Category: Microsoft 365

No, Microsoft Project is not being discontinued. However, there has been some confusion due to Microsoft’s integration of its task management tools into a single app called Planner. This integration has combined features from the original Microsoft Planner, Microsoft Project, and Microsoft To-Do into one unified platform. 

Integration of Microsoft Project into Planner 

Microsoft Project has not been eliminated but instead integrated into the broader Planner app within the Microsoft 365 ecosystem. Basic task management features from Planner and To-Do are available with standard Microsoft 365 subscriptions, while the advanced project management features from Microsoft Project require a higher-tier subscription. 

Accessing Microsoft Project Features 

To access the advanced project management capabilities traditionally available in Microsoft Project, you must subscribe to Project Plan 3 or Project Plan 5. These plans provide robust tools that allow you to manage more complex projects effectively. 

Basic Features with Standard Microsoft 365 Subscriptions 

With a Microsoft 365 Business Standard or higher subscription, you automatically have access to the basic features of Planner. These include: 

Task Management: Create and manage tasks, set deadlines, assign tasks to team members, and track progress. 

Collaboration: Seamless integration with Microsoft Teams, allowing you to chat, share files, and manage tasks in one platform. 

Advanced Features with Project Plan 3 and Plan 5 

For those needing more advanced project management tools, Project Plan 3 and Plan 5 offer additional features: 

Project Plan 3: Includes task dependencies, visual roadmaps, project baselines, and budget tracking. 

Project Plan 5: Adds resource management, portfolio management, and enhanced customization and integration options, making it suitable for large-scale projects. 

You May Be Interested In:

Is Microsoft Project still relevant? 

Is the Microsoft Project being phased out? 

What is the difference between Microsoft Planner and Microsoft Project? 

Microsoft Project is an essential tool in workplaces for managing a wide range of projects across various industries. Here’s how it’s typically used in common real-world project scenarios, showcasing specific examples of how teams leverage its functionalities: 

Software Development Project

Task Breakdown and Scheduling: In a software development project, project managers use Microsoft Project to break down the process into phases like requirements gathering, design, development, testing, and deployment. Each phase is broken into detailed tasks, such as coding individual modules, performing quality assurance, or conducting user acceptance testing. 

Gantt Charts for Tracking Progress: The Gantt chart feature helps track each phase of the development lifecycle, visualizing how long each task will take and how tasks overlap. For example, while front-end development might be underway, back-end developers can begin work on API integration. 

Managing Sprints and Backlogs: In agile software development, Microsoft Project helps teams manage sprints and backlogs. Teams can track user stories, tasks, and bugs, making it easy to prioritize what needs to be worked on during each sprint. 

Tracking Marketing Campaigns

Marketing Program Planning: In a large-scale marketing campaign, project managers use Microsoft Project to map out tasks such as market research, content creation, digital advertising, and public relations. Each component of the campaign can be assigned timelines and resources, ensuring all activities are aligned with the campaign launch date. 

Resource Management: For a global product launch, for instance, the marketing team allocates resources like designers, copywriters, and social media managers to specific tasks within the project. Microsoft Project ensures that each team member knows their deliverables and deadlines. 

Collaborating in Real Time: The marketing team can collaborate within Microsoft Teams, where Microsoft Project is integrated. For example, when the social media team completes the copy for an ad campaign, they can immediately update the task status, and the next team member handling graphic design is notified to proceed. 

Construction Project Management

Project Timeline Management: In a construction project, project managers use Microsoft Project to manage the schedule of key activities like site preparation, foundation work, framing, electrical installations, and inspections. Gantt charts help visualize when each task will be completed and how they impact each other. 

Dependency Management: For example, in a commercial building project, the electrical work cannot start until the framing is complete. Microsoft Project makes it easy to create these dependencies, automatically adjusting timelines if there are any delays. 

Tracking Costs and Resources: Microsoft Project is used to manage the costs of labor, materials, and equipment. For instance, if the cost of concrete increases unexpectedly, the tool helps project managers adjust the overall budget or reallocate resources from other parts of the project to balance the extra expense. 

Product Development

Coordinating Development Phases: For a company working on a new product, Microsoft Project is used to manage the timeline of design, prototyping, testing, and production. Each phase is broken into tasks like creating CAD designs, sourcing materials, and conducting market testing. 

Cross-Team Collaboration: In product development, different teams such as R&D, marketing, and production often need to collaborate. For example, once R&D finalizes the product prototype, the marketing team needs to begin work on the product launch strategy. Microsoft Project helps keep these teams aligned by tracking task completion and timelines. 

Monitoring Budget and Milestones: For projects with significant investment, such as developing a new consumer electronic device, Microsoft Project tracks costs, milestones, and deliverables. Project managers can set baselines to ensure the project stays within budget and timelines are met. 

Tracking Business Expansion Programs

Expansion Timeline: For businesses expanding into new markets, Microsoft Project is used to manage activities such as legal compliance, real estate acquisition, hiring, and marketing. For instance, an international company entering a new country may need to coordinate market research, regulatory approvals, and office setup simultaneously. 

Resource Allocation: During expansion, various teams like HR, legal, and marketing need to be engaged. Microsoft Project allows managers to allocate these resources effectively. For example, while HR is recruiting local talent, the legal team is handling permits and contracts. 

Tracking Progress Across Multiple Projects: Business expansion often involves multiple projects happening simultaneously. Microsoft Project’s ability to track tasks across various locations or departments ensures that all efforts are coordinated. Delays in one project, like legal approvals, can be identified and resolved quickly before they impact other parts of the expansion plan. 

Tracking Research and Development (R&D) Projects

Milestone-Based Progress: In R&D projects, especially in industries like pharmaceuticals or automotive, teams use Microsoft Project to track progress through key milestones, such as prototype development, lab testing, and regulatory reviews. For example, in a pharmaceutical project, the tool helps track different phases from initial research, clinical trials, to FDA approval. 

Resource and Cost Management: Managing highly skilled resources like scientists, engineers, or lab technicians across different phases of R&D is critical. For instance, when lab testing for a new drug is completed, the focus can shift to clinical trials without resource delays. Microsoft Project’s resource management tools ensure the right people and equipment are available when needed. 

Cross-Team Coordination: In complex R&D projects, multiple teams—such as product development, regulatory compliance, and marketing—need to stay aligned. For example, while the R&D team develops a prototype, the regulatory team can begin work on ensuring compliance with industry standards. 

Microsoft Project is used in a variety of industries to manage diverse and complex projects. From software development to construction, marketing campaigns, business expansions, and product development, it enables detailed planning, resource management, and collaboration. The tool’s ability to handle everything from timelines and dependencies to budgets and resources makes it indispensable for keeping projects on track and ensuring successful outcomes. 

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Can Microsoft Project be used for program management? 

Can you use Microsoft Project for task management? 

What is the difference between Microsoft Planner and Microsoft Project? 

Yes, you can work on Microsoft Project together with your team, especially with the integration into the new Planner app within Microsoft Teams. This integration allows for collaborative project management, enabling multiple users to work on projects simultaneously. 

Collaborative Features in Microsoft Project (New Planner)

Real-Time Collaboration: With the new Planner app, which includes features from Microsoft Project, multiple team members can collaborate on project tasks in real-time. Changes made by one person are visible to others instantly, ensuring everyone is on the same page. 

Task Assignment and Tracking: Team members can easily assign tasks to one another, set deadlines, and track progress. Updates to tasks are immediately reflected for the whole team, making collaboration seamless. 

Integration with Microsoft Teams: By accessing the new Planner app within Microsoft Teams, you can chat with your team, share files, and manage tasks all in one place. This integration enhances collaboration by centralizing communication and project management. 

Advanced Project Management: For teams that require advanced project management features, such as resource management, Gantt charts (Timeline view), and task dependencies, a paid Planner license (Plan 3 or Plan 5) is needed. These features allow for deeper collaboration on complex projects.

You May Be Interested In:

Can Microsoft Project be used for program management? 

Can you use Microsoft Project for task management? 

Do you need a project license to use project in Teams? 

Yes, you need a Planner license to access the advanced project management features within Microsoft Teams, now that Microsoft Project has been integrated into the new Planner app. The new Planner app combines the features of Microsoft Project, Planner, and To-Do into one unified tool. 

Accessing Project Features in Teams

Basic Features: With most Microsoft 365 subscriptions, such as Business Standard, E3, and above, you can use the basic features of the new Planner app within Teams. This includes creating tasks, assigning them, and tracking progress, offering a streamlined way to manage simple projects and daily tasks. 

Advanced Features: To access the advanced project management tools that were originally part of Microsoft Project—such as detailed scheduling, resource management, and Gantt charts (now called the Timeline view)—you need a paid Planner license: 

Plan 3: Unlocks advanced features like task dependencies, project baselines, and more comprehensive tracking. 

Plan 5: Offers the most extensive project management capabilities, including portfolio management and advanced analytics, all accessible within the Planner app in Teams. 

While basic task management features are available within Teams through the new Planner app as part of most Microsoft 365 subscriptions, accessing the full range of advanced project management features requires a paid Planner license (Plan 3 or Plan 5). This integrated solution allows you to manage both simple and complex projects seamlessly within the Microsoft 365 environment.

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Is Microsoft Project free in Teams? 

Is Microsoft Project part of Office 365? 

Can you work on Microsoft Project together? 

Microsoft Project has been integrated into the new Planner app within Microsoft/Office 365. While basic project management features are available with standard Microsoft 365 subscriptions (such as Business Standard or E3), the more advanced features that were originally part of Microsoft Project are now only accessible through the paid versions of the new Planner—Plan 3 and Plan 5. 

New Planner App

The new Planner app combines the capabilities of the old Microsoft Project, Planner, and To-Do into a unified tool within Microsoft 365. This means that with a standard Microsoft 365 subscription, you have access to basic task and project management features, such as: 

Task Creation and Management: Easily create, assign, and track tasks. 

Collaboration: Seamless integration with Microsoft Teams, allowing for effective team collaboration. 

Advanced Features Microsoft Projects features

For those who need more advanced project management capabilities—like detailed project scheduling, resource management, and Gantt charts (now called the Timeline view)—a subscription to the paid versions of Planner is required: 

Plan 3: Offers advanced features like task dependencies, project baselines, and more robust project tracking. 

Plan 5: Provides the most comprehensive tools, including portfolio management and advanced analytics, ideal for managing large and complex projects.

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How do I get MS Project in Office 365?

Is Microsoft Project free in Teams?

Do you need a project license to use project in Teams? 

No, Microsoft Project is not free in Teams. However, it has been integrated into the new Planner app within Microsoft Teams. This new Planner app combines features from the original Microsoft Project, Planner, and To-Do, providing a unified experience for managing tasks and projects. 

Accessing Microsoft Project in the New Planner App

Basic Features with Planner: Within Microsoft Teams, you can use the Planner app for basic task management, which is included with most Microsoft 365 subscriptions. This includes creating tasks, assigning them to team members, and viewing them in various formats, like boards and lists. 

Advanced Features from Microsoft Project: The advanced project management capabilities of Microsoft Project, such as detailed project scheduling, resource management, and Gantt charts (now called the Timeline view), are being rolled out in the new Planner app. To access these features, you will need to subscribe to one of the Microsoft Project plans, such as Project Plan 3 or Project Plan 5. 

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Is Microsoft Project management free? 

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Is Microsoft Project part of Office 365? 

In the new Planner app, which integrates features from Microsoft Project, you can manage your tasks using the Timeline view, which functions as a Gantt chart. The Timeline is automatically created as you build your plan, so there’s no need to add it manually. Here’s how to get started: 

Create a New Plan

Open the Planner app within Microsoft Teams or your Microsoft 365 environment. 

At the bottom of the side menu, click on “New Plan.” 

When the pop-up appears, select “Premium” as your plan type. 

Enter the name of your plan and create it. 

 Add Tasks

Once your plan is created, start adding tasks to it. 

Enter task names, set due dates, and assign them to team members as needed. 

Manage Tasks Using the Timeline (Gantt Chart)

After creating your tasks, switch to the Timeline view, where your tasks are automatically displayed in a Gantt chart format. 

The Timeline allows you to visualize your project’s schedule and manage tasks effectively. 

Add Dependencies: Link tasks that depend on one another by creating dependencies directly in the Timeline. 

Adjust Timelines: Drag and drop tasks within the Timeline to modify their start and finish dates, ensuring your project stays on schedule. 

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Does Microsoft have a Gantt chart tool? 

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Can Microsoft Planner do or create a Gantt chart?