Microsoft Project: Plans, Training and How to Download

Everyone who works in project management has an opinion about Microsoft Project. That’s because it’s been around forever. It’s a widely used project management software tool that is loved, tolerated or even hated. Most project managers probably learned about project management software through this tool, but sometimes, it’s best to question the status quo.

There is much to criticize about Microsoft Project, from the complicated plans that make it hard to even sign up for, let alone know which tier is right for your work, to the difficulty of using it once you’re onboarded—and that’s not even getting into the cost. Many larger organizations have it as a legacy system, and as a result, project managers and their teams need to understand how to use it. We’ll do our best to do that as simply and clearly as possible.

What Is Microsoft Project?

Microsoft Project is project management software developed by Microsoft. It was one of the first to offer a digital solution to plan, manage and track projects, released on Windows in 1990. It provides tools for scheduling, resource allocation, budgeting and progress tracking. Project managers and teams across industries use it, likely because of its easy integration with other Microsoft products such as MS 365 to Teams and more.

Pros of Microsoft Project

There’s a reason why Microsoft Project is popular. It has key project management features.

• Gantt Charts: Microsoft Project’s Gantt chart visually represents project timelines, dependencies and task progress. This fundamental project management tool is used in any industry that plans in a structured, waterfall methodology. It can define tasks, set start and end dates, assign team members and adjust schedules as project requirements change.
• Resource Management Features: Microsoft Project’s resource management tools allow teams to track workloads, manage availability and optimize resource allocation to prevent bottlenecks. This can boost productivity.
• Reporting Tools: The software supports budget tracking and reporting, helping organizations monitor costs, compare actual expenses against the budget and make informed financial decisions. There are also reporting and project dashboard features, which offer insights into project health, risks and performance.

Cons of Microsoft Project

While it has its pros, that doesn’t mean Microsoft Project is a perfect project management solution. In fact, it’s far from it.

• Poor Collaboration: It’s hard to believe, but the software lacks collaboration features, which are available on almost every other project management software.
• Difficult to Use and Expensive: It’s also difficult and expensive to use. Users will be paying a premium to spend long hours trying to figure out how to use the tool before they ever put it into service.
• No Mobile App: Yes, you read that correctly. Surprisingly, there’s no mobile app, which is unheard of in this time of ubiquitous smartphone usage. In practical terms, this omission limits the ability for users in the field or on job sites to update their task statuses.
• Gantt Chart Lacks Features: Even the Gantt chart, which is the foundation of most project scheduling, lacks features when it comes to resource scheduling.
• Not for Mac Products: Microsoft has made its product exclusively available to Windows users. Anyone on a Mac is out of luck unless they use a workaround.

For those looking for a more user-friendly alternative that won’t break the bank when having to buy licenses for multiple users, there are Microsoft Project alternatives. ProjectManager is award-winning project and portfolio management software that’s more collaborative and less expensive than Microsoft Project, with an equally robust feature set that’s easier to use.

For example, it has powerful Gantt charts that schedule tasks, resources and costs, but also links all four types of task dependencies, filters for the critical path and can set a baseline to track variance in real time, and it’s online, unlike Microsoft Project. MS Project files can be imported into ProjectManager, shared and edited, then exported back to Microsoft Project, which makes it easier to collaborate with teams. All of these features come at a lower cost point. Get started with ProjectManager today for free.

Microsoft Project Plans

Let’s get into one of the more frustrating aspects of Microsoft Project: the confusing array of plans. While they claim to be tailored to different project management needs, ranging from standalone desktop applications to cloud-based solutions, you might need a few hours to figure out which is right for you.

Because there are so many different plans, each with unique features, it adds to the confusion of using the product. No matter which one you choose, you must clear a steep learning curve before the tool can be used practically. Let’s explore the various plans and what they offer.

Microsoft Project Standard

Microsoft Project Standard is a standalone desktop application designed for individual project managers or small teams who need basic project management tools. It includes features such as task scheduling, Gantt charts and timeline visualization.

• What Makes it Different From Other Plans?: It lacks collaboration features included in other plans and cloud integration.
• Who Is It For?: It’s preferable for single users managing local projects without needing team-based coordination.
• How to Purchase: Not available as a subscription-based license; instead, it can be bought as a one-time purchase for $679.99

Microsoft Project Professional

Microsoft Project Professional builds upon the features of Project Standard. It allows multiple users to work on projects simultaneously, supports resource management and provides enhanced reporting capabilities.

• What Makes it Different From Other Plans?: It offers collaboration tools and integration with Microsoft Teams and SharePoint. There are also portfolio management features.
• Who Is It For?: This version is best suited for medium to large teams that require real-time collaboration and more sophisticated project planning tools, but it’s expensive and requires additional setup for full functionality.
• How to Purchase: Not available as a subscription-based license; instead, it can be bought as a one-time purchase for $1,129.99

Microsoft Project Online

Microsoft Project Online is an online project management solution that allows users to manage multiple projects, allocate resources, track budgets and generate real-time reports from anywhere. However, organizations with multiple users have to deal with high subscription costs.

• What Makes it Different From Other Plans?: It’s hosted on Microsoft 365 and accessible from any device with an internet connection.
• Who Is It For?: Distributed teams who need a collaborative and remote-friendly project management platform.
• How to Purchase: The fully featured version of Microsoft Project Online can be purchased with the Planner and Project Plan 5 subscription for $55 per user per month, billed annually. However, limited versions are available with Planner and Project Plan 1 and 3 for $10 and $30, respectively.

Microsoft Project Server

Microsoft Project Server is an on-premises project management solution designed for large enterprises that need centralized control over multiple projects. It offers advanced resource management, portfolio tracking and detailed reporting.

• What Makes it Different From Other Plans?: Unlike Project Online, which is hosted in the cloud, Project Server is installed on an organization’s local infrastructure, allowing for greater customization and security control.
• Who Is It For?: It’s best suited for businesses that prefer an in-house project management solution. It requires significant IT infrastructure and maintenance.
• How to Purchase: Can be a one-time purchase; contact Microsoft sales for a customized quote.

Microsoft Project for the Web

Microsoft Project for the Web is a lightweight, web-based version of Microsoft Project. It provides scheduling, task management and collaboration features within the Microsoft 365 ecosystem. It has a drag-and-drop interface and integration with Power Platform, but lacks advanced project management capabilities such as detailed reporting, complex dependencies and robust resource management.

• What Makes it Different From Other Plans?: Its interface is more accessible for users with minimal project management experience working on basic or moderately complex projects.
• Who Is It For?: It’s ideal for small to mid-sized teams managing simple or moderately complex projects.
• How to Purchase: The fully featured version of Microsoft Project for the Web can be purchased with the Planner and Project Plan 3 and 5 subscriptions for $30 and $55 per user per month, billed annually. However, limited versions are available with Planner and Project Plan 1 for $10.

Microsoft Project Online Desktop Client

Microsoft Project Desktop Client is a locally installed application providing advanced project management capabilities. It’s the subscription version of the Project Professional Desktop Client and is typically used alongside Project Server or Project Online to offer offline access and enhanced customization.

• What Makes it Different From Other Plans?: Installed directly on a Windows PC and can work without an internet connection. Unlike Project Professional, this isn’t a one-time purchase, which is the most cost-effective alternative for most users.
• Who Is It For?: This version is well-suited for project managers who prefer a desktop-based tool with robust scheduling and tracking features, but not real-time collaboration.
• How to Purchase: The fully featured version of Project Online Desktop Client is available through the Planner and Project Plan 3 and 5 for $30 and $55 per user per month, billed annually.

Microsoft Project Operations

Microsoft Project Operations is a comprehensive project management solution that integrates with Microsoft Dynamics 365 to provide end-to-end project lifecycle management, which adds complexity and cost. It includes project planning, resource optimization, financial tracking and customer billing.

• What Makes it Different From Other Plans?: Other Microsoft Project plans are primarily designed for task management and resource scheduling, but this has a more business management focus on financial and operational insights.
• Who Is It For?: Designed for service-based businesses and enterprises, it helps streamline project delivery, improve profitability and enhance business insights through AI-driven analytics. It is less suitable for companies with manufacturing or IT-based projects.
• How to Purchase: Can be purchased by users with a Dynamics 365 license for a monthly subscription fee. It’s important to review the Dynamics 365 licensing guide for detailed pricing information.

Microsoft Project Pricing

We’ve already seen how pricing varies with Microsoft Project. An online, fully-featured version of Microsoft Project will cost $55 per user monthly. It’s cheaper to subscribe to other plans, but these are more task management software than project management software. Other products don’t even share pricing, but require calling sales. You know that’s going to cost a lot. Not to mention the Microsoft Project Server installation costs thousands of dollars.

This project management software is known for, even infamous for, its high price tag. Yes, it offers flexible pricing plans to accommodate different project management needs, but there’s hardly a bargain in the bunch.

Some plans provide online accessibility and integration with Microsoft 365, making it easier for teams to collaborate and manage projects efficiently. However, there are also Microsoft Project alternatives that are significantly less expensive, don’t have additional costs for full functionality or have a free plan. There are even free open-source products with similar features.

To be fair, let’s explore the Microsoft Project pricing plans. Below is a list of the three tiers available.

Planner Plan 1 (Formerly Project Plan 1)

Planner Plan 1 is the entry-level plan designed for individuals and small teams managing straightforward projects. It offers essential scheduling, task tracking and collaboration features through a web-based interface. It’s best suited for teams that don’t need complex resource management or financial tracking.

Price: $10.00 per user/month, billed annually

What does it include?

• Project for the Web (Limited version)
• Project Online (Limited version)
• Planner and Project Plan 3 (Formerly Project Plan 3)

Planner and Project Plan 3 (Formerly Project Plan 3)

For organizations needing more advanced features, Planner and Project Plan 3 provides a more comprehensive solution. It includes both Microsoft Project for the Web and the Microsoft Project Desktop Client, allowing users to manage projects through either an online interface or a robust desktop application.

It’s best for teams handling multiple projects with more intricate scheduling requirements. For an extra cost, it also integrates with Power BI, offering deeper insights into project performance through detailed analytics and reporting.

Price: $30.00 per user/month, billed annually

What does it include?

• Project for the Web (Full version)
• Project Online (Limited version)
• Project Online Desktop Client (Full version)

Planner and Project Plan 5 (Formerly Project Plan 5)

At the highest tier, Planner and Project Plan 5 is designed for enterprises managing large-scale projects and portfolios. This plan offers advanced portfolio and demand management tools, enabling organizations to prioritize projects based on business objectives.

AI-driven scheduling and resource optimization help improve efficiency, while enterprise-level reporting and analytics provide valuable insights for decision-making. Additionally, this plan integrates with Microsoft Project Server, allowing organizations to manage both online and on-premises projects.

Price: $55.00 per user/month, billed annually

What does it include?

• Project for the Web (Full version)
• Project Online (Full version)
• Project Online Desktop Client (Full version)

How to Download Microsoft Project

Once users choose a plan, the work isn’t over. Now, there’s the question of how to download Microsoft Project. It’s not straightforward, as there are various ways to download the software, depending on whether customers need a cloud-based subscription, a one-time purchase or an enterprise solution.

It feels as if Microsoft Project is intentionally designed to make it hard to pick a plan, download and use. To help navigate this, we explore several official channels that users can choose based on their needs, including direct purchases, trials and educational licenses. Below are the main Microsoft Project download methods.

Microsoft 365 Subscription (Cloud-Based)

For users who prefer a subscription-based model, Microsoft 365 offers online access to popular applications like Word, Excel, PowerPoint and Microsoft Project. Users can download the software directly from the Microsoft 365 website after purchasing a plan. Once signed in with a Microsoft account, users can install the latest versions of their applications on multiple devices and receive automatic updates.

Microsoft Store (One-Time Purchase)

Those looking for a permanent license can purchase Microsoft products as a one-time download from the Microsoft Store. This option is ideal for users who don’t need frequent updates or additional cloud-based features. After completing the purchase, users can download and install the software directly from their Microsoft account, ensuring lifetime access without ongoing subscription fees.

Volume Licensing (For Businesses and Enterprises)

Large organizations and enterprises can download Microsoft Project through Volume Licensing, which allows multiple installations under a single license agreement. This option is best for companies needing large-scale deployments of Microsoft software. Businesses can access their licensed products through the Microsoft Volume Licensing Service Center (VLSC), where they can download and manage their software efficiently.

Microsoft Evaluation Center (Free Trial)

For users who want to test Microsoft products before purchasing, the Microsoft Evaluation Center offers free trials of software like Windows Server, Microsoft Project and Microsoft Office. These trial versions typically last 30 to 90 days, providing full functionality during the evaluation period. Downloads are available directly from the Microsoft website, requiring users to sign in with a Microsoft account.

Microsoft Partner Network (For IT Professionals)

IT professionals and developers can download Microsoft software through the Microsoft Partner Network. This program provides access to exclusive software, early releases and development tools for testing and deployment. Microsoft partners can download products via the Microsoft Partner Portal, making it a valuable resource for businesses working closely with Microsoft technologies.

Education Institutes (Student and Faculty Licenses)

Students and educators can often download Microsoft products for free or at a discounted rate through educational institutions. Microsoft offers education licenses for software like Office 365, Windows and Azure. Eligible users can check their institution’s partnership with Microsoft and download the software by signing in with their school email on the Microsoft Education portal.

Microsoft Project Key Features

Despite all the criticism, Microsoft Project has many users worldwide. That’s because it’s Microsoft, of course, but it also offers features that project managers and their teams need. Let’s take a moment to review some of the more important ones and what they do.

• Microsoft Project Gantt Chart: Provides a visual timeline of tasks, dependencies and project progress.
• Microsoft Project Critical Path: The critical path of a project identifies the longest sequence of dependent tasks that determine the project’s completion date.
• Microsoft Project Dashboard: Offers real-time insights with customizable charts and reports to track project performance.
• Microsoft Project Kanban Board: Uses task cards and workflow stages to enhance agile project tracking and team collaboration.
• Microsoft Project Roadmap: Displays a high-level timeline of multiple projects to align teams with strategic goals.
• Microsoft Project Network Diagram: Visualizes task dependencies in a flowchart format for better scheduling and planning.
• Microsoft Project Resource Sheet: Centralizes resource tracking, workload distribution and cost management.

Microsoft Project User Reviews

We’ve provided some valuable information, both positive and negative. But what about those who are actually using the software? Microsoft Project user reviews offer insights into how real people use the product. Let’s look at some user experiences sourced from reputable review platforms.

• “One of the standout features of Microsoft PPM is its intuitive and user-friendly interface. Navigating through the software and accessing various functionalities is a breeze, even for users with limited technical expertise. The ability to customize dashboards and reports according to my specific needs has greatly enhanced my productivity and decision-making capabilities.” – Mohammed Badruz Z., G2
• “It is easy to set up a Project Plan using templates provided in MS Project. Most project managers across industries understand reports/project plans generated from Microsoft Project, whether or not they have used the software before.” – Alex N., G2
• “Its comprehensive features, such as project planning, resource management and reporting capabilities, are among its many advantages. I compliment its connectivity with other Microsoft programmes and user-friendly interface for easing project management operations.” – Aamir A., G2
• “Microsoft Project (in the version that you install on your computer) is a tool that has been around for a long time, and therefore has a number of sophisticated features and menus that many more modern tools don’t offer.” – Dr. Rüdiger B., Capterra
• “Its ability to organize complex projects with clarity, from timelines to resource allocation. Its Gantt chart visualization makes tracking progress intuitive and efficient. Plus, its integration with other Microsoft tools ensures seamless collaboration.” – Pathan I., Capterra

Microsoft Project Training Courses and Certifications

Whether a seasoned professional or newbie, Microsoft Project can be hard to get a handle on. That’s why we’re linking to training courses and certifications to help users enhance their project management skills, improve efficiency and maximize the software’s capabilities. These programs range from beginner to advanced levels, covering topics like scheduling, resource management and reporting.

• Microsoft Project Management Professional Certificate – Coursera
• Microsoft Project Course for Beginners: Create Simple Project Plans – Coursera
• Microsoft Project Tutorial for Beginners to Experts – Udemy
• Microsoft Project Course- Linkedin
• Microsoft Project Training Courses – ONLC Training
• Microsoft Project 2019 and Project Online Desktop Essential Training – Linkedin
• Microsoft Project 2016 Essential Training – Linkedin
• Microsoft Project 2013 Essential Training – Linkedin
• Microsoft Project 2010 Essential Training – Linkedin

Microsoft Project Tutorial Videos

To better understand how Microsoft Project works, we’ve also collected a few of their tutorial videos, which provide step-by-step guidance on using the software. These videos cater to users of all skill levels, from beginners learning the basics to advanced users mastering complex features. Available on YouTube, these tutorials offer visual demonstrations and practical examples, making it easier to understand and apply Microsoft Project’s capabilities in real-world scenarios.

Microsoft Project Tutorial By Pragmatic Works

This course is for beginners and pros alike, focusing on how to use Microsoft Project to manage projects. It focuses on key features and functionalities to help streamline project planning, tracking and improve organization and productivity. It starts by exploring the software’s interface, moves onto creating and managing project tasks and timelines and ends with resource allocation and tracking strategies.

Microsoft Project Tutorial By Skills Factory

For a more concise introduction to Microsoft Project, this video tutorial guides viewers through the software’s essential features and functionalities. It covers key aspects such as creating and managing tasks and setting up timelines and using Gantt charts, making it an ideal starting point for beginners aiming to plan and track projects using Microsoft Project.

Microsoft Project Tutorial By Learnit Training

Looking to explore a more comprehensive training video? This one is over five hours and designed to provide an in-depth understanding of Microsoft Project. This extensive tutorial covers a range of topics, including project planning, scheduling, resource management and reporting, making it suitable for beginners and experienced users aiming to enhance their project management skills. This course allows viewers to gain practical knowledge so they can effectively utilize Microsoft Project in various professional settings.

Microsoft Project FAQs

Microsoft Project might be a widely used project management tool, but users often have questions about its pricing, availability and alternatives. Below are answers to some of the most frequently asked questions about Microsoft Project.

Is Microsoft Project Free?

No, Microsoft Project is not free. It is a paid software available through various subscription plans or as a one-time purchase through the Microsoft Store. However, Microsoft offers a free trial for users who want to test the software before purchasing.

Is Microsoft Project Included in the Microsoft 365 Ecosystem?

Microsoft Project is not included in standard Microsoft 365 plans like Office 365 Business or Enterprise. It’s a separate product that requires an additional subscription. However, it integrates with Microsoft 365 tools like Teams, SharePoint and Power BI for enhanced collaboration and reporting.

Is There a Version of Microsoft Project for Mac?

No, Microsoft Project is not natively available for Mac. However, Mac users can access Microsoft Project for the Web, an online version, or use workarounds like virtual machines, Boot Camp or third-party project management tools like ProjectManager that support Microsoft Project file formats.

What Are the Best Microsoft Project Alternatives?

ProjectManager is one of the best alternatives to Microsoft Project due to its online accessibility, user-friendly interface and strong collaboration features. Unlike Microsoft Project, which has a steeper learning curve and is primarily designed for Windows, ProjectManager works seamlessly across devices and operating systems.

It offers real-time dashboards, Gantt charts, kanban boards and resource management tools, making it ideal for teams of all sizes. Additionally, its affordable pricing and easy integration with other business tools make it a more flexible and cost-effective choice for modern project management.

What Is a Microsoft Project Viewer?

A Microsoft Project Viewer is a tool that allows users to open and view Microsoft Project files (.mpp) without requiring a paid license. Some popular options include Project Viewer 365, MOOS Project Viewer and Seavus Project Viewer. These tools enable team members to review project schedules without editing capabilities.

What Other Microsoft Project Management Tools Are There?

In addition to Microsoft Project, Microsoft offers other project management tools.

• Microsoft Planner: A simple kanban-based task management tool for teams.
• Microsoft To Do: A personal task management app for individual productivity.
• Microsoft Lists: A tool for tracking tasks, inventory and workflows.
• Azure DevOps: A solution for software development project management.

What Is the Latest Edition of Microsoft Project?

The latest version of Microsoft Project is Microsoft Project 2021 for on-premises users and Microsoft Project for the Web for cloud-based users. Microsoft continuously updates the cloud-based version, adding new features and enhancements over time.

Why ProjectManager Is Better Than Microsoft Project

Microsoft Project is a giant in the project management software space, but it’s a Samson waiting for a Goliath to take it down. That’s because the software is overly complex and expensive. Its plans are confusing, and it lacks collaboration features, to name just a few of its weaknesses. It has completely shut out Apple users and only offers byzantine workarounds for them to access MS Project files. Why not use a project management tool that’s less of a financial burden, more user-friendly and open to all users?

That flexible alternative is ProjectManager, award-winning project and portfolio management software with multiple project views that allow project managers and their teams to work on Gantt charts, kanban boards, sheet, list and calendar views online, no matter their operating system. Plus, there’s a mobile app to access the software anywhere and at any time.

Manage Resources to Keep Teams Productive

While our Gantt charts schedule resources, when using our easier onboarding, project managers can set team availability, including PTO, vacation and global holidays, which streamlines making task assignments. To check on resource allocation across all projects, visit the color-coded workload page to see who is overallocated or underutilized.

Project managers can then balance their team’s workload without leaving the chart. There’s also a team page that shows their daily or weekly activities. It can be filtered by progress and priority. Tasks can also be updated from this view.

Monitor Costs, Progress and More on Real-Time Dashboards and Reports

Unlike other project management software, there’s no time-consuming or complicated setup to view our project or portfolio dashboards. Toggle to the dashboard for a high-level, real-time overview of time, tasks, costs, workload and more displayed on easy-to-read graphs and charts. When more detail is needed, use our reporting tools.

Generate reports on project, program or portfolio status, variance, timesheets, workload and more and filter them to focus on specific data points or a general summary of progress. Then, share the reports with stakeholders to keep them updated. Even our secure timesheets help keep track of the budget by monitoring labor costs.

ProjectManager is online project and portfolio management software that, unlike Microsoft Project, connects teams whether they’re in the office or on the job site. They can share files, comment at the task level and stay updated with email and in-app notifications, whether they’re using a PC, Mac or mobile device. Join teams at Avis, Nestle and Siemens who use our software to deliver successful projects. Get started with ProjectManager today for free.