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How to View a User's Planner Tasks Across All Plans

Steve K Oct 1, 2026 868 views

Question details

Administrators need a way to view all tasks assigned to a specific user across every plan and board within the organization.

How to View a User's Planner Tasks Across All Plans

Product: Microsoft Planner
Device & OS: not provided
Scenario: An administrator or manager is attempting to generate a consolidated report of all tasks assigned to a single employee across multiple Planner boards.
Observed behavior: Microsoft Planner does not currently provide a built-in organizational view for administrators to see one person's combined tasks across every plan.

Before you start

Please note that Microsoft Planner currently lacks a native, out-of-the-box administrative view for this specific scenario. You will need to rely on external automation tools or individual plan views to aggregate this data.

Solution 1Recommended

Use Power Automate for Task Reporting

Since there is no native UI view, administrators can use Microsoft Power Automate to extract and compile task data across all plans into a single spreadsheet.

Power Automate can connect to the Microsoft Graph API or use standard Planner connectors to loop through all groups and plans, fetching tasks assigned to a specific user.

Create a new flow

Open Microsoft Power Automate and create a new automated or scheduled cloud flow depending on how often you need the report.

Add Planner actions

Use the 'List plans for a group' and 'List tasks' actions from the Planner connector to retrieve task data across your organization's plans.

Filter by user

Add a 'Filter array' condition to isolate tasks where the assigned user ID matches the specific employee you want to review.

Export the data

Add an action like 'Add a row into a table' in Excel Online to export the filtered task list into a centralized spreadsheet for easy viewing.

Administrative Permissions Required: Extracting tasks across all plans in the organization requires the appropriate administrative access or membership to the respective Microsoft 365 Groups.

Solution 2

Vote on the Official Feature Request

Microsoft prioritizes new features based on user feedback. Voting on this request helps push for a native administrative view in future updates.

Free Microsoft Office alternative

Manage Projects Efficiently with WPS Office

If you are frustrated by the reporting limitations in Microsoft Planner, consider building custom, highly flexible task trackers using WPS Spreadsheet. WPS Office is a free, lightweight suite that offers complete compatibility with Microsoft formats, allowing you to manage projects precisely the way your team needs.

1. Download and Install: Get WPS Office for free from the official website and install it on your device.
2. Open WPS Spreadsheet: Launch WPS Spreadsheet and select from a variety of free project management and task tracking templates.
3. Customize Your Tracker: Input your team's tasks and easily filter by user to view everyone's workload in a single, unified document.

Fully compatible with Microsoft Excel (.xlsx) formats for easy task reporting and sharing.Create completely customizable Gantt charts and task dashboards without platform limitations.Lightweight software that runs incredibly fast on Windows, Mac, and Linux.Completely free alternative to Microsoft Office with a familiar, easy-to-use interface.

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Frequently Asked Questions

Can individual users see their own tasks across all plans?

Yes. While administrators cannot easily view another user's aggregated tasks, individual users can click on 'My Tasks' in the Planner left-hand navigation menu to see all tasks assigned to them across every plan.

Does Microsoft To Do integrate with Planner tasks?

Yes, Microsoft To Do has an 'Assigned to me' smart list. When enabled, it automatically syncs and displays all Planner tasks assigned to the logged-in user in one centralized list.

Are there third-party tools that fix this Planner limitation?

Yes, there are several third-party reporting tools and Microsoft 365 integrations available that can aggregate Planner data and create organizational dashboards to track workloads across all users.

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