Are you currently using Trello or Smartsheet to manage your projects? It might be time to consider migrating to Microsoft 365. This integrated suite of tools can not only replace your current platforms but also significantly boost your team’s productivity.

Why Replace Trello and Smartsheet?

The limitations of your current tools

While Trello excels at visual task management, it quickly reaches its limits when projects become more complex.
Smartsheet, on the other hand, can be expensive and sometimes too rigid for certain teams.

Common challenges:

• Rising costs as more users are added

• Limited integration with your existing environment

• Insufficient functionality for complex projects

• Data scattered across multiple platforms

Microsoft 365: Your All-in-One Solution

Microsoft Planner: The Direct Alternative to Trello

Microsoft Planner offers the familiar Kanban-style boards of Trello, fully integrated with the Microsoft 365 ecosystem.

Key features:

• Visual dashboards and task boards

• Tasks organized by buckets (columns)

• Clear due dates and assignments

• Seamless integration with Microsoft Teams and Outlook

Microsoft To Do: For Your Daily Tasks

Microsoft To Do is perfect for managing individual tasks.
It syncs automatically with Outlook emails and integrates smoothly with Planner for team assignments.

Microsoft Teams: The Central Hub

Microsoft Teams brings everything together:

• Integrate Planner boards directly into Teams channels

• Create tasks from chat conversations

• Track progress in real time

Microsoft Lists: The Smartsheet Replacement

Microsoft Lists combines the flexibility of spreadsheets with the power of databases — ideal for complex projects requiring detailed tracking and automation.

Planner vs. To Do: What’s the Difference?

Microsoft Planner – For Team Collaboration

Planner is designed for team projects:

• Shared Kanban boards for multiple collaborators

• Real-time updates, comments, and file sharing

• Integrated directly into Microsoft Teams

Microsoft To Do – Your Personal Assistant

To Do focuses on individual task management:

• Personal use only — you manage your own lists

• Automatic sync with flagged Outlook emails

• “My Day” view for daily planning

• Multiple lists for work, personal, and errands

The magic of integration:

When a task is assigned to you in Planner, it automatically appears in To Do — giving you a complete overview of both personal and team responsibilities.

In short:

• Use Planner for team project coordination

• Use To Do for personal task tracking

• Combine both for a seamless and unified experience

This integration gives Microsoft 365 a clear advantage over Trello, which often requires third-party apps for personal task management.

The Benefits of Migration

Significant Cost Savings

If you already have Microsoft 365, these tools are included — no additional user fees.

Seamless Integration

Outlook tasks automatically sync with To Do, meetings link with project plans, and everything connects effortlessly.

Enhanced Security

Microsoft 365 meets the highest security standards, keeping your data safe and compliant with regulations.

How to Succeed with Your Migration

Step 1: Assess Your Current Needs
Identify which features you use most to map them to the right Microsoft tools.

Step 2: Plan the Transition

• Start small with a pilot project

• Train your teams on the new tools

• Test integrations with existing applications

Step 3: Implement Gradually
Migrate in phases to ensure a smooth adoption process.

Which Tool Is Best for You?

• For agile teams: Microsoft Planner

• For personal task management: Microsoft To Do

• For complex projects: Microsoft Lists

In Summary

Migrating from Trello and Smartsheet to Microsoft 365 allows you to unify your work environment and reduce costs.
Microsoft’s integrated tools simplify collaboration and enhance efficiency across your organization.

At MS Solutions, we design custom applications that tailor Microsoft 365 to your business processes through personalized, high-impact solutions.

Transitioning to a new platform requires careful planning — training and a phased rollout are key to success.

If you’d like expert guidance or a customized migration plan, contact our Microsoft 365 specialists to discuss your specific needs.