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To organize buckets in Microsoft Planner, open the plan’s Board view, choose Group by > Buckets, and select Add new bucket. Name buckets for a useful category—such as project phase, workstream, department, or type of work—then add tasks or move existing cards into them.
Choose a bucket structure that fits the plan
A bucket is a named category for sorting tasks. Microsoft’s examples include phases, types of work, departments, workstreams, and topics. Pick one organizing dimension that helps the team understand the plan; for example, use buckets for project phases rather than mixing phases, assignees, and urgency in the same set of columns. Microsoft does not prescribe an ideal number of buckets, so create only the categories the team will actually use.
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If you only need a different way to view the same tasks—for example, by assignee, due date, priority, or status—use Planner’s grouping controls instead of creating matching buckets. Grouping changes the display, while buckets provide named categories in the plan.
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- Open the plan’s Board view. If the task cards are not arranged in bucket columns, select Group by > Buckets.
- Select Add new bucket. Enter a concise category name and confirm. Microsoft’s bucket instructions and its Planner training guide document this workflow.
- Add tasks. Use the plus control beneath a bucket name to create a task there, or drag an existing task card into the appropriate bucket.
Keep the bucket layout useful
Rename or reorder buckets
Select a bucket’s name to rename it; the default To Do bucket can also be renamed. To change the column order, drag a bucket title. In the new Planner, the bucket’s three-dot menu also includes Move right and Move left.
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Use labels for cross-cutting traits
When tasks in different buckets share a characteristic, use colored labels to mark that commonality instead of adding more buckets. For example, buckets can represent project phases while labels identify tasks that need review. Labels and buckets can work together rather than competing as the plan’s sole classification.
Color buckets when available
Microsoft’s current support page says premium plans can color-code buckets using the paint-can control. This is a premium-plan feature, not a universal control.
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When to use buckets, grouping, or filters
| Option | Best for | What it changes |
|---|---|---|
| Buckets | Stable categories such as phases, workstreams, or types of work | Organizes tasks into named categories in the plan |
| Grouping | Viewing tasks by a different field, such as assigned person, bucket, labels, due date, priority, or status | Changes how tasks are displayed in Board or Grid view |
| Labels | Marking a trait shared by tasks in different buckets | Adds a cross-cutting classification to tasks |
| Filters | Temporarily narrowing which tasks are visible | Limits the displayed tasks without changing their organization |
Microsoft’s plan creation and view guidance describes grouping and filtering options. A practical choice is to use buckets for categories that belong to the plan’s structure, and grouping or filters for alternate or temporary views.
If “Add new bucket” is missing
Check the Board’s grouping setting first. If tasks are grouped by another field, switch to Group by > Buckets; the add-bucket control may not appear in the expected place under another grouping.
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Planner’s interface may differ while the new Planner experience rolls out. Microsoft provides separate instructions for users who have moved to the new Planner and those who have not, and notes that government cloud users (GCC, GCC High, and DoD) should follow the alternate instructions on the support page. If the labels or controls do not match these steps, consult the applicable section of Microsoft’s bucket support page.
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