Microsoft Planner

What Is Microsoft Planner?

Microsoft Planner is a cloud-based work management application from Microsoft. It helps users turn scattered to-do lists into a shared task board that any Microsoft 365 team can work on. Tasks, deadlines, and file attachments are present inside the same Teams or SharePoint environment employees already use. This means nothing has to be copied or re-entered elsewhere.

Because it draws on a company's existing Microsoft 365 login and permissions setup, most employees can start assigning and tracking work within minutes of opening it. Managers get a real-time view of what each person is working on, which cuts down on status meetings and email threads. Planner adds a structured task management layer for teams that are already paying for Microsoft 365.

What Is Microsoft Planner Best For?

The software stands out for advanced task dependencies, including finish-to-start, start-to-start, finish-to-finish, and start-to-finish relationships. When changes affect dependent tasks, Planner's scheduling engine automatically updates the plan's execution dates. Teams can also use the ‘Timeline’ view to see tasks and their dependencies in a Gantt-style format. The critical path feature highlights the chain of tasks that directly affects the project's finish date.

How Much Does Microsoft Planner Cost?

Microsoft Planner pricing starts at $7/user/month, paid yearly, through the Microsoft 365 Business Basic plan. It includes access to Planner's basic capabilities. Microsoft Planner is also included with the following Microsoft 365 plans:

• Microsoft 365 Business Standard with Copilot: $23.50/user/month  
• Microsoft 365 Business Premium with Copilot: $32/user/month  

For access to advanced project management capabilities, Microsoft offers the following dedicated Planner plans:

• Planner Plan 1: $10/user/month  
• Planner and Project Plan 3: $30/user/month  

Microsoft also offers a 30-day free trial for Planner's premium features.

Beyond the base price, buyers should consider the following additional costs:

• Number Of Licensed Users: User count is a major cost driver because Planner is licensed per user, with plans ranging from $7 to $55/user/month depending on the required functionality
• Microsoft Copilot And Other Add-Ons: Organizations adding AI capabilities or other Microsoft services may incur additional costs, with Microsoft 365 Copilot priced at $30/user/month
• Advanced Portfolio And Resource Management: Organizations managing complex portfolios and shared resources may need Planner and Project Plan 5 at $55/user/month for its advanced capabilities  
• Implementation And Setup: Organizations requiring data migration, workflow configuration, custom templates, or integrations may spend approximately $500 to $5,000+ on one-time implementation and setup  
• Employee Training And Change Management: Teams adopting advanced Planner workflows may budget approximately $20 to $100/user for onboarding materials, administrator training, or external instruction

Users generally view Microsoft Planner as good value for money, particularly when it is already included in their Microsoft 365 subscription. They appreciate getting task management and collaboration features without adding a separate project management tool.

Disclaimer: The pricing is subject to change.

Microsoft Planner Integrations

It integrates with tools within the Microsoft ecosystem. These include:

• Microsoft Outlook
• Microsoft Teams
• Microsoft To Do
• Microsoft SharePoint
• Microsoft Power Automate

How Does Microsoft Planner Work?

Here's how you can start setting up and running a plan in Microsoft Planner:

• Log in with your Microsoft 365 credentials
• Create a new plan from the left-hand panel of the dashboard
• Name the plan and set it to public or private before inviting team members
• Break the work into buckets that group related tasks together
• Add tasks under each bucket with due dates, priority labels, and assigned owners
• Move tasks across the board as work progresses from to-do to done
• Attach files or start a task conversation when updates need sharing

Who Is Microsoft Planner For?

Microsoft Planner software can primarily benefit the following industries:

• Manufacturing  
• Retail  
• Financial services  
• Healthcare  
• Construction  
• Education

Microsoft Planner Use Cases

Based on our analysis of user reviews and Microsoft Planner features, we have identified key scenarios where this software is a good fit:

Marketing Teams Running Multiple Campaigns At Once

Marketing teams working on several launches in the same quarter need to keep each campaign's tasks separate without losing sight of the overall calendar. Microsoft Planner supports this by letting each campaign live in its own bucket. The tasks can be moved across a board as they go from planning to review to live. This way, the tool can help keep users priorities and task tracking under control.

Companies Onboarding New Hires Across Departments

Bringing on a new employee usually involves handoffs between IT, HR, and the hiring manager, and steps get missed when that coordination happens over email. A Planner bucket built specifically for onboarding gives each department its own set of assigned tasks with due dates. So, nothing depends on someone remembering to forward a message.

IT Teams Tracking Requests From Submission To Resolution

Planner’s board view gives IT teams a simple way to move smaller support requests through stages such as submitted, in progress, and resolved. This setup can suit teams handling a steady stream of smaller requests. It helps those that need visible tracking but do not require the automation or ticketing features of a dedicated helpdesk.

Teams Managing Both Communication And Tasks In One Place

For teams already using Microsoft Teams for meetings and daily communication, Planner keeps related tasks within the same work environment. A plan can be added to a Teams channel, which allows employees to turn discussions into assigned tasks with deadlines. This can be done without moving project follow-through to a completely separate application.

Small Teams Testing Project Management Without A New Software Budget

Teams that already subscribe to an eligible Microsoft 365 plan can start using Planner without purchasing a separate project management platform. It provides a practical way to organize tasks and test structured project management before committing to a more advanced tool with additional features and licensing costs.

Is Microsoft Planner Right For You?

Microsoft Planner can be a practical fit for organizations already working within the Microsoft 365 ecosystem, particularly as their teams or project needs expand. Adding seats or extending Planner to new departments goes through the same admin center used for other Microsoft 365 services. This helps keep user and license management within an existing administrative setup.

On the security side, Planner data sits under Microsoft 365's existing compliance posture, which carries ISO/IEC 27001 certification and SOC 2 Type 2 attestation from independent third-party audits. It also comes with the access controls and encryption standards applied across Microsoft 365 more broadly.

Microsoft rolled the Planner Agent out to general availability in June 2026. It brings Copilot-driven task creation and prioritization into the tool for licensed users. Planner has adopted this update at the platform level, though the AI features depend on a separate Microsoft 365 Copilot license rather than coming bundled with every plan.

Still not sure if Microsoft Planner is right for you? Contact us at (661) 384-7070, and we will help you make the best decisions for your project management needs.