You’ve probably heard rumors. Now it’s official Microsoft Project Online retirement happens September 30, 2026. After that date, you can’t access your projects. No data recovery. No extensions. Microsoft announced this on September 5, 2025, giving organizations just over a year to act.
If you’re reading this, you’re likely managing critical projects in Project Online right now. Maybe you’re a PMO leader with hundreds of projects. Or an IT director wondering about budget impacts. Perhaps you’re a project manager worried about losing years of data.
Here’s what you need to know and what you need to do.
The timeline that can't be ignored
These dates aren’t suggestions. They’re deadlines:
October 1, 2025 – Microsoft stops selling Project Online to new customers. If you’re not already in, you can’t get in.
April 2026 – Existing customers can’t create new Project Online tenants. You’re locked with what you have.
September 30, 2026 – Complete shutdown. Your projects vanish. Microsoft’s been clear: “After Project Online is retired in September 2026, you will no longer be able to access your projects or any associated data within the service.”
That’s 12 months from now. For enterprise migrations, that’s not much time.
Why Microsoft's pulling the plug
Let’s be honest this isn’t about improving your experience. It’s about Microsoft’s bottom line and technical debt.
Microsoft Project Online has been running on SharePoint architecture from 2013. That foundation can’t support the AI features Microsoft’s betting on. The new Project Manager agent needs modern infrastructure that Project Online can’t provide.
Plus, SharePoint workflow tools that Project Online depends on are also retiring in 2026. Rather than rebuild, Microsoft’s consolidating everything into Planner.
George Bullock from Microsoft explained: “Project Online has served organizations well, but its legacy architecture limits innovation and integration that enhance today’s collaborative work environments.”
Translation: They can’t add Copilot features to old code, so they’re forcing everyone to newer platforms.
What's actually safe (and what's not)
Let’s clear up confusion about what’s affected:
Still working after September 2026:
- Project desktop (Standard and Professional 2024)
- Project Server Subscription Edition
- Planner (all versions)
- Microsoft To Do
- Your existing .mpp files saved locally
Dead after September 2026:
- Project Online cloud service
- All projects stored in Project Online
- Project Online integrations
- Custom workflows built for Project Online
- Historical data in Project Online
Migration pathways for Project Online users
Option 1: Migrate to Microsoft Planner with Power Platform
Microsoft Planner now consolidates Project for the web, Planner in Microsoft 365, and To Do, offering unified experience for task and project management. Premium features available through Planner and Project Plan 3/5 include:
- Portfolios, baselines, dependencies, and gantt charts
- Workflow automation via Power Automate
- AI-powered Project Manager agent for Copilot users
Planner is built on Microsoft Power Platform and Dataverse, enabling contextualized project management tailored to organizational needs. This makes it a compelling option for Project Online users seeking a modern, scalable solution.
Option 2: Microsoft Project server subscription edition
For organizations requiring advanced PPM capabilities or a similar match to Project Online’s feature set, Project server subscription Edition offers:
- Comprehensive planning and scheduling
- Resource management
- Built on SharePoint Server technology
Advaiya’s AppSource offerings for Planner
To address feature gaps in Planner, Advaiya has developed purpose-built solutions available on Microsoft AppSource:
- Project Changes Tracker: Allows users to track and record changes in both project metadata and schedules over time to overcome the baseline limits of Planner.
- Project Progress Tracker: Enables tracking of project progress on diverse measures whether it be hours, %complete or custom unit of measures.
These solutions extend Planner’s capabilities, ensuring continuity for Project Online users transitioning to modern platforms.
Advaiya’s implementation expertise
Advaiya has successfully implemented Project for the Web across diverse environments, integrating CRM, SharePoint, and Power BI for:
- Project initiation and approval workflows
- Deliverables and billing milestone tracking
- Daily progress reporting via Power Apps
Advaiya’s PPM accelerator also supports migration automation, eliminating manual intervention and enhancing delivery quality
For organizations planning their transition, Advaiya offers tailored consulting, migration tools, and implementation support to ensure a seamless shift from Project Online to modern Microsoft platforms.
Your three migration paths analyzed
You have options. Each has trade-offs. Here’s the reality of each path.
Path 1: Migrate to Planner (Microsoft's preferred route)
What it is: Planner combines Project for the web with Microsoft 365 integration. If you have Project Plan 3 or Plan 5 licenses, you already have access.
The good:
- No additional licensing costs for current Project Online users
- AI features with Project Manager agent (if you buy Copilot)
- Deep Microsoft 365 integration
- Modern interface that’s easier for casual users
Who should choose this: Organizations already deep in Microsoft 365. Teams wanting AI assistance. Companies with mostly casual project users.
Migration reality: Expect 2-3 months for full transition. You’ll recreate configurations manually. Some custom fields won’t transfer. Budget for training.
Path 2: Project Server Subscription Edition (for control freaks)
What it is: Full Project Server running on-premises or in Azure VMs. Closest match to Project Online features.
The good:
- Keep all Project Online capabilities
- Your data stays under your control
- Project desktop works seamlessly
- Smoothest migration path technically
Who should choose this: Organizations with complex resource management. Companies needing data sovereignty. Teams with heavy Project desktop users.
Migration reality: Most straightforward migration. Export from Project Online, import to Project Server SE. Custom fields and workflows transfer. Plan 1-2 months.
Path 3: Dynamics 365 Project Operations (the expensive option)
What it is: Enterprise project management with financial integration, timesheets, and resource scheduling.
The good:
- Integrated project financials
- Advanced resource management
- Professional services automation
- Contract and billing management
Who should choose this: Professional services firms. Organizations billing project time. Companies needing project accounting.
Migration reality: This isn’t really migration, it’s reimplementation. Budget for consultants. Expect 6+ months for full deployment.
The migration plan that actually works
Here’s the step-by-step approach that minimizes risk.
Now through December 2025: Assessment phase
- Week 1-2: Inventory everything Document every Project Online site. List all projects (active and archived). Catalog custom fields, views, and reports. Note all integrations with other systems. Screenshot everything you’ll need these references later.
- Week 3-4: Analyze usage Who actually uses Project Online? What features do they use? Run usage reports. Survey your users. Many organizations discover only 20% of features are actually used.
- Week 5-8: Evaluate options Set up trial environments for your top two choices. Test with real projects. Include your pickiest users in testing. Document what works and what doesn’t.
- By December 31, 2025: Make your decision Don’t delay this. You need 9 months for migration. Waiting until 2026 increases risk exponentially.
January-March 2026: Preparation phase
Configure a new environment Whether it’s Planner, Project Server SE, or something else, build it now. Create templates. Set up security. Configure workflows. Don’t wait until migration to discover problems.
Train pilot users Select enthusiastic early adopters. Train them thoroughly. They’ll become your champions and help train others.
Document everything Create migration guides specific to your organization. Record training videos. Build FAQ documents. Your future self will thank you.
April-June 2026: Migration phase
Start with non-critical projects and migrate completed projects first. Then inactive ones. Leave critical active projects for last.
Run parallel systems Yes, it’s extra work. But running both systems temporarily reduces risk. Users can fall back to Project Online if issues arise.
Validate constantly After each migration wave, verify data integrity. Check that dependencies are transferred. Confirm resource allocations. Test reports.
July-August 2026: Finalization phase
Complete critical migrations With lessons learned from earlier waves, migrate your critical projects.
Final data backup Export everything from Project Online. Save to multiple locations. Include all project data, documents, and configurations.
Decommission preparation Update all documentation. Redirect bookmarks. Notify all stakeholders. Remove Project Online from official systems.
September 2026: Cutover
Complete by September 15 Don’t wait until September 30. Technology problems always happen. Give yourself buffer time.
Final validation Confirm all data migrated successfully. Verify users can access new system. Test all critical workflows.
The problems nobody's talking about
Microsoft’s announcement glosses over serious challenges. Let’s be real about what you’ll face.
Custom workflows disappear
Those SharePoint Designer workflows you built? Gone. Power Automate workflows connected to Project Online? Broken.
You’ll rebuild these from scratch in your new platform. Budget 40-80 hours per complex workflow for recreation and testing.
Historical data becomes inaccessible
Microsoft says backup your data. But how do you backup five years of project history in a usable format?
Export to Excel loses relationships. Export to .mpp loses metadata. There’s no perfect solution. You’ll lose some historical reporting capability.
Training costs explode
Your team knows Project Online. They don’t know the replacement. Even moving to Planner Microsoft’s “easy” option requires retraining.
Figure 20-40 hours per user for full proficiency. That’s the real cost in lost productivity and training time.
Integration nightmares
Your Project Online integrations with SAP, Oracle, or custom systems? They all break.
Each integration needs rebuilding for your new platform. Complex integrations might need complete redesign. Budget accordingly.
Special considerations for different organizations
Enterprises with 500+ users
You can’t migrate everyone at once. Build a phased approach by department or region.
Consider keeping Project Server SE for power users while moving casual users to Planner. Yes, it’s more complex, but it might be your only realistic option.
Contact Advaiya’s enterprise migration specialists for help planning large-scale transitions.
Government and regulated industries
Compliance requirements limit your options. The planner might not meet your security requirements. Project Server SE gives most control.
Verify your chosen platform meets all regulatory requirements before committing. Get compliance confirmation in writing.
Small businesses under 50 users
You can move faster but have fewer resources. Planner’s probably your best bet unless you have specialized needs.
Consider hiring temporary help for migration. A few thousand dollars in consulting might save weeks of struggle.
Global organizations
Time zones complicate migration coordination. Data residency laws affect platform choice. Language differences impact training.
Start with a single region pilot. Learn lessons before rolling out globally. Build extra time for coordination.
The AI factor: Project Manager agent
Microsoft’s betting everything on AI. The Project Manager agent, available in Planner with Copilot licenses, represents their vision.
What it actually does:
- Creates project plans from descriptions
- Assigns tasks automatically
- Tracks progress without manual updates
- Generates status reports
- Adapts to project changes
What it costs: $30/user/month for Copilot on top of your existing licenses. For 100 users, that’s $36,000 annually just for AI features.
Is it worth it? Early reviews are mixed. The AI helps with basic planning but struggles with complex projects. It’s an impressive technology that’s not quite ready for enterprise reliance.
If AI capabilities matter to your organization, Planner’s your only Microsoft option. Project Server SE won’t get these features.
Costs beyond licenses
Let’s talk about real numbers. Migration costs more than just new licenses.
- Consultant fees: $150-300/hour for experienced Microsoft partners. Simple migrations need 100-200 hours. Complex ones need 500+.
- Infrastructure (Project Server SE only): Azure VMs cost $500-2000/month depending on size. On-premises servers need $10,000-30,000 initial investment.
- Training: Professional training runs $500-1000/user for comprehensive courses. Self-paced online training costs $50-200/user.
- Lost productivity: Even smooth migrations see 20-30% productivity drop for 2-3 months. Plan accordingly.
- Data migration tools: Third-party migration tools cost $5,000-25,000 depending on data volume.
Making the decision
Here’s your decision framework.
Choose Planner if:
- You want Microsoft’s latest features
- AI capabilities matter
- Most users need basic project management
- You’re already deep in Microsoft 365
- Cloud-only deployment works
Choose Project Server SE if:
- You need complete control
- Complex scheduling is critical
- You have IT resources for management
- Data sovereignty matters
- You can’t trust internet connectivity
Choose Dynamics 365 if:
- Projects involve billing and invoicing
- Resource management across projects is critical
- You need integrated financials
- Budget isn’t a constraint
- You’re already using Dynamics
Choose a non-Microsoft solution if:
- You’re tired of forced migrations
- Cost reduction is priority
- You want to evaluate all options
- Microsoft integration isn’t critical
- You prefer best-of-breed solutions
Data backup strategies (start now)
Don’t wait until 2026. Start backing up immediately.
Monthly routine:
- Export all active projects to .mpp files
- Save project sites as templates
- Download all document libraries
- Export resource pools
- Backup custom fields and views
Storage strategy:
- Keep backups in three locations
- Use versioning for critical projects
- Document what each backup contains
- Test restore procedures regularly
Tools to consider:
- AvePoint for automated Project Online backup
- ShareGate for SharePoint content migration
- Native export tools in Project Online
The bottom line
Microsoft Project Online retirement isn’t definite. September 30, 2026, your projects disappear if you haven’t migrated.
You have one year. That’s not much time for enterprise migration. Start now.
Your next steps:
- Inventory your Project Online environment this month
- Evaluate migration options by January 2026
- Begin pilot migrations by April 2026
- Complete migration by September 2026
Don’t become a casualty of Microsoft’s modernization. Plan your Microsoft project replacement strategy today.
Need expert guidance? Advaiya’s Microsoft-certified consultants have helped hundreds of organizations through platform migrations. We understand the complexities, pitfalls, and best practices for successful transitions.
Contact us today to discuss your Project Online migration strategy. Time’s running out.
Frequently asked questions
You lose everything. Microsoft clearly has no access to projects or data after retirement. No recovery options. No extensions. Your data simply disappears.
Yes, Project desktop (Standard and Professional 2024) continues working. You’ll save files locally or connect to Project Server SE instead of Project Online.
Microsoft provides basic export tools but no automated migration to Planner. They recommend working with certified partners for complex migrations. Most organizations need professional help.
Yes, Project Plan 3 licenses include Planner premium features and Project desktop. You’re not losing license value, just changing which services you access.
Yes, hybrid approaches work. Many organizations keep complex projects in Project Server SE while moving simple ones to Planner. This requires careful planning but offers flexibility.
Authored by
Robert Oddo
I’m a Business Solutions Specialist at Advaiya. With a passion for transforming challenges into opportunities, I specialize in data management, business applications, and customer relationship management. My mission? Empowering businesses with the tools they need to thrive in the digital era.
