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How to View All Team Tasks on One Calendar in Microsoft Planner

Natalie Taylor Oct 12, 2026 869 views

Question details

Display tasks for multiple team members in one unified Microsoft Planner view (such as a calendar or list) for weekly meetings.

How to View All Team Tasks on One Calendar in Microsoft Planner

Product: Microsoft Planner
Device & OS: not provided
Scenario: Preparing for weekly team meetings and needing a comprehensive, single-screen view of all team members' assigned tasks.
Observed behavior: Microsoft Planner does not currently offer a built-in feature or view that combines all members' tasks onto one centralized calendar.

Before you start

Ensure you have an active Microsoft 365 subscription and access to Microsoft Power Automate, as you will need it to configure custom workflows for a unified calendar view.

Solution 1Recommended

Use Power Automate to Sync Tasks to a Shared Outlook Calendar

Since Planner lacks a native unified calendar view, you can use a custom Power Automate flow to sync all team tasks into a single shared Outlook calendar.

Microsoft Planner does not currently provide an out-of-the-box setting to display all members' tasks on one calendar. However, utilizing a custom Power Automate flow serves as an effective alternative to consolidate this data.

Open Power Automate

Create a New Flow

Click on 'Create' and select 'Automated cloud flow'. Name your flow and choose 'When a new task is created' under Microsoft Planner as your trigger.

Configure the Calendar Action

Add a new step and search for 'Create event' under Outlook. Select the shared group calendar you want to use for your weekly meetings.

Map Task Details

Map the Planner task details to the calendar event fields. Set the Event Subject to the 'Task Title', and map the Start Date and Due Date accordingly. Save and test your flow.

Use Power Automate to Sync Tasks to a Shared Outlook Calendar

Community Support: If you need detailed implementation guidance for complex flows, consider asking the experts in the official Power Automate Community.

Solution 2

Submit a Feature Request to Microsoft

Voice your need for a native unified Planner view directly to the Microsoft development team.

Free Microsoft Office alternative

Manage Team Tasks Efficiently with WPS Office

While Microsoft Planner lacks a unified calendar view for team tasks, you can easily create highly customizable team task trackers and Gantt charts using WPS Spreadsheet. WPS Office is a free, lightweight, and comprehensive suite that offers full compatibility with Microsoft Office formats, allowing you to manage team projects seamlessly.

1. Download and Install WPS Office: Visit the official WPS website to download the free suite and install it on your device.
2. Access the Template Library: Open WPS Spreadsheet and click on 'Templates' from the homepage to browse ready-made designs.
3. Search for Task Trackers: Type 'Task Tracker' or 'Gantt Chart' in the search bar, select a template, and customize it to track all your team members' tasks in one view.

Create customized, unified team task trackers and calendar views with ease.Fully compatible with Microsoft Excel (.xlsx) formats for seamless file sharing.Free and lightweight suite including Writer, Spreadsheet, Presentation, and PDF tools.Abundant free project management templates available in the built-in WPS Template library.

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Frequently Asked Questions

Can I view all Planner tasks across different plans in one place?

Yes, you can use the 'Assigned to me' view in Microsoft To Do or the Tasks app in Teams to see all tasks assigned specifically to you across various plans. However, this only shows your tasks, not those of your entire team.

Is there a way to export Microsoft Planner tasks to Excel to view them together?

Yes. Open your plan in Microsoft Planner, click the three dots (...) at the top of the board, and select 'Export plan to Excel'. This downloads a spreadsheet where you can easily filter and view all members' tasks together.

Does Microsoft Teams offer a combined view of Planner tasks?

The 'Tasks by Planner and To Do' app in Microsoft Teams centralizes your personal tasks and allows you to view individual plans as tabs within channels, but it does not natively merge multiple members' tasks from different plans into a single master calendar.

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