365 Thank you for your comment and idea.
Lookup column or lookup and fill via helper column and Workflow (maybe also PowerAutomate) could be a possible solution.
I just was thinking and researching about this and possible solutions or best practices, because I think such a feature would help a lot. People are also discussing at uservoice, but I‘m Not sure, if it‘s on the product backlog.
planner.uservoice.com/forums/330525-microsoft-planner-feedback-forum/suggestions/13504557-set-default-views
But is there an app, that has NON threaded outlook email integration capability for Project Management? I.e. I can add tasks and notes to ONE email, and track it in real time in an app? Without it carrying over the WHOLE conversation?
hello! So do you mean that To Do will replace ms tasks, or will it join in Outlook Premium?
Neither. To Do is free and is the news "tasks" app in Outlook. And Teams Tasks pulls in To Do and Planner tasks.
Thank you for the explanation! And I like the Periodic Table behind you - where can I find it? :) Lenka
jum.to/V3
Which is best for creating a ticketing system
You’re probably using the wrong tool regardless of which of these you choose. If you forced me to answer, I’d probably say Planner. But really, I’d look into Zendesk or Spiceworks. If you need a ticketing system, pay for a ticketing system up front so your future self doesn’t resent you.
@@jumpto365 thanks solid answer. I'll look into those for sure
Omg I recently subscriber to Microsoft 365 to streamline my small but busy business team and have been so overwhelmed by the different options. Great explanation that a kindergartener can understand. Well almost lol I am old school and learned on lotus 123.
My condolences.
can somebody tell the best combinations for my kind of work??
1) I want to take notes in onenote
2) make some table(or boards or some kind of scheduling) for study related and personal tasks with "customizable table length, headings and tags" (and want to view them all at a single place - like a canban board, calender)
3) link the tasks from *step 2* directly with onenote notebooks( like in notion note taking app )
I just want to completely shift from notion environment to microsoft 365 environment ( where I can have everything in one ecosystem where i can work in offline and which has security)
detailed explanation pls...
Interesting....but, hm, still can't figure it out why would I skip my Outlook 365 Tasks to any of these?
I can pretty do anything in Outlook Tasks, make them my own, make lists, share with anybody, assign to anyone, recurre them, insert various attachments, format text in so many ways, insert Excel and other tables and even connect data in them with external data....The only downside that I can see is that they are not present in mobile/Android version, but hey, reminders still pop up on my mobile device.
So, why would I move to any of these? Anyone?
Microsoft To Do has replaced/is replacing Outlook Tasks in Outlook on the web. There's no timeline yet on the desktop version of Outlook, but I'd be surprised if it's not coming soon. Some potentially helpful info: www.michaellinenberger.com/blog/microsofts-new-to-do-module-does-it-replace-tasks/
@@jumpto365 Alright, but I hope they don't replace Outlook desktop Task version, it is so powerful and useful...
It's probably in your best interest to plan for that happening.
@@jumpto365 Not probably - definitely. When is a different matter. To Do did recently add categories to the web app, so they're making progress on feature parity, at least. But it's a long way to go.
Thank you for another helpful and informative video. 👍
Not available in Ireland yet 😪
The whole country!? I demand a nation-wide census to confirm such a big statement! (Also, which app? Tasks in Teams still hasn't rolled out for most people yet, if that's what you mean.)
@@jumpto365 Tasks in Teams. Looks like another month 🤞 I'm super excited for this
This am was a very good run through. I have just started using To Do but not yet found an ideal solution. Thank you 👍😎🇦🇺
For a brief overview of how to use To Do, check out our blog here: jum.to/3ftagLL
Excellent! And well tongue-twisted too.
Thank you for this. This will help on a project I'm current trying to reinvent.
💪
This was very very very helpful! Thank you :)
very helpful! thanks - a lot of info but you broke it down very well.
Do you know which of those Applications has the Best integration with MSD?
How does Microsoft Lists compare with Asana for team task management? Does it allow for recurring tasks?
Thanks for your great videos. I am a happy subscriber.
Lists isn’t really a “task” tool, more a list tool and a task list can sometimes meet that need. So because of that, Lists isn’t made to meet all needs for tasks. That includes recurring tasks. Can’t do that out of the box. Might be able to do it if you were to use a Power Automate flow (if you’re willing to get into workflow building).