Categories
Microsoft 365 Planner SharePoint Task Management

Planner roadmap – from SharePoint to Dataverse

I use Microsoft Planner and To Do for lightweight project management, preferring its simplicity. The announcement of a unified Planner experience merging Planner, To Do, and Project, had me spooked.
This blog unpicks the impacts for the ordinary user.

I frequently use Microsoft Planner to do lightweight, rapid project planning and tracking of the smallish projects I tend to get involved in.

Back in the day I used the heavy tooling in MS Project (and other, non-MS tools); however, Project Management is not my core activity; those tools were invariably more than I needed (or had the skills to wrangle). After a decade of failing to go paperless with my daily task list I now, finally I also use To Do routinely. I’m super proud if this. The combinaton of Planner and To Do (and OneNote, of course) let’s me sail the shallow waters of project and task management without the commitment of becoming a master mariner.

This too shall pass

Just when I thought I had a handle on it, Microsoft announces it is consolidating Project for the web, Planner, and To Do into a unified Planner experience. What I heard was “This new Planner is built on Dataverse, not SharePoint”, and affects Microsoft Teams and Power Platform. This blog drills into what I heard to uncover what it means for non-project-planners like me.

“This new Planner is built on Dataverse, not SharePoint”

Project for the Web (and Project in Teams, and Roadmap in Teams) was retired in August 2025, and its capabilities absorbed into the new Planner Premium experience.

Roadmaps are being replaced by Portfolios in Planner and Planner settings are moving to the Microsoft 365 Admin Center, away from legacy Project admin spaces.

Planner appears to be moving from running on SharePoint Online (SPO), shifting to Azure as the backend (or Dataverse in the case of Planner Premium). But see Migration Overview below

Planner’s new architecture: Basic vs Premium Plans

FeaturePlanner BasicPlanner Premium
Underlying PlatformAzure (Tasks stored in Microsoft 365 Group infrastructure)Dataverse (formerly used by Project for the web)
Data StorageMicrosoft 365 backend (not SharePoint)Microsoft Dataverse (Power Platform environment)
IntegrationMicrosoft Teams, Outlook, To DoPower Platform, Teams, Copilot, Power BI
CustomisationLimitedExtensive (custom fields, calendars, conditional formatting)
AI FeaturesNoneCopilot in Planner (preview)
Migration Required?NoBasic plans can be converted to Premium plans

Basic vs Premium Plans

CapabilityBasicPremium
Grid, Board, Charts views✅✅
Timeline (Gantt) view❌✅
Dependencies & Milestones❌✅
People View (Workload balancing)❌✅
Goals & Portfolios❌✅
Task History❌✅
Agile PM (Backlogs, Sprints)❌✅
Copilot Integration❌✅
SharePoint Integration✅❌ (Premium plans do not support SharePoint web parts)
Loop Integration✅❌
Schedule & Outlook Calendar Views✅❌

Note: Premium plans are not visible in SharePoint and require a Dataverse environment. Basic plans still support SharePoint web parts and Loop.

Dataverse vs Azure: Why it matters

  • Dataverse enables:
    • Rich metadata
    • Power Platform extensibility
    • Enterprise-grade security and compliance
    • AI-driven features (Copilot, Project Manager agents)
  • Azure-based Basic Plans:
    • Simpler, lightweight
    • Integrated with Microsoft 365 apps
    • Limited extensibility

Licensing

PlanMonthly Cost (Annual)Key Features
Planner (Basic)Included in Microsoft 365Core task management
Planner Premium Plan 1£8.50/userAdds goals, backlogs, sprints
Planner Premium + Project Plan 3£25/userAdds Copilot, task history, roadmaps
Planner Premium + Project Plan 5£45/userAdds portfolio management, financials

Migration

Historically, we thought of basic Planner plans being stored in SharePoint Online, leveraging SPO lists and libraries for attachments, metadata, and permissions. However, Planner (Basic) has already moved to an Azure-based backend, not SharePoint and this transition has been pretty much invisible for users. In fact, Planner never really stored its data directly in SharePoint. Instead, it used the Microsoft 365 Group infrastructure, which is built on Azure services.

It’s Planner Premium which has a pure Dataverse-backed model, which aligns with Project for the Web and other Power Platform services. It has also been seamless for Project for the Web plans, which were already Dataverse-native.

Feature AreaBasic PlanPremium Plan (Dataverse-backed)
Storage backendAzureMicrosoft Dataverse
Advanced features❌ Not available✅ Includes Timeline view, dependencies, subtasks, etc.
ConversionCan be converted to premiumCan be downgraded (within 90 days)
Licensing requiredMicrosoft 365 licencePlanner Premium licence (or Project Plan 3/5)
Guest accessSupportedSupported (with limitations)
Compliance featuresLimitedEnhanced via Dataverse (e.g. eDiscovery, auditing)

What if I dont want Planner Premium or advanced project management?

  • Your existing plans remain accessible and usable.
  • No migration is required, you can continue using Planner as you do today (though it will change on teh bckend)
  • Licensing doesn’t change, Planner Basic remains included with Microsoft 365 (e.g., E3, E5).
  • You’ll still access Planner via Teams, web, and Outlook integrations.

What’s new or changing

1. Unified Planner app

  • Microsoft is merging Planner, To Do, and Project for the web into a single Planner experience.
  • You’ll see a new interface in Planner for the web and Planner in Teams, but your basic plans will still be there.

2. Optional upgrade to Premium

You can convert basic plans to Premium to unlock advanced features (e.g., Gantt charts, dependencies, Copilot). This is optional; you don’t have to upgrade unless you want those features. Converted plans become read-only in their basic form for 90 days, but you can revert if needed.

3. Improved integration

  • Planner will integrate more deeply with Teams, Outlook, and Power Platform.
  • Expect smoother task syncing and better visibility across Microsoft 365.

4. New features

Some enhancements are coming to basic plans (i.e. Planner) even without upgrading:

  • Custom backgrounds
  • Undo deleted tasks
  • Join public group plans
  • Improved calendar sync with Outlook

Summary for Basic Planner users like me

AreaImpact
AccessNo change—your plans stay where they are
LicensingStill included in Microsoft 365
FeaturesSome UI and usability improvements
Premium UpgradeOptional, unlocks advanced features
MigrationNot required

What’s happening to Microsoft To Do?

Microsoft is not retiring To Do, but it is integrating its capabilities into the new Planner app, which now combines Microsoft Planner, To Do and the former Projet for the Web capabilities. This unified experience will be available in Microsoft Teams, on the web, and via the Planner Power App.

What To Do users will notice

ChangeImpact
App RenamingThe “Tasks by Planner and To Do” app in Teams is now simply called Planner.
Unified InterfaceYou’ll see My Day, My Tasks, and Board/Grid views from To Do inside Planner.
Task SyncTasks from To Do continue to sync with Outlook and Planner.
No Feature LossAll core To Do features (lists, reminders, subtasks, My Day) remain available.
Improved ViewsNew views like Board and Grid are available for personal tasks.
Copilot IntegrationPremium users can use Copilot to generate tasks and plans intelligently.

What’s not changing

  • To Do remains available as a standalone app on Windows, iOS, Android, and web.
  • You can still use Outlook Tasks and sync them with To Do.
  • No licensing changes for To Do—it remains free with Microsoft 365.

Implications

  • Simplified task management: Users no longer need to switch between To Do and Planner for personal vs team tasks.
  • Better visibility: All tasks, personal and team, can be viewed in one place.
  • Upgrades: You can access advanced features (e.g. Copilot, Portfolios) by upgrading to Planner Premium.

Summary for To Do users

AreaImpact
AccessTo Do tasks now appear in Planner
InterfaceUnified with Planner and Project
FeaturesRetained and enhanced (e.g. Board view)
LicensingNo change
Premium OptionAvailable for advanced features

Conclusion

Frankly, I was pretty confused about what was changing, what everything was going to be called, what the implications were etc. etc.

The good news is that, for basic users (i.e. most normal people who just want to keep track of some stuff), there will be minimal impact. To Do will be accessed from your apps etc. Planner will work much teh same as always. Some new capabilities will become available and, should you decide that Project Management is your thing you can upgrade to get all teh extra tools that entails. I’m happy to say that, fo rme, that ship has sailed and I’ll stick with my perfectly servicable planning and tasks dingy.

Simon's avatar

By Simon

Simon Hudson is an entrepreneur and health sector specialist. He formed Cloud2 in 2008 following a rich career in the international medical device industry and the IT industry. Simon’s background encompasses quality assurance, medical device development, international training, business intelligence and international marketing and health related information and technology.

Simon’s career has spanned both the UK and the international health industry, with roles that have included quality system auditing, medical device development, international training (advanced wound management) and international marketing. In 2000 he co-founded a software-based Clinical Outcomes measurement start-up in the US. Upon joining ioko in 2004 he created the Carelink division and, as General Manager, drove it to become a multi-million pound business in its own right.
In 2008, Simon founded Cloud2 in response to a need for a new way of delivering successful projects based on Microsoft SharePoint. This created the first commercial ‘Intranet in a Box’ solution and kickstarted a new industry. He exited that business in 2019, which has continued to grow as a leading provider of Power BI and analytics solutions.

In 2016, he co-founded Kinata Ltd. to enable effective Advice and Guidance in the NHS and is currently guiding the business beyond its NHS roots to address needs in Her Majesty’s Prisons and in Australasia.

In 2021, Simon founded Novia Works Ltd.

In 2021 he was invited to become Entrepreneur in Residence at the University of Hull.

In 2022 he was recognised as a Microsoft MVP.

In 2025 he founded Sustainable Ferriby CIC, a community energy not-for-profit to develop energy generation, energy & carbon reduction, and broader sustainability & NetZero projects in the West Hull villages.

Simon has had articles and editorials published in a variety of technology, knowledge management, clinical benchmarking and health journals, including being a regular contributor to PC Pro, as well as a presenter at conferences. He publishes a blog on areas of interest at noviaworks.co.uk. He is a co-facilitator of the M365 North User Group. He is a lead author and facilitator on the Maturity Model for Microsoft 365. He is the author of two patents relating to medical devices. He holds a BSc (Hons) in Physical Science and a PGCE in Physics and Chemistry from the University of Hull.

Simon is passionate about rather too many things, including science, music (he plays guitar and octave mandola), skiing, classic cars, narrowboats, the health sector, sustainability, information technology and, by no means least, his family.

Leave a comment