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How to Create a Consolidated View Across Multiple Microsoft Planner Plans

Maira Mehtab Sep 28, 2026 869 views

Question details

The user needs a method to view, manage, and filter tasks from multiple Microsoft Planner plans in one centralized location, ideally with a Kanban-style visual board, without having to open each plan separately.

Product: Microsoft Planner, Microsoft Lists, Power Automate
Device & OS: not provided
Scenario: Managing multiple projects simultaneously and requiring a high-level, centralized overview of tasks across all plans filtered by specific users.
Observed behavior: Tasks are currently scattered across individual plans natively, requiring users to open each plan separately to track overall project progress or user assignments.

Before you start

Ensure you have the necessary Microsoft 365 permissions to access Power Automate, Microsoft Lists, and all the specific Planner plans you intend to consolidate.

Solution 1Recommended

Use Power Automate and Microsoft Lists for a Consolidated View

Automate the extraction of tasks from multiple Planner plans into a single Microsoft List, which can then be filtered by user and viewed as a board.

By utilizing Power Automate, you can create a seamless background process that copies tasks from various Planner boards into one master Microsoft List. Microsoft Lists also offers a 'Board' view that replicates the Kanban-style visualization.

Create a Master Microsoft List

Open Microsoft Lists and create a new blank list. Add necessary columns such as Task Name, Assigned To, Due Date, Task Status, and Source Plan.

Set Up a Power Automate Flow

Go to Power Automate and create an automated cloud flow triggered by 'When a new task is created' for real-time updates, or a scheduled flow to pull existing tasks periodically.

Add Planner and List Actions

Add the 'List tasks' action for each Microsoft Planner plan you want to include. Follow this with the 'Create item' action to automatically populate the retrieved task data into your Master Microsoft List.

Apply Filters and Board View

Open your populated Microsoft List. Use the column headers to filter tasks by specific users. To get a Kanban visualization, click the view dropdown menu in the top right corner, select 'Create new view', choose 'Board', and organize it by the 'Status' column.

Solution 2

Upgrade to Planner Portfolio via Premium License

Utilize premium Microsoft Project features to get built-in portfolio management and cross-plan visibility.

Solution 3

Build a Custom Kanban Board with Power Apps

Create a highly visual, Jira-style drag-and-drop Kanban board using Power Apps connected to your consolidated task data.

Free Microsoft Office alternative

Simplify Your Task Management with WPS Office

While Microsoft Planner requires complex Power Automate setups or premium licenses for consolidated portfolio views, sometimes a well-organized master spreadsheet is the most efficient solution. WPS Office offers a lightweight, highly compatible alternative to Microsoft 365 for your project tracking and documentation needs.

1. Download and Install: Get WPS Office from the official website and install it on your device for free.
2. Open a Project Tracker Template: Launch WPS Spreadsheet, go to the Template Library, and search for 'Project Tracking' or 'Task Management'.
3. Customize and Share: Add your cross-project tasks, apply spreadsheet filters for specific team members, and save the file in .xlsx format to share seamlessly with Microsoft users.

Fully compatible with Microsoft Excel (.xlsx), Word (.docx), and PowerPoint (.pptx) formats.Easily create master project tracking spreadsheets using built-in templates.Lightweight software that runs smoothly on Windows, Mac, Linux, iOS, and Android.Free to use with a familiar, tabbed interface to manage multiple project files in a single window.

microsoft office alternative - wps office

Frequently Asked Questions

Can I link multiple Microsoft Planner plans natively without a premium license?

Natively, the standard version of Microsoft Planner does not support merging multiple plans into a single consolidated view. You must either use Power Automate to sync tasks to a centralized Microsoft List or upgrade to a premium Project license to unlock portfolio features.

Is it possible to get a Kanban view in Microsoft Lists?

Yes, Microsoft Lists offers a built-in 'Board' view which functions like a Kanban board. To activate it, click the view options in the top right corner of your List, select 'Create new view', choose 'Board', and organize the columns by a choice field such as 'Status'.

Do I need coding knowledge to use Power Automate for Planner tasks?

No coding knowledge is required. Power Automate uses a visual drag-and-drop interface. You can utilize pre-built templates for Planner and Microsoft Lists, adjusting only the account connections and specific data fields.

Will task updates in my Master List sync back to Microsoft Planner automatically?

If you set up a basic one-way Power Automate flow, changes in the Microsoft List won't update Planner. To achieve a two-way sync, you must create additional flows triggered by item modifications in the Microsoft List that then update the corresponding task in Planner.

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