This chapter covers Microsoft Project for the Web, a cloud-based project management tool that is part of the Microsoft 365 ecosystem. For the MS-900 exam, you need to understand its capabilities, licensing, integration with other Microsoft 365 services, and how it differs from Project Online and the Project desktop app. Approximately 5-10% of exam questions touch on project management tools under Objective 2.4, with Project for the Web being a key topic. This chapter provides the technical depth required to answer questions accurately.
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Imagine a team working in a room with a large whiteboard divided into columns: 'To Do', 'In Progress', and 'Done'. Each task is a sticky note. Anyone can add, move, or update a sticky note, and everyone sees changes in real time. The whiteboard is the single source of truth. Now imagine that whiteboard is digital and lives in the cloud. Microsoft Project for the Web works exactly like that: it provides a shared, real-time workspace where team members collaborate on tasks, track progress, and update status. The 'whiteboard' is the grid view or board view in Project for the Web. Task assignments, due dates, and dependencies are all stored centrally. When a user updates a task in Project for the Web, it instantly syncs via Microsoft Graph to other Microsoft 365 services like Planner, Teams, and the Tasks app in Outlook. Just as sticky notes can be color-coded and moved between columns, tasks can be assigned different priority levels and statuses. The key difference from a physical whiteboard is that Project for the Web enforces rules: dependencies prevent a task from starting before its predecessor finishes, and baseline data captures the original plan for tracking changes. The analogy breaks down slightly because Project for the Web also supports timelines (Gantt charts), resource management, and reporting, which are like adding a clock and a project manager to the whiteboard room.
What is Microsoft Project for the Web?
Microsoft Project for the Web is a cloud-based project management solution that enables teams to plan, collaborate, and track work. It is part of the Microsoft Project family but is distinct from Project Online (the previous cloud offering) and the Project desktop client (Project Standard or Professional). Project for the Web is built on the Microsoft Dataverse (formerly Common Data Service) and leverages the Power Platform for extensibility. It is designed for modern, agile project management with a focus on simplicity and integration with Microsoft 365.
Why Project for the Web Exists
Microsoft developed Project for the Web to address the need for a lightweight, web-first project management tool that integrates seamlessly with Microsoft 365. Traditional project management tools like Project Online and the desktop client are powerful but can be complex and require significant training. Project for the Web targets a broader audience, including project managers who need basic scheduling and task management without the full feature set of Project Online. It also fills a gap between Microsoft Planner (which is more task-oriented and lacks dependencies, resource management, and Gantt charts) and full-fledged Project Online.
How It Works Internally
Project for the Web uses the Microsoft Dataverse as its data storage layer. Each project is stored as a set of tables in Dataverse, including tables for tasks, resources, assignments, and project details. When a user creates a project, a new Dataverse record is created. Tasks, dependencies, and resources are stored as related records. The user interface is built on the Power Apps component framework, providing a responsive web experience. Real-time collaboration is enabled through the Microsoft Graph, which syncs changes across all users viewing the same project. The scheduling engine calculates task dates based on dependencies, durations, and calendars, similar to the desktop client but simplified.
Key Components and Features
Grid View: A spreadsheet-like view where you can enter tasks, durations, start and finish dates, and dependencies. This is the primary view for project planning.
Board View: A Kanban-style view that organizes tasks into columns (e.g., Not Started, In Progress, Completed). Tasks can be dragged between columns to update status.
Timeline View: A Gantt chart view that displays tasks as bars on a timeline, showing dependencies and progress. Note: The Timeline view in Project for the Web is simpler than the desktop version and does not support all formatting options.
Dependencies: You can link tasks using finish-to-start (FS), start-to-start (SS), finish-to-finish (FF), and start-to-finish (SF) dependencies. Lag and lead times can be specified.
Resources: You can assign people (from your organization's Azure AD) to tasks. Project for the Web tracks work hours and availability if you have Project Plan 3 or 5 licenses. Generic resources (e.g., 'Developer') can also be created.
Baselines: You can set a baseline to capture the original plan. This allows you to compare planned vs. actual dates. Project for the Web stores up to one baseline per project.
Reporting: You can export project data to Excel or use Power BI to create custom reports. Out-of-the-box reports are available through the Project for the Web interface.
Configuration and Defaults
Project for the Web is enabled by default for tenants with eligible licenses. There is no separate setup required. However, administrators can control access via the Microsoft 365 admin center by assigning licenses. The default project calendar is the Microsoft 365 standard calendar (Monday to Friday, 8:00 AM to 5:00 PM, excluding holidays defined in the tenant's calendar). Task duration defaults to 1 day. Dependencies are not automatically created; they must be manually specified. The default view for new projects is the Grid view.
Integration with Microsoft 365
Project for the Web integrates deeply with other Microsoft 365 services: - Microsoft Teams: You can add a Project for the Web tab to a Teams channel, allowing team members to view and update tasks without leaving Teams. - Outlook Tasks: Tasks from Project for the Web appear in the Tasks app in Outlook (via Microsoft Graph). Users can see their assigned tasks across all projects. - Planner: While Planner and Project for the Web are separate, you can migrate tasks between them using Power Automate or third-party tools. They both use the same underlying Microsoft Graph for task synchronization. - Power Automate: You can create automated workflows, such as sending an email when a task is completed or creating a task from a form submission. - Power BI: You can build custom dashboards and reports using the Project for the Web connector.
Licensing
Project for the Web is available with the following licenses: - Project Plan 1: Includes Project for the Web with limited features (no resource management, no baselines). - Project Plan 3: Full Project for the Web features plus resource management and baselines. - Project Plan 5: Everything in Plan 3 plus advanced analytics and portfolio management. - Microsoft 365 E3/E5: Users with these licenses can view and collaborate on Project for the Web tasks but cannot create or edit projects without a Project license. - Project Online Desktop Client: Not included with Project for the Web. The desktop client requires a separate license (Project Standard or Professional).
Differences from Project Online
Project Online is the older cloud offering that is part of the SharePoint-based Project Server. It offers more advanced features like timesheets, portfolio management, and enterprise resource pools. Project for the Web is built on a newer architecture (Dataverse) and is designed for simpler, more agile projects. Key differences:
Project Online supports enterprise project management (EPM) with a dedicated Project Web App (PWA) site.
Project for the Web does not support custom fields, custom views, or enterprise custom calendars.
Project Online has a richer Gantt chart and more detailed scheduling engine.
Project for the Web is easier to adopt and requires less training.
Exam Relevance
For MS-900, focus on:
What Project for the Web is and its primary use case.
Licensing requirements: which plans include Project for the Web.
Integration with Teams, Outlook, and Power Platform.
How it differs from Planner and Project Online.
Basic features: Grid view, Board view, Timeline view, dependencies, and baselines.
The fact that it is built on Microsoft Dataverse.
Common Exam Traps
Trap 1: Confusing Project for the Web with Project Online. They are separate products. Project Online is the older, more feature-rich solution hosted on SharePoint.
Trap 2: Assuming that Project for the Web is included with all Microsoft 365 subscriptions. It requires a Project Plan license (Plan 1, 3, or 5). E3/E5 users can only view tasks.
Trap 3: Thinking that Project for the Web includes the desktop client. The desktop client (Project Professional) is a separate product.
Trap 4: Believing that Project for the Web supports all features of Project Online, such as enterprise resource pools or timesheets. It does not.
Trap 5: Overlooking the Dataverse foundation. Questions may ask about the underlying data platform.
Create a New Project
Navigate to the Project for the Web homepage (project.microsoft.com) or access it from the Microsoft 365 app launcher. Click 'New Project' and give it a name and optional description. The project is created as a record in the Dataverse. A default schedule is created with a start date of today. The project appears in your 'My Projects' list. You can also create projects from templates if your organization has defined them.
Add Tasks and Dependencies
In the Grid view, enter task names, durations, and assignees. To create dependencies, click the task's 'Predecessors' column and select a predecessor task. The default dependency type is Finish-to-Start (FS). You can change the type by clicking the dependency line and selecting a different type. The scheduling engine automatically calculates start and finish dates based on dependencies and the project calendar. Durations are in days by default, but you can switch to hours or weeks.
Assign Resources
In the 'Resources' column, type a person's name or email. Project for the Web searches Azure AD. You can assign multiple resources to a task. If you have Project Plan 3 or 5, you can also set the number of hours each resource works on the task. Resource availability is checked against their calendar (if using Project Plan 3/5). Generic resources (e.g., 'Designer') can be created if you need to plan without specific names.
Set a Baseline
Once the plan is finalized, go to the 'Baseline' menu and click 'Set Baseline'. This captures the current start and finish dates, durations, and work for all tasks. Project for the Web stores one baseline. After setting the baseline, you can compare actual progress against the baseline in the Timeline view. The baseline is stored in the Dataverse and can be viewed in reports.
Update Task Progress
As work progresses, team members can update tasks: change status (e.g., from 'Not Started' to 'In Progress' or 'Completed'), update % complete, or log actual work hours (if using Project Plan 3/5). Changes sync in real time via Microsoft Graph. The scheduling engine recalculates remaining durations and may shift future tasks if dependencies are affected. The Timeline view updates to show progress bars.
Enterprise Scenario 1: Marketing Campaign Planning
A global marketing team uses Project for the Web to plan a product launch. The project manager creates tasks for design, content creation, social media scheduling, and event logistics. Dependencies ensure that design is completed before content creation begins. Team members are assigned from different regions. They update their tasks in real time, and the project manager monitors progress via the Timeline view. The team collaborates via a Project for the Web tab in their Teams channel. Issues arise when external dependencies (e.g., vendor approvals) are not tracked in the system, leading to missed deadlines. To mitigate, the team creates placeholder tasks for external milestones and uses Power Automate to send reminders when tasks approach their due dates.
Enterprise Scenario 2: IT Project Portfolio Management
An IT department manages multiple small to medium projects (infrastructure upgrades, software deployments) using Project for the Web. They use the Board view to track high-level phases (Planning, Execution, Testing, Closure). Each project has a single project manager who sets baselines. The IT director uses Power BI reports to view resource utilization across projects and identify bottlenecks. A common problem is that resource availability is not fully utilized because Project for the Web (Plan 1 licenses) does not track resource capacity. The department upgrades to Plan 3 licenses to gain resource management features. They also integrate with a custom Power App for time entry, which writes back to Project for the Web via the Dataverse API.
Enterprise Scenario 3: Construction Project Coordination
A construction firm uses Project for the Web to schedule subcontractor tasks. The project manager creates a detailed schedule with dependencies (e.g., foundation must be poured before framing). Because subcontractors are external, they are not in Azure AD. The firm uses generic resources (e.g., 'Electrician') and assigns tasks to them. Actual progress is updated manually by the site supervisor. The firm exports data to Excel for weekly reports to stakeholders. A significant challenge is that Project for the Web lacks cost tracking and earned value management, so the firm supplements with a separate financial system. Misconfiguration occurs when the project calendar does not account for weather delays, causing automatic rescheduling that does not reflect reality. The solution is to manually adjust task dates and use the baseline to track original vs. actual.
Exam Objective 2.4: Describe project management capabilities
MS-900 tests your understanding of Project for the Web as a cloud-based project management tool. Specifically, you should know: - Licensing: Project for the Web requires a Project Plan 1, 3, or 5 license. Microsoft 365 E3/E5 users can view and collaborate but not create or edit projects. - Integration: Integrates with Microsoft Teams, Outlook Tasks, Power Automate, and Power BI. - Features: Grid view, Board view, Timeline (Gantt) view, dependencies, baselines, and resource management (Plan 3+). - Underlying platform: Built on Microsoft Dataverse. - Differences from Planner: Planner is task-oriented without dependencies or Gantt charts; Project for the Web is for full project management. - Differences from Project Online: Project Online is older, SharePoint-based, and supports enterprise project management (portfolio, timesheets, etc.).
Common Wrong Answers and Why Candidates Choose Them
'Project for the Web is included with all Microsoft 365 subscriptions.' This is wrong because Project for the Web requires a separate Project license. Candidates confuse it with Planner, which is included with many Microsoft 365 plans.
'Project for the Web includes the Project desktop client.' Wrong. The desktop client is a separate product (Project Standard or Professional). Candidates assume the cloud version includes the desktop app.
'Project for the Web uses SharePoint as its data store.' Wrong. It uses Dataverse. Candidates may be familiar with Project Online (SharePoint-based) and assume the same.
'Project for the Web supports enterprise resource pools and timesheets.' Wrong. Those are features of Project Online. Candidates may overestimate Project for the Web's capabilities.
Specific Numbers and Terms on the Exam
Project Plan 1, Project Plan 3, Project Plan 5.
Baselines: only one baseline per project.
Dependencies: Finish-to-Start (FS), Start-to-Start (SS), Finish-to-Finish (FF), Start-to-Finish (SF).
Views: Grid, Board, Timeline.
Integration: Teams, Outlook, Power Automate, Power BI.
Data platform: Microsoft Dataverse.
Edge Cases and Exceptions
A user with a Microsoft 365 E5 license can view a project but cannot create or edit tasks unless they also have a Project license.
Project for the Web does not support custom fields or custom calendars.
Resource management (tracking hours and availability) is only available with Project Plan 3 or 5.
The Timeline view is simpler than the desktop Gantt chart; it does not allow formatting of bars.
How to Eliminate Wrong Answers
If a question mentions 'enterprise project management', 'portfolio management', or 'timesheets', the answer is likely Project Online, not Project for the Web.
If a question mentions 'Dataverse', it is Project for the Web.
If a question asks about licensing for creating projects, the correct answer is Project Plan 1, 3, or 5. E3/E5 licenses only allow collaboration.
If a question asks about integration with Teams or Power Automate, Project for the Web is the correct answer.
Project for the Web is a cloud-based project management tool built on Microsoft Dataverse.
Requires a Project Plan license (Plan 1, 3, or 5) to create and edit projects.
Microsoft 365 E3/E5 users can view and collaborate on projects but cannot create or edit.
Key features: Grid view, Board view, Timeline view, dependencies, baselines (one per project).
Integrates with Microsoft Teams, Outlook Tasks, Power Automate, and Power BI.
Resource management (hours and availability) only available with Project Plan 3 or 5.
Project for the Web is different from Project Online (SharePoint-based, enterprise features).
Exam traps: licensing, data platform, feature set vs. Project Online and Planner.
These come up on the exam all the time. Here's how to tell them apart.
Project for the Web
Built on Microsoft Dataverse
Simpler, web-only interface
No enterprise resource pools
No timesheets or portfolio management
Integrates with Teams and Power Automate natively
Project Online
Built on SharePoint
Full-featured Project Web App
Supports enterprise resource pools
Includes timesheets and portfolio management
Integrates with SharePoint and classic workflows
Mistake
Project for the Web is the same as Project Online.
Correct
Project for the Web is a newer, separate cloud product built on Dataverse. Project Online is older, SharePoint-based, and offers enterprise features like portfolio management and timesheets.
Mistake
Project for the Web is included with Microsoft 365 Business Basic or Standard.
Correct
No. Project for the Web requires a Project Plan license (Plan 1, 3, or 5). Microsoft 365 subscriptions only allow viewing and collaboration on projects, not creation or editing.
Mistake
You can use the Project desktop client with Project for the Web.
Correct
The desktop client (Project Professional) does not connect to Project for the Web. It can connect to Project Online. Project for the Web is web-only.
Mistake
Project for the Web supports custom fields and enterprise calendars.
Correct
Project for the Web has a limited set of fields and does not support custom fields or enterprise custom calendars. Those are features of Project Online.
Mistake
Project for the Web uses SharePoint for storage.
Correct
Project for the Web uses Microsoft Dataverse. Project Online uses SharePoint. This is a common trap on the exam.
Reveal each answer, then mark whether you got it right. Score 60%+ to unlock the next chapter.
Project for the Web requires a Project Plan 1, Project Plan 3, or Project Plan 5 license. Users with Microsoft 365 E3 or E5 can view and collaborate on projects but cannot create or edit them. There is no free version. The license is per user.
You can add a Project for the Web tab to a Teams channel. This allows team members to view and update tasks directly within Teams. The integration uses Microsoft Graph to sync data in real time. You can also receive notifications about task assignments and updates in Teams.
Planner is a lightweight task management tool with a Kanban-style board. It does not support task dependencies, Gantt charts, resource management, or baselines. Project for the Web is a full project management solution with scheduling, dependencies, and timeline views. Planner is included with many Microsoft 365 subscriptions, while Project for the Web requires a separate license.
No. Project for the Web is a web-based application that requires an internet connection. There is no offline mode. For offline access, you would need the Project desktop client, which is a separate product.
No. Project for the Web supports only one baseline per project. The baseline captures the original plan. To track multiple versions, you would need to manually save snapshots or use Project Online which supports up to 11 baselines.
External users (guests) can be added to your Azure AD tenant and assigned tasks. However, they need a Project license (Plan 1, 3, or 5) to create or edit projects. Without a license, they can only view tasks if you share the project with them.
You can export project data to Excel for basic reporting. For advanced reports, you can use Power BI with the Project for the Web connector. Out-of-the-box reports are limited; most organizations build custom dashboards.
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