hi there jamie here today at teachers
tech hope you're having a great day
today today i want to show you how to
use a microsoft planner so if you have a
team plan that you're working on and you
want a collaborative tool to help you
out to help organize everything take a
look at microsoft planner so with it you
can create your plan assign tasks to
different members chat about those tasks
and even have charts to see how
everything is progressive progressing
along so and you can access this in a
bunch of different ways whether it be
online with the web or through microsoft
teams or even on your android or ios
device so let's start today on how to
use microsoft planner
[Music]
so first of all i just want to mention
that microsoft planner is not a free app
from microsoft you do need to have a
microsoft 365 business subscription so
if you're part of an organization
whether it be a school or business that
does have that you'd probably have
access to microsoft planner if you're
looking for a free app and from
microsoft take a look at microsoft to do
and with microsoft to do this is more of
your daily planner to kind of keep
things organized you can share a
different task inside of this too and it
is free all you do need is a microsoft
account i have a tutorial on this one
so i'll put a link to that below in the
description and up above in the card but
for today's tutorial i want to focus
this on microsoft planner and show you
how this could be a great tool to help
organize collaboration in your team
so let's talk about where we can access
microsoft planner and i'm just on
task.office.com right here and i'll put
the link down below in the description
along with everything will be timestamps
so you can jump around in different
parts of this video like i said you do
need your microsoft 365 premium business
or school account to log in but you can
go ahead and hit sign in here i don't
usually log in this way to it i tend to
go through just my office my microsoft
365 office page here and i sign in but
it will get you to the same point the
other before i log in i just want to
point out you can add this to your
microsoft team so if i go and pop up
microsoft teams here and if i'm on one
of these and you want to add planner to
one of the tabs in this space just go
click on out of the tab and it used to
be called planner in here so if you type
planner you can see that task by planner
so i'm going to just choose this task by
planner and to do this is where i would
be adding it to my microsoft team and so
it's a great place to add it so i could
if i just call this demo task here and
i'm going to hit save and i'm going to
point out when i log in to my office and
go to plat planner you're going to see
that this created this tab this demo
task in there so i can access it through
different places i'm not going to be
working from teams i'll just be working
from the login but remember you can add
it to your
to your mobile device whether it be
android or ios and you can work from
there too but i'm going to go ahead and
get logged in to my microsoft 365
account
so i'm just back here at my office 365
login page and i'll put the link down
below too but it's just office.com but
if i go ahead and hit sign in here i'm
just going to put in my
credentials my email and get to the next
page
so when i'm logged in here into my
office.com
i'm going to go ahead and go to all apps
because you can see some of the apps
here but i want to go to planners i'm
just going to click all apps here and
you can see planner is right here so if
i go ahead and click on planner it takes
me to this and i just want to point out
that i created that example one the demo
one inside microsoft teams and here it
is here so it's sinking across different
ways to access this planner so let's go
get started in creating some
organization inside our plans if this is
your first time logging in to microsoft
planner you're probably not going to see
anything under the pinned with recent or
all i'm just in the planner hub you can
see everything looks pretty simplistic
in this there's not you're not going to
see all these drop downs and that's one
of the things i like about this
microsoft planner
if you have been assigned to a
project or a plan you are going to see
it probably in recent at all maybe you
didn't even know that you were assigned
it but it will be there or you could
check right check right here where it
says assigned to me i'm going to go
ahead and start a new plan for this demo
here today so i'm just selecting new
plan and at this point i'm going to give
this as a name and hypothetically this
is going to be just about creating a new
website for
let's say my teacher's text so i'm going
to just type in new website
like so now this is a nice option to
have right away is that if you're using
microsoft teams or if there's an
existing group you can go ahead and
select that and choose what group it is
so i could go ahead and pick teachers
tech right here and it would add it
i could create that plan and it would
add it be added to that group so i'm not
going to actually go back here because i
want to show you a few other options
here now i could create this public and
if i create this public i can go ahead
and create the planner project and then
i can go and email the link out and then
people will be able to
click on it and join it or else i could
make it private and add the members that
i know i want to be a part of it and you
can see
under
options here you drop down you have just
where you can put a description on it so
i'll just say create new website down
here now in this example i'm just going
to create this private right now and i'm
going to go ahead and just select create
plan
so now we have the plan created and now
i can show you how we can start to
organize the different things to do and
buckets in it
so i haven't added any members yet but
it's very quick to do so remember i
created this project or this plan as a
private one if i look up here beside my
name i have members if i drop down here
i can quickly add start typing and
people from the organization that i'm
part of will pop up in here and i can
quickly add them notice if i hover over
and i can also remove them if i want and
it starts to show how many people are
part of this plan now i do want to point
out when you're creating and i'm just
going to use this as an example if i go
back and create new plan it is very
quick if you have that group already
created
and you add to an existing group then
you're going to make sure that no one's
missed as part of that group and it can
save you some time that way but i'm
going to be working from this private
mode here today where i can add my
members
now the next thing what i want to do is
i start to break down this project or
plan into different parts so it's going
to be a new website and these here so
you can see i have to do add a new
bucket
what i'm going to do first is just put
add bucket here and i'll just put in for
an example i'm going to write graphics
so
when i just hit enter off of that now
underneath graphics i can break this
down further by having more tasks so
what i'm going to do is make a few
different buckets here and i can also
move tasks from different buckets as i
complete them depending on how you have
this set up because you could have this
set up for
doing a lot of different things so if i
was creating uh maybe a multiple uh
lessons on microsoft excel and i was
putting all the different topics in i
could be having them under one bucket or
maybe it's other different ones of
different microsoft products it's going
to be up to you how you
start to
create this with all the different
buckets but i'm going to create a few
more here so what i want to do in my
next one is going to be about post
and
the these are going to be post ideas
and i'm going to just hit enter and i'm
going to move to this next one and now
i'm just going to put in approved
post because they're going to go from
ideas to approve posts when i uh know
when they're ready and then we've
decided that that's what we want to work
on and next we're going to put in
ads so there's going to be somebody
for ads here that will be part of the
advertisements so i'll just put ads here
and i'm gonna leave it as those four
things just to kind of keep it simple if
i go back you can see at the bottom i
can scroll and i have these two
different ones so now
if i go back to let's say the graphic
and add a task now the first one could
be what's going to be the task it's
going to be to create a header for the
website let's say for a graphic and we
could set a due date on this and what i
like also this is where you can assign
so
let's say i'm going to set a due date
and i'm just going to jump ahead and i'm
going to jump ahead two weeks here out
on it just like that yeah i'll leave it
today like that and then i'm going to
assign it so based on the people that
i've added already i can go ahead and
click and assign it to them so now i can
assign that task and that person's going
to know that they have that task and the
due date on it so let's go through a
little bit more what we can do
so let's go back to the task that i just
created here for ashton i signed it to
him about creating the website header
you notice i can go ahead and assign two
if i click here i could add more uh to
this but what i want to do is just click
on it so if i go ahead and click on it
notice that i get more options here so
at this point right away i can add a
label and i'll show you why labels could
be important for your organization of
this but i'm going to go ahead and add a
blue label here
just like that as i go through the
different options it shows me what
bucket i have this in i could change the
bucket that this is in and this would be
good for when i give an example of the
post so if it's a post idea we have all
these ideas and we decide okay we're
going to create this post then i move it
to approved and we know we can go ahead
so if i go ahead i could drop down and
move it here but i can also drag them
around too
progress i'm going to say that this is
in progress it started medium i'll say
this is an important thing for the
website is to have that header the start
date i could add the start date on it
so i could select today's date and i
already gave it a due date when i
created it i could add extra notes here
to help the person if there's any extra
notes that need it for the uh clarity of
that task and we can also create a
checklist within the task so as an
example if i just type in item one and i
go item two like so i could add more
items and as the person checks them off
they could just select them off you can
see how we could grab and reorder them
too if they're going through or delete
them we can also show these on the card
so i'm going to check this here
just so you see where it comes at and we
can add attachments so maybe there's a
whole sheet that of different
instructions or the graphics that we're
going to use to embed in here i could go
ahead and click add from a team files
you can see i could go from the computer
so if i go to my computer i could go
grab i'll just go grab this image and it
uploads to that sharepoint shared site
where that will be on and i can show
this on the card so any comments just
like that so if i go ahead and just exit
out
notice on this card here i have all
these different things uh on here that
i've added
i can make sure at this point i can go
ahead and open it up again if i do need
to go back and edit you can see how i
can quickly change any of those things
too so that's how you get a little bit
more into the task of adding more
information
so i've added a few more tasks under
post ideas here and you can see i've
assigned to ashton i could assign
quickly any of these to other people
i'll give kathy one here too
so now what i wanted to point out first
was the filters as you get lots of
different tasks in it filters are a
great way to find specific ones you're
looking for and you can filter it
through many different ways up beside
the members i just want you to drop down
here and take a look we could do by
keyword if we wanted there's something
we're looking for
and you knew the word you could put that
in there but we can also do by dates you
can see by uh priority if i drop down
wanted to see the important one if i
click on it this was important and this
is important if i want it off again just
click it and that check mark goes off
we could go by label so i mentioned
before you might want to put labels like
colors so i know this is blue so if i
click blue i can see only the blue one
and i have a red one there too so i can
show multiple ones too and click off i
could go see if i keep going i want to
see anything assigned to kathy so i
could go ahead and click on it and then
i could go through there so take
advantage of the filters that under here
to quickly find the task that you're
looking for
so let's say at this point we have these
post ideas we have them assigned to a
few different people and we want to
approve one of these posts to actually
get start working on so let's take this
top three video editors we want to post
somebody has going to write an article
about this i can drag this over
into the approved post so then i know
that these are just ideas over here but
this is going to be
over here in the approved post that the
person can take action on so probably at
this time i might not even want to add
some of the due dates on these until i
was actually in the approved post so
what does this look like for let's say
ashton and what i'm going to do is
change accounts here so i'm just going
to jump over to ashton's account here
i've logged in i i he didn't create this
this is what i created over here and you
can see that here is the plan or the
project the new website i'm going to
click on this one
and you can see the different things now
if i go to assign to me
he would see the different tasks that
are assigned to him specifically that he
could go from here or else if he goes
back if we go back and just click on the
plan he would see everything the same
thing and this ashton has the same
ability to move things around
if that if things were going to be moved
over he can do it from here so you have
a true collaborative effort at this
point so let's say ashton would work on
this he opens up and maybe at this one
he says it's complete or he's added
comments so another way
you could do is have these comments back
and forth down below in each task so if
the ashton was just writing all done
send and then we can have a conversation
between the different group members
right within the task if there's
something that needs to be added to this
so at this point i could just close this
here i could create another bucket maybe
it's finished post after this so if
things were going to go from
you can see this is completed task now
but maybe i have another one i can move
over to
create another bucket called complete it
but i'm going to leave it just like this
and i can see completed ones in here so
i'm going to move back over to my
that i have from my view and you can see
it's virtually the same i can look at a
few more things here so if i go to
charts
i could go and click on this and i gives
me more information about uh you know
task left to do not started in progress
late so i get this snapshot that can
really help the team stay on top of
things uh you can see the different
tasks still that are open pushed over to
the
right here when i have this selected i
could go to the schedule and it gives me
the idea i can see the header started
first but then at this point there was
two different things so if i click on it
there's the header and then there is the
one that is completed now you can see
that is in green and checked off so
between the charts and the schedule give
you some nice snapshots to see how the
team is progressing along with the
project
so i just want to point out a few
important settings inside microsoft
planner here and i'm going to go up in
these three little dots here i'm just
going to navigate to some more options
and you can see that we had connects
things from export plant excel we can
add plan to our outlook calendar but
what i want to focus on here is the plan
settings and i could have showed you
this at the beginning but you can change
your plan name here uh you can see you
can even change the background so if i
go through i can pick a different one so
if i was to pick this you can see how it
quickly changes so if you want a
customization customization of each plan
to have a different look it's that easy
to do
we could go to group you can see where
we can add change some options here from
public to private we could go to
notifications and this could be an
important thing do you want to send the
email to a group when a task is assigned
or completed where we can check it so go
through the plan settings especially if
you're working with a group to see
how you want things set up or if you
need to change things with it now the
last thing i just wanted to point out
and i showed you this at the very
beginning i'm just going to open up my
microsoft teams again and i created the
demo one here the demo task and now if
you notice all the things that i showed
you uh if inside microsoft planner
you're going to see that you can create
these new things here so if you want the
new buckets and they'll add tasks
they're going to be
the exact same way to work in here and
to go back and do the editing you can
make all those same adjustments to it so
i hope you like this walkthrough of how
to use microsoft planner if you're
looking for kind of a lightweight
planner option with your organization
this could be a great one to use because
it's very easy intuitive to use and
really keeps you on top of what's
happening within your team thanks for
watching this time on teachers tech i'll
see you next time with more tech tips
and tutorials