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Planner - Synchronize Planner with Outlook Tutorial

Discover how to seamlessly synchronize your Planner with Outlook! This video guides you through the step-by-step process to view your tasks as calendar events, ensuring you never miss a deadline. Learn about managing your iCalendar link, the one-way sync, and how to only display your assigned tasks. Perfect for intermediate users looking to enhance productivity! Don't miss out on this essential tool!

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Available in Microsoft365

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allows you to view your tasks as events in your calendar.

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This gives you an overall view of your workload

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and lets you access the details of each task

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with a single click.

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Start by opening your plan in Microsoft Planner

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to the right of the plan name,

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select the small arrow,

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then choose add plan to Outlook calendar.

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Two options will appear

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don't publish,

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keep private,

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which means the plan will not be shared.

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Publish,

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share with everyone,

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which generates an iCalendar link.

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If you select the publishing option,

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carefully copy the iCalendar link

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and keep it in a safe place,

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as anyone with this link will be able to view your plan

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even without a Microsoft 365 subscription.

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You can also add it to your calendar by clicking add to Outlook directly.

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Outlook then opens and lets you choose which calendar you want to add it to.

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You can disable sharing at any time by switching back to

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do not publish,

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keep private.

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In Outlook open calendar,

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then add a calendar

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and finally subscribe from the web,

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paste the link,

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give it a clear name,

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ideally the same as the plan.

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Choose a color

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and determine the calendar's location before clicking on import.

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Each task in the plan then appears as a full day event.

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When you open it,

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you see the status,

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progress,

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and a direct link to the task and planner.

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Changes remain one-sided.

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You must always return to planner to edit.

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If you prefer to connect only the tasks assigned to you,

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open my tasks in planner,

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apply the assigned to me filter,

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then click the three dots on the right and select add tasks assigned to me

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to Outlook calendar.

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Choose publish.

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You can copy the iCalendar link and follow the same steps

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or simply click Add to Outlook.

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Synchronization is one way.

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Planner to Outlook.

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And may take up to 24 hours.

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To stop the synchronization,

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go back to the relevant plan,

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open,

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add a plan to Outlook calendar,

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and check do not publish.

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Keep private.

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Outlook immediately stops updating the data.

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The calendar remains visible,

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but it is no longer updated.

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Tasks from planner with a due date set for

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today will also automatically appear in Outlook to do.

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From to do you can view checklists,

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adjust due dates,

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and tick off completed steps.

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Any changes made in to do will be reflected in planner.

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For example,

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marking a subtask as complete in to do we'll

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move it to the completed section and planner.

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You now know how to publish a complete plan

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or only your personal tasks and outlook,

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manage the iCalendar link

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and understand the synchronization limits.

Mandarine AI: WHAT YOU SHOULD KNOW

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