Project management isn’t just a job title anymore — it’s something most people do every day, whether they realise it or not. From engineers and marketers to sales teams and customer service leads, everyone is responsible for juggling tasks, deadlines, and collaboration.
In today’s tech-driven workplaces, staying organised isn’t a nice-to-have — it’s how work gets done. But while project management has become essential, most people are left to figure it out without formal tools or training.
That’s where Microsoft 365 quietly shines.
If your organisation already uses Microsoft 365, you might be sitting on one of the most versatile (and underrated) toolkits for managing projects — without needing to buy anything new.
So, which tools should you actually use?
What Makes a Good Project Management Tool Microsoft 365?
Before exploring the specific tools, it helps to understand what we’re actually looking for. Project management today isn’t always about Gantt charts or complex methodologies — often, it’s about keeping track of moving parts and helping people stay aligned.
Within Microsoft 365, the best tools for managing projects share a few key traits:
- Simple setup – You shouldn’t need a PMO team just to get started.
- Clear task visibility – Who’s doing what, and when is it due?
- Collaboration built-in – Comments, updates, file sharing, and chat — all in one place.
- Integration across apps – Tasks that connect with your calendar, inbox, and chat tools.
Microsoft doesn’t offer just one app that does all of this — instead, it gives you a toolkit. The trick is knowing which combination of tools to use based on the type of project you’re managing.
Let’s break down what’s available and when to use each one.
The Top Microsoft 365 Project Management Tools (Ranked by Use Case)
Microsoft 365 doesn’t have one project management tool — it has several, each suited to a different kind of project. Here’s a breakdown of the key tools, when to use them, and what they’re best for.
1. Microsoft Planner – Best for Team Task Management
Planner is ideal for teams that want a clear, visual way to organise tasks. Think of it as Microsoft’s answer to Trello or Asana — but already built into your Microsoft 365 account.
You can:
- Create boards for projects
- Break tasks into buckets (like “To Do”, “In Progress”, “Done”)
- Assign tasks to team members
- Set due dates and track progress
It’s simple to use and works seamlessly inside Microsoft Teams, which means updates and conversations happen in the same place you’re already working.
Best for: Marketing teams, product launches, operations teams — anywhere collaboration matters.
2. Microsoft Project – Best for Complex Project Planning
This is Microsoft’s heavyweight tool for when you need serious structure — timelines, dependencies, budgets, and reporting. It’s especially useful for traditional project managers or technical teams managing large-scale or long-term projects.
Microsoft Project supports:
- Gantt charts and timelines
- Work breakdown structures
- Task dependencies
- Resource and cost management
It’s more powerful, but also more complex — best used when your project needs detailed planning and reporting.
Best for: Engineering teams, product development, construction, or IT project management.
3. Microsoft To Do – Best for Personal Task Lists
Sometimes, you don’t need a full board or timeline — just a simple, reliable way to keep track of what you have to do.
Microsoft To Do is perfect for:
- Personal task lists
- Daily planning
- Syncing across devices
- Flagging emails as tasks from Outlook
You can also share lists with teammates, making it great for informal collaboration.
Best for: Individual productivity, personal workstreams, or side projects.
4. Microsoft Teams – Best for Real-Time Collaboration on Projects
Teams is more than just a chat app. When used right, it becomes the central hub where your project work happens.
How Teams supports project management:
- Chat and video calls for updates
- Integration with Planner (you can pin task boards inside Teams)
- File sharing and live document editing
- Task reminders and meeting notes
When combined with Planner and To Do, Teams makes project work visible and trackable — without leaving the conversation.
Best for: Cross-functional teams, remote collaboration, ongoing project discussions.
5. SharePoint – Best for Project Portals and Document Management
If your project has lots of documentation, approvals, or needs a central home, SharePoint is your tool. You can create project sites to house all your files, tasks, timelines, and updates — customised to how your team works.
You can:
- Build project dashboards
- Store and manage documents
- Automate approvals and workflows
- Integrate with Microsoft Project or Power Automate
It’s particularly useful for larger organisations or projects that need formal structure and visibility.
Best for: PMOs, enterprise teams, or regulated industries.
So… Does Microsoft 365 Have a Project Management Tool?
Not exactly — it has a project management system, made up of different tools. Used together, they can cover almost any type of project. But that flexibility can also be confusing. With no single interface or workflow, teams often don’t use the tools to their full potential.
Bring It All Together with SharePortals
If you’ve ever found yourself stitching together tasks in Teams, files in SharePoint, and updates in email — SharePortals was built for you.
SharePortals is a solution built on top of Microsoft 365 that gives teams pre-configured project management environments. Whether you’re managing client onboarding, internal operations, or shared workflows across departments, SharePortals helps you:
- Create structured project spaces in a few clicks
- Assign tasks, track progress, and manage documents in one place
- Keep everything inside Microsoft 365 — no switching platforms
It’s ideal for businesses that want the power of Microsoft’s tools, but without the setup headache.
Want to see how it works? Book a demo with SharePortals and discover how to turn Microsoft 365 into a fully functioning project management platform — tailored to your team.