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!

03:48
2 views

Available in Microsoft365

00:00:05

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

00:00:10

This gives you an overall view of your workload

00:00:13

and lets you access the details of each task

00:00:16

with a single click.

00:00:19

Start by opening your plan in Microsoft Planner

00:00:23

to the right of the plan name,

00:00:25

select the small arrow,

00:00:27

then choose add plan to Outlook calendar.

00:00:31

Two options will appear

00:00:33

don't publish,

00:00:35

keep private,

00:00:36

which means the plan will not be shared.

00:00:39

Publish,

00:00:40

share with everyone,

00:00:41

which generates an iCalendar link.

00:00:45

If you select the publishing option,

00:00:47

carefully copy the iCalendar link

00:00:50

and keep it in a safe place,

00:00:52

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

00:00:55

even without a Microsoft 365 subscription.

00:00:59

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

00:01:04

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

00:01:10

You can disable sharing at any time by switching back to

00:01:14

do not publish,

00:01:15

keep private.

00:01:18

In Outlook open calendar,

00:01:22

then add a calendar

00:01:24

and finally subscribe from the web,

00:01:27

paste the link,

00:01:28

give it a clear name,

00:01:30

ideally the same as the plan.

00:01:33

Choose a color

00:01:34

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

00:01:41

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

00:01:45

When you open it,

00:01:46

you see the status,

00:01:48

progress,

00:01:49

and a direct link to the task and planner.

00:01:52

Changes remain one-sided.

00:01:55

You must always return to planner to edit.

00:01:59

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

00:02:03

open my tasks in planner,

00:02:06

apply the assigned to me filter,

00:02:08

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

00:02:14

to Outlook calendar.

00:02:15

Choose publish.

00:02:17

You can copy the iCalendar link and follow the same steps

00:02:21

or simply click Add to Outlook.

00:02:24

Synchronization is one way.

00:02:26

Planner to Outlook.

00:02:28

And may take up to 24 hours.

00:02:32

To stop the synchronization,

00:02:34

go back to the relevant plan,

00:02:36

open,

00:02:37

add a plan to Outlook calendar,

00:02:39

and check do not publish.

00:02:42

Keep private.

00:02:43

Outlook immediately stops updating the data.

00:02:46

The calendar remains visible,

00:02:49

but it is no longer updated.

00:02:53

Tasks from planner with a due date set for

00:02:56

today will also automatically appear in Outlook to do.

00:03:00

From to do you can view checklists,

00:03:03

adjust due dates,

00:03:04

and tick off completed steps.

00:03:07

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

00:03:11

For example,

00:03:12

marking a subtask as complete in to do we'll

00:03:15

move it to the completed section and planner.

00:03:20

You now know how to publish a complete plan

00:03:24

or only your personal tasks and outlook,

00:03:27

manage the iCalendar link

00:03:30

and understand the synchronization limits.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

1 Views

E-learning Débutant

Video Training Microsoft Planner - Discovery & project management

Transform project management with Microsoft Planner: plan, collaborate and visualize your tasks at a glance on any device.

ALL COURSES