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How to Send Microsoft Planner Comment Notifications Only to Assigned Users
Question details
The user wants to configure Microsoft Planner so that task comment notifications are sent exclusively to the users assigned to that task, rather than broadcasting to all group members.
- Product
- Microsoft Planner
- Device & OS
- not provided
- Scenario
- Managing task comment notifications in Microsoft Planner to reduce inbox clutter for non-assigned team members.
- Observed behavior
- By default, Planner sends comment notifications to all plan or Microsoft 365 group members who follow the plan, instead of targeting only the assigned users.
Ensure you have the appropriate permissions in Microsoft 365 to modify group settings, as well as access to Power Automate if you plan to create a custom notification workflow.
Create a Power Automate Flow for Task-Specific Notifications
Since Microsoft Planner does not natively support assignment-only comment notifications, creating a custom workflow in Power Automate is the most effective solution.
Microsoft Planner ties its commenting system directly to the Microsoft 365 Group's Exchange mailbox. Because of this architecture, any comment on any task triggers an email to the entire group if members follow it.
To bypass this limitation, you can build a flow that triggers when a task is updated or a comment is added, identifies the assigned users, and sends them a direct email or Microsoft Teams message.
Log in to Microsoft Power Automate with your Microsoft 365 credentials and select 'Create' from the left-hand menu to start a new automated cloud flow.
Search for the Planner connectors and choose the trigger 'When a task is modified' or 'When a new task is created', then select the specific Group and Plan ID from the dropdown menus.
Add a new action called 'Get task details' to pull the information about the modified task, which includes the array of assigned users.
Add an 'Apply to each' control to loop through the assigned users. Inside the loop, add an action like 'Send an email (V2)' or 'Post message in a chat or channel' to notify only those specific individuals.
Adjust Microsoft 365 Group Email Settings
Prevent all group members from receiving notifications by adjusting the default Microsoft 365 group subscription settings.
Manage Projects and Documents Efficiently with WPS Office
While Microsoft Planner requires complex workarounds for simple notification management, WPS Office provides a streamlined, lightweight, and highly compatible alternative for your document and team collaboration needs. Skip the complicated setups and start collaborating effortlessly.
- 1. Download the Installer: Visit the official WPS Office website and click the download button to get the free installer.
- 2. Install WPS Office: Run the downloaded file and follow the straightforward on-screen instructions to install the suite on your device.
- 3. Start Collaborating: Open WPS Office, seamlessly import your existing Microsoft Office files, and enjoy lightweight, hassle-free document management.
Frequently Asked Questions
Why do all group members receive Planner comment notifications?
By default, Microsoft Planner is intrinsically tied to a Microsoft 365 Group. When a comment is added to a task, it is sent to the group's shared Exchange mailbox as an email thread. If group members are set to 'follow' the group, Exchange forwards these emails directly to their personal inboxes.
Will Microsoft add a feature natively for assignment-only notifications?
Assignment-only notifications are a highly requested feature in the Microsoft Tech Community. While there is currently no official release date for this functionality in Planner, users are encouraged to vote for the feature on the Microsoft Feedback portal.
Can I completely turn off email notifications in Microsoft Planner?
Yes. You can turn off your personal email notifications by opening Planner, clicking the settings gear icon, selecting 'Notifications', and unchecking the email options. Plan owners can also edit the overall plan settings to stop sending group emails entirely.
