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How to Integrate Microsoft Planner with Outlook

Jul 6, 2016 by Emma Robinson

We recently posted about Planner – one of Microsoft’s newest additions to Office 365. While the marketplace for collaboration and project management tools is certainly competitive, one clear advantage that Planner has is its capability to integrate and embed itself into other established, well-loved tools in the platform, including Outlook.

So here’s how to make sure that your project is clearly tracked in your Outlook calendar, and any other team members’.

Read more Optimizing PowerShell for large Office 365 tenants

Step 1: From Planner, go into your chosen plan and click on the ‘…’ option.


Step 2: Click on Calendar, this will open the OWA application in another window of your browser.

Step 3: Choose the time and date for your project event, in our example, this is ‘Getting Organised: Project Review Q1’


As you can see, this is currently coming from a user email address, but we can change this.


Step 4: Click on ‘People’, then ‘Groups’ on the right-hand side of the navigation. The Planner group is listed below. Click on the plan you want to see.

This area gives you the option to send an email or create events from the group to all members. You can add or remove group members, as well as viewing all Conversations, Members, Files and Notebooks associated with the project.

This level of integration means that team members can work on a project, collaborate, add details and use the tool without even needing to engage with it through the application. As well as this, any important changes to the plan are emailed to all group members instantly, meaning that participants are always notified of any deadlines, changes or developments as their plans progress.

If you’re on Office 365 Enterprise E1–E5, Business Essentials, Premium, and Education subscription plans you should see Planner appearing in your portal over the coming weeks. Why not try creating your next project in Microsoft Planner, and see if its integration increases the engagement and success of your team? It’s a free tool after all.