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Microsoft Project Online Licensing Requirements for Viewers and Team Members

Khadija Khan Oct 1, 2026 869 views

Question details

Determine the correct Microsoft Project licensing requirements for team members who need to view projects and update task progress.

Microsoft Project Online Licensing Requirements for Viewers and Team Members

Product: Microsoft Project Online and Project for the web
Device & OS: not provided
Scenario: Setting up a project management environment and needing to assign the correct subscription licenses to viewers, team members, and project managers without overspending.
Observed behavior: Users require clarification on whether Project Plan 1, Plan 3, or Plan 5 is needed for different user roles to view project milestones and update task statuses.

Before you start

Identify whether your organization is deploying Project Online (accessed via Project Web App) or the newer Project for the web, as the licensing requirements differ slightly between the two platforms.

Solution 1Recommended

Licensing Requirements for Project Online (Project Web App)

Assign appropriate licenses for team members collaborating via Project Online.

Project Online requires specific subscriptions based on the user's role. Team members who only need to participate in the project have distinct requirements from project managers who plan and allocate resources.

Assign Project Plan 1 for Team Members

Team members must have a Project Plan 1 license to access the Project Web App (PWA) and view tasks assigned to them.

Enable Task and Timesheet Submissions

A Project Plan 1 license also grants users the ability to submit task progress and update timesheets through the PWA interface.

Assign Plan 3 or 5 for Project Managers

Administrators and project managers who need to create schedules, manage a shared resource pool, and oversee multiple projects should be assigned Project Plan 3 or Project Plan 5.

Licensing Requirements for Project Online (Project Web App)

License Mixing: You can mix and match subscription levels within your organization. A single Plan 5 license can be used to manage a shared resource pool, while standard team members use Plan 1.

Solution 2

Licensing Requirements for Project for the web

Determine the necessary plans for Microsoft's cloud-based Project for the web.

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Frequently Asked Questions

Do Microsoft 365 users need an extra license to view Project for the web?

Users with certain Microsoft 365 subscriptions (like E3 or E5) can view shared projects in Project for the web in a read-only mode without an additional license. However, if they need to update task progress, they will require a Project Plan 1 license.

Does Project Plan 1 include the Microsoft Project desktop application?

No, Project Plan 1 only provides access to the web-based Project for the web and Project Online (Project Web App). If you require the full desktop client, you need to subscribe to Project Plan 3 or Plan 5.

Can I use Project Plan 3 for team members who only update tasks?

While you can assign Project Plan 3 to team members, it is not cost-effective. Project Plan 1 is sufficient and specifically designed for team members who only need to view tasks and submit progress.

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