Task Management in SharePoint or Office 365


Over 100 million of the monthly users make the most use of Microsoft Office 365 as one of the most used web-based business application that various enterprises depend upon for their daily chores. Now let’s see how Office 365 and SharePoint for task management can guide you through various tools. With the help of our Office 365 and SharePoint consulting experience how different tool addresses different tasks and various task management challenges and find out the possible tool combination to let you compose an optimal toolkit for task management.

Managing tasks in Office 365: Core Tools

SharePoint and Office 365 subscribers get access to several task management applications. The list includes:

— Planner
— SharePoint task list
— Project Online
— Outlook Tasks
— To-Do


Planner enables teams to manage private and public plans and task groups. Users can create and follow various plans and tasks, arrange them, prioritize them, get instant reporting via chart views. As a part of Office 365 groups, Planner also enables team members to collaborate on various documents using SharePoint library, comment on the project tasks in Outlook groups, schedule project related events in team calendar, and take project notes in team OneNote notebook.

Strengths: As a part of getting a good visualization, users can get a clear shot of their activities and check if the project is going as planned. The tasks and plans are prioritized and well structured so that easy to manage. The planner can also be incorporated into Microsoft Team which make it part of a larger work environment.

Weaknesses: Experienced project managers are discrete about planners. When they admit the fact, that tool manages smaller projects perfectly. They say it’s insufficient for managing huge projects and large teams.

SharePoint Project Task Lists

This is yet another option for Office 365 subscribers, use SharePoint online for project management through SharePoint task lists. The tool enables users to create lists of task and subtasks and view their distribution on a project timeline. Apart from these capabilities, users are able to manage tasks, assign resources, get diverse task views. Task list also allows employees to benefit from the outlook calendar and conversations, manage documents in a dedicated SharePoint library and use a project notebook.

Strengths: The tool offers a clear representation of a project and the tasks in it. The tasks list provide even more capabilities coupled with other SharePoint features or if it’s integrated with Project Online.

Weaknesses: By default, it is not possible to add multiple timelines within one task list so the teams will require extra development efforts to bring out several timelines together. The customization will also be required to allow reporting which is a must-have for larger projects.

Project Online

Project Online is another Office 365 task and project management tool. It is a professional application for project portfolio management that goes with 3 available plans: Essentials, Professional and Premium.

Each arrangement focuses on an alternate group of users including project and resource administrators and covers tasks of any complexity. The application offers project planning and task scheduling, resource management, announcing features and all this, which makes it the most intense project management tool in the whole Office 365 suite.

Strengths: Project Online is a fully-fledged Office 365 project and task management tool that can deal with different projects and address issues of both ordinary workers and seasoned task managers.

Weaknesses: As an expert tool, Project Online requires employee abilities to deal with it. New members can, of course, find that it’s hard to manage it. Training for end users is highly recommended: or else, adoption can turn into a challenge.

Outlook Tasks

Aside from Project management tools, users of Office 365 can likewise profit by customized task management. Initially comes Outlook Tasks. They will suit workers and groups that incline toward dealing with their activities inside their email application. Outlook empowers a rich portrayal of tasks through various traits (status, priority, fulfillment, class, and so on.) and views. Users can likewise take after their tasks on the calendar grid and share them with the colleagues.

Strengths: Outlook Tasks can turn out to be significantly more successful when combined with Outlook Groups. Groups empower users to team up on their tasks utilizing the same application. The tool can be a great choice for moderate task management.

Weaknesses: The tool’s UI and UX leave much to be desired. Users need to put an effort to make all the tasks arranged and clear, which is the reason why extra training may be required. As the number of entries increases, tasks can look messy particularly if mixed up with other occasions or meetings.


The To-Do application is a personal task management tool that will replace Wunderlist obtained by Microsoft in 2015. The application enables users to deal with any sort of tasks be they private or business-related. Users can make a list of tasks, set due dates and notices, regroup tasks and roll out slight UI improvements. As a part of the Office 365 suite, To-Do can be integrated with Outlook Tasks, so workers synchronize their to-dos with their inbox task management areas.

Strengths: An easy-to-use and a great tool that permits managing personal tasks. Workers can utilize it as a private task management area to organize their activities the way they like it, freely of other colleagues.

Weaknesses: The device is yet incomplete and lags behind its ‘father’ Wunderlist. Workers can’t make subtasks or share tasks with different users and additionally make reports. Besides, the mobile application is significantly weaker than the web application, while the last isn’t accessible for Mac OS.

How not to lose all sense of direction in various alternatives for errand and venture administration?

As you can see, an Office 365 subscription enables you to take after different task management scenarios. Tools to pick will rely upon your specific task management needs, and on group sizes and coordinated preferences. In this manner, if you work inside a small group and you don’t require advanced project management features, you can use Microsoft Teams and Planner features. However, if project administration is your key action, custom SharePoint project sites combined with Project Online capacities will be an absolute necessity.

In the meantime, if you doubt about default tools capacities or you come to understand that you require a customized tool, you can simply deliver your requirements to Office 365 consulting team, who will enable you to choose the ideal toolset, explain how to incorporate it into your unique collaborative environment and customize it for you.

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