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Nico Roepnack · March 4, 2026 · 8 min read
Microsoft will permanently shut down Project Online on September 30, 2026. The clock is now ticking for thousands of German companies: those who do not migrate in time will lose access to all project data.
The starting point
Microsoft Project Online is being discontinued
What this means for your company
On September 5, 2025, Microsoft officially confirmed that Project Online will be shut down on September 30, 2026. The outdated architecture, which is based on SharePoint 2013 workflows, will be replaced by more modern solutions.
This affects all companies that use Project Online for project planning, resource management, or portfolio management. After the deadline, there will be no more access to data.
Shutdown schedule
Sales stop for new customers. No new Project Online licenses available.
No new tenants possible. SharePoint 2013 workflows will be removed.
Final shutdown. No access to projects or data.
The three options
What Microsoft recommends
and what alternatives they don't mention
Microsoft lists two official migration paths. However, there is a third option that is the better choice for many companies.
Option 01
Microsoft Planner (Premium)
Microsoft's recommended successor. Offers portfolios, baselines, Gantt charts, and Copilot integration. However, it is still in development. Its range of functions is significantly smaller than Project Online. It does not offer full-fledged resource management. It is often insufficient for complex project landscapes.
Option 02
Project Server Subscription Edition
On-premise solution for companies that require the full MS Project desktop client. However, it requires its own server infrastructure, resulting in high IT operating costs. It goes against the cloud trend and is oversized for most medium-sized companies.
Option 03
Smartsheet as a work management platform
Cloud-native platform with Gantt charts, resource management, portfolio control, and powerful automation. Direct MPP import: Smartsheet natively reads Microsoft Project files (.mpp, 2003-2016). Project structures, dependencies, and milestones are retained.
The comparison
Microsoft Project vs. Smartsheet
Feature comparison for decision-makers
| criterion | Project Online | Planner Premium | Smartsheet |
|---|---|---|---|
| Gantt charts with critical path | Yes | Yes (limited) | Yes |
| resource management | Yes (complex) | Restricted | Yes (Resource Management Add-on) |
| portfolio management | Yes | Yes (portfolios) | Yes (Control Center) |
| automation | SharePoint Workflows (being removed) | Power Automate | Native Automation + n8n/Bridge |
| MPP import | Native | No | Yes (.mpp 2003-2016) |
| user-friendliness | Low (steep learning curve) | High | High (Excel-like) |
| Real-time collaboration | Restricted | Yes (Teams integration) | Yes (native, without add-ons) |
| Reporting / Dashboards | Power BI required | Restricted | Native dashboards + Dynamic View |
| pricing model | From ~$50/user/month | Included in M365 license (partially) | From ~$20/user/month (Business) |
Why Smartsheet
Four reasons to migrate
especially for manufacturing companies
Reason 01
Familiar interface
If you can use Excel, you can use Smartsheet. The learning curve is minimal. Your teams will be productive in days, not weeks.
Reason 02
Seamless data transfer
Native MPP import transfers your existing project plans with all dependencies, milestones, and assignments. No manual typing required.
Reason 03
More than just project planning
Smartsheet combines project planning with automation, forms, dashboards, and resource management in one platform. What used to require three tools now runs in one.
Reason 04
Extendable with n8n and AI
While Microsoft relies on Power Automate, Smartsheet users can build GDPR-compliant automations with n8n: no enterprise license, no vendor lock-in.
Migration in practice
From MS Project to Smartsheet
Your roadmap in five steps
Taking stock: What do you really use?
Identify all active projects, resource pools, and SharePoint workflows in Project Online. Experience shows that 80% of users only use 20% of the features.
MPP export and backup
Export all projects as .mpp files. Back up resource pools, custom fields, and report templates separately. Access will no longer be possible after September 30, 2026.
Build Smartsheet structure
Before importing: Define workspace structure, permissions, and naming conventions. A clean start saves weeks of rework.
Import and validation
Import MPP files into Smartsheet. Check dependencies, milestones, and assignments. Experience shows that 90% of the data can be used directly, while 10% requires manual adjustment.
Automation and dashboards
Now comes the added value: setting up automated notifications, approval workflows, and real-time dashboards. What used to be done manually in Project Online now runs automatically.
From practice
How manufacturing companies are already working
FEW Automotive Group as a reference
The FEW Automotive Group has already completed the transition from fragmented project management tools to a unified Smartsheet platform. The result: standardized processes, real-time transparency, and measurably higher efficiency.
Less manual reporting effort
automated workflows active
Platform instead of five tools
"Standardization was the key. Only when all teams were using the same interface, the same processes, and the same dashboards were we able to truly scale."
Konstantin, Project Manager, Automotive Industry — Read reference →
self-check
Are you affected by the shutdown?
Five questions for decision-makers
Does your company currently use Microsoft Project Online for project planning or resource management?
Are there SharePoint 2013 workflows that are connected to Project Online? These will be removed in April 2026.
Do you have a backup plan for your project data? After September 30, 2026, access will no longer be possible.
Do your teams really need the full MS Project desktop client, or would a more user-friendly solution suffice?
What would it cost to do nothing until September? Data loss, process interruption, unplanned emergency migration?
Next step
Let's plan your migration together
As a Smartsheet Gold Partner in the DACH region, we support you from the initial assessment to go-live. Non-binding initial consultation in 30 minutes.
Request migration advice
Or: View FEW Automotive reference →
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