Microsoft Planner vs. Microsoft Project: Comparison & Expert Reviews For 2025
Microsoft Planner offers straightforward task management for your team, while Microsoft Project provides more robust tools for complex projects. Though they share the goal of helping you manage projects, Planner is more suited for simpler tasks, and Project is ideal for detailed project planning and tracking.
I’ve tested and reviewed each tool and compared features, pros and cons, pricing, and more to help you choose the right project management software for your needs.
Microsoft Planner vs. Microsoft Project: An Overview
Microsoft Planner
Microsoft Project
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Microsoft Planner vs. Microsoft Project Pricing Comparison
| Microsoft Planner | Microsoft Project | |
|---|---|---|
| Free Trial | A month’s free trial for all products | 30-day free trial |
| Pricing | From $5/user/month | From $10/user/month (billed annually) |
Get free help from our project management software advisors to find your match.
Get Expert AdviceOpens new windowMicrosoft Planner vs. Microsoft Project Pricing & Hidden Costs
The cost of Microsoft Planner is typically included with certain Microsoft 365 subscriptions, but be mindful of potential costs associated with additional storage or premium features. On the other hand, Microsoft Project’s pricing uses a subscription model that varies based on the level of functionality and number of users required.
To select the tool with the right pricing, evaluate the specific needs of your projects, estimate the frequency and scale of use, and consider the total cost of ownership, including any additional support or training expenses.
Microsoft Planner vs. Microsoft Project Feature Comparison
With Microsoft Planner’s task board feature, you can easily manage daily tasks and track progress in a collaborative environment. Microsoft Project’s timeline view, on the other hand, is great for project managers who need to visualize complex project schedules and task dependencies at a glance.
| Microsoft Planner | Microsoft Project | |
|---|---|---|
| API | ||
| Budgeting | ||
| Calendar Management | ||
| Contact Management | ||
| Dashboards | ||
| Dependency Tracking | ||
| Developer Tools | ||
| Document Sharing | ||
| Expense Tracking | ||
| External Integrations | ||
| Feedback Management | ||
| File Sharing | ||
| Gantt Charts | ||
| Google Apps Integration | ||
| Kanban Boards | ||
| Product Catalog | ||
| Project Management | ||
| Release Management | ||
| Reports | ||
| Resource Management | ||
| Review Monitoring | ||
| Task Scheduling/Tracking | ||
| Time Management | ||
| Workflow Management |
Get free help from our project management software advisors to find your match.
Get Expert AdviceOpens new windowMicrosoft Planner vs. Microsoft Project Integrations
| Integration | Microsoft Planner | Microsoft Project |
|---|---|---|
| Microsoft Teams | ✅ | ✅ |
| Power BI | ❌ | ✅ |
| SharePoint | ✅ | ✅ |
| OneDrive | ✅ | ✅ |
| Outlook | ✅ | ✅ |
| Trello | ❌ | ❌ |
| Slack | ❌ | ❌ |
| Jira | ❌ | ❌ |
| API | ✅ | ✅ |
| Zapier | ❌ | ❌ |
Microsoft Planner integrates with Microsoft Teams so you can communicate and manage tasks in one place, which makes it ideal for agile teams that need quick updates. Microsoft Project's integration with Power BI is great if you need to generate detailed reports and visualizations to track tasks and project progress.
Microsoft Planner vs. Microsoft Project Security, Compliance & Reliability
| Factor | Microsoft Planner | Microsoft Project |
|---|---|---|
| Data Privacy | Microsoft Planner maintains data privacy through Microsoft's robust protocols, including compliance with GDPR. | Microsoft Project also adheres to Microsoft's security standards, and offers data privacy and GDPR compliance. |
| Encryption | Microsoft Planner follows strict encryption protocols to protect data in transit and at rest. | Microsoft Project provides strong encryption measures for secure data handling. |
| Reliability | Microsoft Planner benefits from Microsoft's cloud infrastructure and offers high uptime and reliability. | Microsoft Project leverages the same cloud infrastructure for dependable service. |
| Regulatory Compliance | Microsoft Planner complies with various industry standards like ISO 27001 and SOC 2. | Microsoft Project meets industry standards such as ISO 27001 and SOC 2 for compliance. |
Microsoft Planner and Microsoft Project both offer strong security and compliance features, but Project provides more detailed control over project data management. To evaluate security and compliance features, review the specific standards and certifications each tool adheres to and consider how these align with your organization's regulatory requirements.
Microsoft Planner vs. Microsoft Project Ease of Use
| Factor | Microsoft Planner | Microsoft Project |
|---|---|---|
| User Interface | MS Planner offers a clean, straightforward interface that makes task management intuitive with its Kanban-style boards. | MS Project has a more complex interface that may require some time to learn, but it provides more detailed project tracking features. |
| Onboarding | Microsoft Planner's integration with Microsoft 365 simplifies onboarding and requires minimal setup. | Microsoft Project requires more extensive onboarding due to its wide range of advanced features and capabilities. |
| Setup | Microsoft Planner's setup is quick and requires little configuration, which is ideal for small teams and beginners. | Microsoft Project's setup is more involved and caters to larger projects and detailed planning. |
| Support | Microsoft Planner benefits from Microsoft's extensive support resources and community forums. | Microsoft Project also offers comprehensive support, detailed guides, and expert assistance. |
| Collaboration | Microsoft Planner's integration with Teams makes collaboration easy and accessible for all users. | Microsoft Project requires additional configuration for collaboration, and you need to rely on Teams for communication. |
Microsoft Planner is easier for small teams to pick up due to its simple interface and minimal setup, while Microsoft Project, though more challenging to learn, offers powerful features for complex project management. To decide which task management tool suits your team, consider the complexity of your projects and whether you need to prioritize ease of use or advanced functionality.
Microsoft Planner vs Microsoft Project: Pros & Cons
Microsoft Planner
- The simple, user-friendly interface makes task management straightforward.
- Its integration with Microsoft 365 enhances team collaboration
- You can easily assign and track tasks within your team.
- It may not accommodate larger teams needing detailed task dependencies.
- The reporting features are not as robust as some competitors.
- It lacks advanced customization options for complex projects.
Microsoft Project
- You get detailed reporting and analytics for better decision-making.
- It offers robust resource management tools.
- You can manage complex project schedules with ease.
- It requires significant time investment for setup and maintenance.
- The interface can feel outdated compared to newer tools.
- It has a steep learning curve for new users.
Best Use Cases for Microsoft Planner and Microsoft Project
Microsoft Planner
- Small Businesses Microsoft Planner's straightforward interface is perfect for small businesses that need to manage tasks without complex features.
- Marketing Teams It helps marketing teams track campaigns and collaborate effectively with its task assignment and tracking capabilities.
- Educational Institutions Schools and universities can use it to organize academic projects and coordinate activities across departments.
- IT Departments IT teams can benefit from its integration with Microsoft 365, making it easy to manage tech projects and resources.
- Remote Teams For remote teams needing a simple way to track tasks and collaborate, Microsoft Planner provides the necessary tools.
- Nonprofits Nonprofits can use it to manage volunteer tasks and projects efficiently, leveraging its easy-to-use interface.
Microsoft Project
- Construction Firms You can manage timelines and resources effectively, ensuring project phases align perfectly.
- IT Departments You’ll find its detailed scheduling invaluable for managing multiple, overlapping projects.
- Government Agencies You can rely on its precise tracking and reporting to meet regulatory requirements.
- Engineering Teams You’ll benefit from its resource management capabilities to allocate manpower and materials efficiently.
- Large Enterprises You can handle complex project portfolios with advanced analytics and reporting tools.
- Project Managers You’ll appreciate its ability to plan and track intricate project details for successful execution.
Get free help from our project management software advisors to find your match.
Get Expert AdviceOpens new windowWho Should Use Microsoft Planner, and Who Should Use Microsoft Project?
In my opinion, Microsoft Planner is best suited for small teams or individuals who need a simple, intuitive tool for task management and team collaboration without the complexity. It's great for those in creative industries or startups where flexibility and ease of use are key.
On the other hand, Microsoft Project is ideal for project managers in larger organizations or industries like construction or IT, where detailed project planning, tracking, and resource management are essential. If your team members handle complex projects and require robust planning tools, Microsoft Project is the way to go.
Differences Between Microsoft Planner and Microsoft Project
| Microsoft Planner | Microsoft Project | |
|---|---|---|
| Automation | Microsoft Planner offers limited automation features for task updates and reminders. | Microsoft Project supports advanced automation for project tracking and reporting. |
| Core Features | Microsoft Planner focuses on task management with simple boards and checklists. | Microsoft Project offers advanced project planning with Gantt charts and resource management. |
| Pricing | Microsoft Planner is included with certain Microsoft 365 subscriptions, with potential extra costs. | Microsoft Project offers subscription-based pricing with various tiers depending on features and users. |
| User Interface | Microsoft Planner offers a straightforward, user-friendly interface ideal for quick task tracking. | Microsoft Project has a complex interface designed for detailed project planning and management. |
| Visit Microsoft PlannerOpens new window | Visit Microsoft ProjectOpens new window |
Similarities Between Microsoft Planner and Microsoft Project
| Automation | Both tools work with Power Automate to let you set up custom workflows. |
|---|---|
| Cloud-Based Access | You can use both on the web and access them across devices. |
| Collaboration | They both integrate with Microsoft 365, so your team can collaborate via Teams, Outlook, and SharePoint. |
| Pricing | They both use Microsoft’s subscription pricing model. You pay per user, monthly or annually. Microsoft Planner is included in most Microsoft 365 plans, so there’s no extra charge. |
| Task Management | Both let you assign tasks, set due dates, and track progress. Microsoft Planner uses a board view, and Microsoft Project offers more detailed scheduling with Gantt charts. |
| Visit Microsoft PlannerOpens new window Visit Microsoft ProjectOpens new window | |