Microsoft has retired Project for the Web and Roadmap, with January 1, 2025, marking the end of new project creation and August 31, 2025, as the final date for accessing or exporting data. Transitioning to Microsoft Planner is now essential for Teams-based project management. Here’s what you need to know:
- Key Dates:
- January 1, 2025: No new projects can be created in Project for the Web.
- August 31, 2025: Final date for accessing/exporting data.
- Why Planner:
- Integrates directly into Microsoft Teams.
- Features task boards, due dates, progress tracking, and Power Automate workflows.
- Mobile access via the Teams app for on-the-go updates.
- Migration Checklist:
- Notify teams and update internal documentation.
- Export data from Project for the Web before August 31, 2025.
- Adjust Power Automate workflows to align with Planner.
- Replace Project tabs in Teams with Planner tabs.
- Review and confirm data accuracy and permissions post-migration.
- Train users on Planner’s features and Teams integration.
- Post-Migration Tips:
- Validate data and permissions within two weeks.
- Organize training sessions for your team.
- Continuously improve workflows based on feedback.
Start your migration early to avoid disruptions and ensure a smooth transition to Microsoft Planner.
How to use the NEW Microsoft Planner & Planner Premium
Migration Preparation: Steps and Tools
Switching from Project for the Web to Microsoft Planner requires careful planning to keep everyone on the same page during the transition. The key to success lies in clear and structured communication with your team.
Plan Team Communication
Clear communication is critical to avoid confusion during the migration process.
"To ensure a smooth transition to Planner, we recommend that administrators notify users and update any internal documentation to reflect the changes." – Microsoft
Start with a 30-day pre-migration timeline. This should include the reasons for the migration, the benefits it offers, specific tasks users need to complete (like recreating Roadmaps as Portfolios or re-pinning projects in Teams), and important deadlines.
Designate "migration champions" within your team. These individuals can provide advanced training and act as the go-to resource for any initial questions or concerns. Additionally, make sure to update your standard operating procedures and training materials to reflect the changes introduced by this new project management tool.
Migration Checklist: Step-by-Step Process
To ensure a smooth transition to Microsoft Planner, it’s essential to update your automation workflows. Here’s how you can adjust your flows to align with the new system.
Update Power Automate Flows and Connections
Start by reviewing all Power Automate flows that rely on Project Dataverse tables. You’ll need to make some key updates:
- Adjust trigger conditions and actions to work with Planner or general Dataverse events.
- Update the connections to point to the new Planner environment.
- Test everything using sample data before rolling it out in production.
Microsoft Planner’s integration with Power Automate allows for advanced workflow automation with minimal coding. Rename any flows that reference the "Project Power App" to "Planner Power App" for better accuracy. Don’t forget to update your documentation to keep things organized and easy to manage.
sbb-itb-8be0fd2
Microsoft Teams and Planner Setup
Once you’ve completed the foundational migration tasks, it’s time to focus on integrating Microsoft Planner into your Teams environment. This integration ensures seamless project management and keeps productivity on track post-August 2025 migration. With Planner now fully embedded in Microsoft Teams, you can manage projects directly within your collaboration workspace.
Set Up Planner Tabs in Teams Channels
To keep your project management organized, replace the old Project and Roadmap tabs with the Teams Planner tab. Since the Project and Roadmap apps are no longer available in the Teams app store, you’ll need to update your channels. Here’s how:
- Identify Teams channels currently using Project tabs.
- Click the "+" icon in the channel to add a new tab.
- Select "Planner" and choose the plan you want to display.
All plans created in Project for the web are accessible in both Planner for the web and Planner in Teams, so you won’t lose any project data. There’s no need for migration or licensing changes. Administrators should inform users about these updates and revise internal documentation to reflect the changes. Additionally, conversations within tasks in Planner will now appear directly in the associated Teams channel, making it easier to keep project discussions centralized. For quick access, link project-related documents in Planner to files stored in SharePoint. This setup ensures that all collaboration efforts stay within the Teams ecosystem.
Create Automated Workflows with Power Automate
Planner’s integration with Power Automate simplifies the creation of workflows. Take a moment to review and update your existing Power Automate flows to align with Planner’s triggers and actions. For example, you can export Project plans to Excel and then use Power Automate to import tasks into Planner, streamlining task management across platforms.
Use nBold for Team Management at Scale
Once you’ve established Planner’s core features, you can further enhance team management with automation tools like nBold. This tool simplifies the setup of collaboration spaces in Microsoft Teams by allowing you to create customized team templates. These templates can include pre-configured Planner boards, channel structures, and file templates, ensuring consistency and adherence to organizational standards. nBold is particularly useful for companies that frequently launch new project teams or need to comply with specific regulations. With nBold‘s collaboration template builder, teams are created instantly, enabling them to start collaborating without delay.
After Migration: Review and Improvement
Migration isn’t just about transferring data and setting up new tools; the real work begins once the dust settles. The weeks following your migration are critical for ensuring everything runs smoothly, your team stays productive, and the new system supports your long-term goals. This phase involves reviewing data, training your team, and fine-tuning processes.
Check Data and Access Rights
Within the first two weeks post-migration, conduct a thorough review of your migrated data. Double-check that tasks, due dates, and assignments transferred correctly. Pay close attention to task dependencies and milestone dates, as these often require manual adjustments during the transition.
Permissions are another area that needs scrutiny. Review user access across all Planner boards to confirm that team members have the appropriate permissions. Since Planner permissions are tied to Microsoft 365 group membership, ensure everyone who had access in the original system can still view and edit the relevant plans. Verify access for external stakeholders or guest users, as these permissions can sometimes get disrupted during migration.
Document any discrepancies you find. A simple spreadsheet can help you track which plans have been reviewed, who performed the check, and any issues identified. This record will be invaluable for troubleshooting and addressing team concerns about missing or incorrect information.
Once data and permissions are in order, it’s time to focus on getting your team comfortable with the new system.
Train Users on Planner and Teams
Even seasoned users may need help adapting to Planner’s features and interface, especially if they’re transitioning from Project for the Web. Organize training sessions early to ensure everyone gets up to speed. Focus on practical, hands-on demonstrations – showing team members how to create tasks, set due dates, and monitor progress within their actual projects.
Highlight the key differences between Project for the Web and Planner. For example, while Planner excels in task management and collaboration, it offers a different approach to project visualization and reporting. Walk users through Planner’s board, chart, and schedule views, and explain how task conversations now integrate directly with Teams channels.
Provide ongoing support through quick reference guides or video tutorials that team members can access on demand. Designate Planner champions – team members who can provide peer support and answer basic questions without involving IT. These champions can also collect feedback to identify areas where additional training might be needed.
With your team trained, the next step is to refine your workflows for maximum efficiency.
Review and Improve Team Processes
Building on the foundation of data verification and training, take a closer look at your team’s workflows. Analyze how teams previously used Project for the Web and identify what worked well and what needs adjustment in Planner. Some teams may find that Planner’s straightforward interface simplifies their workflow, helping them focus on essential tasks without unnecessary complexity.
Update your collaboration templates to align with these improved processes. If you’re using tools like nBold’s collaboration template builder, customize your Planner boards to reflect the refined workflows. This ensures consistency across projects and helps teams adapt more quickly.
Keep an eye on Power Automate flows to ensure they’re functioning correctly with Planner’s data structure. Regularly review automation performance with your IT team and make adjustments as needed to optimize workflows.
Finally, establish a feedback loop with your project teams. Schedule monthly reviews during the first quarter after migration to discuss successes and challenges. Use this feedback to tweak your processes, update training materials, and make configuration changes that better align with your organization’s needs. This iterative approach ensures your Planner implementation continues to evolve and improve over time.
Conclusion: Migration Success Tips
Pulling off a smooth migration hinges on early preparation, open communication, and meticulous execution. The secret? Start early and keep everyone on the same page throughout the process.
Begin planning at least six weeks before the August 2025 deadline. This timeline provides enough breathing room for testing, training, and addressing any surprises that might pop up. Tasks like data export and validation often take longer than expected, especially if your organization handles complex projects or has a large amount of historical data to manage.
To keep your business running smoothly, consider a phased migration. Moving projects in smaller chunks rather than all at once reduces the risk of major disruptions. Plus, it gives you a chance to fine-tune the process based on early results. Tools like Power Automate can help by handling repetitive tasks, ensuring consistency, and saving time during the transition.
Don’t overlook post-migration support – it’s a game-changer. Dedicate at least a month to monitoring and troubleshooting after the migration. Regular check-ins during this period allow you to address any lingering issues and gather valuable feedback.
Finally, take the time to document every step of the process. Record what went well, what didn’t, and what could be improved. This record will be a lifesaver for troubleshooting, onboarding new team members, and planning future updates. A well-executed migration doesn’t just avoid disruption – it sets your team up for long-term success.
FAQs
What are the main advantages of switching from Project for the Web to Microsoft Planner for managing projects?
Switching from Project for the Web to Microsoft Planner brings a range of benefits that can streamline your project management approach. Planner works effortlessly with Microsoft 365 apps like Teams, Outlook, and SharePoint, making collaboration smoother and boosting overall productivity. Its user-friendly design makes managing tasks and projects straightforward, keeping teams on track without the hassle of overly complicated tools.
On top of that, Planner is a budget-friendly option that leverages your existing Microsoft 365 subscription. It also incorporates AI-driven tools to automate workflows, saving time and improving efficiency. Plus, with its enterprise-level security, your data stays safe throughout the migration and beyond, giving you confidence in its reliability.
How can I maintain data accuracy and manage access permissions during and after migrating to Microsoft Planner?
When moving from Project for the Web to Microsoft Planner, the process is designed to ensure accuracy and maintain proper access permissions throughout. You won’t need to worry about additional migration steps or changes to licensing – your existing plans will seamlessly carry over and remain fully accessible in Planner.
Even custom setups, like those created with tools such as Accelerator+, will continue working without any disruptions. To make sure the transition goes smoothly, take a moment to review your current project settings and access permissions before the migration. Afterward, double-check everything to confirm that all settings and permissions have been successfully transferred.
How can I train my team to use Microsoft Planner effectively, including its integration with Teams?
To ensure your team adapts effectively to Microsoft Planner and its integration with Teams, start by openly communicating the upcoming changes. Update internal guides and workflows to align with the new tools, making the transition as seamless as possible.
Equip your team with resources like tutorials or demos to help them get comfortable with Planner’s features and understand how it can enhance their work.
Leverage tools like Copilot in Planner to simplify workflows and boost efficiency. Stay connected with your team through regular check-ins to address any questions and ensure they feel equipped to use Planner for their tasks and collaboration efforts.