Unlock the full potential of Portfolios in Microsoft Teams and Planner with our comprehensive guide. Learn how to navigate to Portfolios, create and build your own, and explore key features like the “Plans” view, Portfolio Roadmaps, and detailed task management. Whether you’re adding individual tasks, setting key dates, or viewing an entire Portfolio Plan, this step-by-step guide will help you streamline your workflow and stay organized like never before.

Contents:

  • Open Planner in MS Teams
  • Navigate to Portfolios
  • Create a new Portfolio
  • Build your Portfolio
  • View a Portfolio Plan
    • “Plans” view
    • Open Details
  • View the Portfolio Roadmap
    • View Plans
    • Add Individual Tasks
    • Add Key Dates

Open Planner in MS Teams

Navigate to Portfolios

Select “My Portfolios” from the Planner Menu
Existing Portfolios display

Creating a New Portfolio

Click “+ New Portfolio”

  • Add “Name” (required)
  • Add a group to the new portfolio (optional)
  • Click “Create”


Build Your Portfolio

To add plans to your portfolio,

  1. Click the “Add Plan” button


2. Select from the existing Plans listed on the “Add Plan” menu.

3. If your project is now immediately visible, use the “Search for Plans” option.

  • The option to “Connect to plan” displays. Note that the members of the portfolio will have a full access to connections in the created flow and the content within the connected account.
  • There is a flow that will use the “Portfolio and Roadmap” application to keep the plan updated. You mat need to sign in to complete this step.

5. Click “connect” to complete the addition of your plan to your portfolio

The portfolio now includes your added plan.

Complete the steps add more plans to the portfolio

View a Portfolio Plan

Two views are currently included for portfolios: Plans & Roadmap

“Plans” View

High level plan data, including the Project Manager, Progress (%), Start Date, End Date, and Status Display.

The ‘Status’ dropdown may be updated directly in the “Plans” view

Open Details

Hover over a task, click on the “More Options” menu, and select “Open Details”

  1. Click the name of your plan to open and update the plan in the browser

2. Click the “Refresh” button to ensure that all Plan updates are included in the Portfolio

3. Click “Remove plan” to remove the Plan from the Portfolio

View the Portfolio Roadmap

View Plans

Use the top menu to select the “Roadmap” view
The roadmap displays the included Plans with a timeline and a few options to adjust your view
The “zoom” slider allows you to adjust your timeline increments (increments between 6 months and 1 week)

Use the “filter” option to filter the plans based on the Plan Owner

Use the “Go to date” option to select the earliest date included in your view

Add Individual Tasks

  1. Select a plan on the roadmap to view additional options for organizing the roadmap

2. Use the “Update Items” panel to select tasks. The search bar, quick select, and filter at the top allow you to quickly locate and select relevant tasks.

  • Use the “quick select” to quickly choose all milestones, all summary tasks, or all top-level tasks

  • Use the “filter” to view all milestones or all summary tasks

  • Select the tasks that should display on the roadmap


3. Click “Update”

Note: You may need to “Refresh” or “Update Items”

4. Hover over a task to view the task name

5. Click on a task name to see the task details


Repeat the process to add all tasks from different plans

Update the order of the Plans listed on the roadmap view by selecting a Plan and then clicking the “Move up” and “Move down” options.

Add Key Dates

In addition to viewing/plans on the roadmap, key dates may also be added’

  1. Click the “Add key date” button

2. Enter a name, due date, and select a status

3. Click “Add Key Date”

  • The key date added displays as a callout on the roadmap

The key date callout is a hyperlink, which makes it easy to open and update and either delete it or make changes.