Portfolios in Microsoft Planner provide a powerful way to track key deliverables and milestones across multiple plans. With portfolios in Planner, you can monitor critical plan details, such as percent complete and status, giving you deeper insights into project progress. Plus, since portfolios are built directly into the Planner app, you can seamlessly manage tasks, plans, and portfolios all in one place—whether you're working in Planner for the web or in Microsoft Teams.
To help you stay organized and in control of your plans with a unified project management experience, this guide will walk you through how to:
Create a portfolio in Planner
To get started, open Planner in Teams or go to planner.cloud.microsoft to access Planner directly from your browser. If you have a Planner and Project Plan 3 or Planner and Project Plan 5 license, you’ll see the My Portfolios tab in the left navigation pane, directly below My Day, My Tasks, and My Plans.
Then, follow the steps below:
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Select the My Portfolios tab, then select the + New portfolio button in the top right corner.
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Enter a meaningful name for your portfolio.
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If you want to share the portfolio with an existing group, select the appropriate group from the dropdown, then select Create.
Tip: Alternatively, you can use the dropdown menu next to the + New plan button at the bottom of the left navigation pane and select Portfolio.
Once the portfolio is created, you can start adding plans and tracking progress efficiently.
Add plans to a portfolio
To add plans to your portfolio, use the following steps:
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Navigate to the Plans tab within your newly created portfolio.
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Select the + Add Plan button to view a list of all premium plans available to you—including plans you’ve created and those shared with you.
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Select the name of the plan you want to add.
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Select Connect to link the plan to your portfolio. This sets up a scheduled flow to keep your portfolio data up to date.
Note: Portfolios give you a consolidated view of all your premium plans and tasks; basic plans aren't currently supported. Additionally, connecting to Azure DevOps (ADO) projects and Project Online projects aren't supported.
Once a plan is added, key attributes will be displayed, including:
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Project Manager
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Progress (percent complete)
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Start date
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Finish date
These fields are view only within the portfolio and can't be edited. However, you can manually set the Status field to track progress using the following options: Not started, On track, At risk, Off track, and Closed.
Build a roadmap view
If you want to view your portfolio of plans and their associated tasks as a visual timeline, select the Roadmap tab. Each plan that you've added to your portfolio will automatically appear as a distinct row in the roadmap view.
If you're already familiar with the Roadmap feature in Project for the web, the Roadmap view in Planner shares many of the same or similar features, such as the ability to:
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Add tasks to a roadmap
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Add key dates to track milestones
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Update the status of individual tasks
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Edit plan row details
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Customize the roadmap view
Add tasks to a roadmap
To add specific tasks to your roadmap and better track those tasks within a plan:
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Select the plan, then select the Add row item button in the header.
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In the Update items side pane, you'll see a list of all the tasks in your plan. Select the tasks you want to track.
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Select Update to add these tasks to the corresponding plan’s row in the roadmap.
Add key dates to track milestones
In the Roadmap view, you can also add important dates to help track key milestones. To do so, select Add key date in the header of the Roadmap tab, and then enter the relevant details.
Update the status of individual tasks
To manually update the status of your individual tasks:
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Select the task phase in the roadmap view.
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Edit the phase details in the resulting pop-up. Here, you can choose from the following options: Not set, On track, At risk, High risk, and Done.
Edit plan row details
Select the plan name to update details, such as Plan name, Owner, and Row items. You'll also see options to Refresh plan data and access the Plan link.
Customize the roadmap view
You can also customize your roadmap view using the options in the top-right corner of the Roadmap tab. These options include:
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Change the timeline zoom
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Filter by owners
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Jump to a specific date
Share a portfolio for seamless collaboration
To share your portfolio with collaborators, select View and add members in the top-right corner of the Portfolio header. From here, you can either create a new group to share the Portfolio with or add an existing group.
Manage access
Portfolios in Planner use Microsoft 365 Groups for permissions. As a group owner, you can add or remove members and control access based on their license type:
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Users with a Planner and Project Plan 3 or Planner and Project Plan 5 license can edit portfolios.
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Users with Planner in Microsoft 365 or a Planner Plan 1 license can view portfolios shared with them in read-only mode, but can't edit the portfolios.
