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Microsoft Project is the classic project management application that is really unto itself since it is so unlike most of the competition, which is primarily web based. Project, meanwhile, is all about the desktop, and is part of the extended Office suite. Looking at Project, you are immediately reminded of Excel, with its spreadsheet-like task entry bar and a familiar green tone.
- Integrates well with other Microsoft tools
- Good choice for companies using Office 365
- Ideal for larger businesses
- Numerous reporting options
What is Microsoft Project?
As many businesses are being operated by workers within their own homes, it's now more important than ever to make sure that your entire business is operating through the same systems. That is where Microsoft Project can come into effect, as it lets you manage all of your business's projects under the same dashboard.
When used in conjunction with Microsoft Teams, these software platforms will allow business owners to see the broad scope of their business's progress.
Many popular options for project management software are web apps that you access through a browser. Yet Microsoft offers a desktop version of Microsoft Project, which is ideal for users who prefer a more traditional approach. Project does have a web app like the others, but the main focus (as with many Microsoft products) is an Office program that runs on the desktop.
If up until this point you've been organizing your projects in an Excel spreadsheet, then Project may be an easier transition than something that is purely web based, such as Asana ($10.99 per month) or Trello ($10 per month). For reference, the lowest Project tier starts at $10 per user, per month, putting Project right in the same pricing ballpark as its competition.
Microsoft Project alternatives
While Microsoft Project has its benefits, there are a couple of competitors that we believe have an advantage. Firstly, Monday.com is an affordable, highly customisable platform that offers great automation features.
There's also Wrike, which has an entirely free tier, allowing you to get to grips with the software with no added pressure. It has a very extensive list of features, and also integrates with Slack and Google Hangouts.
Check out some of Microsoft Project's key rivals, below, or see our guide to the best project management software.
In this Review:
| Price From All prices listed as per user, per month (billed annually) | Best For | Pros | Cons | |||||||
|---|---|---|---|---|---|---|---|---|---|---|
| Best Overall  | Highly Customizable  | Easiest to use  |  |  |  |  |  |  |  |  |
| ClickUp | monday.com | Smartsheet | Asana | Wrike | Favro | Teamwork | Jira | Zoho Projects | Trello | Celoxis |
| Overall “Work OS” | Customization | Ease of use | Automation building + streamlining workflows | Complex task management | Customer support | Collaboration | Digital and tech teams | Value for money | Basic task management | Great user experience |
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Microsoft Project Features
The first thing you notice when you open a fresh Microsoft Project document is that it shares a lot of “DNA” with other Microsoft Office products. At the top is the familiar Office Ribbon, with menu options geared towards project management such as Task, Resource, and Report. Towards the bottom, you see a grid for entering tasks that is very reminiscent of Excel. But that's where the similarities end, as Project is all about managing your team's efforts with Gantt charts, resource allocation, milestones, and a wealth of reporting options.
Auto-scheduling
One of the most helpful features in Project has to be the auto-scheduling feature. Project expects you to define your projects in a certain way with summary tasks, followed by sub-tasks, as well as milestones. Once you've entered the scope of your project and defined time frames for your tasks, auto-scheduling can automatically plan a calendar for all your tasks. You could enter your own dates manually, but auto-scheduling offers a more manageable flow on Project's timeline and Gantt chart views.
Board view
Microsoft Project has a Kanban card and board view that is accessible via Task > View > Task Board. By default, it offers four predetermined columns: Not Started, Next up, In progress, and Done. You can also add new columns to suit your company's workflow, rename the default columns, or delete them altogether. Like other Kanban boards, this is a drag-and-drop interface. You can also create tasks right from this interface, as well as add key information such as resources and notes.
Notes and attaching files to tasks
Like many other project management tools, you can add notes and attach files to your tasks in Project. But in true Microsoft fashion, it uses annoyingly uncommon terminology. Double-clicking on the information cell on any task calls up a small Task Information window with six tabs. Under the Notes tab, users can jot down small rich text notes about the task. In this section there's also an Insert Object option, which is where you can attach a Word Document, Excel spreadsheet, PDF document, image file, and so on. It would be a lot easier to understand if this option was just called “Attach,” but like many other Microsoft products, Project has its legacies to be aware of.
Sub-projects
Forget about sub-tasks – Microsoft Project lets you embed projects within projects. This is a nice option for anyone who needs to create a master file to track multiple related projects. Once you've linked a sub-project to a master project, you can make changes to the former inside the latter. In addition, any changes you make inside the sub-project file will be reflected in the master project. It's a handy feature for getting a high-level view of your projects.
Microsoft Project Video Overview: Project Management in Action
This third-party video offers an excellent overview of how Microsoft Project works, including creating new projects, adding tasks, and viewing reports.
Microsoft Project Pricing
Microsoft Project is not available as a free version, which isn't surprising given how very few Office applications are (save for the most popular ones). As we mentioned earlier, pricing starts at $10 per user, per month for Project Plan 1. This pricing tier supports team member collaboration and coauthoring, multiple project management views, the web app, and cloud saves.
The next tier is Project Plan 3 for $30 per user, per month. This pricing tier adds roadmapping, a desktop client, the ability to submit timesheets, resource allocation optimization, and portfolio reports.
Finally, Project Plan 5 costs $55 per user per month. This plan adds portfolio selection and optimisation, the ability to manage demand, and resource planning and management features.
All pricing plans are billed annually.
Microsoft also sells Project as an on-premise solution, starting at $620 per PC for Project Standard, which lacks any online collaboration. Project Professional starts at $1,030 per PC and does support online collaboration, as well as collaboration over Skype for Business. There's also Project Server, which doesn't publish a set price and adds advanced analytics, as well as the standardized capture and evaluation process mentioned with Project Online Premium.
| Price (annually) The amount you'll pay per month, when billed annually | |||
|---|---|---|---|
 | | | |
| Microsoft Project | Microsoft Project | Microsoft Project | |
| Plan 1 | Plan 3 | Plan 5 | |
| $10 per user per month | $30 per user per month | $55 per user per month |
Microsoft Project Review Verdict
There's no doubt that Microsoft Project is a very capable application with all the features required for project management. That said, this probably isn't the ideal choice for smaller, nimbler teams.
First of all, it's very staid in its look and feel since it's a pure Office product. It is absolutely feature rich to the point of being overwhelming, but it hides all that dynamism behind the usual Office exterior. Simply put, you can find far easier and more welcoming interfaces to manage projects for smaller and mid-sized teams.
Secondly, Project doesn't have lower priced tiers, making this product out of reach for some – though to be fair, it probably should be compared to the upper tiers of other project management tools, which hide key features behind higher priced offerings.
If your company is already highly invested in Microsoft Office, then Project is a natural extension of that investment. But if you're not interested in Office, then Project is not an ideal choice for you – regardless of how feature rich it might be.
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