Before reaching for a dedicated project management tool, it is worth knowing that Microsoft 365 already includes two capable options: Microsoft To Do and Microsoft Planner. Both are free with any Microsoft 365 subscription, and together they cover most basic project and task management needs for small and mid-sized teams.
What Is Microsoft To Do?
Microsoft To Do is a personal task management tool that integrates with Outlook, Microsoft Teams, and other Microsoft 365 applications. It lets you create, track, organize, and share tasks across projects and categories.
Key Features
- Task Lists: Create multiple lists organized by project, category, or priority. Each list can have a custom name and icon for easy identification.
- Tasks: Create tasks within lists or sync them from Outlook and Planner. Add due dates, reminders, and set tasks to recur weekly, monthly, quarterly, or annually.
- Shared Lists: Share lists with colleagues inside or outside your organization to collaborate on tasks without switching tools.
How We Use It at Regroove
At Regroove, each team member uses To Do differently. That is by design. Task management works best when people can organize and prioritize tasks in a way that matches how they actually think and work. To Do is flexible enough to accommodate different styles while still keeping everything connected to the broader Microsoft 365 ecosystem.
What Is Microsoft Planner?
Microsoft Planner is designed for shared task management across teams. Where To Do is personal, Planner is collaborative. It gives teams a shared view of project tasks, deadlines, and progress.
Key Features
- Task Boards: Customizable boards organized by team preference, using Kanban-style columns or departmental groupings. Each card can include stage information, related tasks, checklists, comments, and links.
- Due Dates and Assignees: Tasks can be assigned to multiple team members with notifications for progress tracking and priority management.
- Attachments: Files from SharePoint, Microsoft Teams, OneDrive, or local devices can be attached directly to tasks.
How We Use It at Regroove
We primarily access Planner through the Microsoft Teams plugin, with separate boards for each team to track client projects and internal work. This keeps project visibility centralized and reduces the need to switch between applications during the workday.
Why These Tools Are Worth Using
The combination of To Do and Planner is powerful precisely because it is already included with Microsoft 365. Both tools are straightforward to set up, easy to learn, and more than sufficient for most teams that do not need the complexity of Microsoft Project or third-party project management software.
If your team is currently managing tasks through email threads or spreadsheets, moving to To Do and Planner is a practical first step that does not require any additional cost or a lengthy implementation process.