Microsoft Planner Premium is here to make task management simpler and more effective for teams using Microsoft 365. It builds on the basic Planner with advanced features like Gantt charts, task dependencies, custom fields, and AI-powered assistance through Microsoft Copilot. Designed for modern workflows, it integrates seamlessly with Microsoft Teams, Outlook, and other Microsoft apps to centralize your projects and improve collaboration.
Key Features of Planner Premium:
- Task Management: Gantt charts, task dependencies, and sprint planning tools.
- Collaboration: Real-time updates, external user access, and workload balancing.
- AI Integration: Copilot for intelligent task suggestions and automation.
- Advanced Analytics: Track progress, manage budgets, and optimize resources.
Subscription Options:
| Plan | Cost (Annual Billing) | Features |
|---|---|---|
| Planner Plan 1 | $10/user/month | Basic Premium tools (e.g., Gantt view) |
| Project Plan 3 | $30/user/month | Full Premium features |
| Project Plan 5 | $55/user/month | Advanced analytics and support |
Ready to upgrade? You can start with a free trial or choose a plan that fits your team’s needs. Planner Premium is accessible via Microsoft 365 and integrates directly with Teams for easy setup and use.
Planner Premium – Gantt Chart – Linked Tasks – Project Management
New Premium Features
Microsoft Planner Premium introduces tools designed to make managing projects and tasks easier. Here’s a closer look at these features and how they can improve team efficiency.
Gantt Chart Views
The Timeline View in Planner Premium includes Gantt chart functionality, allowing teams to see schedules visually. Tasks are plotted automatically, making it easier to spot delays or bottlenecks. Tasks critical to meeting deadlines are highlighted with red markers, helping teams stay on track .
Task Links and Dependencies
The dependency management system in Premium supports four types of task relationships:
| Dependency Type | Description | Common Use Case |
|---|---|---|
| Finish to Start | Task B starts after Task A ends | Sequential development phases |
| Start to Start | Tasks begin at the same time | Parallel workstreams |
| Finish to Finish | Tasks must be completed together | Coordinated deliverables |
| Start to Finish | Task B can’t finish until Task A starts | Complex handovers |
When changes are made to dependent tasks, timelines are updated automatically – perfect for managing interconnected tasks .
Custom Fields and Task Rules
With Premium, you can add up to 10 custom fields per plan. These fields can track text, dates, numbers, yes/no responses, or choices. Automated rollup calculations make managing task details more efficient .
Sprint Planning Tools
Sprint planning tools simplify agile workflows by making backlog management and sprint organization more straightforward. Teams can shift tasks between sprints and monitor velocity across iterations with ease.
Team Workload Tools
Workload management features help distribute tasks evenly and avoid burnout. Project managers can view resource allocation visually, identify overallocation, and adjust assignments based on team capacity.
These premium features are included in Project Plan 3 ($30/user/month, annual) or Project Plan 5 ($55/user/month, annual) .
Getting Premium Access
License Requirements
To access Microsoft Planner Premium, you’ll need a specific subscription tier. Here’s a breakdown of the available options:
| License Type | Monthly Cost (Annual Billing) | Key Features |
|---|---|---|
| Planner Plan 1 | $10/user | Basic Premium tools, including the Timeline (Gantt) view |
| Project Plan 3 | $30/user | Includes all Premium tools plus extra project management features |
| Project Plan 5 | $55/user | Full feature set, including advanced analytics |
Keep in mind that all plans require active licenses for both Microsoft 365 and Microsoft Teams. Features like business process flows and Microsoft 365 Copilot in Planner are only available with Project Plan 3 or 5.
Premium Upgrade Steps
Upgrading from a basic plan to Premium is straightforward. Here’s how:
- Check Eligibility: Only basic plans shared with Microsoft 365 groups or unshared plans can be upgraded.
- Verify Compatibility: Ensure any Power Automate workflows or third-party tools you use work with Premium features.
- Start the Conversion: A team member with a Premium license can convert eligible plans. If a Microsoft 365 user initiates a Planner Premium trial, the basic plan is automatically upgraded.
Once converted, the original basic plan becomes read-only and stays archived for 90 days.
Free Trial Setup
Not ready to commit? Microsoft offers a one-month free trial for Planner Premium. This gives teams the chance to test advanced features before making a decision.
License Request Process
Here’s how to get started with a Premium license:
- Evaluate Needs: Decide which tier – Planner Plan 1, Project Plan 3, or Project Plan 5 – matches your team’s requirements.
- Secure Budget Approval: Get the necessary budget approval for the per-user annual subscription.
- Coordinate with IT: Work with your IT team to implement the selected license.
- Assign Licenses: Distribute licenses to team members who need access to Premium features.
Keep in mind that plans created outside the core Planner app or those using business rules cannot be upgraded. If there are compatibility issues, the system will create a new Premium plan while keeping the original basic plan intact. This ensures your team can transition smoothly without disruptions.
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Microsoft Teams Setup
Adding Planner Premium to Teams
Getting Planner Premium up and running in Teams is simple. Go to "View more apps", search for "Planner", and hit "Add" to integrate it with Teams . To make it easier to access, right-click on the Planner app and choose "Pin" to keep it in your Teams sidebar .
If Planner isn’t showing up in your Teams setup, reach out to your IT administrator – it might need to be enabled at the organizational level . Any settings you’ve already configured in the web version of Planner will automatically sync with the Teams integration . Once set up, you can dive into how these features can improve task management for your team.
Managing Tasks with Planner Premium
Planner Premium in Teams provides three main views to help you stay on top of tasks:
| View | Purpose | Key Features |
|---|---|---|
| My Day | Focus on today | Highlights tasks due today, allows priority sorting |
| My Tasks | Task overview | Displays assignments from meetings, plans, and Loop components |
| My Plans | Project tracking | Lets you filter and search across all your plans |
You can create new plans directly in Teams, either using templates or starting from scratch . The integration with Microsoft Loop, Outlook, and other Microsoft 365 apps ensures everything stays connected, making teamwork smoother and more organized .
Staying Updated with Task Alerts
Planner Premium also helps you stay informed with task notifications in Teams. The activity feed will alert you about:
- New task assignments: When you’re assigned a task.
- Changes in urgency: Updates to task priority levels.
- Progress updates: Changes in task completion status.
- Team updates: If you’re removed from a task.
Make it a habit to check the activity feed regularly. These alerts help keep everyone on the same page and make real-time collaboration easier.
For even better workflow management, consider adding Planner tabs to specific Teams channels where your projects are discussed. This creates a shared space for team members to work on plans, chat, and share files – all without needing to jump between different tools .
Usage Tips and Tricks
Here’s how you can make the most of Planner Premium with some practical tips and tricks.
Setting Up Project Goals
Use the Goals feature to define up to 10 clear and measurable goals for each plan. To create a goal, click "Add goal" in the Goals view and include details like a title, end date, and status . You can even use Copilot to generate well-structured goals.
| View Type | Purpose | Best Practice |
|---|---|---|
| Board View | Task organization | Group tasks by goal to see how they are distributed. |
| People View | Accountability tracking | Check who is responsible for each goal. |
| Grid View | Progress monitoring | Add a Goal column to map tasks to goals quickly. |
| Charts View | Analytics | Filter by goal to track how close you are to completion. |
Once your goals are set, improve task tracking by configuring custom fields.
Customizing Fields for Better Tracking
You can use various field types to keep tasks organized and detailed:
- Text Fields: Add notes about task details or blockers.
- Date Fields: Track key milestones, like review deadlines or approval dates.
- Number Fields: Estimate effort or resources with rollup options such as:
- Sum: Total project hours.
- Average: Mean task duration.
- Min/Max: Define resource limits.
- Choice Fields: Use predefined options for consistency. For instance:
| Risk Level | Color Code | Usage |
|---|---|---|
| High | Red | Critical tasks on the project path. |
| Medium | Yellow | Dependencies needing flexibility. |
| Low | Green | Standard tasks with minimal risks. |
Balancing Team Tasks
Use the Assignments view to monitor workload distribution. Check how many hours each team member is assigned, break down daily tasks, and spot bottlenecks. Adjust assignments to match team capacity using workload visualizations, ensuring no one is overburdened.
Managing Sprints
For agile workflows, align tasks with sprint goals by using custom ‘Sprint’ fields and date tracking. Tag tasks with sprint identifiers, set start and end dates, and track progress using filtered Charts view. This keeps your sprints on track and ensures transparency in your processes.
These tips will help you optimize your planning and execution with Planner Premium.
Conclusion
Main Points
Microsoft Planner Premium takes project management in Microsoft 365 to the next level. It offers tools like advanced task dependencies and sprint planning to improve task management. The platform works effortlessly with Microsoft Teams, Outlook, and other Microsoft apps, allowing teams to track progress in real time and stay on schedule. Its centralized structure simplifies workflows by bringing everything into one place.
Ready to get started? Follow these steps to make the most of Planner Premium.
Getting Started
Planner Premium is designed to simplify task management and boost collaboration. Here’s how to activate its features:
| Step | Action | Purpose |
|---|---|---|
| Initial Access | Go to planner.cloud.microsoft or the Microsoft 365 homepage to access Planner Premium | Direct access to the platform |
| Teams Integration | Add and pin the Planner app in Microsoft Teams | Keep tasks and projects centralized |
| View Setup | Set up "My Day", "My Tasks", and "My Plans" views | Stay organized with clear task visibility |
| Notification Setup | Turn on task alerts in the Teams activity feed | Stay updated on changes and deadlines |
Start by exploring the "My Day" view to focus on immediate priorities. Then, use "My Tasks" to manage private tasks, assignments, and flagged emails. The "My Plans" page provides a full overview of all your plans, complete with filtering options for easy navigation.
Planner Premium also includes advanced features like detailed task assignments and dependencies, all while maintaining its user-friendly, card-based Kanban system. This makes it accessible for team members, regardless of their technical expertise.