How To Download Task List From Microsoft Teams
Joyce Langwell
The Tasks app brings a cohesive task management experience to Microsoft Teams, integrating individual tasks powered by Microsoft To Do and team tasks powered by Planner in one place. Users can access Tasks as an app on the left side of Teams and as a tab in a channel within individual teams. With My tasks and Shared plans, users can view and manage all their individual and team tasks and prioritize their work. Tasks is available in Teams desktop, web, and mobile clients.
For organizations who want to streamline task management for Frontline Workers, Tasks also includes capabilities that enable you to target, publish, and track tasks at scale across your Frontline Workforce. For example, corporate and regional leadership can create and publish task lists targeted to relevant locations, such as specific retail stores, and track progress through real-time reports. Managers can assign tasks to their staff and direct activities within their locations, and Frontline Workers have a prioritized list of their assigned tasks on mobile or desktop. To enable task publishing, first set up a team targeting hierarchy for your organization, which defines how all teams in the hierarchy are related to each other.
My tasks shows a user's individual tasks. Shared plans show tasks that the whole team is working on and includes any task list that's added as a Tasks tab to a channel. Note the following relationships between tasks in Tasks, To Do, and Planner:
Task lists that a user creates in the Tasks app will also appear in To Do clients for that user. Similarly, task lists that a user creates in To Do will appear in My tasks in Tasks for that user. The same is true for individual tasks.
Users create, manage, and publish task lists on the Published lists tab in the Tasks app. This tab only shows for a user if your organization set up a team targeting hierarchy and the user is on a team that's included in the hierarchy. The hierarchy determines whether the user can publish or receive task lists and view reporting for received lists.
The Marketing team shares the promotion details and the corresponding list of tasks with the Retail Communications Manager. The Retail Communications Manager, who serves as the gatekeeper for stores, reviews the information. Then they create a task list for the promotion, and create a task for each unit of work that the affected stores need to perform. When the task list is complete, they need to select the stores that must complete the work. In this case, the promotion only applies to stores in the United States that have an in-store restaurant. In Tasks, they filter the store list based on the in-store restaurant attribute, select the matching United States locations in the hierarchy, and then publish the task list to those stores.
Frontline Workers at each store location now have a prioritized list of their work in Tasks on their mobile device. When they finish a task, they mark it complete. They can even choose to upload and attach a photo to the task to show their work.
Contoso headquarters and intermediate managers can view reporting to see the assignment and completion status of tasks at each store and across stores. They can also drill down to a specific task to see the status within different stores. As the launch date gets closer, they can spot any abnormalities and check in with their teams as needed. This visibility allows Contoso to improve the efficiency of the rollout and provide a more consistent experience across their stores.
To enable task publishing in your organization, you have to first set up your team targeting schema in a .CSV file. The schema defines how all the teams in your hierarchy are related to each other and also defines the attributes that can be used to filter and select teams. After you create the schema, upload it to Teams to apply it to your organization. Members of the publishing team, such as the Retail Communications Manager in the example scenario, can then filter teams by hierarchy, attributes, or a combination of both to select the relevant teams that should receive the task lists, and then publish the task lists to those teams.
The My tasks section of the Tasks app will be in sync with the To Do app, but there are things you can do to your tasks, and ways you can interact with them, that are available in one app or the other. The following list breaks down what you can do where.
The Shared plans section of Tasks shows you plans that have been added to channels in Teams. You choose from a list of teams and channels, and find the plan you're looking for. You can then work with the plan as usual in Board, Chart, or Schedule view, or in the List view unique to the Tasks app.
The Shared plans section of the Tasks app will be in sync with Planner, but there are things you can do to your tasks, and ways you can interact with them, that are available in one app or the other. The following list breaks down what you can do where.
Above the tasks list, on the left, choose Progress, Priority, or Due date and choose an option. You can also choose More options and then select Delete, Move task., or more. Options can vary depending on the list you're viewing.
You can filter My tasks lists by due date and priority, and Shared plan can additionally be filtered by label, bucket, and assignment. Use these filters to find tasks, or to scope your view to more easily select a group of tasks to change.
As a Teams user who has been enabled for task publishing by your organization, you can create a list of tasks to send to any number of teams in your org. Each team gets its own copy of the list for assigning and completing tasks and tracking team progress. If you're a team manager, find out how to assign and track tasks in Teams.
Task list publishing is how operations managers and other organization planners distribute tasks to the teams who perform the work. Each team receives one copy of the list, so local managers can assign tasks to their workers. Managers who are part of teams in the hierarchy between the local manager and the task list publisher can track assignment and completion of tasks, but cannot change anything.
For example, say Anna is operations manager at the headquarters of Contoso Markets, a 250-store chain, organized in Teams by region. Each region has at least one store, and each store's workers receive job instructions via tasks in the Teams app. Anna's planning a Summer Sale, and has prepared a task list she'll publish to the whole chain.
Anna goes to the Tasks app in Teams and creates a list of tasks for setting up the sale, and names it Summer Sale. She attaches some visual product arrangements to guide the Then she publishes her task list to all 250 stores.
Srina manages the Western region, whose stores have an extra category of products: sporting goods. She decides to duplicate the Summer Sale task list, add tasks for sporting goods, and publish it to her region's stores as Summer Sale Western.
Frank manages Store 004, the largest store in the Western region. He opens Teams on his PC the day before sales preparation begins. He sees the two new published lists and has a look. He assigns tasks to his frontline workers and a few to himself.
Choose how to select the recipient teams. You can select the teams from a hierarchy or upload a custom list of teams. Learn more about these options here. The following steps show selection from a hierarchy.
You can edit tasks in a published list by putting the list into edit mode. Once the list is in edit mode, you can update tasks in the list, delete tasks from the list, or add new tasks to the list. Changes are not published to recipient teams until you select the Publish changes and confirm the summary.
When you publish changes to a task in a published list, the values in the task fields in the updated task will overwrite the values of those task fields in each recipient team, with the exception that the status of the task is not reset. We recommend editing a task in a published list when you want to clarify what needs to be done. If there is a correction that requires the task to be completed again even if it was completed per the previous task details, we recommend deleting the original task and creating a new one.
If you need to unpublish, it's best to do so as soon as possible to reduce the assignment and completion of tasks that are wiped out. An unpublished list moves to the Unpublished section and can be duplicated but can't itself be republished.
After you've published a task list, you'll likely want to track teams' progress in assigning and completing the tasks you sent them. You can view details for the published tasks in a few different ways.
The Teams view lets you see the team-by-team progress for all tasks in the list. You can select groupings like regions or districts to expand them, and you can select an individual team that received the task list to see the details for that team..
I managed to get to the point that it DID delete the completed to-do task, but also along with all the other tasks in the same list. I've been through every forum and post about this, even tried to copy it with another post about Planner tasks and then switching everything with Microsoft To-Do actions/triggers.
Microsoft Teams is a powerhouse for collaborative work. Teams enables users to efficiently manage tasks, participate in video conferences, exchange chat messages, share files, and much more. Among the multitude of capabilities that Teams brings to the table, task management stands as a critical component. Built-in functionality allows users to assign and track team tasks from Planner directly within the Teams platform.
Microsoft Planner is a task and project management software in Microsoft 365. It serves as a management tool that facilitates creation and organization of task lists in Teams and as a standalone tool, enabling teams to effectively collaborate on tasks as well as track and visualize their project workflows.
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