License & Subscription Issues

Understanding MS Project License Types, Permissions, and Power Apps Requirements

Anum Mushtaq Oct 21, 2026 868 views

Question details

The user needs to understand the differences between Project Plan subscriptions, how to configure project access permissions, and when a separate Power Apps license is required.

Understanding MS Project License Types, Permissions, and Power Apps Requirements

Product: Microsoft Project
Device & OS: not provided
Scenario: Managing user access levels, project visibility, and app licensing within the Microsoft 365 and Project Online environment.
Observed behavior: Users need clear guidance on configuring general security levels for viewing or editing projects and verifying Microsoft 365 entitlements for Power Apps.

Before you start

Ensure you have administrative access to your Microsoft 365 Admin Center and Project Web App (PWA) settings before attempting to modify user permissions or group licenses.

Solution 1Recommended

Configure PWA Permissions and General Security Levels

Set up general security levels to grant view-only or editing access across all projects using Project Web App permission modes.

By utilizing Project Server permission management, you can create general security levels rather than configuring permissions individually for every single project. This ensures better scalability when managing large teams.

Enable PWA Permission Mode

Open your Project Web App (PWA) settings as an administrator and ensure that PWA permission mode is enabled rather than SharePoint permission mode to allow granular control.

Manage Security Groups

Navigate to the Security settings and select 'Manage Groups'. Create a new security group designated for view-only users and another for project editors.

Assign Categories

Under Categories, assign the 'My Organization' category (or a custom category encompassing all targeted projects) to these newly created groups.

Apply Permissions

Apply the 'View Project' permission to the view-only group and the 'Edit Project' permission to the editing group, then save your changes.

Configure PWA Permissions and General Security Levels

Permissions Applied: Changes to security groups may take a few moments to propagate across Project Online.

Solution 2

Review Project Service Descriptions and Power Apps Licensing

Determine the right plan and app entitlements by reviewing Microsoft's service descriptions and current user licenses.

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Frequently Asked Questions

What is the primary difference between Project Plan 1 and Plan 3?

Project Plan 1 provides basic web-based project management capabilities and task updates, while Plan 3 includes advanced scheduling tools, resource management, and includes the Project desktop client application.

Can I control access to individual projects in Project Online?

Yes, you can use PWA permission mode, security groups, and custom categories to restrict users so they can view or edit only specific projects rather than the entire organization's portfolio.

Do I always need a separate license for Power Apps?

It depends on the app type and your existing Microsoft 365 plan. Standard canvas apps using standard connectors are often included with many Microsoft 365 licenses, but using premium connectors or model-driven apps generally requires standalone Power Apps licenses.

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