Why do comments disappear in Planner

Fix Missing Comments in Microsoft Planner | Pro Planner Assist

How to Fix Missing Comments in Microsoft Planner

Pro Planner Assist | Advanced Troubleshooting Guide

🔍 Why Do Comments Disappear in Planner?

Comments in Microsoft Planner may disappear due to advanced technical reasons related to Exchange Online and mailbox configurations, including:

  • Mailbox Type Misconfiguration: The mailbox assigned is not a User Mailbox, preventing proper comment syncing.
  • Transport Rules Marking Emails as External: Exchange Online transport rules flag Planner comment emails, disrupting comment threading.
  • Expired Third-Party Email Signature Management: If your organization uses external signature management and the service has expired, it may block Planner comment delivery.
  • Deleted Email Threads in Outlook: Deleting Planner comment email threads in Outlook can remove comments from Planner tasks.
  • Mailbox Managed by External Entities: Mailboxes managed by external organizations may have restrictions preventing Planner comments from syncing correctly.

🛠️ Step-by-Step Fixes for Missing Comments

1️⃣ Verify Mailbox Type

In the Microsoft 365 Admin Center, ensure the user has a valid User Mailbox. Convert shared/resource mailboxes to user mailboxes if needed for Planner usage.

2️⃣ Check Exchange Online Transport Rules

In the Exchange Admin Center, navigate to Mail Flow → Rules and review rules marking Planner emails as external. Modify these rules to exclude Planner system emails for uninterrupted comment delivery.

3️⃣ Review Third-Party Signature Services

Confirm that your organization's third-party signature management services (e.g., Exclaimer) are active and functioning correctly to avoid blocking Planner comments.

4️⃣ Avoid Deleting Comment Threads

Educate users to avoid deleting Planner comment email threads in Outlook and implement retention policies to protect critical Planner communications.

5️⃣ Address External Mailbox Management

Coordinate with external mailbox managers to ensure Exchange Online compatibility and Planner integration within the same tenant for proper functionality.

✅ Prevention Tips

  • Monitor mailbox health and user permissions regularly.
  • Avoid deleting Microsoft 365 Groups tied to active Planner plans.
  • Utilize Teams channels for redundant comment capture.
  • Keep Planner, Teams, and Outlook updated across devices.

⚡ Automate Comment Backups with Power Automate

Use Power Automate to create a flow that saves new Planner comments to a SharePoint list or Teams channel for backup and future reference, ensuring critical communications are always secure.

Request Planner Support

🚀 Conclusion

Comments disappearing in Microsoft Planner can disrupt productivity, but by understanding these advanced causes and following the practical steps above, you can restore comment functionality and maintain seamless team collaboration.

If you need expert assistance configuring, troubleshooting, or optimizing your Microsoft Planner environment, contact us for personalized support.

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