Microsoft licensing · Module 3 · Visio, Project & Planner
Visio, Project, and Planner:
When do you actually need another licence?
Does your team need to organise tasks, manage projects, or draw process diagrams? You do not automatically need new Microsoft licences. Many capabilities are already included—the important question is which person genuinely needs which feature.
The 30-second version
Check what you already have. Add only what you actually need.
Simple task planning and basic diagrams are already included in many Microsoft 365 plans. Additional licences become necessary only for particular advanced features or installed desktop applications.
- 01Planner organises team tasks.
- 02Project supports more demanding project management.
- 03Visio illustrates processes and structures.
- 04Not every user automatically needs the same extra licence.
Explained simply
What do Planner, Project, and Visio actually do?
The product names sound complicated. Their everyday jobs are straightforward.
Planner: Who is doing what, and by when?
A team assigns tasks, sets deadlines, and tracks progress. Example: Human Resources plans how to welcome new employees.
Project: How will a larger initiative progress?
A project manager coordinates many connected activities. Example: A new IT system can only be tested after it has been configured.
Visio: What does the process look like?
People draw processes, organisation charts, or technical overviews. Example: A diagram shows how software is requested, approved, and delivered.
Existing licences
What is already included in Microsoft 365?
Before purchasing anything, check the Microsoft 365 licence already assigned to each person.
Planner for everyday team tasks
Eligible Microsoft 365 plans include Planner for tasks, deadlines, checklists, and basic team views. A separate Planner licence is usually unnecessary for these capabilities.
Visio for simple browser-based diagrams
Many Business, Enterprise, and Office 365 plans include a basic Visio web application. Browser-based means it runs online without installing software on the computer.
Not every advanced feature or desktop application
The installed Visio desktop application, Project desktop application, and advanced project features are not automatically included with an ordinary Microsoft 365 licence.
For example, Visio in Microsoft 365 is included with Microsoft 365 F3, but not Microsoft 365 F1. Always check the actual plan rather than assuming every Frontline licence is identical.
Visio licences
When do you need an additional Visio licence?
The main question is whether someone draws simple diagrams, needs more specialised features, or wants an installed desktop application.
Visio in Microsoft 365
For simple flowcharts, organisation charts, and collaboration in the browser. Already included in many eligible Microsoft 365 plans.
Visio Plan 1
For more professional diagrams, additional templates, and a wider choice of shapes. It runs in the browser and does not include the installed Visio desktop application.
Visio Plan 2
Includes the Visio desktop application and more advanced diagram features. Suitable for people working with complex processes, technical drawings, or local files.
Whether someone can edit a Visio diagram also depends on the diagram type and their licensing entitlement. The basic Microsoft 365 version does not automatically cover all professional editing capabilities.
Planner and Project
When is Planner enough—and when do you need more?
For many teams, the included task-planning features are sufficient. An extra licence matters only when someone genuinely needs more advanced project capabilities.
Planner in Microsoft 365
Create tasks, assign people, set deadlines, and track progress. Well suited to ordinary teamwork.
Planner Plan 1
Adds timelines, project goals, and dependencies. A dependency simply means task B cannot start until task A is finished.
Planner and Project Plan 3
Supports more demanding project management, multiple connected projects, and the installed Project desktop application. Appropriate for people who actually need these capabilities.
Microsoft 365 users can make certain changes within premium projects, such as updating assignments, dates, or attachments. Advanced views and premium features require an appropriate additional licence.
Quick decision
Which activity needs which licence?
This overview covers common business situations. The actual Microsoft 365 plan must always be checked.
| What does the user need to do? | Which licence may fit? | Plain-language explanation |
|---|---|---|
| Assign and complete everyday team tasks | Planner in Microsoft 365 | Basic task management is often included already. |
| Use project timelines and dependencies | Planner Plan 1 | Advanced project features require an appropriate premium licence. |
| Use the installed Project application | Planner and Project Plan 3 | Planner Plan 1 does not include the Project desktop application. |
| Draw a simple process diagram | Visio in Microsoft 365 | The included web application may be sufficient with an eligible plan. |
| Edit professional diagrams in the browser | Visio Plan 1 | Additional templates and professional diagram types, without a desktop app. |
| Install Visio on a computer | Visio Plan 2 | Plan 2 includes the advanced desktop application. |
| Update individual project tasks only | Often an existing Microsoft 365 plan | Certain updates are possible without a personal premium project licence. |
Check the person’s role, the capability actually used, and their existing entitlement. Licensing everyone by default is just as misguided as assuming unrestricted access without proper rights.
Pricing made simple
What do the extra licences cost?
These German Microsoft list prices provide an initial guide. Each amount is charged per user.
| Product | Per user per month | What is it for? |
|---|---|---|
| Visio in Microsoft 365 | Included in eligible plans | Simple diagrams in your browser. |
| Visio Plan 1 | €4.30 | More professional browser-based diagrams. |
| Visio Plan 2 | €13.00 | Visio in the browser plus its desktop application. |
| Planner in Microsoft 365 | Included in eligible plans | Everyday task and team planning. |
| Planner Plan 1 | €8.70 | Advanced project planning and timelines. |
| Planner and Project Plan 3 | €26.00 | Professional project management plus the Project desktop app. |
Microsoft list prices in Germany per user per month, billed annually and excluding VAT. Partner pricing, contract terms, and existing entitlements can differ.
Practical examples
How to avoid unnecessary licensing costs.
Working together on the same project does not automatically mean everyone needs the same expensive specialist licence.
100 people work on one project
Only 10 project managers require Planner and Project Plan 3. The remaining 90 people update tasks covered by their existing Microsoft 365 licence. In that situation, 10 additional project licences are needed—not 100.
€260 instead of €2,600 every month
100 Planner and Project Plan 3 licences would cost €2,600 monthly. Licensing only 10 eligible project managers costs €260. That saves €2,340 each month—provided everybody else stays within their existing entitlements.
Not everyone needs installed software
People who draw simple browser-based processes can often use the included Visio version. Assign Visio Plan 2 only to people who truly require the desktop application or its advanced capabilities.
Important change in 2026
Project Online is ending—but Project and Planner are not.
Microsoft will retire Project Online on 30 September 2026. This affects one specific online service, not every Microsoft product containing the word ‘Project’.
Project Online
The existing online service retires on 30 September 2026. Organisations should review and back up existing projects, data, and integrations in advance.
Planner and the Project desktop application
Project Online retiring does not mean Microsoft Planner or the installed Project application are being discontinued.
Older plan and product names
Existing agreements may still refer to Project Plan 3, Planner and Project Plan 5, or older Project Online licences. Check their specific rights against the relevant contract.
The former standalone Project for the web experience has already moved into Planner. Project Online is a different service and will retire on 30 September 2026.
Additional requirements
What else might you need?
A project or diagram licence does not automatically replace every other Microsoft service.
Working inside Microsoft Teams
Using Planner in Teams also requires the appropriate Teams entitlement. A Project or Planner licence alone does not replace Teams.
Analytics and project reporting
Certain Power BI reports and analytics may additionally require an appropriate Power BI licence.
Planner Agent and Microsoft 365 Copilot
Using Planner Agent requires a Microsoft 365 Copilot licence. Advanced agent capabilities may additionally require an eligible premium Planner plan.
Visio and Project purchased outright
Depending on product and contract, Visio Standard, Visio Professional, Project Standard, and Project Professional may also exist as separately purchased perpetual licences. These differ from subscription plans.
Before purchasing
Six short questions are often enough.
Turn a confusing product catalogue into a clear and cost-effective decision.
- 01Which Microsoft 365 licence does this person already have?
- 02Is the work everyday team coordination or advanced project management?
- 03Is a browser application sufficient, or must software be installed?
- 04Who genuinely needs advanced features—and who only updates individual tasks?
- 05Will Teams, Power BI, or Microsoft 365 Copilot also be used?
- 06Does any existing Project Online data need saving before 30 September 2026?
Remember
License the actual capability—not automatically the entire team.
Planner organises tasks, Project manages larger initiatives, and Visio visualises processes. First check existing Microsoft 365 entitlements, then add a licence only where a person truly needs additional capabilities.
Official sources
Verified against current Microsoft documentation.
The applicable Microsoft Product Terms, the actual agreement, purchase date, and granted usage rights are always decisive.
- 01Microsoft: Visio plans, features, and current German prices↗Open source
- 02Microsoft Support: About Visio in Microsoft 365↗Open source
- 03Microsoft: Planner plans, features, and current German prices↗Open source
- 04Microsoft Learn: Microsoft Planner subscriptions and licensing↗Open source
- 05Microsoft Support: Frequently asked questions about Microsoft Planner↗Open source
- 06Microsoft Support: Access Planner Agent↗Open source
- 07Microsoft Lifecycle: Project Online retirement↗Open source
- 08Microsoft Learn: Project for the web service description↗Open source
Note: Product names, included features, prices, and requirements may change. Special agreements, education, public-sector arrangements, and existing contractual rights must be assessed separately.