TekTok: Filtering Efficiency: How Views and Labels Transform Microsoft Planner

Continuing our series on Microsoft Planner, the TekTok team would like to highlight solutions to some of the more frequent questions we’ve received. Here are some hacks to get more out of Planner.

1. Labels for Visual Cues: Labels in Planner serve as visual cues, helping you categorize tasks based on common themes. For instance, you can tag tasks with labels related to completion requirements, dependencies, or issues. Now, Planner offers 25 editable labels, each represented by a different color. To add a label, open a task’s details, select “Add label,” and choose from the available options. Renaming a label affects all instances where that color is used in your plan, allowing consistent organization across tasks.
    
2. Checklists for Task Breakdown: When dealing with complex tasks, checklists come to the rescue. Within a task card, you can create a checklist of sub-items. For example, if you’re planning a project, your task might include sub-tasks like “Design marketing materials,” “Coordinate with stakeholders,” and “Schedule social media posts.” By breaking down tasks into checklists, you gain clarity and can track progress more effectively.
    
3. Filtering and Views for Focus: Filtering and grouping tasks enhance your productivity. To filter tasks, click on the “Filter” option. You can search by keywords, due dates, labels, buckets, or assignments. For a broader view, use the “Group by” feature. Group tasks by buckets, assigned team members, progress, due dates, or labels. This helps you zero in on specific subsets of tasks and maintain a clear overview of your project. Additionally, explore the “Charts” view for an overall progress snapshot.
    
4. Deleting a plan in Microsoft Planner is easy and can be done with a few simple steps. And that’s it! The plan will be removed from your workspace. Remember to exercise caution when deleting plans, especially if they contain critical information. If you encounter any issues or don’t see the option to delete, ensure that you have the necessary permissions. Only Microsoft 365 group owners have the authority to edit and delete plans in Planner.