Planner Premium is a project management tool that combines Microsoft To Do, Planner, and Project for the Web into one. It offers advanced features like task dependencies, custom fields, and analytics to help teams stay organized and efficient. Here’s what you need to know to get started:
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Plans & Pricing:
- Plan 1: $10/user/month (basic features)
- Plan 3: $30/user/month (advanced tools like Copilot)
- Plan 5: $55/user/month (enterprise-level capabilities)
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Key Features to Explore:
- Timeline View: Gantt chart-style schedules with critical path tracking.
- Task Dependencies: Four types (e.g., Finish-to-Start) for better workflows.
- Custom Fields: Add metrics like risk levels or approval dates.
- Teams Integration: Manage tasks directly in Microsoft Teams.
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Trial Setup:
- Requires admin permissions in Microsoft 365.
- Basic plans become read-only after upgrade (archived for 90 days).
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Testing Tips:
- Focus on task management, collaboration, and analytics.
- Use the trial to measure time savings, team adoption, and workflow improvements.
Planner Premium integrates seamlessly with Microsoft 365 apps like Teams, Outlook, and SharePoint, making it a powerful tool for project management. Start your 30-day trial to see how it can improve your team’s productivity.
How to Use the NEW Planner Premium for Projects
Setting Up Your Planner Premium Trial
Get started with your 30-day trial by following these straightforward steps.
How to Start Your Trial
To activate your Planner Premium trial, you’ll need the right administrative permissions in your Microsoft 365 environment. The required roles depend on your billing account type:
- Microsoft Customer Agreement (MCA) accounts: Requires a Billing account owner/contributor or Billing profile owner/contributor role.
- Microsoft Online Services Agreement (MOSA) accounts: Requires the Billing Administrator role or higher.
- Partners managing customer accounts: Requires Global Administrator permissions.
To upgrade your basic plan to Premium:
- Go to your current basic plan in the new Planner application.
- Click the three dots (…) in the header menu.
- Choose any premium view option.
- Select "Convert to Premium for everyone."
After upgrading, continue with the setup adjustments outlined below.
Basic Setup Steps
Once activated, adjust your Premium environment settings:
- Your original basic plan becomes read-only and is archived.
- You have 90 days to revert to the basic plan if needed.
- After 90 days, the basic plan is permanently deleted.
"A user with a premium license can work with both planner (basic and premium), although a user without can’t. Sure they can access the plan, but all the new attributes (coming from premium plan) can’t be viewed properly. It’s melted in the notes section, without any chance to unterstand whats written. So therefore everyone in the company needs at least the same level of a premium license (in order to avoid support tickets)." – IT bei Swissgrid AG
When planning your trial, review these pricing options:
| Plan Level | Monthly Cost per User | Best For |
|---|---|---|
| Plan 1 | $10 | Basic premium features |
| Plan 3 | $30 | Advanced project management |
| Plan 5 | $55 | Enterprise-level capabilities |
Main Features to Test
During your Planner Premium trial, focus on exploring features designed to streamline your project management process.
Timeline View
The Timeline View provides a Gantt chart-style display, allowing you to visualize project schedules for up to six years. Tasks critical to the schedule appear in red, and you can view lead-lag details by hovering over tasks. This view can also be exported as a PDF for sharing or documentation. For a better experience, turn on the "Show Critical Path" toggle to pinpoint tasks that directly impact your schedule. You can also set up task dependencies to refine your project timeline.
Task Dependencies
Once your timeline is set up, create task dependencies to ensure tasks are sequenced correctly. The system supports four types of dependencies:
| Dependency Type | Description | Example Use Case |
|---|---|---|
| Finish-to-Start (FS) | Task B begins only after Task A finishes | Steps in a review process |
| Start-to-Start (SS) | Tasks begin at the same time | Overlapping activities |
| Finish-to-Finish (FF) | Tasks conclude together | Coordinated deliverables |
| Start-to-Finish (SF) | Task B ends only after Task A starts | Complex workflows |
To add dependencies, use the "Depends on" or "Dependents (after)" column in the task row. You can also adjust relationships by specifying lead or lag times in minutes, hours, days, weeks, or months.
Custom Fields Setup
Custom fields give you the flexibility to track project details tailored to your needs. Use them to add fields for risk levels, effort estimates, quality checks, or approval dates. This way, you can adapt task tracking to suit your specific project goals.
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Microsoft Teams Integration
Planner Premium brings task management directly into Teams, so you don’t have to juggle multiple apps during your trial.
Adding Plans to Teams
By connecting Planner with Teams, you can manage tasks and conversations in one place. Here’s how to set it up:
- Go to the Teams channel where you want to add Planner.
- Click the Apps icon in the top-right corner.
- Search for "Planner" and add it as a tab.
- Choose to either create a new plan or link an existing one.
- Hit Save to finalize the setup.
Need more features? You can upgrade to premium directly from the Teams interface as your projects grow.
Using Plans in Teams Meetings
Planner Premium makes it easy to turn meeting discussions into tasks. Pin the Planner tab to your meeting for quick access, so you can update tasks on the spot during discussions. This feature fits perfectly with other Teams integrations, keeping your workflow smooth.
Connecting with Teams Apps
Planner Premium works with tools like Azure, Exchange, and Dataverse to simplify task management. For example, the Issue Reporting template can automatically create tasks and assign them to team members. During the trial, you’ll also get automated task notifications right in your Teams activity feed, ensuring everyone stays updated.
Getting the Most from Your Trial
Now that you’ve set up and explored the features, it’s time to focus on gathering actionable insights from your trial period.
Make the most of your trial by testing premium features and evaluating how they impact your team’s productivity.
Trial Testing Checklist
Concentrate your testing on these premium features, building on the ones you’ve already explored:
| Feature Category | What to Test | Expected Outcome |
|---|---|---|
| Task Management | Dependencies, Gantt charts | Better visibility into project timelines |
| Team Collaboration | External user access, real-time updates | Improved communication with stakeholders |
| Analytics | Advanced reporting, project financials | Clearer insights into resource allocation |
| AI Integration | Task automation, smart suggestions | Reduced manual effort in workflows |
For a thorough evaluation, test these features on a complex project with multiple dependencies. Pay special attention to how these tools integrate with your existing Microsoft 365 setup.
Reporting Trial Results
Track your trial’s effectiveness by measuring key metrics:
| Metric | How to Measure |
|---|---|
| Time Savings | Compare task completion times before and during the trial |
| Team Adoption | Monitor daily active users and engagement |
| Integration Success | Check connections with other Microsoft apps |
| Workflow Improvements | Note reduced steps in common processes |
Document how the premium features solve specific challenges in your current processes. These records will help you build a case for upgrading to the full version.
Moving to Full Version
Upgrading ensures your data is preserved, but keep in mind that the basic plan will switch to read-only mode.
Before you make the leap:
- Review licenses: Confirm that all team members have the necessary Microsoft 365 licenses.
- Assess workflows: Update any Power Automate flows or third-party integrations.
- Verify collaborator access: Check that external users can still access the system as needed.
Keep in mind that access points may vary. For example, Teams-based plans stay within the app, while SharePoint-integrated plans redirect users to Project for the web.
Pro tip: Back up critical project data before upgrading. While the system usually transitions data smoothly, it’s wise to prepare for any potential compatibility issues between basic and premium versions.
Next Steps
Here’s how to make smart decisions for your implementation:
Use Trial Insights to Build Your Plan
Leverage what you learned during the trial to craft a focused implementation plan. For example, enable premium features like People, Goals, and Assignments through the Planner app. When you convert a basic plan to a premium version, the original plan is archived for 90 days.
Access Points to Consider
Ensure your team knows how to access Planner across different platforms:
- Teams Users: Premium plans are accessible directly within Microsoft Teams.
- Web Users: They’ll be redirected to Project for the web.
- Mobile Users: Tasks appear in the "Assigned to me" section, with prompts to open premium plans in Project for the web.
Making sure your team’s access aligns with your infrastructure will lead to a smoother transition.
Get Your Infrastructure Ready
Before rolling out the premium version, focus on these key areas:
- License Management: Verify that your Microsoft 365 licenses include premium access.
- Integration Updates: Adjust Power Automate workflows and any third-party integrations to match premium features.
- Organize Data: Use buckets and labels to keep tasks well-structured across projects.
Adopt Best Practices
Once your setup is ready, follow these tips to get the most out of your premium plan:
| Focus Area | What to Do |
|---|---|
| Task Management | Set start and due dates to make the Schedule view useful. |
| Communication | Add clear comments and instructions to tasks. |
| Team Access | Add plans as tabs in Microsoft Teams channels. |
| Progress Tracking | Use the Baseline feature to monitor project progress. |
Pro Tip: Start with a single team or project as a pilot. This lets you adjust your strategy based on real-world feedback and user experiences.
