Comparison of Microsoft Project Management Software
By Lucy Chen | Published: 2023-10-27 | Category: Microsoft Project Management Software
About Microsoft Project Management Software
Software designed to assist individuals and teams in planning, executing, tracking, and reporting on projects, offered within or tightly integrated with the Microsoft ecosystem. These tools range from simple task management to complex portfolio management solutions.
Scoring Criteria
- → Ease of Use
- → Feature Set Depth
- → Integration (Microsoft Ecosystem)
- → Scalability
- → Reporting & Analytics
- → Cost-Effectiveness
The Best Microsoft Project Management Software
#7
Microsoft Lists
By Microsoft
A smart tracking app included in Microsoft 365, allowing users to create flexible lists for tracking issues, assets, tasks, and more.
Platforms & Use Cases
Platforms: Web, iOS, Android, Microsoft Teams
Best For: Simple task tracking, Issue tracking, Inventory management, Event itineraries, Onboarding checklists
Key Features
- ✓Customizable Lists: Create lists from templates or from scratch with various column types. (Core)
- ✓Multiple Views: View data as a list, grid, gallery, or calendar. (Core)
- ✓Rules & Automation: Set up simple rules for notifications or updates (e.g., when status changes). (Automation)
- ✓Microsoft 365 Integration: Works within Teams, SharePoint; data usable in Power Apps/Automate. (Integration)
- ✓Conditional Formatting: Highlight list items based on specific criteria. (Visualization)
Scorecard (Overall: 6.5 / 10.0)
Pricing
Included with Microsoft 365
Contact Vendor
- All Lists features
- Integration with M365 suite
Limitations: Requires specific Microsoft 365 Business/Enterprise/Education plans
Pros
- + Very easy to use and flexible
- + Included in many M365 plans
- + Good for simple tracking needs
- + Integrates well with Teams and SharePoint
- + Customizable views
Cons
- - Not a dedicated project management tool
- - Lacks Gantt charts, dependencies, resource management
- - Limited reporting and automation capabilities
- - Can become unwieldy for complex tracking
Verdict
"An excellent, no-extra-cost option for simple task, issue, or information tracking within the Microsoft 365 environment, but not a substitute for true project management software."
#6
Dynamics 365 Project Operations
By Microsoft
Connects sales, resourcing, project management, and finance in one application for service-based businesses.
Platforms & Use Cases
Platforms: Web
Best For: Service-based project delivery, Professional services automation (PSA), Quote-to-cash process, Resource optimization for services, Project accounting
Key Features
- ✓Project Sales Management: Manage opportunities, quotes, and contracts for projects. (Sales Integration)
- ✓Project Planning: Includes capabilities similar to Project for the web for task planning and WBS. (Core PM)
- ✓Resource Management: Skills matching, scheduling, and utilization tracking for billable resources. (Core)
- ✓Time and Expense Tracking: Capture billable and non-billable time and expenses against projects. (Finance)
- ✓Project Accounting: Manage project costing, billing, and revenue recognition. (Finance)
Scorecard (Overall: 8.3 / 10.0)
Pricing
Project Operations
$120.00 / per user/month
- Full suite capabilities for users needing all modules
Limitations: High cost, Complex setup and configuration
Team Member
$8.00 / per user/month
- Limited access for timesheet entry, expense submission, task updates
Limitations: Read-only for most areas, Cannot manage projects
Pros
- + End-to-end solution for service businesses
- + Unifies sales, PM, resources, and finance
- + Leverages Dynamics 365 platform capabilities
- + Strong resource management tailored for services
- + Deep integration with other Dynamics 365 apps and Power Platform
Cons
- - Very expensive
- - Complex to implement and requires expertise
- - Overkill for non-service or smaller organizations
- - Focus is broader than just project management
Verdict
"A comprehensive, high-end solution ideal for medium-to-large service-based organizations needing to connect project delivery with sales and finance."
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#5
Azure DevOps (Boards)
By Microsoft
An integrated suite of services for software development teams, with Azure Boards providing Agile planning, work item tracking, and visualization.
Platforms & Use Cases
Platforms: Web
Best For: Agile software development, Scrum/Kanban implementation, Bug tracking, Requirements management, DevOps lifecycle management
Key Features
- ✓Work Items: Customizable tracking for user stories, bugs, features, tasks. (Core)
- ✓Kanban Boards: Visual workflow management with customizable columns and WIP limits. (Core)
- ✓Sprint Planning & Backlogs: Tools for managing product backlogs and planning sprints. (Agile)
- ✓Dashboards & Reporting: Configurable dashboards and query-based charts for progress tracking. (Reporting)
- ✓Integration: Connects with Azure Repos, Pipelines, Test Plans, GitHub, and other tools. (DevOps)
Scorecard (Overall: 7.8 / 10.0)
Pricing
Basic Plan (First 5 users free)
Contact Vendor
- Azure Boards
- Azure Repos
- Azure Pipelines (limited)
- Azure Artifacts (limited)
Limitations: Free for first 5 users only
Basic Plan
$6.00 / per user/month
- All Basic features for additional users
Limitations: Cost per user beyond 5
Basic + Test Plans
$52.00 / per user/month
- All Basic features
- Azure Test Plans
Limitations: Significant cost increase for test management features
Pros
- + Excellent for Agile/Scrum teams
- + Highly customizable work items and workflows
- + Tight integration with development tools (Repos, Pipelines)
- + Scalable for large development organizations
- + Generous free tier
Cons
- - Primarily focused on software development
- - Can be overkill for non-IT projects
- - Reporting less focused on traditional PM metrics like budget/resource utilization
Verdict
"The go-to choice for software development teams using Agile methodologies, offering deep integration with the DevOps toolchain."
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#4
Microsoft Project Online
By Microsoft
A flexible online solution for Project Portfolio Management (PPM) and everyday work, built on SharePoint.
Platforms & Use Cases
Platforms: Web, Windows Desktop (via Project Professional client)
Best For: Enterprise PPM, Portfolio management, Resource capacity planning, Demand management, Timesheet tracking, Program management
Key Features
- ✓Portfolio Management: Tools for portfolio selection, optimization, and health monitoring. (Core PPM)
- ✓Resource Management: Enterprise-level resource pool management, capacity planning, and assignments. (Core PPM)
- ✓Demand Management: Capture project ideas and manage them through a governance workflow. (Core PPM)
- ✓Timesheets: Centralized time tracking for project and operational work. (Time Tracking)
- ✓Reporting & BI: Leverages Power BI for rich, customizable dashboards and reports. (Reporting)
Scorecard (Overall: 8.0 / 10.0)
Pricing
Project Plan 3
$30.00 / per user/month
- Access to Project Online
- Project for the web
- Project Desktop client
- Resource management
- Timesheets
Limitations: No portfolio optimization features
Project Plan 5
$55.00 / per user/month
- All Plan 3 features
- Portfolio selection & optimization
- Demand management
- Enterprise resource planning
Limitations: Highest cost tier
Pros
- + Comprehensive PPM capabilities
- + Highly scalable for large organizations
- + Strong resource and portfolio management
- + Powerful reporting via Power BI
- + Integrates with SharePoint and other M365 services
Cons
- - Can be complex to set up and manage
- - Interface feels dated compared to Project for the web
- - Requires higher-tier Project plans
- - Often requires Project Professional desktop for full functionality
Verdict
"The best Microsoft solution for mature organizations needing robust Project Portfolio Management (PPM), resource capacity planning, and enterprise-level reporting."
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#3
Microsoft Project Desktop (Professional)
By Microsoft
The powerful, traditional desktop application for comprehensive project, portfolio, and resource management.
Platforms & Use Cases
Platforms: Windows Desktop
Best For: Complex project scheduling, Enterprise Project Management (EPM), Resource management, Portfolio analysis, Detailed reporting
Key Features
- ✓Advanced Gantt Charts: Sophisticated scheduling with critical path analysis, baselines, and dependencies. (Core)
- ✓Resource Management: Assign resources, track utilization, level workloads. (Core)
- ✓Reporting Engine: Built-in customizable reports and dashboards. (Reporting)
- ✓Timesheet Submission: Capture project and non-project time (requires Project Online/Server). (Time Tracking)
- ✓Portfolio Management: Evaluate and optimize project portfolios (requires Project Online/Server or Plan 5). (Advanced)
Scorecard (Overall: 7.5 / 10.0)
Pricing
Project Standard
$679.99 / one-time purchase
- Core project management
- Scheduling
- Reporting
Limitations: No resource management, No Project Online/Server connectivity, Limited collaboration
Project Professional
$1129.99 / one-time purchase
- All Standard features
- Resource management
- Sync with Project Online/Server
- Timesheets
Limitations: High upfront cost, Desktop-only
Project Plan 3 Subscription
$30.00 / per user/month
- Includes Project Professional desktop client (subscription version)
- Project for the web
- Project Online
Limitations: Recurring cost
Project Plan 5 Subscription
$55.00 / per user/month
- Includes Project Professional desktop client (subscription version)
- Project for the web
- Project Online
- Portfolio features
Limitations: Recurring cost, Highest tier
Pros
- + Extremely powerful and feature-rich
- + Industry standard for complex scheduling
- + Robust resource management
- + Advanced reporting capabilities
Cons
- - Steep learning curve
- - Expensive (especially perpetual license)
- - Desktop-bound (Windows only)
- - Collaboration requires Project Online/Server
Verdict
"The powerhouse for professional project managers handling complex projects, resource planning, and detailed scheduling, especially when deep features are paramount."
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#2
Microsoft Planner
By Microsoft
A simple, visual task management application included with Microsoft 365, ideal for organizing team tasks using Kanban boards.
Platforms & Use Cases
Platforms: Web, iOS, Android, Microsoft Teams
Best For: Team task management, Simple project tracking, Agile-style sprints, Event planning
Key Features
- ✓Kanban Boards: Organize tasks visually using cards on customizable boards. (Core)
- ✓Task Assignment & Tracking: Assign tasks, set due dates, add checklists, and track progress. (Core)
- ✓Charts View: Basic visual overview of task status and assignments. (Reporting)
- ✓Microsoft 365 Integration: Deeply integrated with Teams, To Do, SharePoint, and Outlook Groups. (Integration)
- ✓File Attachments: Attach files from SharePoint or local computer to tasks. (Collaboration)
Scorecard (Overall: 7.0 / 10.0)
Pricing
Included with Microsoft 365
Contact Vendor
- All Planner features
- Integration with M365 suite
Limitations: Requires specific Microsoft 365 Business/Enterprise/Education plans
Pros
- + Extremely easy to use
- + Excellent integration with Microsoft Teams
- + Included in many M365 plans
- + Visual Kanban interface
Cons
- - Very limited feature set
- - No Gantt charts or dependencies
- - Not suitable for complex projects
- - Basic reporting
Verdict
"Best value option for teams already using Microsoft 365 needing simple, visual task coordination without dedicated project management features."
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#1
Microsoft Project for the web
By Microsoft
A modern, web-based project management tool offering intuitive task management, scheduling, and collaboration features integrated with Microsoft 365.
Platforms & Use Cases
Platforms: Web
Best For: General project management, Team collaboration, Task scheduling, Roadmapping
Key Features
- ✓Grid View: Spreadsheet-like view for task lists and planning. (Core)
- ✓Board View: Kanban-style board for visual task management. (Core)
- ✓Timeline View: Gantt chart view for visualizing project schedules and dependencies. (Core)
- ✓Coauthoring: Real-time collaboration on project plans with team members. (Collaboration)
- ✓Microsoft 365 Integration: Connects with Teams, Groups, Power BI, and Power Automate. (Integration)
Scorecard (Overall: 7.7 / 10.0)
Pricing
Project Plan 1
$10.00 / per user/month
- Project for the web access
- Grid, Board, Timeline views
- Collaboration
- Basic reporting
Limitations: No resource management, Limited customization, Requires Microsoft 365
Project Plan 3 (includes Plan 1 features)
$30.00 / per user/month
- Adds Project Online access
- Adds Project Desktop client access
- Resource management
- Timesheets
Limitations: Complexity increases
Project Plan 5 (includes Plan 3 features)
$55.00 / per user/month
- Adds Portfolio selection & optimization
- Demand management
- Enterprise resource planning
Limitations: Expensive, Focused on large enterprises
Pros
- + Intuitive interface
- + Excellent Microsoft 365 integration
- + Multiple views (Grid, Board, Timeline)
- + Good starting point for cloud PM
Cons
- - Lacks advanced features of desktop/Project Online
- - Reporting capabilities are basic
- - Requires specific Project subscription
Verdict
"Best overall choice for teams needing modern, integrated project management within Microsoft 365 without the complexity of traditional PPM tools."
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Final Thoughts
Microsoft offers a diverse range of tools that address project and task management needs, from the simple, visual Planner to the comprehensive Dynamics 365 Project Operations. Project for the web provides a modern, balanced approach, while the classic Project Desktop remains the powerhouse for complex scheduling. Azure DevOps excels for software teams, and Lists offers flexible tracking for simpler needs.
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