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How to Create a Reusable Checklist for Microsoft Planner Tasks

Muhammad Talha Oct 10, 2026 870 views

Question details

The user wants to create a reusable checklist template to automatically add the same recurring checklist items to new tasks.

How to Create a Reusable Checklist for Microsoft Planner Tasks

Product: Microsoft Planner
Device & OS: not provided
Scenario: Adding recurring standard procedures or checklist items to new tasks without having to type them out manually each time.
Observed behavior: Microsoft Planner does not feature a dedicated checklist template function for automatically populating new tasks with standard checklist items.

Before you start

Ensure you have an active Microsoft Planner board open and that you have the necessary edit permissions to create and duplicate tasks within the plan.

Solution 1Recommended

Use the 'Copy Task' Feature as a Template

Since Planner does not support native checklist templates, you can create a baseline task and use the 'Copy task' feature to duplicate your standard checklist whenever needed.

By setting up a 'master' task that contains all your recurring checklist items, you can bypass the lack of a template feature. Copying this task allows you to carry over the checklist data into a newly generated task.

Create your master task

Create a new task in your Planner board and add all the checklist items you want to reuse. You can name this task something identifiable, like 'TEMPLATE: Onboarding'.

Open task options

Click the 'More options' menu (the three dots icon) located on the top right of the master task card.

Select Copy task

Click on 'Copy task' from the dropdown menu to open the configuration window.

Configure your copy settings

Provide a name for the new task, and choose the destination plan and bucket. Under the 'Include' section, ensure you check the box next to 'Checklist' so the items carry over.

Generate the new task

Click the 'Copy' button. The new task will immediately appear in the selected bucket, containing your pre-populated checklist items.

Use the 'Copy Task' Feature as a Template

Organization Tip: Consider creating a dedicated 'Templates' bucket on your Planner board to store all your master checklist tasks. This keeps them organized and easily accessible for future duplication.

Free Microsoft Office alternative

Manage Complex Checklists with WPS Spreadsheet Templates

If Microsoft Planner's 20-item checklist limit and lack of native templates are slowing you down, WPS Office provides an excellent, highly customizable alternative for task management. Use WPS Spreadsheet to build reusable, dynamic checklists that are fully compatible with Microsoft Office formats.

1. Open WPS Office: Launch WPS Office on your device and click on 'Spreadsheet' to start a new workbook.
2. Access the Template Library: Click on 'Templates' in the top menu and search for 'checklist' or 'task tracker'.
3. Customize and Reuse: Download your preferred template, customize your checklist items, and save the file to easily duplicate it for future projects.

Access a rich library of customizable to-do lists and checklist templatesSeamlessly compatible with Microsoft Excel (.xlsx) formatsLightweight application that runs smoothly on low-spec devicesCompletely free all-in-one suite combining Word, Excel, PowerPoint, and PDF tools

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Frequently Asked Questions

Can I automate the creation of recurring Planner tasks with checklists?

Yes, you can use Microsoft Power Automate to set up workflows that automatically generate Planner tasks—including specific checklist items—at scheduled intervals or based on specific triggers.

Will copying a task in Planner also copy its assigned team members?

No, assigned users are not automatically carried over when duplicating a task. You will need to manually reassign team members to the newly created task after it is copied.

Is there a limit to how many checklist items a Planner task can have?

Yes, Microsoft Planner currently limits each task to a maximum of 20 checklist items. If your workflow requires more steps, you should consider breaking the task into multiple sub-tasks or attaching a document containing the extended checklist.

Can I copy a task to a different Plan entirely?

Yes, when you select the 'Copy task' option, you can choose both the destination 'Plan' and the specific 'Bucket' where you want the new task to appear, provided you are a member of the destination plan.

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