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Teams for Projects: planning and meeting practice

Step 8 of 9 in Library

Next in your path: 13.1.3 Word Templates & Collaboration: forms and review

What you'll be able to do
  • Set up a project plan in Planner inside Teams and connect it to a channel.
  • Break the work into buckets and tasks that people can act on, with owners, dates and priorities.
  • Track progress with Board and Charts, and spot late or overloaded work early.
  • Prepare meetings with a shared agenda and polls.
  • Run meetings with live notes and turn talk into tasks.
  • Use the meeting recap to follow up, and know which recap features need extra licences.
  • Get clear sign-offs with the Approvals app.

Menu names in Teams and Planner change from time to time and can differ between school, work, free and web versions, and between basic and premium plans. If a button is not where the lesson says, look in "More options" (...) or ask your teacher or admin.

Words in this course 34Open the Vocabulary Hall
01

Set up the project plan

In simple words

A project plan is a big wall where every job is written on a sticky note. Planner is that wall inside Teams, so the whole team looks at the same notes.

Before this course: Teams Collaboration: channels and files (course 13.5.2). You already plan channels, add tabs, keep files in one place, restore versions, schedule channel meetings and set meeting roles and the lobby. Now you will run a whole project in Teams from start to finish.

Key facts
  • Add the Planner app: select View more apps, search for Planner and select Add. If you cannot find it, your organization may not have turned the app on.
  • Create a plan in the Planner app: select Create a plan in the left navigation, choose a blank plan or a template, then enter a plan name. Adding a Microsoft 365 group makes a shared plan; leaving it blank makes a personal plan.
  • Put a plan in a channel: open the channel, select Add a tab > Apps, select Planner and Save. Then create a new plan (basic or premium, from scratch or a template) or add an existing plan shared to the channel or its group.
  • Basic plans have these views: Grid, Board, Calendar and Charts.
  • Premium plans add more, such as Timeline (a Gantt chart with dependencies), Capacity, Goals and Assignments. Microsoft says some templates, options and views need a premium licence.
  • My Tasks in the Planner app has four views: Private tasks, Assigned to me, Flagged emails and All.
Plan typeWho sees itGood for
Personal (no group)Only youYour own study or work list
Shared (with a Microsoft 365 group or channel tab)The plan's membersA team project
Step by step
  1. Write the project goal in one sentence and a finish date.
  2. Open the project channel you planned in course 13.5.2.
  3. Select Add a tab, then Apps, then Planner, then Save.
  4. Choose Create a new plan. Pick a basic plan unless your organization gives you premium.
  5. Name the plan after the project, for example "Science Fair 2027 plan".
  6. Open the Planner app and check the plan appears under My Plans.
  7. Check: the plan is in the channel tab, and teammates can open it.
Watch on YouTube
How to use Planner with Microsoft TeamsCollaboration Coach · YouTube · youtube.com

Videos by other creators on YouTube, for reference. They are not made by or affiliated with The Future Market.

LESSON 01Set up the project plan
LESSON 01 / ANIMATED LESSON / AI VOICE00:00 / 01:00
Read the video script
[Host] "Where is the project at? If the answer lives in someone's head, it is lost."
[Screen: channel > Add a tab > Planner > Save] "Add Planner as a tab in your project channel."
[Text on screen: Shared plan = team · Personal plan = you] "A plan with a group is shared. Without a group it is just yours."
[Text on screen: Basic: Grid, Board, Calendar, Charts] "Basic plans give you Grid, Board, Calendar and Charts. Premium adds more."
Try it now

Create a shared plan for a real or pretend project of at least three people. Write the goal and finish date in the plan's first task, called "Project goal".

ClaudeStuck? Copy a ready-made prompt for Claude

Copy this, open Claude, paste it, and Claude will walk you through the lesson step by step.

For a grown-up: Claude is for adults (18+). Copy this, paste it into Claude, and use the answer to explain the lesson to your child.

I'm learning "Teams for Projects: planning and meeting practice" on The Future Market. Lesson 1: "Set up the project plan".

What the lesson teaches:
- Add the Planner app: select View more apps, search for Planner and select Add. If you cannot find it, your organization may not have turned the app on.
- Create a plan in the Planner app: select Create a plan in the left navigation, choose a blank plan or a template, then enter a plan name. Adding a Microsoft 365 group makes a shared plan; leaving it blank makes a personal plan.
- Put a plan in a channel: open the channel, select Add a tab > Apps, select Planner and Save. Then create a new plan (basic or premium, from scratch or a template) or add an existing plan shared to the channel or its group.
- Basic plans have these views: Grid, Board, Calendar and Charts.
- Premium plans add more, such as Timeline (a Gantt chart with dependencies), Capacity, Goals and Assignments. Microsoft says some templates, options and views need a premium licence.
- My Tasks in the Planner app has four views: Private tasks, Assigned to me, Flagged emails and All.
- Plan type - Who sees it - Good for

The exercise I'm working on:
Create a shared plan for a real or pretend project of at least three people. Write the goal and finish date in the plan's first task, called "Project goal".

I'm stuck. Please:
1. Explain the main idea in plain, simple words with one everyday example.
2. Walk me through the exercise one small step at a time. Ask me what I've done so far before giving the next step.
3. Don't just give me the final answer. Help me do it myself, and check my work when I share it.
I'm a parent helping my child (about 8 years old) with a lesson called "Set up the project plan" from the course "Teams for Projects: planning and meeting practice".

Here's what the lesson says:
A project plan is a big wall where every job is written on a sticky note. Planner is that wall inside Teams, so the whole team looks at the same notes.

The activity:
Create a shared plan for a real or pretend project of at least three people. Write the goal and finish date in the plan's first task, called "Project goal".

Please explain this so an 8-year-old understands: short sentences, a fun everyday example, and no hard words.
Then give me 3 simple questions I can ask my child to check they understood, and a way to do the activity together, one tiny step at a time.
Open Claude
Sources
My notes
02

Buckets and tasks people can act on

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03

Track progress and spot problems early

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04

Prepare the meeting: agenda and polls

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05

Run the meeting: live notes, polls and tasks

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06

After the meeting: recap and follow-up

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07

Sign-offs with Approvals and closing the project

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++

Final project

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??

Quiz

  1. What makes a Planner plan shared instead of personal?

  2. Which views do basic plans have?

  3. What are buckets for?

  4. Up to how many people can be assigned to one task?

  5. What happens when one assignee marks a shared task complete?

  6. What are the four priority levels in Planner?

  7. Which chart shows if one person has too many tasks?

  8. How do you add an agenda when scheduling a Teams meeting on desktop?

  9. Who can create and launch polls in a meeting?

  10. How do you assign a task inside meeting notes?

  11. What do you need for an AI meeting summary (intelligent recap)?

  12. When you create an approval from a chat, who can be an approver?

EX

Final exam

This lesson is part of full access: every course and every level for one payment.

CE

Certificate

This lesson is part of full access: every course and every level for one payment.