How to use Project Planner! in Microsoft Teams

Open the Microsoft Teams app store, find Project Planner! and click the Add button on its listing. This launches the Teams add-app flow and takes you directly into the setup experience.

After clicking Add, a dialog appears asking "How would you like to use this app today?". Select a channel or chat where you want Project Planner! to live, then click Go to confirm.

Want a second planner in the same channel? Press the + (plus) button in the channel's tab bar to add a new tab, then add Project Planner! again. Each tab holds a completely independent planner.

Once inside the Project Planner! tab, you'll see a Projects sidebar on the left. Click the + (plus) button at the top-right of that sidebar to start creating a new project.

Clicking + opens the Add New Project dialog. Fill in the project name, pick a colour, and set start and end dates. When you're ready, click Add Project to save — it appears immediately in the sidebar and on the timeline.

Each subtask can be assigned to a team member in your organisation. When you expand a task by clicking its chevron (⌄), you'll see the SUBTASKS panel. Each subtask shows an assignee badge (e.g. "Pavan", "Thiru") on the right side. To assign or reassign, click the assignee badge — a tooltip shows "Assigned to [Name] — Click to reassign". You can also assign when creating a new subtask. The assignee receives an email notification so they know what's expected.

How it works:
1. Click the chevron (⌄) next to a task name (e.g. "Stakeholder Review") to expand it.
2. In the SUBTASKS section, you'll see existing subtasks with checkboxes, edit/delete icons, and an assignee badge.
3. Click the assignee badge to reassign, or type a new subtask in the "Add subtask…" input field and click the + button to create one.
4. Select a team member from your organisation to assign the subtask to them.

With a project selected, click the + Add Task button on the timeline view. A pop-up appears where you can enter the task name, pick a colour, and set the start and end dates. Click Add Task to save.

Click on any task name (e.g. "Stakeholder Review") or the chevron (⌄) to expand it. The task panel shows the task's date range (e.g. May 21 — May 31, 2026), a Done checkbox to mark it complete, and the SUBTASKS section below.

To add a subtask, type a name in the "Add subtask…" input field at the bottom and click the + (plus) button. Each subtask appears with:

• A checkbox to mark it complete — completed subtasks move to the COMPLETED section
• An edit icon (✏️) to rename or update the subtask
• A delete icon (🗑️) to remove it
• An assignee badge showing who it's assigned to (e.g. "Pavan", "Thiru")

The task's progress percentage (e.g. 33%, 50%) on the Gantt timeline updates automatically as subtasks are completed.

Milestones appear as green diamond (◆) markers on the Gantt timeline, separate from task bars. They sit in their own Milestones row between the project bar and the tasks section. A badge (e.g. "1") next to the Milestones label shows how many milestones exist.

How to add a milestone:
1. With a project selected, find the Milestones row — it sits just below the project bar on the timeline.
2. Click the + (plus) button next to "Milestones" (tooltip: "Add Milestone").
3. The Add Milestone dialog opens with two fields: Name (e.g. "Sprint Review") and Date.
4. Fill in the name and pick a date, then click Add Milestone to save.
5. The milestone appears immediately as a green diamond on the timeline at the chosen date.

Use milestones for deadlines, go-live dates, review gates, or any key checkpoint your team needs to track.