Microsoft Project vs. Microsoft Planner

Updated April 2025

Every project starts with a goal and a roadmap—but not every project takes the same path. Some require detailed analysis, time-phased data, and resource planning. Others are more straightforward, focused on simple task tracking. The right tool won’t turn a poor project manager into a great one, but the right fit can dramatically improve your efficiency and outcomes.

Microsoft offers two core solutions for managing work and projects: Microsoft Planner and Microsoft Project. Traditionally, Planner has been the lightweight, collaborative option, while Project is the heavyweight tool for advanced planning and scheduling. But with the recent launch of Planner Premium, the lines are beginning to blur.

In this post, we’ll break down the differences between Planner and Project, clarify when to use each, and help you identify when it’s time to graduate from Planner to Project—or when to stay right where you are.

Microsoft Project

Whether you’re using Project Online, Project for the Web, or Project Server, the foundation is the same: Microsoft Project is built for detailed scheduling, resource management, and portfolio oversight.

If your work involves managing budgets, tracking dependencies, and planning at the enterprise level, Project provides the structure and control you need. It’s ideal for organizations handling complex or interrelated projects that require rigorous planning and analysis.

☝️ Note: Each version of Project is a little different. For more on that, check out our deep dives here: What Version of Project Do I Need?, Should I Use Project for the web or Project Online/Server?

Microsoft Planner

Originally launched as a simple task management tool, Microsoft Planner provides a clean, Kanban-style interface ideal for small teams and straightforward projects. It supports buckets, checklists, assignments, and basic tagging—making it a great choice for internal work and Agile task tracking.

Now with Planner Premium, Microsoft has significantly expanded the capabilities, offering scalable solutions that grow with your needs. Through three licensing tiers, Planner can go from a simple task board to a powerful work management platform with reporting, automation, and even access to Project tools.

Why the Future Matters

When selecting a project management tool, you’re not just investing in today’s needs—you’re investing in a platform that can support your organization tomorrow.

Think of it like this: you might love your current headphones, but if the manufacturer goes out of business, support and replacements disappear. The same principle applies to software.

Microsoft has announced the eventual retirement of Project Online, though the date keeps shifting. Still, it’s clear where the investment is going: Planner Premium and the Power Platform. These tools support deeper customization, AI integration (like Copilot in Planner), and better alignment with Microsoft’s long-term vision.

Choosing a solution aligned with Microsoft’s roadmap ensures you’ll benefit from future innovations and seamless integration across your tech stack.

Key Questions to Ask

Choosing the right tool starts with asking the right questions:

1. How complex is your work?

Start by assessing project needs.

Do you need custom fields or formula-based calculations?
Are baselines important for tracking progress?
Does your team use resource capacity planning or task hour tracking?
Will you manage task dependencies (e.g., predecessors/successors)?
Do you need detailed reporting or dashboards?

2. Who’s using the tool?

Evaluate how your team will interact with the platform.

Will team members create, update, or close tasks?
How large is your team—including stakeholders and PMs?
Is progress tracked by a single manager, or shared across the team?

3. What’s your budget?

Licensing costs can be a major factor.

Do you already have Microsoft 365 licenses?
What kind of ROI are you aiming for?
What’s your per-user monthly budget?

Comparing Planner and Project

When it comes to selecting the right project management tool, understanding the differences between Microsoft Planner and Microsoft Project is key.

Planner

Basic Planner is best suited for simple task management. Included with a Microsoft 365 subscription, it offers a clean, Kanban-style interface that makes it easy for teams to collaborate and track tasks. It’s a great choice for Agile and Scrum teams managing internal projects without complex dependencies. While it provides a clear view of progress, users are limited to viewing reports and dashboards without the ability to create or edit them.

Planner Premium – Plan 1

Planner Premium – Plan 1 builds on the simplicity of Planner while introducing essential project management features. Users can set goals, create reports and dashboards, and manage task dependencies. The addition of a Gantt chart view allows for a clearer timeline of work, providing project managers with more visibility and control.

At $10 per user per month with an annual subscription, Plan 1 is a cost-effective option for teams that need more than basic task tracking.

Planner Premium – Plan 3, includes Project

Planner Premium – Plan 3 takes project management a step further, offering everything from Plan 1 plus advanced tools like task history, roadmaps, baselines, and critical path tracking. One of its standout advantages is program management capabilities, an area where it surpasses Project.

Additionally, Plan 3 includes access to Project Online and Project Desktop, ensuring teams have the full power of Project when necessary. The inclusion of Project Accelerator, a Power App designed to centralize project information, expands visibility and streamlines intake processes. It also enhances reporting capabilities with customizable Power BI report packs.

At $30 per user per month with an annual subscription, Plan 3 is ideal for organizations managing multiple projects with complex dependencies.

☝️ Note: For those looking to integrate AI into their workflows, Planner Premium (Plan 3 and 5) offers Copilot in Planner preview, adding an extra layer of intelligence to task management. It’s worth noting that because Project Online uses SQL for data storage, it isn’t compatible with Copilot, limiting its AI capabilities.

Planner Premium – Plan 5, includes Project

Planner Premium – Plan 5 is designed for mature project management environments, offering everything available in Plan 3 with additional enterprise-level features. It provides robust portfolio management and advanced resource management capabilities.

Like Plan 3, it includes Project Online, Project Desktop, and Project Accelerator, making it a powerful solution for large organizations requiring sophisticated resource allocation and long-term planning.

Priced at $55 per user per month with an annual subscription, Plan 5 is built for those who need complete visibility and control across their entire portfolio.

Here is a matrix of key Planner features and the plans in which they’re available. Visit Microsoft’s website for a full feature matrix.

⚖️The expert’s final take on Planner

Planner Basic is a reliable choice for managing simple tasks and facilitating team collaboration. It’s particularly well-suited for internal projects where lightweight planning is the priority.

On the other hand, Planner Premium is ideal for operational projects requiring more detailed tracking and reporting. With the addition of Project Accelerator, it provides enhanced automation and visibility, though its demand and capacity planning capabilities are still evolving.

Project Online/Project Desktop

Project Online and Project Desktop are well-established solutions for enterprise-level project management. These tools are equipped for large portfolios, providing detailed insights into budgets, resources, and schedules. They offer sophisticated features like portfolio analysis, resource management, and timesheet tracking—all critical for managing complex projects.

One significant advantage of Project is its ability to manage interdependent projects across an organization. Critical path analysis and advanced cost modeling are just a few of the powerful tools available for detailed planning. Project Desktop provides a traditional, feature-rich experience, while Project Online offers cloud-based flexibility for collaboration.

☝️ Note: Remember, Microsoft has officially stopped investing in the development of Project Online. As their focus shifts toward Planner Premium and its integration with the Power Platform, innovation is being driven by modern, AI-powered capabilities. While Project still offers robust control for complex portfolios, it doesn’t support Copilot—limiting its compatibility with future AI advancements.

⚖️The expert’s final take on Project

For teams managing enterprise portfolios, budgets, and interdependent schedules, Project remains a top-tier solution. Its capabilities in portfolio analysis, timesheet tracking, and advanced resource modeling are unmatched.

However, if your focus is on AI integration, Copilot compatibility, or next-gen features, Planner Premium might be the smarter long-term investment.

Wrapping it up

Microsoft offers a solution for every kind of project, from simple task tracking to complex portfolio management. Choosing the right tool can make all the difference in your project’s success. By aligning your needs with the right application—whether it’s Planner, Planner Premium, or Project—you’ll unlock greater efficiency and clarity.

If you’re unsure which tool best suits your goals or need expert guidance in project management, Advisicon is here to help. Our team is ready to dive into your specific needs and recommend the ideal solution for your organization. Contact us today, and let’s take your project management to the next level!