Microsoft Project Online service description
Project Online is a flexible online solution for Project Portfolio Management (PPM) and everyday work. Project Online provides powerful project management capabilities for planning, prioritizing, and managing projects and project portfolio investments—from almost anywhere on almost any device. Project Online can be used by administrators, portfolio managers and viewers, project and resource managers, and team leads and members. Project Online is built on the SharePoint platform, and it stores data in the SharePoint data store.
Project Online is available through two subscriptions: Project Plan 3 and Project Plan 5. For more information on subscriptions that enable users for Project Online, see Compare Project Management Solutions and Costs | Microsoft Project.
Team member access is available through Project Online Essentials and Project Plan 1. Find more information on team members here.
Project Online Essentials does not include Project for the web. Project Plan 1 includes both Project for the web and Project Online Essentials.
The following table lists the major Project Online features available across plans. Features listed in this section and in Project Online features interact only with data in the Project Online SharePoint data store. This table may change without notice (certain caveats apply). For more information, see the footnotes.
|Feature||Project Plan 3||Project Plan 5|
|Project, task, and time management||Yes||Yes|
|Alerts and reminders1||Yes||Yes|
|Issue and risk management||Yes||Yes|
|Non-working time setup||No||Yes|
|External team members4||Yes||Yes|
|Project request approval workflow setup||No||Yes|
|Project request forms creation||No||Yes|
|Resource, program, and portfolio management|
|Project costing and budgeting||Yes||Yes|
|Project team setup||Yes||Yes|
|Resource capacity views||Yes||Yes|
|Resource engagements (bookings)||Yes6||Yes7|
|Resource capacity planning||No||Yes|
|Portfolio analysis and prioritization||No||Yes|
|Work, generic, and material resources||Yes||Yes|
|Dashboards and portals||Yes||Yes|
|Customization and integration|
|Microsoft 365 integration1||Yes||Yes|
|Microsoft Planner integration1||Yes||Yes|
|Security, user, and service management|
|Active Directory integration5||Yes||Yes|
1 Requires an Office or Microsoft 365 commercial subscription.
2 Azure Boards acquired separately.
3 Reporting for Project Online using Power BI requires a Power BI license.
4 Project Online licensing for external users follows the same policy as that for internal users. Any interaction on a Project Online site requires a Project Plan 3 or Project Plan 5 subscription.
5 Active Directory requires a separate subscription.
6 Users with a Project Plan 3 or Project Plan 5 subscription can submit resource engagement requests. They cannot review, fulfill, or approve resource engagement requests.
7 Users with a Project Plan 5 subscription can review, fulfill, and approve resource engagement requests.
8 Building and using separate Power Apps beyond the out-of-the-box Project application that access Project for the web or Project Online customer data requires a separate Power Apps subscription.
9 Power Automate use within Project is limited to the context of the Project application. What this means is that for both triggers and actions, flow entitlements included with Project can:
- Connect to any data source within the use rights of the Project application:
- Data sources available via standard connectors
- Project data via the Microsoft Dataverse connector
- Be triggered directly from within the Project application (via built-in trigger/action)
If the flow is isolated and has nothing to do with the Project application, then a platform license will need to be purchased.
To stay informed of upcoming changes, including new and changed features, planned maintenance, or other important announcements, visit the Message Center. For more information, see Message center.
For licensing terms and conditions for products and services purchased through Microsoft Commercial Volume Licensing Programs, see the Product Terms site.
- Any interaction on a Project Online site requires at least a Project Plan 3 or Project Plan 5 subscription within the tenant.
- For Project Online trial subscriptions, your trial instances will be deleted 30 days after your trial period ends.
For more information about Project Online, check out the following resources:
Use of SharePoint Online
Project Online requires the use of SharePoint Online, which is provisioned as part of Project Online. Rights to the SharePoint Online functionality provided with Project Plan 3 or Project Plan 5 subscriptions are limited to storing and accessing data to support Project Online.
Using Project for the web and Project Online together
Although Project for the web and Project Online are separate applications, you can use them side by side. You can see all your projects from both applications in Project Home. You can use the Project Roadmap capability to build roadmaps that include projects from both applications. And you can use Power BI and the Project for the web Power BI content pack to gain insights into projects and resources across the two applications.3
Going forward, Microsoft will focus on Project for the web innovations. However, you can continue using Project Online with confidence as it will continue to receive key performance and security improvements.
Data backup and retention
Project Online has the same data backup and retention policy as Office 365. For details, see Data Retention, deletion, and destruction in Microsoft 365.
To learn more about data encryption in Project Online see Data Encryption in OneDrive for Business and SharePoint Online - Microsoft 365 Compliance | Microsoft Docs
Project Online boundaries and limitations
Project Online has some limitations. For more information, see Project Online: software boundaries and limits.
Team member functionality
Team member functionality for Project Online is available through a Project Online Essentials or Project Plan 1 subscription. Project Online Essentials is a team member add-on subscription for customers who have Project Plan 3 or Project Plan 5 Project Online Essentials. Project Plan 1 subscriptions give team members a web interface to perform task and time updates to projects managed in Project Online.
Team members with Project Online Essentials or Project Plan 1 subscriptions can perform the following Project Online functions:
- Use a web-based interface
- Update tasks, issues, and risks
- Submit timesheets
- Share documents and collaborate with Microsoft Teams or Skype for Business users