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How to Create a Reusable Task Template in Microsoft Planner

Guest Writer Sep 25, 2026 869 views

Question details

The user needs a way to create a reusable task template in Microsoft Planner to automatically prompt the same questions and checklist items for new tasks.

How to Create a Reusable Task Template in Microsoft Planner

Product: Microsoft Planner
Device & OS: not provided
Scenario: Standardizing task creation for recurring processes or standard intake forms within a project board.
Observed behavior: Microsoft Planner does not feature a traditional built-in template button, requiring users to leverage the task copying function as a workaround to duplicate standardized tasks.

Before you start

Ensure you have editing permissions on your Microsoft Planner board and have finalized the standard checklist items, descriptions, and labels you wish to include in your template.

Solution 1Recommended

Use the Copy Task Feature to Replicate a Master Template

Since Planner lacks a native template function, creating a comprehensive master task and copying it when needed is the most effective and straightforward solution.

By setting up a designated master task with all your required intake details, you can quickly duplicate it to maintain consistency across your project without retyping repetitive information.

Create your master task

Add a new task to your Planner board. Title it something identifiable like '[TEMPLATE] New Intake' and fill in all standard information such as checklist items, descriptive prompts, and categorical labels.

Access the task options

Whenever you need to create a new task based on this template, locate the master task on your board and click the three-dot 'More options' menu in the top right corner of the task card.

Copy the task

Select 'Copy task' from the dropdown menu. A prompt will appear allowing you to select which specific elements (like checklists, dates, or descriptions) you want to carry over to the new task.

Update the new task details

Once copied, open the newly generated task. Rename it to reflect the specific intake item and fill out the prompted fields and checklists as necessary for the current project.

Use the Copy Task Feature to Replicate a Master Template

Keep Your Templates Organized: Consider creating a dedicated column (bucket) named 'Templates' on your Planner board. Keep all your master tasks here so they are easily accessible and don't clutter your active workflow.

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While you track tasks in Planner, managing project documents, spreadsheets, and presentations is equally important. WPS Office offers a free, lightweight, and highly compatible alternative to Microsoft Office for all your document management needs.

1. Download and Install: Get WPS Office for free from the official website and complete the quick installation process on your device.
2. Access Built-in Templates: Open WPS Office, navigate to the Templates center, and search for 'Task Tracker' to find pre-formatted spreadsheets.
3. Customize and Save: Adapt the template to fit your project's workflow, save it locally or to the cloud, and easily share it with your team.

Seamless format compatibility with Microsoft Word, Excel, and PowerPoint (.docx, .xlsx, .pptx).Includes a massive library of free, customizable task tracking and project management spreadsheet templates.Lightweight architecture ensures smooth performance even on older devices across Windows, Mac, Linux, and mobile.Familiar, tabbed user interface allows you to manage documents, spreadsheets, and PDFs in one unified window.

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Frequently Asked Questions

Can I automate the task creation process in Planner?

Yes. While you have to copy tasks manually within Planner, you can use Microsoft Power Automate to create a flow that automatically generates new customized tasks in Planner whenever a specific trigger occurs (such as receiving an email or a Microsoft Form submission).

What elements are excluded when I copy a task?

When you use the 'Copy task' feature, comments and task assignments are typically not copied over to the new task. You will need to manually assign the newly created task to the appropriate team members.

How do I duplicate an entire Planner board as a template?

To duplicate an entire plan, navigate to the Planner Hub, click the three dots on the plan you wish to copy, and select 'Copy plan'. This creates a new plan with the same buckets and tasks, though you will have to set up group privacy and member assignments again.

Is there a limit to the number of checklist items in my master task?

Yes, Microsoft Planner allows a maximum of 20 checklist items per task. If your intake process requires more steps, you should consider breaking the template down into multiple associated tasks.

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