Best Microsoft Planner alternatives for team project management (2026)

Microsoft Planner is bundled with Microsoft 365, which is exactly why most teams use it and why most teams eventually look for something else. It's deliberately simple — buckets, tasks, basic charts — and it works fine for small departmental work, but the moment you need cross-project visibility, real reporting, time tracking, or a Gantt-style timeline, Planner stops being enough. The "free with M365" appeal also stops being decisive once you realize most alternatives have free or cheap tiers too.

Two paths from here. Stay inside the Microsoft ecosystem with Microsoft Project (the heavyweight upgrade) or go to a tool that integrates well with Teams and Outlook without forcing you onto the Microsoft Project UI — Breeze, Asana, ClickUp, Wrike, Monday.com, and Smartsheet all fit that case. ProjectManager and Jira appear here for teams whose Planner use was already a stretch (engineering or PM-heavy work). Trello, Basecamp, and Todoist are honest options if you actually wanted Planner to be even simpler than it is.

Disclosure: Breeze publishes this comparison. We're not a Microsoft 365 native — we integrate but we're not bundled, so the "already paid for" math that drove you to Planner doesn't apply to us. If staying inside M365's bill is the priority, Microsoft Project is the more honest upgrade path. Read with that in mind.

How we chose these tools

We sorted candidates by whether keeping the workflow inside Microsoft 365 is a hard constraint. Ranking criteria:

• Cross-plan reporting — the ability to see late items across all your plans, not just inside one.
• Native timeline view — a Gantt-style scheduling option that doesn't require pasting from Excel.
• Native time tracking — built-in rather than bolt-on, since most teams that outgrow Planner needed this.
• Microsoft ecosystem fit — Teams, Outlook, and SharePoint integration depth, since you're likely staying in M365 either way.

Pricing and feature claims verified against vendor sites on April 30, 2026. Microsoft renames and bundles its planning products often (Planner, To Do, Project, Project for the Web); the names may shift again before this article's next update.

Contents

• How we chose these tools
• Why teams look for Microsoft Planner alternatives
• What to look for in an Microsoft Planner replacement
• Best Microsoft Planner alternatives
• Comparison table
• Which alternative should you choose
• FAQ

Why teams look for Microsoft Planner alternatives

The Planner-specific reasons we hear most:

• No real reporting — the built-in charts answer "what's done in this plan" but not "what's late across all plans."
• No timeline or Gantt view; planning anything with dependencies happens in Excel and gets pasted in.
• No native time tracking, even basic.
• Cross-plan rollup is awkward; you can't easily see "all my tasks across all plans" without third-party tools.
• Permissions and guest access are tied to the Microsoft 365 group model, which is restrictive when you have external collaborators.

What to look for in a Microsoft Planner replacement

The features that matter, given what Planner is missing:

• Reporting that aggregates across projects without manual setup.
• A timeline or Gantt view that doesn't require a separate tool.
• Native time tracking, since most teams who outgrow Planner needed this all along.
• Easier guest and external collaborator access, ideally without group membership gymnastics.
• Decent integration with Teams, Outlook, and SharePoint — you're probably staying in the Microsoft ecosystem either way.

Best Microsoft Planner alternatives

The tools below cover a range of team project management needs, from simple task boards to more structured workflows, reporting, and planning.

• Breeze
• Microsoft Project
• Trello
• Asana
• ClickUp
• Wrike
• Monday.com
• Smartsheet
• ProjectManager

Breeze

Best for: teams that want simple project management.

Breeze is a straightforward project management platform built around clear ownership, simple workflows, and fast team collaboration. If Microsoft Planner no longer fits the way your team works, Breeze gives you a cleaner way to manage tasks, deadlines, comments, time, and reporting in one place.

Key features

• Visual project boards that keep work easy to scan.
• Task ownership, deadlines, and comments in one view.
• Built-in time tracking and workload visibility.
• Reporting that helps teams stay on top of delivery.
• Simple setup that is easy for non-technical teams to adopt.

Best for: small teams, agencies, marketing teams, and organizations that want simple project management.

Pricing: Simple pricing at $10 per user per month, with all features included. You can save 10% with a yearly plan

Rating: 4.4/5 on Capterra

If you want a closer side-by-side view, compare Breeze with Breeze vs Trello, Breeze vs Asana, Breeze vs ClickUp, and Breeze vs Wrike.

What users say about Breeze

The free onboarding and training helped us get started quickly. Breeze feels like it was made for small teams intuitive, helpful and powerful. We especially love the answer reuse feature and the automated suggestions that save time and reduce errors

Source: G2

Microsoft Project

Best for: teams that need traditional project planning.

Microsoft Project is the classic project management solution for organizations that need advanced scheduling, resource management, and reporting. It is more powerful than Microsoft Planner, supporting Gantt charts, dependencies, and portfolio management. However, it comes with a steeper learning curve and is best for teams that need detailed planning and reporting rather than simple task tracking.

Pricing: Starts at $10 per user per month for Project Plan 1; advanced plans cost more

Rating: 4.4/5 on Capterra

Where Microsoft Project fits

• PMP-style project managers with critical path, baselines, and resource leveling
• Organizations standardized on Microsoft 365 with existing licensing
• Programs needing formal Gantt-driven planning across multiple projects
• Project portfolios with cross-project dependencies and milestones

Where Microsoft Project isn't the right fit: Smaller teams that don't run formal PMP-style plans, or teams that want web-first cross-platform access without the desktop/web feature gap.

Teams considering Microsoft Project alternatives often also want a direct side-by-side view, and Asana vs Microsoft Project covers that comparison.

What users say about Microsoft Project

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.

Source: G2

Trello

Best for: teams that prefer visual kanban boards.

Trello is a popular Kanban-based project management tool known for its simplicity and visual boards. It is easy to get started and is ideal for individuals or small teams who want a lightweight way to track tasks. Compared to Microsoft Planner, Trello offers more flexibility in how boards are set up, but advanced features like reporting and time tracking require Power-Ups (add-ons).

Pricing: Free for basic use; paid plans start at $5 per user per month

Rating: 4.5/5 on Capterra

Where Trello fits

• Small teams that think in cards and don't need cross-board reporting
• Single-board projects with a simple to-do / in-progress / done flow
• Quick onboarding for non-technical team members and contractors
• Use cases where Power-Ups cover the missing features one at a time

Where Trello isn't the right fit: Teams past about 10 people, anyone needing cross-board rollup, or workflows with hierarchical project structures.

Teams considering Trello alternatives often also want a direct side-by-side view, and Breeze vs Trello covers that comparison.

What users say about Trello

User friendly. By using board, cards and lists we can get clear picture of our work. We can see the pending, overdue and the completed tasks. Collaborate with others for assigning tasks, tag team members. We can add labels, personal to do list, Calanders, add labels to each activity, can create checklist for each activity. Trello helps turns chaos into clarity. Using Trello on a daily basis. Ease of integration-Trello is very easy to integrate with Gmail and other tools. Ease of implementation-easy to implement. We can create an account and start using it without any other technical skills. No technical proficiency is needed to use Trello.

Source: G2

Asana

Best for: teams that need structured workflows.

Asana is a flexible project management platform with multiple views (list, board, timeline), automation, and deep integrations. It is more structured than Microsoft Planner and supports complex workflows, making it suitable for teams that need to organize work across multiple projects and departments.

Pricing: Basic plan is free; Premium starts at $10.99 per user per month

Rating: 4.5/5 on Capterra

Where Asana fits

• Cross-functional teams that genuinely use Goals and Portfolios for cross-project rollup reporting
• Mid-sized to large organizations (50+ users) where the per-seat math pays back
• Teams that lean on Forms, Rules, and Workflow Bundles for automation
• A free tier with growth runway as the team scales

Where Asana isn't the right fit: Tiny teams (under 5 people) where the depth is overhead, or engineering teams that need real issue tracking — Jira fits better.

Teams considering Asana alternatives often also want a direct side-by-side view, and Breeze vs Asana covers that comparison.

What users say about Asana

Clarity and transparency across teams: Everyone knows what they’re responsible for and when it’s due. Long-term information retention: Even after years, we can go back and reference old tasks, decisions, or projects. Customizable workflows: We’ve tailored Asana to suit different teams and departments without needing separate tools. Remote-friendly collaboration: Asana keeps our globally distributed team aligned, regardless of time zones. Consistent improvements: New features are thoughtfully introduced without disrupting existing workflows.

Source: G2

ClickUp

Best for: teams that want a customizable all-in-one workspace.

ClickUp is a highly flexible project management tool with a broad set of features, including time tracking, docs, mind maps, and automation. It offers more customization than Microsoft Planner and is designed to replace multiple productivity tools with one platform, though it can feel overwhelming at first.

Pricing: Free for personal use; paid plans start at $7 per user per month

Rating: 4.7/5 on Capterra

Where ClickUp fits

• Teams with a willing admin to own custom statuses, fields, and ClickApps
• Organizations that want one tool to replace several
• Teams that genuinely use multiple views per project (board, list, Gantt, calendar)
• Mid-sized teams with diverse workflows and per-team customization

Where ClickUp isn't the right fit: Teams that want a tool that works on day one without configuration, or organizations without dedicated PM-admin ownership.

Teams considering ClickUp alternatives often also want a direct side-by-side view, and Breeze vs ClickUp covers that comparison.

What users say about ClickUp

Clickup has multiple features related to organising different types of tasks, it also helps in assigning work and creating deadlines so that all the day to day work can be completed on time. The software helps us in checking the current status of different on going projects of our company and it also keep track record of our teams overall performance so that we can decide their final KPI.

Source: G2

Wrike

Best for: teams that need reporting and cross-project visibility.

Wrike is a project management and collaboration platform with dashboards, workload views, and advanced reporting. It is suited for teams that need visibility across multiple projects and want to automate workflows. Compared to Microsoft Planner, Wrike offers more depth and customization, but requires thoughtful setup to keep things simple.

Pricing: Free plan available; paid plans start at $9.80 per user per month

Rating: 4.3/5 on Capterra

Where Wrike fits

• Teams of 25+ that genuinely use Blueprints, Custom Item Types, and approval workflows
• Creative ops on the Wrike for Marketers/Creative tier
• Cross-functional enterprises with structured approval flows and request forms
• Organizations with dedicated PM-admin ownership for the configuration

Where Wrike isn't the right fit: Small teams (under 15 people) where the configuration overhead doesn't pay back.

Teams considering Wrike alternatives often also want a direct side-by-side view, and Breeze vs Wrike covers that comparison.

What users say about Wrike

I love the new table view aggregation and the customizable calculations for sub-items. Ask AI is another timely and relevant feature that makes for more productive workflows. The field level access rights for databases improves security vulnerability. They also added new and useful filters to be used.

Source: G2

Monday.com

Best for: teams that want visual project tracking.

Monday.com is a flexible work operating system with customizable boards, automations, and integrations. It is more powerful than Microsoft Planner, supporting a wide range of workflows and reporting, but can get complex as workspaces grow.

Pricing: Starts at $8 per user per month (billed annually)

Rating: 4.6/5 on Capterra

Where Monday.com fits

• Teams that lean visual and prefer colorful boards as the primary view
• Mid-sized organizations (5–50 users) with budget for the Pro tier or above
• Workflows that benefit from no-code automation and dashboard-style reporting
• Teams standardizing on a visual work-OS rather than task-list tools

Where Monday.com isn't the right fit: Very small teams (the 3-user minimum is a tax), or anyone wanting pricing without forced tier jumps as the team grows.

Teams considering Monday.com alternatives often also want a direct side-by-side view, and Breeze vs Monday.com covers that comparison.

What users say about Monday.com

The best part about Monday.com is the flexibility to set up your boards and dashboards how you want. It's truly served me so well in my role with project management in tracking, updating, and more! I also have loved using the automations to move items once they're completed, notify teammates on changes, and send emails with status updates. Oh, it also helps that the colors are fun AND there are LLAMAS!

Source: G2

Smartsheet

Best for: teams that prefer spreadsheet-style project planning.

Smartsheet combines the familiarity of spreadsheets with advanced project management features like Gantt charts, automation, and reporting. It is a good alternative for teams that want more control and customization than Microsoft Planner provides.

Pricing: Starts at $7 per user per month (billed annually)

Rating: 4.5/5 on Capterra

Where Smartsheet fits

• Teams that already think in spreadsheets and want PM features layered on rows and columns
• Portfolio reporting and resource management at enterprise scale
• Cross-functional finance and PMO work with formula-heavy planning
• Brandfolder-integrated creative ops for studios that already use the DAM

Where Smartsheet isn't the right fit: Designers and creative-led teams who think visually rather than in rows, or smaller teams where the spreadsheet UX is overkill.

What users say about Smartsheet

Being able to plan, collaborate and track all of our content across all of our channels with a variety of ways to filter and view that content.

Source: G2

ProjectManager

Best for: teams that want classic project dashboards.

ProjectManager is a project management platform with Gantt charts, resource management, and built-in time tracking. It offers a more traditional project management experience compared to the lightweight task tracking of Microsoft Planner.

Pricing: Starts at $13 per user per month

Rating: 4.1/5 on Capterra

Where ProjectManager fits

• Mid-sized organizations needing Gantt-led planning with workload management
• Teams that want PMI-flavored tools without Microsoft Project's Windows-only complexity
• Cross-platform web access with multi-project portfolio support

Where ProjectManager isn't the right fit: Small teams, or anyone wanting a lighter, more modern UX.

What users say about ProjectManager

The user interface is simple to use and easy to communicate to others. It has a great team environment to get adherance to the usual project management activities. It has a dashboard and report that can be easily used so can be powerful for managing projects.

Source: G2

Microsoft Planner alternatives comparison

Which Microsoft Planner alternative should you choose?

• Choose Breeze if you want simple project management.
• Choose Microsoft Project if your team needs traditional project planning.
• Choose Trello if teams that prefer visual kanban boards.
• Choose Asana if your team needs structured workflows.
• Choose ClickUp if you want a customizable all-in-one workspace.
• Choose Wrike if your team needs reporting and cross-project visibility.
• Choose Monday.com if you want visual project tracking.
• Choose Smartsheet if teams that prefer spreadsheet-style project planning.
• Choose ProjectManager if you want classic project dashboards.

FAQ

What is the best alternative to Microsoft Planner?

The best alternative depends on your team workflow. Tools like Breeze, Microsoft Project, Trello, and Asana provide similar project management features with different levels of complexity.

Why are teams switching from Microsoft Planner?

Teams usually look for alternatives when they want simpler project management, better pricing, clearer project visibility, or tools that fit their workflow better.

What tool is most similar to Microsoft Planner?

The closest match depends on what your team values most, but tools like Breeze and Microsoft Project often cover similar task management and collaboration needs.

Conclusion

The cleanest framing: Planner is a feature of Microsoft 365, not a project management product. The question isn't "which tool is best" but "do you want to keep your PM tool inside the M365 bill or not." If yes, Microsoft Project is the upgrade path Microsoft expects you to take. If you're open to a separate vendor, the tradeoff is paying for one tool you'll actually use vs. continuing to pay for one bundled in that doesn't fit.

Most teams we hear from leave Planner specifically because reporting and timeline planning aren't there. Breeze, Asana, ClickUp, and Wrike all add those without the Microsoft Project learning curve. If staying in M365 is non-negotiable, Microsoft Project or Smartsheet (which integrates well) are the more honest answer than picking a non-Microsoft tool. Microsoft Project alternatives covers the next layer up.