Best Project Management Tool in Microsoft 365 (2024)

This article contains affiliate links. If you make a purchase through these links, we may earn a small commission at no extra cost to you. This helps support our site and allows us to continue creating helpful content.

Table of Contents

• Quick Picks: Best Microsoft 365 Project Management Tools
• How We Evaluated
• Detailed Reviews
• Comparison Table
• Buying Guide: What to Look for in a Microsoft 365 Project Management Tool
• FAQ
• Conclusion

If you’re already using Microsoft 365 for your business, finding the best project management tool within this ecosystem can streamline your workflow and eliminate the need for separate subscriptions. Microsoft’s suite offers several robust options, from the user-friendly Planner to the comprehensive Project for the Web.

The challenge isn’t finding a project management solution in Microsoft 365 — it’s choosing the right one for your team’s specific needs and complexity level. Whether you’re managing simple task lists or complex multi-phase projects with dependencies, there’s likely a Microsoft tool that fits.

Quick Picks: Best Microsoft 365 Project Management Tools

• Microsoft Planner — Best for simple task management and small teams
• Microsoft Project for the Web — Best for complex projects with Gantt charts and dependencies
• Microsoft Lists — Best for custom workflows and data tracking
• Microsoft Teams — Best for collaborative project discussions and file sharing
• Power Apps — Best for creating custom project management solutions

How We Evaluated

We tested each Microsoft 365 project management tool based on ease of use, feature depth, integration capabilities, and value for different team sizes. Our evaluation focused on real-world scenarios, from simple task tracking to complex project scheduling with resource management.

Detailed Reviews

Microsoft Planner — Best for Simple Task Management

Key Features:

• Visual task boards with drag-and-drop functionality
• File attachments and comments on tasks
• Progress tracking with charts and graphs
• Integration with Teams, Outlook, and SharePoint
• Mobile apps for iOS and Android

Microsoft Planner excels at keeping simple projects organized without overwhelming users with complex features. The Kanban-style board makes it easy to visualize work progress, while the integration with other Microsoft apps means your team can access tasks directly from Teams or Outlook.

The tool shines for marketing campaigns, event planning, and departmental initiatives where you need clear task ownership and deadlines. However, it lacks advanced features like Gantt charts, time tracking, or project templates that larger teams often require.

Planner works best for teams under 15 people managing projects with fewer than 50 tasks. If you need more sophisticated project tracking or resource management, you’ll quickly outgrow its capabilities.

Microsoft Project for the Web — Best for Complex Project Management

Key Features:

• Interactive Gantt charts with task dependencies
• Resource management and capacity planning
• Project templates and custom fields
• Power BI integration for advanced reporting
• Roadmap views across multiple projects

Microsoft Project for the Web is Microsoft’s answer to enterprise project management needs. Unlike the traditional Project desktop app, this web-based version integrates seamlessly with Microsoft 365 and offers real-time collaboration.

The Gantt chart functionality rivals dedicated PM tools like Monday.com or Asana, allowing you to set critical paths, manage dependencies, and track project health. The resource management features help prevent team burnout by showing capacity across multiple projects.

This tool requires a separate license beyond standard Microsoft 365 plans, making it more expensive than other options. It’s overkill for simple task management but essential for complex projects involving multiple teams, strict timelines, and resource constraints.

Microsoft Lists — Best for Custom Project Workflows

Key Features:

• Customizable columns and data types
• Conditional formatting and rules
• Integration with Power Automate for workflows
• Version history and approval processes
• Multiple view options (list, gallery, calendar)

Microsoft Lists might not look like a traditional project management tool, but its flexibility makes it powerful for teams with unique workflow requirements. You can create custom project tracking systems that match your exact processes.

The real strength lies in its integration with Power Automate. You can set up automated workflows that notify stakeholders when tasks change status, create approval processes, or sync data with other Microsoft apps. This makes it ideal for compliance-heavy industries or organizations with specific reporting requirements.

Lists requires more setup time than plug-and-play solutions, but the customization possibilities are nearly endless. It’s perfect for teams that have tried other PM tools but couldn’t find one that matched their specific workflow needs.

Microsoft Teams — Best for Collaborative Project Communication

Key Features:

• Dedicated project channels and conversations
• Integrated file sharing with version control
• Voice and video calls with screen sharing
• Third-party app integration (including other PM tools)
• Mobile access for remote team coordination

While Microsoft Teams isn’t primarily a project management tool, many small teams use it effectively for project coordination. The channel structure naturally organizes project discussions, and file sharing keeps everything centralized.

Teams excels at the communication side of project management. You can hold quick standups via video calls, share screens for real-time feedback, and keep all project-related conversations in one searchable location. The integration with SharePoint means document collaboration happens seamlessly.

However, Teams lacks dedicated project tracking features like task assignments, due dates, or progress visualization. It works best when combined with another tool (like Planner tabs within Teams channels) or for projects where communication is more critical than formal task management.

Power Apps — Best for Custom Project Management Solutions

Key Features:

• Drag-and-drop app building interface
• Custom forms and data collection
• Integration with all Microsoft 365 services
• Mobile app generation
• Advanced business logic and calculations

Power Apps lets you build custom project management applications tailored to your organization’s exact needs. While it requires more technical knowledge than other options, the results can be incredibly powerful.

You can create apps that combine project tracking with client management, inventory control, or financial reporting. The low-code platform makes it accessible to technically-minded business users, not just IT professionals.

This option makes sense for organizations with unique project management requirements that commercial tools can’t address. However, development time and maintenance requirements make it less practical for teams that can work with existing solutions.

Comparison Table

Buying Guide: What to Look for in a Microsoft 365 Project Management Tool

Integration Requirements

Consider how deeply the tool needs to integrate with your existing Microsoft 365 apps. If your team lives in Teams and Outlook, choose solutions that work seamlessly within these environments rather than requiring separate logins or interfaces.

Project Complexity Level

Match the tool’s capabilities to your actual project needs. Simple task lists don’t require Gantt charts and resource management, while complex multi-phase projects need more sophisticated tracking than basic Kanban boards can provide.

Team Size and Structure

Smaller teams (under 10 people) often benefit from simpler tools like Planner, while larger organizations need the structure and reporting capabilities of Project for the Web. Consider both current team size and expected growth.

Customization Needs

Determine whether you need a tool that works out-of-the-box or one that can be customized to match specific workflows. Standard processes work well with Planner or Teams, while unique requirements might need Lists or Power Apps.

Budget and Licensing

Factor in additional licensing costs for tools like Project for the Web. Sometimes the “free” tools included in your Microsoft 365 subscription provide better value than purchasing separate licenses for advanced features you might not use.

FAQ

What’s the difference between Microsoft Project and Project for the Web?

Microsoft Project is a desktop application that’s been around for decades, while Project for the Web is a newer, cloud-based solution designed for modern collaboration. Project for the Web integrates better with Microsoft 365 but has fewer advanced features than the desktop version.

Can I use multiple Microsoft 365 project management tools together?

Yes, and this is often the best approach. Many teams use Planner for basic task management while adding Teams channels for communication and Lists for custom tracking requirements. The tools integrate well with each other.

Is Microsoft Planner included in all Microsoft 365 plans?

Planner is included in most business Microsoft 365 plans, including Business Basic, Business Standard, and Enterprise plans. However, it’s not available in personal or family subscriptions.

How does Microsoft Project for the Web compare to dedicated PM tools like Asana or Monday.com?

Project for the Web offers comparable features for Gantt charts and project tracking, with the advantage of deep Microsoft 365 integration. However, dedicated PM tools often have more polished interfaces and specialized features for specific industries.

Can I migrate data from other project management tools to Microsoft 365?

Yes, most Microsoft 365 PM tools offer import capabilities, though the process varies by tool. Lists and Project for the Web have the most robust import options, while Planner requires more manual setup.

What happens to my projects if I cancel my Microsoft 365 subscription?

Your data remains accessible for a limited time (typically 30-90 days) after cancellation, allowing you to export important information. However, you’ll lose access to the collaborative features and integrations that make these tools powerful.

Conclusion

The best project management tool in Microsoft 365 depends entirely on your team’s specific needs and project complexity. For most small to medium teams, Microsoft Planner provides an excellent balance of functionality and simplicity without additional costs.

If you’re managing complex projects with dependencies and resource constraints, Microsoft Project for the Web justifies its additional licensing cost with enterprise-grade features. For teams with unique workflows, Microsoft Lists offers the flexibility to create custom solutions.

The beauty of the Microsoft 365 ecosystem is that you don’t have to choose just one tool. Start with Planner for basic task management, add Teams for communication, and incorporate other tools as your needs grow. This approach lets you build a comprehensive project management system that evolves with your organization.