Planner - Advanced views and reporting Tutorial

Unlock the full potential of Microsoft Planner in 'advanced views and reporting'! This video guides you through various views, including grid, calendar, and graphical representations, to effectively track your projects. Learn step-by-step strategies to analyze progress, manage tasks, and even export to Excel for deeper insights. Whether you're an intermediate user or looking to sharpen your planning skills, this tutorial is a must-watch!

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2 views

Available in Microsoft365

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we will review the different views offered by Microsoft Planner

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and the reporting options associated with them.

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The goal is to show you step by step

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how to navigate between these views to easily track the progress

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of your projects and tasks.

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Before starting,

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let's clarify that the board view

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that is

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the compartment representation

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has already been detailed in previous tutorials.

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We will not revisit it here.

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We begin our exploration with the grid view

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organized like a table similar to a spreadsheet

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in the search field you can type a keyword.

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Only the lines containing this term remain displayed,

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allowing you to quickly locate relevant tasks.

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As soon as you clear the keyword,

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the table returns to its full display.

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The column headers allow for ascending or

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descending,

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sorting

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to reorder your data with a click.

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To refine the display,

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you also have filters that allow you to

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hide or show tasks according to the compartment,

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priority,

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or progress status.

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Adding a new task is done by clicking on add a task.

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You then just need to fill in the different fields as in an Excel sheet.

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Finally,

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clicking on a line opens the floating preview panel

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from which you can instantly modify the task information

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without leaving the grid view.

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The planning view displays your tasks in the form of a calendar.

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For a task to appear in this view,

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it must necessarily have a start date and an end date.

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By default,

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the calendar is presented in a monthly view.

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However,

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you can switch to a weekly view at any time.

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The option right of the month lets you move from month to month.

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Or when in weekly view

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from one week to another.

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To view the details of a task,

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simply click on its block in the calendar.

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A floating window then opens and offers you all the editing options.

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You can also create a task directly from the calendar,

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select the desired day,

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click on the plus icon that appears,

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and enter the task name before confirming.

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The column located to the right of the

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calendar constantly presents an overview of your tasks

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according to your preferences

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you can group the task by compartment,

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by progress status,

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or by due date.

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Finally,

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to lighten the display,

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you have the option to temporarily hide recurring tasks.

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This option does not delete the tasks in question.

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They will automatically reappear when their next start date is reached.

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The graphical view provides a real-time statistical overview.

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It shows the number of tasks not started,

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in progress,

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and completed,

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grouped by compartments or by priority,

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accompanied by a clear diagram.

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Further down,

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a report by members shows you how many tasks are assigned to each person

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and how many remain without a responsible party.

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Thanks to these indicators,

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you can identify bottlenecks and urgencies at a glance,

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which facilitates decision making and resource reallocation.

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When the integrated reports are no longer sufficient,

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Microsoft Planner offers export to Excel.

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Click on the small arrow to the right of the plan name,

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select export to Excel,

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and choose the save

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location.

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The obtained workbook contains a sheet detailing each task,

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identifier,

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compartment,

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progress,

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and other key fields.

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From this data

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you can create pivot tables and custom charts to further the analysis.

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A second sheet summarizes the plan's metadata,

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including its name

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and global identifier.

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However,

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keep in mind that the Excel file is not synchronized.

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To have up to-date data,

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you will need to repeat the export.

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You now know the main views of Microsoft Planner

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grid board,

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schedule

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and chart

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as well as the method to export your information to Excel.

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Each of these views meets a specific need

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detailed management,

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temporal visualization,

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or statistical tracking.

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In the next tutorial we will cover how to synchronize planner with Outlook

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and explore how this integration can help

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you manage tasks and schedules more efficiently.

Mandarine AI: WHAT YOU SHOULD KNOW

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