Microsoft Planner vs. Trello: Expert Comparison For 2025
Microsoft Planner provides a straightforward way to organize tasks and for teams to collaborate, while Trello offers a flexible and visual approach to managing projects. Both tools aim to improve productivity, but their core functionalities and user experiences differ significantly.
I’ve tested and reviewed each tool, and made a detailed comparison of their features, pros and cons, and pricing to help you decide which project management software best fits your team's needs.
Microsoft Planner vs. Trello: An Overview
Microsoft Planner
Trello
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Microsoft Planner vs. Trello Pricing Comparison
| Microsoft Planner | Trello | |
|---|---|---|
| Free Trial | A month’s free trial for all products | Free plan available |
| Pricing | From $5/user/month | From $5/user/month (billed annually) |
Get free help from our project management software advisors to find your match.
Get Expert AdviceOpens new windowMicrosoft Planner vs. Trello Pricing & Hidden Costs
The cost of Microsoft Planner is included with some Microsoft 365 subscriptions, which means you might run into additional costs if you need to upgrade your Microsoft 365 plan to access it. Trello’s pricing model uses a tiered structure (that includes a free version) that scales in price as you need more users or advanced features.
To choose the right project management tool, assess your team's specific feature needs and growth plans, and consider any associated subscription or upgrade costs to make sure the pricing model aligns with your long-term project goals.
Microsoft Planner vs. Trello Feature Comparison
Microsoft Planner integrates with Microsoft 365 so you can coordinate your team’s tasks within a familiar ecosystem. This is also ideal if you’re already using Microsoft tools. Trello’s Kanban boards let you visualize workflows, keep your team aligned, and track progress. This is especially useful for teams that need a flexible, visual approach.
| Microsoft Planner | Trello | |
|---|---|---|
| A/B Testing | ||
| API | ||
| Batch Permissions & Access | ||
| Budgeting | ||
| Calendar Management | ||
| Collaboration Support | ||
| Contact Management | ||
| Contact Sharing | ||
| Custom Data Forms | ||
| Customer Management | ||
| Dashboard | ||
| Dashboards | ||
| Data Export | ||
| Data Import | ||
| Data Visualization | ||
| Dependency Tracking | ||
| Developer Tools | ||
| Document Sharing | ||
| Expense Tracking | ||
| External Integrations | ||
| Feedback Management | ||
| File Sharing | ||
| Gantt Charts | ||
| Google Apps Integration | ||
| Kanban Boards | ||
| Multi-User | ||
| Notifications | ||
| Prioritization | ||
| Product Catalog | ||
| Project Management | ||
| Release Management | ||
| Reports | ||
| Resource Management | ||
| Review Monitoring | ||
| Roadmapping | ||
| Scheduling | ||
| Task Scheduling/Tracking | ||
| Third-Party Plugins/Add-Ons | ||
| Time Management | ||
| Travel Management | ||
| Workflow Management |
Get free help from our project management software advisors to find your match.
Get Expert AdviceOpens new windowMicrosoft Planner vs. Trello Integrations
| Integration | Microsoft Planner | Trello |
|---|---|---|
| Microsoft Teams | ✅ | ✅ |
| Slack | ❌ | ✅ |
| Google Drive | ❌ | ✅ |
| OneDrive | ✅ | ❌ |
| Dropbox | ❌ | ✅ |
| Jira | ❌ | ✅ |
| Asana | ❌ | ❌ |
| Outlook | ✅ | ✅ |
| API | ✅ | ✅ |
| Zapier | ❌ | ✅ |
Microsoft Planner's integration with Microsoft Teams lets you coordinate tasks within your existing communication channels (if you’re already reliant on the Microsoft ecosystem). Trello's integration with Slack is great for teams that need to keep everyone in the loop with instant updates and teamwork.
Microsoft Planner vs. Trello Security, Compliance & Reliability
| Factor | Microsoft Planner | Trello |
|---|---|---|
| Data Encryption | Microsoft Planner uses encryption in transit and at rest to protect your data. | Trello encrypts data in transit and at rest using industry standards. |
| Regulatory Compliance | MS Planner complies with GDPR and other international standards. | Trello is compliant with GDPR and CCPA for user data protection. |
| Data Privacy | Microsoft Planner offers robust privacy controls within the Microsoft 365 suite. | Trello provides privacy settings and transparency reports. |
Microsoft Planner leverages the security infrastructure of Microsoft 365, while Trello offers strong compliance with major data protection laws. To choose the right task management tool, evaluate which tool aligns best with your organization's regulatory requirements and data privacy needs, and consider reviewing their security certifications and customer feedback.
Microsoft Planner vs. Trello Ease of Use
| Factor | Microsoft Planner | Trello |
|---|---|---|
| User Interface | Microsoft Planner offers a clean, organized layout integrated with Microsoft 365 tools. | Trello provides a visually intuitive, user-friendly Kanban board layout that's easy to navigate. |
| Onboarding Experience | Microsoft Planner's onboarding is straightforward for those familiar with Microsoft products. | Trello offers a simple drag-and-drop tutorial to get you started quickly and reduce the learning curve. |
| Setup | Microsoft Planner's setup is quick and requires little configuration, which is ideal for small teams and beginners. | Trello's setup is quick, requiring only a simple sign-up to start managing tasks. |
Microsoft Planner is easier for those already familiar with Microsoft 365, but its setup is generally straight-forward. Trello shines with its simple, intuitive interface and quick setup, though it lacks some of the structured organization features Microsoft Planner offers.
Microsoft Planner vs Trello: 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.
Trello
- Trello adapts to your team's workflow, offering flexibility in task management.
- It's simple to use, making it accessible for team members of all skill levels.
- You can easily visualize your tasks with Trello's board and card layout.
- Trello's simplicity might not suit large teams with detailed project management needs.
- You can't create intricate task dependencies, which may limit complex project planning.
- Trello lacks advanced reporting features you might find in more complex tools.
Best Use Cases for Microsoft Planner and Trello
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.
Trello
- Creative Agencies Trello's visual task management makes it easy for you to track projects, ideas, and client feedback.
- Startups The flexibility Trello offers helps your team adapt quickly as you grow and change.
- Marketing Teams You can easily plan campaigns and track progress with Trello's board system.
- Design Departments Trello's simple interface allows you to manage design projects and revisions efficiently.
- Freelancers You can organize your tasks and deadlines without getting overwhelmed by complex features
- Product Development Trello's adaptability helps your team streamline workflows and manage product roadmaps effectively.
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 Trello?
In my opinion, Microsoft Planner is best for teams in corporate environments that are already using Microsoft 365, as it integrates easily with other Microsoft tools.
Trello, on the other hand, is perfect for creative teams and startups that need flexibility and visual task management without being tied to a specific ecosystem. If you value simplicity and a quick setup, Trello is your go-to, but if your team relies on structured, integrated solutions, Microsoft Planner has the edge.
Differences Between Microsoft Planner and Trello
| Microsoft Planner | Trello | |
|---|---|---|
| Automation | Microsoft Planner has limited automation features within Microsoft 365. | Trello offers extensive automation options via a specific feature called Butler. |
| Integrations | Microsoft Planner integrates deeply with Microsoft 365 tools. | Trello offers broad integrations with various third-party apps. |
| Onboarding | Microsoft Planner is easier for those already using Microsoft products. | Trello provides a quick, intuitive onboarding experience with drag-and-drop. |
| Pricing | Microsoft Planner is included with Microsoft 365 subscriptions and paid plans. | Trello offers a tiered pricing model with a free plan. |
| User Interface | Microsoft Planner has a structured layout familiar to Microsoft users. | Trello features a visual, flexible Kanban board interface. |
| Read Microsoft Planner ReviewOpens new window | Read Trello ReviewOpens new window |
Similarities Between Microsoft Planner and Trello
| Cloud-Based | Microsoft Planner and Trello are cloud-based, so your data is accessible from anywhere. |
|---|---|
| Collaboration | Each tool supports team collaboration and helps with task assignment and sharing updates. |
| Customization | Both platforms provide options to customize your boards and lists to fit your team's workflow. |
| Mobile Usability | Microsoft Planner and Trello both offer mobile apps so you can manage projects on the go. |
| Task Management | Both Microsoft Planner and Trello let you organize tasks and subtasks into boards and checklists so you can help your team members stay on track. |
| Read Microsoft Planner ReviewOpens new window Read Trello ReviewOpens new window | |