How to Attach Emails to Microsoft Planner Tasks Step by Step

You might wonder, can you attach emails to microsoft planner? Right now, you cannot add emails directly inside planner tasks. Most people use Power Automate to get emails into planner. This tool creates a planner task from an email without much effort. You can also try copying email URLs, using Outlook on the web, or connecting through Teams and SharePoint. While planner does not support this natively, you still have solid options. This guide helps you pick what works best for your workflow.

Key Takeaways

• Microsoft Planner does not let you add emails to tasks. You can use Power Automate to make tasks from emails. This happens by itself.

• You can link emails to Planner tasks by copying email URLs. You can also use Outlook on the Web to make tasks from emails fast.

• Power Automate helps you put email content and files in Planner tasks. This keeps your work neat and saves time.

• Microsoft Teams and SharePoint help you sync flagged emails. They let you share files linked to Planner tasks. This helps people work together better.

• Use smart ways like saving files in SharePoint or OneDrive. Share cloud links and turn on security features. This keeps your Planner tasks safe and easy to use.

Can You Attach Emails to Microsoft Planner?

Native Options in Microsoft Planner

You may wonder, can you attach emails to microsoft planner? Right now, microsoft planner does not let you add emails to tasks with one click. When you open a planner task, there is no button for adding emails. You also cannot turn flagged emails into tasks inside planner. This can be frustrating if you want everything in one spot.

Note: Planner does not let you make task cards from flagged emails by itself. You will need to find other ways to link your emails to your tasks.

Workarounds and Integrations

There are still ways to connect emails to planner. Many people use special tools to help. Power Automate is a tool that many choose. With Power Automate, you can turn flagged emails into planner tasks. This tool lets you set up a flow that takes an email and makes a new task in planner. You can even put the email’s content in the task card.

Here are some ways to work around these limits:

• Use Power Automate to turn flagged emails into tasks.

• Copy the email link and paste it in the planner task notes.

• Try using flagged emails with Outlook and planner through automation.

• Use Microsoft Teams or SharePoint to share emails and link them to planner tasks.

These workarounds help you answer, can you attach emails to microsoft planner? Even though you cannot do it directly, integration tools make it possible. You can keep your work simple and neat by using these ideas.

Planner Task from Outlook Email

You probably spend a lot of time in your inbox. Sometimes, you see an email and think, “I need to turn this into a task.” Good news! You can connect your emails to your planner tasks without much trouble. Let’s look at two simple ways to do this.

Using Outlook on the Web

If you want to convert emails into tasks in planner, Outlook on the Web gives you a quick way. You don’t need any extra tools or complicated steps. Here’s how you can do it:

1. Open Outlook on the Web. Find the email you want to turn into a planner task. 2. Right-click on the email in your message list. 3. Hover over the "Advanced Actions" option. 4. Select "Create Task." This adds the email as a new task in Microsoft Planner.

Tip: When you use this method, you keep the important details from your email right inside your planner task. This helps you stay organized and makes sure you don’t miss anything.

You can use this trick for any email that needs follow-up. It works well if you want to keep your tasks in planner up to date with your inbox.

Copying Email URL to Planner

Maybe you want to link an email to a planner task without moving the whole message. You can copy the email’s URL and add it to your task. This method is simple, but it has some things you should know.

Here’s what you do:

1. Open Outlook on the Web and find the email you want to link.

2. Copy the URL from your browser’s address bar.

3. Go to your planner task. Add an attachment and paste the email URL in the address field.

This sounds easy, but there’s a catch. When you click the link in your planner task, your browser opens Outlook, but it doesn’t always show the exact email you wanted. Sometimes, it just takes you to your inbox. That can be confusing if you have lots of emails.

Power Automate can create a planner task with a working email link. When you use Power Automate, clicking the attachment opens the exact email in a new tab. If you try to copy that special link and use it in a new planner task, it usually doesn’t work. The reason is small differences in the link’s code. For example, the ItemID part of the link might use '%2Bo' instead of '%20o'. This tiny change stops the link from working right.

Note: There’s no easy fix for this problem. If you want a perfect link, you might need to use Power Automate or ask for help in tech forums.

If you just want a quick way to remember which email goes with your task, copying the URL can still help. Just remember, it might not always open the exact message.

You can see that both methods help you integrate Microsoft Outlook with planner. You can choose the one that fits your style. If you want to keep things simple, use Outlook on the Web. If you need a perfect link, try Power Automate.

Power Automate for Microsoft Planner

Creating a Flow

You want to make planner tasks from emails without doing it by hand. Power Automate helps you do this. You can set up a flow that makes a planner task from an email. Here’s how you can do it:

1. First, pick a trigger. Choose “When an email is flagged in Outlook.” This tells Power Automate to watch for flagged emails.

2. Next, add the “Get my Profile” action. This lets Power Automate know who you are and where to put the task.

3. Then, use the “Create a Planner Task” action. Set the task title to the email’s subject. Pick a bucket, like “From Email,” to keep things tidy. Assign the task to yourself with your Office 365 User ID. You can also add a short part of the email body. Set the start date to when the email came in.

4. Add a short delay, like 20 seconds. This gives Planner time to save the new task before you change it.

5. Update the task details. Add more info, like the sender’s email address. Use the decodeUriComponent function to add line breaks. This makes the description easier to read. You can put a small part of the email body here. Make a link that opens the exact email in Outlook Web Access using the email’s Message ID.

6. Mark the email flag as done. This stops you from making the same task twice from one email.

Once you set up this flow, you can make planner tasks with just a few clicks. Power Automate lets you change each step so it fits what you need.

Tip: You do not need a premium license for this. Outlook and Planner connectors are standard, so your Microsoft 365 subscription covers it.

If you want more help, Microsoft’s Power Automate training module can show you how to make flows, save attachments, and fix problems. You can also find videos and expert tips in the Microsoft Tech Community.

Including Attachments and Content

You might want to add email attachments and content to your planner task. Power Automate can help, but you need to follow some steps.

1. Set your flow to start when a new email comes in. You can filter by subject or check if the email has attachments.

2. Use the “Get email” action and set “Include Attachments” to Yes. This pulls both the email and any files.

3. Save the attachments in a safe place, like your SharePoint document library or OneDrive for Business. Planner does not keep files itself.

4. Make an array variable to hold links to the saved files. Add details like the file name and the URL.

5. Make a planner task and use the “Update task details” action. Add the array of attachment links to the task’s “References” property. This links the files to your planner task.

6. Add important parts of the email to the task description or comments. Remember, Planner has character limits, so only use the most important parts.

Note: Everyone in the plan can get to files in SharePoint or OneDrive. Make sure you put files in folders and set permissions so your team can find them.

If you want your planner tasks to look neat, only use the best parts of the email. Use Power Automate expressions to get the sender’s address, a short preview, or a direct link to the email.

Common Issues and Troubleshooting Tips

Sometimes, things do not work right. Here are some common problems and ways to fix them:

You might see that some Planner features, like chat in buckets or adding plans to Outlook calendar, are gone. If you want more advanced automation, try PowerApps to make custom apps for tasks and calendar events. You can connect PowerApps buttons to your flows for more control.

If you have trouble, check the Office 365 admin center or ask for help in the Power Apps Community Forum. You can also look for other tools like Trovve if you want more ways to connect Outlook and Planner.

Tip: Start with easy flows and templates. Break big workflows into smaller pieces. Use Flow Checker to find problems early.

You can make tasks from emails, link attachments, and keep your planner tidy. Power Automate gives you tools to make task creation simple and reliable.

Other Ways to Attach Emails

Microsoft Teams Integration

You might use Microsoft Teams every day for chatting and meetings. Did you know Teams can help you link emails to your Planner tasks? The integration between Outlook, Teams, and Planner makes this possible. When you flag an email in Outlook, it automatically shows up as a task in the "Flagged emails" section inside Planner in Teams. You don’t need to copy or paste anything. Teams keeps your flagged emails and Planner tasks in sync.

• Flagged emails from Outlook appear as tasks in Planner within Teams.

• You can open the original email by clicking the attachment in the Planner task.

• The integration works across Outlook, Teams, Planner, and To Do, so your tasks stay updated everywhere.

If you want to connect microsoft planner with your emails, just flag them in Outlook. Teams handles the rest for you. There isn’t a manual way to attach whole emails in Teams, but this automatic syncing saves you time.

SharePoint and File Links

SharePoint gives you another way to link emails to Planner tasks. You can save important emails as files, then share them using file links. Here’s how you do it:

1. Go to your SharePoint Document Library.

2. Right-click the file or folder you want to share and select "Copy Link."

3. Pick the sharing option that fits your team, like "People with existing access."

4. Copy the link.

5. Open your Planner task and add an attachment by choosing "A link to URL."

6. Paste the SharePoint link and give it a name.

7. Save the attachment.

8. Refresh your SharePoint page with the Planner web part.

9. Click the link in your Planner task to open the file or folder in a new tab.

This method keeps your files and tasks together. You can also add Planner as a web part on your SharePoint site to see everything in one place.

You might want even more options. Tools like Trello, MeisterTask, and Zapier help you turn emails into tasks and sync them with Planner. Trello works inside Outlook and Planner, letting you create tasks from emails without leaving your inbox. MeisterTask and Zapier offer easy automation and flexible boards for your team.

You have many ways to link emails to Planner tasks. Try Teams for automatic syncing, SharePoint for file links, or third-party tools for more features.

Limitations and Tips

What Works and What Doesn’t

When you try to attach emails to Microsoft Planner tasks, you run into some real limits. Here are a few things you should know:

• Files you upload from your computer go into your Team’s SharePoint Documents library, not inside Planner itself.

• All attachments for all tasks end up in one big folder. You might have trouble finding which file goes with which task.

• If you remove a file from a task, it still stays in SharePoint. This can make things messy and cause duplicates.

• You can’t pick where your files get saved. Planner decides for you.

• Retention labels and policies don’t always work the same way for these files.

• When you export your task data, you won’t see attachments or comments included. This makes it hard to keep a full record.

• If you have delete rights, you could accidentally remove files that others still need.

• Adding files straight to SharePoint can be confusing. New folders don’t always match new channels.

• It’s better to link to files already in Teams Files instead of uploading from your computer.

You should also know that Planner keeps task details like titles and dates, but comments (including email content) live in Exchange mailboxes. Attachments sit in SharePoint. If you need to follow compliance rules, you have to check both Exchange and SharePoint.

Best Practices

You want your team to find files fast and keep everything safe. Here are some tips to help you manage email attachments and content in Planner:

1. Use OneDrive or SharePoint to store files, then link them to your tasks. This keeps everything organized and easy to find.

2. Share files as cloud links instead of uploading them. Your team can open them from any device, anywhere.

3. Turn on multi-factor authentication for everyone. This keeps your files and tasks safer.

4. Use Office Message Encryption if you need to share sensitive email content.

5. Set up malware and phishing protection for Teams, OneDrive, and email.

6. Stop auto-forwarding of emails to outside domains. This helps prevent data leaks.

7. Use audit logs to track who opens or changes documents linked to your tasks.

8. Back up your data often. Tools like FluentPro Backup can help you restore files if something goes wrong.

When you use Power Automate to add emails or files, make sure everyone in your plan can access them. You can also add important email details as comments in your tasks, but remember, comments follow Exchange rules for retention and compliance.

By following these steps, you make sure your team can always find what they need and keep your Planner tasks neat and secure.

You have several ways to link emails to your Planner tasks. Try Power Automate, Outlook on the Web, Teams, or SharePoint. Each method has strengths and some limits. You can pick what fits your workflow best.

Don’t let the lack of native support stop you. Practical solutions exist for most needs.

Have you found a trick that works well? Drop your questions or share your experience in the comments below! 👇

FAQ

Can you attach an email directly to a Planner task?

No, you can't attach an email straight to a Planner task. You need to use tools like Power Automate or copy links. Planner doesn't have a built-in button for emails yet.

What happens to email attachments in Planner?

If you use Power Automate, you can save email attachments to SharePoint or OneDrive. You then link those files to your Planner task. Planner itself doesn't store the files.

Do flagged emails in Outlook show up in Planner?

Yes! When you flag an email in Outlook, it can appear as a task in Planner, especially if you use Teams. This keeps your tasks and emails connected automatically.

Is there a way to see the full email inside Planner?

You can't see the whole email inside Planner. You can add a link to the email or copy important details into the task notes. For full access, open the email in Outlook.

See Also

Stepwise Instructions For Using MS Teams Planner Kanban

Effective Methods To Prioritize Tasks On Kanban Boards

Building A Kanban Board In OneNote For Task Efficiency

Fundamental Concepts Everyone Should Know About Project Planning

Complete Guide To Managing Workflow Using Kanban Boards