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Get firsthand tips and methods on leveraging these latest apps from Microsoft and AvePoint within our approaching web seminar, “Supercharge Microsoft Teams using the Newest Apps: Tasks and Lists!

This publish may be the 4th in Matt’s “Which Tool When” series. You are able to compensate for past posts below!

2020 has shown to be a large year for brand new tools featuring moving in Microsoft 365, including the development of Microsoft Lists—basically a significant update towards the SharePoint lists experience, presented like a separate app—the new Tasks application in Microsoft Teams, as well as other upgrades towards the two major task apps, Microsoft Planner and Microsoft To Complete.

This really is getting up lots of questions around which tool to make use of when, including confusion of overlap of these four apps. Good task management across your existence is really a nirvana that application makers around the world have attempted to resolve the easiest way possible there is a reason there are millions of results one of the Google Play and Apple Application stores for task apps.

But where do Lists, Planner, To Complete, and Tasks in Teams fall across the spectrum? There’s some overlap and there’s some facets of these apps that aren’t really nearly tasks. So let’s join in.

These Apps Don’t All Perform the Same Factor

Let’s discuss what these power tools really aim at. That does not mean they’re not able to do greater than things i cover, exactly that they aren’t always meant to:

  • Microsoft Planner is a straightforward-to-use, team-based project management software tool. It’s included in Microsoft 365 Groups, so each Outlook Group, Teams Team, and Yammer Community can track its open tasks in a manner that doesn’t need a formal project manager. It uses Kanban boards to trace tasks and supply wealthy details about each task. There’s additionally a personal look at Planner so every individual can easily see all of their Planner tasks across Groups and Plans. Planner competes with tools like Trello, Wrike, and Asana.
    microsoft planner
  • Microsoft Lists is really a major feature and interface upgrade to SharePoint lists, separated out into its very own application. While Lists can be very helpful for task tracking and project management software, that’s only some of the factor it’s great for. You should use Lists to produce custom tables and posts that take advantage sense for your requirements possibly to trace inventory, build event schedules, manage departure date, and much more. This announcement blog publish supplies a good summary of what Lists can perform. Lists competes with tools like, Asana, and Wrike.
  • Microsoft To Complete replaced Wunderlist—an application that Microsoft acquired—and has labored its means by to replacing the duties portion of Outlook, that is notable thinking about that “app” has existed for many years. To Complete tracks personal tasks in lists and groups managed on your part, the consumer. However the big link with Do has using the other apps could it be will demonstrate your Planner tasks and any flagged emails from Outlook in the actual application. Given its Power Automate connector, you may also add tasks using their company apps, like Microsoft OneNote. To Complete can centralize your tasks across your Microsoft account.
  • Tasks in Teams is really a recent accessory for Microsoft Teams and it is a main report on your tasks inside a Teams-friendly way. It’s basically a mix of Planner and also to Do within Teams. It doesn’t do any arrange it simply centralizes your tasks in Teams, the application that Microsoft is putting probably the most focus on for his or her modern workplace vision. This recent announcement blog publish supplies a good summary of Tasks in Teams.

microsoft lists

This essentially comes lower as to whether the application stores and manages your tasks or presents your tasks right into a single frame.

Planner and Lists are ideal for adding and managing team-based tasks and task lists. To Complete is ideal for adding and managing personal tasks and task lists. Tasks in Teams is basically a viewport to determine all your tasks in Planner and also to Do. At the moment, there’s no integration to see any List tasks which are allotted to you thru To Complete and Tasks in Teams that stated, Lists is simple to include like a tab to the Team having its connector, so you’ve easy accessibility list as well as your other tasks via Teams.

Since we’ve covered the separation between storing tasks and viewing them, the actual question of “Planner, To Complete, Tasks in Teams, or Lists” splits up into two questions:

  • Planner or Lists?
  • To Complete or Tasks in Teams?

Associated with pension transfer tech solutions, the reply is: this will depend.

Microsoft Lists or Microsoft Planner?

Although it might seem like there’s lots of overlap between Planner and Lists, it’s less than you may think. Yes, you are able to basically recreate a Planner knowledge about a listing, why can you should you not require the customizability?

Use Planner: If you would like quick, easy, and straightforward-to-understand project management software. It really works. It possesses a couple of fields for the tasks, it integrates with To Complete and Tasks in Teams, and delay pills work ideal for both agile and waterfall project management software, specifically for small teams (i.e., not enterprise portfolio management). You will see tasks inside a board or calendar view and there’s a pleasant dashboard overview incorporated. Planner can be obtained like a web application, Teams tab, and mobile application.

Use Lists: If you prefer a customized experience where one can control the job fields, their options, their layout, their views, and much more. Additionally you desire a list if you are attempting to manage stuff that aren’t really tasks. That raises examples like inventory tracking, asset management, event itineraries, and travel planning. You will see tasks (along with other list products) inside a list or calendar view. Lists can be obtained like a web application, Teams tab, and mobile application.

Unsure which M365 task management tool to make use of? Read this publish: Click To Tweet

But don’t forget, if you are really banking on getting To Complete and Task in Teams integration, you should utilize Planner for team-based tasks.

Microsoft To Complete or Tasks in Microsoft Teams?

The selection between To Complete and Tasks in Teams is harder to create. It’s a real judgment call. Tasks in Teams is only a method of viewing your overall tasks directly into Do and Planner. Which would be to say, it’s only showing your overall tasks directly into Do (since Planner tasks can be seen directly into Do). But how you view them differs.

microsoft lists

Use To Complete: If you prefer a report on your tasks inside a central place, especially one which has a great mobile application and it is simple to set payment dates and reminders with (individuals push notifications help much!). To Complete is ideal for managing your tasks on the day-to-day basis that will help you construct your personal schedule. To Complete will work for granular task management. It’s like an internet application, desktop application, and mobile application.

Use Tasks in Teams: If you need a bigger look at your tasks, possibly inside a list with posts, you’ll most likely prefer Tasks in Teams. Tasks in Teams also separates your tasks out by Plan and Team, and that means you can home in on tasks by project and deliverable, not only a never-ending listing of tasks which were allotted to you to definitely be achieved today (a number of individuals days are merely impossible to accomplish, amirite?). Also, should you never leave Microsoft Teams and it is your central hub for work, use Tasks in Teams. Tasks in Teams will work for big-picture task management. It’s available through the Teams web application, desktop application, and mobile application.

If You Are Searching for Gantt Charts, Look Elsewhere

One factor you will not see in these tools is Gantt chart functionality. This really is likely because Microsoft Project—Microsoft’s premium project management software tool—promotes this like a core functionality plus they shouldn’t cannibalize their very own premium application.

You’ll find Gantt chart functionality within the “legacy” tasks lists in SharePoint Online. They’re not great, however they will work. And you may sync one Project file to some SharePoint task list to reduce license cost and permission-safeguard various tasks. Additional information here.

The thing is, if you are wishing one of these simple apps will fill this need, you have to start searching at other tools because it’s unlikely Microsoft will give you fully featured Gantt charts into Planner or Lists. This can be a major separation point from most of the competing list and task apps available, especially Asana, Wrike, and, which all include Gantt views in their product offering (though, like Project, these apps come in an added cost).


You’re getting lots of choices. And that’s since there are a lot of tools available that provide some or many of these functions, all within individuals apps. And you have various apps within the Microsoft 365 ecosystem which do some of these. Microsoft does its better to offer similar functionality which means you make the most value for your money all and keep your career and list information paid by world-class data protection and security.

On the top of this, a number of these newly discovered apps are evolutions of others and want to impress the longtime users of individuals apps (Wunderlist, Outlook tasks, SharePoint lists). So with regards to deciding what you would like to make use of, think about the ideas above and don’t forget when that which you choose doesn’t appear to become working, it’s wise to sit lower together with your team, discuss that which you want to determine, and have fun with each application to determine what you can get you nearest for your goal.

Come on-world types of how you can leverage these apps within our approaching web seminar, “Supercharging Microsoft Teams using the Newest Apps: Tasks and Lists” today!

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