Effective project management is essential for business success. From team collaboration to deadline and budget setting, project management tools like Microsoft Planner and Project help managers keep projects on track.
Many organisations use a form of project management software such as Microsoft Planner and Microsoft Project for scheduling, task organisation, communication, and more. Each app offers user-friendly solutions but, when it comes to Microsoft Planner vs Project, which one is better for your business?
With Project Online due to reach its end of life on September 30, 2026, and become a desktop-only option, this blog provides all the information you need around Microsoft Planner vs Project to help you decide which tool is most suitable for your organisation and how it can benefit your daily operations.
What is Microsoft Project?
Microsoft Project is a sophisticated tool designed for large projects led by skilled project managers and is suited for industrial-sized applications and corporations. Project’s main function is to organise tasks efficiently, streamline work processes, support collaboration, and track progress so that projects run on time.
With Microsoft Project you can gain a deep understanding of all tasks being undertaken, who’s assigned to them, plus any essential timeframes and deadlines. Project originally included a variety of products including Project Online, Project Desktop, and Project for the web. However, Microsoft Project has undergone major changes that have forced organisations to move their project and portfolio management (PPM) operations to other alternatives.
Is Microsoft Project going away?
No, Microsoft Project isn’t entirely going away, but Project Online (the older cloud service) is retiring on September 30, 2026. In it’s place, Microsoft Planner (along with it’s Planner Premium offering) are taking over.
Microsoft is consolidating its project management tools within Microsoft 365, focusing on AI-powered Copilot and unified experiences – hence the consolidation of multiple services within the Microsoft Planner interface.
Microsoft Project for the web is retired
In August 2025, Microsoft began retiring Project for the web and the associated Project and Roadmap apps in Microsoft Teams, redirecting users to the new unified Microsoft Planner experience.
Microsoft Project Online to retire in September 2026
Project Online will officially reach its end of life on September 30, 2026. After this, the platform will no longer be updated or supported. In its place, Microsoft’s Planner service is is now being offered as a web-based alternative. The update is exclusive to Project Online, and does not affect Project Desktop, Project Server or Planner.
Project Online has been a solid foundation for project scheduling, governance and reporting for organisations for many years. However, Microsoft’s shift towards cloud-based, AI-driven platforms means users must plan their transition carefully to avoid disruption.
Microsoft Project Desktop remains available
Microsoft Project Desktop will not be impacted by the changes to Project Online and Project for the web.
As one of the most complete project management tools available, Project Desktop includes custom task boards and task lists for full project management and planning. It integrates with Microsoft Teams and also features scheduling tools and views like Gantt Chart, grid, board, and timeline.
Some of the key features of Microsoft Project Desktop include:
1. Dynamic project scheduling
Users can devise complex project plans from start to finish such as defining tasks, assigning work, allocating resources, managing workloads, setting dependencies, establishing timelines, and more.
2. Gantt charts
Gantt charts – a feature of Planner premium – helps users visualise projects and monitor their status to allow teams to gain a detailed knowledge of timelines, dependencies, and identify any roadblocks that may disrupt delivery.
3. Detailed reporting
Project software enables users to monitor task progress through detailed reporting functions and advanced capabilities. It can integrate with Power BI features to create charts and graphs to aid data visualisation. It offers a variety of automated reports including dashboard reports, and performance reports, and enables users to generate their own customisable reports.
4. Team collaboration
Team members can communicate in real-time through integration with Microsoft Teams and other tools throughout the duration of a project. This also involves sharing files, project data, and other information.
5. Full integration
Project seamlessly integrates with other Microsoft 365 apps including Excel, Outlook, and SharePoint. It is also compatible with third-party apps such as customer relationship management (CRM) systems, and accountancy software to provide a complete picture of a project’s status.
As you can see, complex projects are simplified with Microsoft Project and the tool’s ability to integrate with the 365 Suite enhances its capabilities and makes it user-friendly. As Project runs on the cloud platform Microsoft Azure, it also provides robust security and data protection, enabling users to work in confidence from anywhere in the world.
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What is Microsoft Planner?
The new version of Microsoft Planner brings together task management from Planner and To Do, alongside advanced project capabilities formerly delivered through Project for the web. This adds advanced features like sprints, goals and Microsoft Copilot integration (only available with Planner Premium) for more complex project management. The user-friendly software has a very simple interface with powerful features and is a popular management tool within the 365 suite.
One of the main benefits of Planner is that the software is simplified, allowing users to create Kanban Boards without previous experience. Similarly, users do not require other apps to be installed for Planner to run on their laptop or other devices. The main features of Planner include:
1. Task management
As with Microsoft Project, you can create and manage tasks with Planner, set deadlines, assign work to team members, and organise and monitor workflows. It is integrated with Microsoft Teams and Tasks apps, allowing teams to check a project’s status.
2. Kanban board
You’ll find a Kanban-style board view with Microsoft Planner that visually depicts work at various stages of a process. The agile project management tool represents tasks as cards that can be moved across columns to represent the different stages of a project, thus increasing efficiency, and bringing order to work patterns.
3. Various checklists
Checklists can be created quickly and simply with Planner to help break tasks down into smaller actions for teams or individuals. This also enables users to notify colleagues about deadlines and send out reminders to keep all team members fully informed.
4. Software integration
Planner can also integrate with other Microsoft 365 apps including Outlook, Teams, and SharePoint. This gives users full visibility of tasks, allows them to communicate with colleagues, and securely send and receive important files.
5. Dashboard and charts
Visual dashboards are a key feature of Microsoft Planner, enabling teams to monitor workloads, real-time performance, and task progress. This also provides users with the ability to use charts and graphs to make data-driven decisions.
Planner and Project plans (at a high level)
Advanced Planner features are accessed through the following plans:
- Planner Plan 1 – entry-level paid Planner, unlocking advanced project management features in the Planner interface.
- Planner & Project Plan 3 – includes Planner’s advanced capabilities plus access to Microsoft Project Desktop for more detailed scheduling and planning.
- Planner & Project Plan 5 – enterprise-level plan, adding portfolio management, advanced reporting and governance features.
The higher the plan, the greater the level of control, reporting and complexity supported.
What is new in Microsoft Planner?
Microsoft Planner is designed to help you manage projects and workflows more efficiently. It makes it easier to plan, organise and track tasks, so you can stay productive. The new features of Microsoft Planner include:
Real-time email notifications
Project Manager agent in Planner now offers real-time task notifications by email, in addition to Teams. Originally launched in May, 2025 within Planner in Teams, these alerts notify you when a task is completed and ready for review or when your input is needed to move things forward. With email notifications now available, you have greater flexibility in how you stay updated, whether you’re working from your inbox or checking your activity feed, ensuring important tasks never slip through the cracks.
Bulk editing feature
Planner has also introduced a new bulk editing feature to streamline task management. In the Grid view of any basic plan, you can now update multiple tasks at once, assigning owners, changing priorities, updating progress, and adjusting start or due dates in a single action. Simply open a basic plan, switch to Grid view, and select tasks by dragging across them or using Ctrl with the up or down arrow keys to make changes quickly and efficiently.
Status Reports generation
The new Status Reports feature in Planner in Teams allows you to automatically summarise your plan’s progress, key milestones, risks, and next steps, giving your entire team clear, shared visibility. All reporting capabilities, including the option to share status reports as a newsletter, are now available in public preview in English, with additional languages rolling out soon.
Microsoft Planner vs Project: What are the main differences?
While some projects require in-depth analysis with real-time data and advanced features, others are more simplistic where the need to monitor precise data is of lesser importance. That’s why project management tools like Microsoft Project Desktop and Microsoft Planner have been developed to provide users with varying levels of detail and support.
So, if Microsoft Planner and Project are both designed for project management, how do they differ? It’s a question many people may ask when choosing software that will support their needs.
So, if Microsoft Planner and Project are both designed for project management, how do they differ? It’s a question many people may ask when choosing software that will support their needs.
Below you’ll find a clear comparison table between Microsoft Planners vs Project to help you make an informed decision.
| Feature | Microsoft Planner | Microsoft Project for the web | Microsoft Project Online & Desktop app |
| Task management | ✓ | ✓ | ✓ |
| Teams and Assignments | ✓ | ✓ | ✓ |
| Board view | ✓ | ✓ | ✓ |
| MS Teams integration | ✓ | ✓ | ✓ |
| Timeline view (Gantt) | ✓ | ✓ | |
| Custom fields | ✓ | ✓ | |
| Dependencies | ✓ | ✓ | |
| Scheduling | ✓ | ✓ | |
| Roadmaps and timelines | ✓ | ✓ | |
| Advanced PM (baselines, critical path etc) | ✓ | ||
| Resource management | ✓ | ||
| Financial management | ✓ | ||
| Risk management | ✓ | ||
| Project Portfolio Management (PPM) | ✓ |
Project management
We’ve established that Microsoft Project and Planner both assist with project management, but the apps have several important differences.
Planner is an effective app for projects requiring team collaboration and simplified task management thanks to features such as Kanban Board which integrates with Microsoft Teams, providing a clear visual aid while allowing users to work collaboratively on tasks.
If you require enhanced project management capabilities such as advanced scheduling, real-time data, deeper tracking options, and complete resource monitoring, Microsoft Project is likely to be the preferred option for you.
Simplicity of use
No prior experience is required to operate Microsoft Planner, and one of its major plusses is that it’s so easy to learn and navigate around thanks to its simplified view. Planner is great for smaller projects that require lower levels of task management, though it still offers plenty of scope for users such as creating checklists and documents, generating reports, assigning tasks, and adding resources.
Project, however, is designed to support complex project management through advanced features you won’t find on Planner. The ability to create and monitor multiple tasks at once while simultaneously managing large, multi-skilled teams makes it a more powerful tool than Planner, especially when applied to large projects. Nevertheless, Planner is straightforward to use and ideal for beginners as no previous experience is necessary, whereas some level of training is required to operate Project so that users leverage its full capabilities and functions.
Team collaboration
Any organisation wishing to make team collaboration a top priority will find Microsoft Planner has everything they need. Not only can you manage tasks and work allocation, send files, and safely store data, but you can also have open discussions with multiple users so entire teams are kept up-to-date with the status of projects. Because of this, Planner is highly popular with teams that need to communicate internally on a regular basis and work closely together on a project.
As an advanced project management tool, Microsoft Project also has numerous collaboration features that will undoubtedly appeal to some teams. However, anyone who doesn’t need to work closely with others 24/7 may prefer Planner as a simpler software solution.
Reporting capabilities
Microsoft Planner offers basic reporting options through a simple dashboard, while still offering plenty of practical features such as task status and priority setting. This could appeal to teams who only require low-level reporting functions from their project management software.
On the other hand, Project is a comprehensive reporting tool with capabilities beyond those of Planner. Teams can closely track real-time project status while generating reports. By integrating with Power BI, it can leverage charts and graphs to visualise data as well as offer a variety of automated report options such as dashboard reports and progress reports.
Integration options
Both Microsoft Project and Planner are easily integrated with other Microsoft tools such as Teams for better communication and team collaboration. In fact, Project integrates with the full 365 Suite including SharePoint, giving users trouble-free options to share data and communicate with colleagues across various platforms.
Microsoft Planner vs Project: Which is better?
Both Microsoft Project Desktop and Planner are highly effective online project management software. Project is the preferred option for those eager to invest in an enterprise-grade tool with advanced collaboration features enabling communication with multiple teams. Additionally, the ability to create dashboards, collaborate with others, set deadlines, assign tasks, and more makes Project an excellent choice for those requiring a complete and comprehensive project management solution with in-depth workflow planning and scheduling.
While Project Desktop is more expensive than Planner and more popular with those on a limited budget who don’t require advanced features, the functionality gap is closing. That’s due to the arrival of advanced Planner capabilities available through paid plans.
This new version of Microsoft Planner allows you to view and assess all your work across the Microsoft 365 suite in a single location. Not only that but it also integrates next-generation AI, in this case Microsoft Copilot, to provide a fully scalable and collaborative project management solution for creating, managing, and completing tasks.
With Microsoft Planner, you can create plans based on the complexity of projects and manage and complete tasks. It allows you to remain up-to-speed with your work and is effectively a one-stop shop for organisation and collaboration.
Ultimately, the answer to Microsoft Planner vs Project depends on the specific needs of each time, budget, and the size and complexity of tasks that need completing.
Can’t choose between Microsoft Planner vs Project? We’re here to help
As experts in Microsoft 365, ramsac will provide essential advice and guidance to help you choose between Microsoft Planner and Microsoft Project. Contact us today.
Microsoft Planner vs Project FAQs
We’ve collated the most frequently asked questions about Microsoft Planner and Microsoft Project to help you make an informed decision.
What is the new version of Microsoft Planner?
The new Microsoft Planner offers a single, unified way to manage work. It combines the simplicity of Microsoft To Do, the collaborative features of Planner, the advanced capabilities of Microsoft Project, and the intelligence of Microsoft 365 Copilot into one streamlined solution. Planner supports everything from personal task lists to enterprise-level project management.
Is Microsoft phasing out Project?
Project isn’t being phased out, but Microsoft has changed its approach. In August 2025, Microsoft retired Project for the web in addition to the Project and Roadmap apps in Microsoft Teams. Similarly, on-premises Project Online no longer receives updates. Essentially, Project and Planner are merging, with features from Project for the web being rolled into the new, enhanced Planner. This is designed to increase its capabilities, keep it simple to use while still offering advanced Project capabilities in higher-tier plans.
Is Microsoft Project suitable for small tasks?
Yes, Microsoft Project is suitable for small tasks, particularly when you need detailed timelines and resource tracking. That said, for very basic tasks, Project can feel too heavy-duty, and simpler tools like Microsoft Planner may be more practical.
Is there a Google version of Microsoft Planner?
No, Google doesn’t offer a like-for-like alternative to Microsoft Planner. Google Tasks is a simple task management tool that integrates with Gmail and Google Calendar, making it great for basic to-do lists, but it doesn’t include the more advanced features needed for detailed project planning.
