Microsoft Project Pros & Cons 2022 | Project-Management (2023)’s Top 3 Software Recommendations

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Microsoft Project Pros & Cons 2022 | Project-Management (4)

The re-imagined Microsoft Project is a simple yet powerful project management tool that enables teams to tackle projects of all sizes. A more intuitive MS Project allows any user to plan a project, create a task, monitor progress, and report its status as often as needed. Here we take a closer look at Microsoft Project pros and cons to help customers decide.

Table of Contents

  • What Is Microsoft Project?
  • Is Microsoft Project Included in Microsoft 365?
  • Microsoft Project Uses
  • Pros or Advantages of Microsoft Project
  • Cons or Disadvantages of Microsoft Project
  • Is Microsoft Project Right for You?
  • Top 3 Microsoft Project Alternative Software

What Is Microsoft Project?

Microsoft Project is a work and project management software that enables professionals to manage projects and changing requirements of their day-to-day jobs. The new MS Project is a simpler tool for anyone to use and flexible for any project type and size. From small business to enterprise users, it helps in project planning and promoting project visibility across the organization.

MS Project offers an intuitive interface that allows users to switch between grids, boards, and Gantt charts to track task progress. It integrates with Microsoft Teams to support collaboration and let team members share files, chat, and hold meetings. Distributed team members can edit a task simultaneously. Automated scheduling based on effort, duration, and resources helps teams stay on track.

(Video) Microsoft Project introduction and roadmap

Built on the Power Platform, users can create interactive dashboards in Power BI to visualize important components of each project. They can also get the big-picture view of all projects across the organization with a new Roadmap feature.

MS Project offers cloud-based solutions and on-premise solutions. For cloud-based solutions, it offer the following applications to help teams and companies meet its work and project management needs:

Project for the web – (or simply Project) includes Project Home, Roadmap, and an intuitive, web-based interface to help informal project managers plan and manage work.

Project Online – a flexible software for project portfolio management and everyday work, including planning, prioritizing, and managing projects and project portfolio investments.

Project Online Desktop Client – a project management program with automated scheduling, project resource management, and built-in reporting that teams can use as standalone or connect to Microsoft Project Online.

MS Project cloud solutions are available as Project Plan 1, 3, and 5. Microsoft Project Plan 1 includes different work views, collaboration, timesheet submission, and other core project management features like planning, scheduling, and reporting. The Project Plan 3 and Project Plan 5 include more advanced Microsoft tools like Roadmap, portfolio management, additional desktop clients, demand management, and other enterprise tools.

On-premise solutions include the latest versions of Project Standard and Project Professional for users who do not need collaboration tools. Also available as an on-premise solution is Microsoft Project Server for project portfolio management and everyday work and project management.

(Video) Why MSP? | Microsoft Project Advantages (2022)

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Is Microsoft Project Included in Microsoft 365?

Microsoft Project is not included with any Microsoft 365 plan but users can add the service. Microsoft 365 Business and Enterprise plans can include web, mobile, and desktop versions of Microsoft Planner and other apps and services in the Microsoft ecosystem but it does not include MS Project Online by default. However, MS Project does have built-in connections to MS Teams and Microsoft Office.

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Microsoft Project Uses

Since its initial release in 1984, MS Project has and continues to undergo improvements and enhancements to become an important Microsoft product used in several situations, including:

Project Management

Microsoft Project software comes with familiar scheduling tools where users can list tasks, assign them to team members, and set details such as duration and due date. It includes different views like grid view, board view, and timeline/Gantt chart view where project managers can oversee schedules. Built ready for collaboration, it allows co-authoring so project teams can work together with other stakeholders to edit and update task lists, project schedules, task dependencies, and priorities. Teams can use it also for timesheet submission as it captures project and non-project time and link it to payroll or invoicing.

Portfolio Management

MS Project allows users to manage multiple projects and programs of a company and provide information as to which initiatives should have priority. Modern features such as business intelligence can model different scenarios and help organizations determine the best path and the higher value. It has features to help evaluate and weigh project proposals against business goals and drivers. Companies can also use Microsoft Project management software for demand management as a tool to capture ideas across departments and check them against a standard process.

Resource Management

MS Project lets teams forecast resource needs, predict bottlenecks early, manage utilization, and ensure timely project delivery. Users can define the project team, know when to request resources for the project, and assign tasks to resources. Additionally, they can view and compare resource utilization across projects. Pre-built reports can help them track progress on resources and also on projects, programs, and portfolios.

(Video) Microsoft Project Review

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Pros or Advantages of Microsoft Project


MS Project integrates with the ubiquitous Microsoft 365 Office suite. The project management software also works seamlessly with Microsoft Teams, Skype, Power BI, and Microsoft SharePoint, with easier integration to Azure and other Microsoft platforms. The ribbon interface is similar to various Microsoft products like Microsoft Excel.


Microsoft Project software is a pioneer among project management tools. Commercially released in 1984, it is a stable software that continually gets enhanced for more relevant features that suit the needs of its users.

Customer Support

Microsoft as a reputable software company provides reliable support to its users. Partners, consultants, and third party support services are available for this software.


MS Project management software is flexible enough for other purposes such as roadmapping or financial management. The deployment options as on-premise or cloud-based solution also provides teams and companies more choices to fit particular user requirements.

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Cons or Disadvantages of Microsoft Project

Requires Training

MS Project has become more intuitive over the years but among its cons is that it can still be overwhelming to new users. When people are thrust into project management jobs out of necessity, MS Project software will require new users to spend time training to avoid getting lost in the details and miss big-picture goals.

(Video) Project Online vs Microsoft Project for the web

Cost Constraints

Microsoft Project management software is available as an on-premise or cloud-based solution. It can be prohibitive for small businesses to purchase many licenses for an on-premise solution, which limits the collaboration capability of the team. Sharing of information and updates in real-time with clients and stakeholders will be an issue, too. In comparison, the cloud-based versions are not exact products of the on-premise software, which can result in compatibility issues.

File Compatibility Issues

MS Project saves files in a proprietary format, so PCs that do not use the same program cannot open them. When a project manager needs to send files to clients and other stakeholders, the recipient should be able to open the files with a compatible program or else perform an extra step of creating compatible formats or printouts.

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Is Microsoft Project Right for You?

In the project management industry, newer applications have based their innovations on MS Project features as well as its limitations. In this Microsoft Project review, we see that the company continues to rely on customers to help shape the direction of its future releases. Going forward, the company states that all innovation will occur in Project for the web but Project Online subscriptions are not going away yet. They aim to help users understand the new Microsoft Project offerings, when, and how it will best support users’ business needs so they can start planning their transition.

Read more: What’s New in Microsoft Project Professional 2019?

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(Video) Microsoft Project: Features, Comparison & More | 365 Tools

Top 3 Microsoft Project Alternative Software


What are the cons of Microsoft Project? ›

Unfortunately, MS Project doesn't offer real time updates without integrations. Additionally, the standard software is only available for purchase and download on Windows PC. MS Project offers a few varying tiers for their software. Unfortunately, all of them a quite pricey.

Does anyone use MS Project anymore? ›

Yet Microsoft Project is still the world's most popular Project Management software. During the intervening years, many Project Management solutions have appeared on the market. But MS Project has stayed the first choice of many companies of all sizes.

Is Microsoft project being discontinued? ›

Your Project Online subscriptions are not going away. All the new capabilities available through Project for the web will be available to you through your existing Project Online subscriptions.

What is the advantage of using MS Project? ›

Microsoft Projects Keeps Your Projects on Time

It lets everyone see what needs to happen to get the project done. You can set start and finish dates and durations, assign team members to tasks and establish task dependencies. Plus, there are different views, including a task grid, Kanban board and timeline.


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