Microsoft Project Management: A 2026 Guide
Fecilia Clarke
Solutions Marketing Specialist
Aug 5, 2026
Fecilia Clarke
Aug 5, 2026
14 min read
Finding the right Microsoft project management tool can feel overwhelming given Microsoft's sprawling ecosystem of apps within Microsoft 365. From desktop scheduling software to cloud-based Kanban boards and team chat platforms, Microsoft offers multiple overlapping solutions rather than one unified product. This guide compares how Microsoft's project tools fit together, explains recent retirements and rebrandings, and shows how Lark Suite provides an all-in-one alternative that consolidates chat, docs, tasks, and automation into a single workspace for teams tired of juggling subscriptions.
Does Microsoft have a project management tool?
The short answer to "Does Microsoft have a project management tool?" It's yes—but not a single app. Microsoft offers a family of tools spanning personal task lists, team work management, and enterprise portfolio management, each designed for different use cases and licensed separately.
Understanding the terminology helps clarify the landscape. Legacy Microsoft Project refers to the desktop applications (Standard and Professional) plus server-based solutions like Project Server and Project Online. Newer cloud products include Microsoft Planner for team Kanban boards and Planner Premium (which absorbed Project for the Web). Meanwhile, Microsoft Teams serves as the collaboration backbone where many of these tools converge through tabs and integrations.
Organizations often stitch together five or more apps—Project desktop for Gantt charts, Planner for boards, Excel for trackers, SharePoint for documents, and Teams for communication—to approximate one end-to-end solution. This fragmentation creates admin overhead, licensing confusion, and training gaps that frustrate project managers and IT alike.
10 top Microsoft project management tool options
This section profiles ten major Microsoft project management tool options, covering purpose-built applications like Project Professional alongside general tools like Excel and Teams that organizations frequently adapt for project work. For a broader landscape beyond Microsoft, teams can compare the top 20 project management tools in 2026. Each profile includes an introduction, key features, pros, cons, best-fit scenarios, and high-level pricing.
Some products in this list are retiring or rebranding, so understanding current status helps teams plan migrations and avoid investing in deprecated platforms.
1. Microsoft Project Standard: A Windows desktop scheduling tool for individual project managers and small teams
Microsoft Project Standard is a Windows desktop scheduling tool designed for individual project managers and small teams. Microsoft Project Standard represents the classic, standalone desktop Microsoft project management tool focused on Gantt charts and timeline views. It suits traditional waterfall projects where one scheduler builds and maintains the plan offline.
Image source: microsoft.com
Key features:
- Gantt chart views: Build visual timelines with task bars and milestone markers
- Task dependencies: Define finish-to-start, start-to-start, and other relationship types
- Critical path analysis: Identify the longest sequence of dependent tasks affecting schedule
- Basic resource allocation: Assign resources and track effort at the task level
- Cost fields: Enter budgeted and actual costs for simple financial tracking
- Office integration: Export to Excel, PowerPoint, and PDF for stakeholder reporting
Pros:
- Detailed scheduling: Supports complex multi-phase plans with hundreds of tasks
- Offline use: Works without internet connectivity for field or secured environments
- Mature feature set: Decades of refinement for construction and engineering workflows
- Waterfall alignment: Maps naturally to traditional project methodologies
Cons:
- No real-time collaboration: MPP files must be shared manually, risking version conflicts
- No native cloud: Requires additional tools or subscriptions for online access
- Steep learning curve: New users need training to leverage advanced features
- Windows only: Mac and mobile users cannot access the desktop application
Best for:
- Construction and engineering: One PM maintains the schedule and shares PDFs
- Regulated industries: Offline planning in secure environments
- Individual schedulers: Solo project managers who don't need team collaboration
Pricing: Microsoft typically offers Project Standard as a one-time license through volume or enterprise agreements, with exact costs varying by region and contract terms.
2. Microsoft Project Professional: An advanced Windows desktop application for complex projects and resource-driven portfolios
Microsoft Project Professional is an advanced Windows desktop application for complex projects and resource-driven portfolios. Project Professional builds on Standard with team collaboration options, resource pools, and connectivity to Project Online or Project Server. It serves PMOs and enterprise programs requiring portfolio-level visibility and advanced scheduling where specialized Gantt chart software for project management often plays a central role.
Image source: microsoft.com
Key features:
- Resource pool sharing: Share resources across multiple projects for capacity planning
- Advanced baselines: Save and compare multiple schedule snapshots
- What-if analysis: Model schedule changes before committing to updates
- Portfolio views: Roll up projects when connected to Project Online or Server
- PMBOK alignment: Supports earned value, variance analysis, and PMI practices
Pros:
- Enterprise-grade scheduling: Handles programs with hundreds of resources
- Deep configuration: Custom fields, formulas, and views for specialized needs
- Portfolio connectivity: Integrates with Online or Server for centralized reporting
- Professional methodology: Supports formal project management frameworks
Cons:
- High cost: License fees exceed Standard and may require additional subscriptions
- Training requirements: Advanced features demand PM expertise
- Windows only: No Mac, web, or mobile client available
- Agile-averse: Better suited for waterfall than iterative methodologies
Best for:
- PMOs and engineering firms: Managing large programs with shared resource pools
- Defense and aerospace: Complex schedules with earned value requirements
- Organizations standardized on Project: Teams already trained on MS Project
Pricing: Usually licensed via Microsoft volume licensing, with per-license cost higher than Standard. Often bundled with Project Plan 5 subscriptions for cloud connectivity.
3. Microsoft Project for the Web: A cloud-based project management tool in Microsoft 365 now being replaced by Planner Premium
Microsoft Project for the Web was a cloud-based project management tool in Microsoft 365 now being replaced by Planner Premium. This browser-based app offered simple grids, boards, and timelines tightly integrated with Microsoft 365 groups and the Power Platform. Microsoft announced its retirement on August 1, 2026, directing users toward Planner Premium.
Image source: microsoft.com
Key features:
- Web Gantt and timeline: Visual scheduling without desktop installation
- Kanban board: Drag-and-drop task management for agile workflows
- Office 365 group integration: Automatic team creation and permissions
- Power Platform extensibility: Connect to Power Automate and Power BI
Pros:
- Ease of use: Simpler than desktop project for casual users
- No installation: Accessible from any browser with Microsoft 365 credentials
- Modern interface: Clean design suited for work management scenarios
- Cloud-native: Automatic updates and backup
Cons:
- Retirement: No longer accepting new deployments after August 2026
- Limited resource management: Lacks enterprise capacity planning
- Financial tracking gaps: Basic cost fields compared to desktop Project
- Licensing dependency: Required Project Plan subscriptions
Best for:
- Teams migrating to Planner Premium: Organizations transitioning from this retiring product
- Historical reference: Understanding legacy deployments still in production
Pricing: Access was included in Project Plan 1, 3, and 5 subscriptions. New customers are directed to Planner-based SKUs instead.
4. Microsoft Project Online: A web-based project and portfolio management service built on SharePoint Online that is being phased out
Microsoft Project Online is a web-based project and portfolio management service built on SharePoint Online that is being phased out. Project Online served as the cloud PPM layer for organizations connecting Project Professional to centralized portfolios. Microsoft announced its retirement around October 2026, prompting migration planning across enterprise customers.
Image source: microsoft.com
Key features:
- Portfolio selection: Prioritize and approve projects based on strategic criteria
- Enterprise resource pool: Centralized capacity and assignment management
- Timesheets: Capture actual effort for billing and variance analysis
- Workflows: Automate stage gates and approval processes
- Power BI integration: Build executive dashboards from project data
Pros:
- Multi-project visibility: Roll up status across dozens of projects
- Central resource management: Balance workloads across teams
- Office 365 governance: Single sign-on and compliance alignment
- Mature PPM: Established feature set for portfolio managers
Cons:
- Complex configuration: Requires SharePoint and Project expertise
- Difficult user experience: Interface criticized as dated and confusing
- High admin overhead: Ongoing maintenance and customization needs
- Retirement disruption: Organizations must plan costly migrations
Best for:
- Large enterprises: Already invested in Project Online needing migration plans
- Portfolio managers: Teams requiring structured transition to newer offerings
Pricing: Accessed through Project Plan 3 and Plan 5 subscriptions, with per-user monthly costs that accumulated quickly across large organizations.
5. Microsoft Project Server: An on-premises enterprise project management platform integrated with SharePoint Server
Microsoft Project Server is an on-premises enterprise project management platform integrated with SharePoint Server. Project Server provides on-premises deployment for organizations requiring data residency control or operating in disconnected environments. It remains available for heavily regulated industries despite Microsoft's cloud focus.
Image source: microsoft.com
Key features:
- Centralized schedules: Store all project plans in a single repository
- Portfolio dashboards: Executive views aggregating project health
- Enterprise resource management: Shared pools and capacity planning
- SQL Server reporting: Custom reports and data warehouse integration
- Farm customization: Extend functionality through SharePoint solutions
Pros:
- Data residency control: Keep project data within organizational boundaries
- SharePoint integration: Leverage existing on-premises infrastructure
- Deep customizability: Build tailored solutions for specialized requirements
- Compliance alignment: Meet regulatory mandates for data location
Cons:
- Infrastructure cost: Servers, licenses, and IT staff for maintenance
- Patching burden: Manual updates and security patches required
- Limited mobile access: Web interface less refined than cloud alternatives
- Declining investment: Microsoft prioritizes cloud product development
Best for:
- Government and defense: Strict data residency and security requirements
- Large organizations: Internal IT capacity to manage on-premises infrastructure
- Regulated industries: Compliance mandates preventing cloud adoption
Pricing: Licensing involves server costs plus Client Access Licenses (CALs), negotiated through Microsoft enterprise agreements with significant variability based on scale.
6. Microsoft Planner: A lightweight work management app using Kanban boards inside Microsoft 365
Microsoft Planner is a lightweight work management app using Kanban boards inside Microsoft 365. Planner serves as the default team-level Microsoft Project Management tool bundled with most Microsoft 365 Business and Enterprise plans. It provides visual task boards without requiring project management expertise, similar in spirit to many of the best task management software options in 2026.
Image source: microsoft.com
Key features:
- Boards and buckets: Organize tasks visually with drag-and-drop simplicity
- Due dates and checklists: Track deadlines and subtask completion
- File attachments: Link documents from SharePoint or OneDrive
- Progress charts: View completion status at a glance
- Teams integration: Embed boards as tabs in channels
- Outlook sync: See tasks alongside calendar and email
Pros:
- Ease of use: Minimal training needed for team adoption
- Low cost: Included in Microsoft 365 subscriptions
- Cross-functional fit: Works for marketing, HR, IT, and other departments
- Visual tracking: Clear status without complex reports
Cons:
- Limited reporting: Basic charts without portfolio rollups
- Basic dependencies: Cannot model complex task relationships
- No resource management: Lacks capacity planning features
- Scaling challenges: Difficult to manage across dozens of boards
Best for:
- Marketing campaigns: Visual tracking of content and launch tasks
- Internal initiatives: Team projects without formal PM requirements
- IT tickets: Simple request tracking with assignment and status
Pricing: Included with most Microsoft 365 Business and Enterprise subscriptions at no additional per-user fee.
7. Microsoft Teams: A collaboration hub that many organizations treat as a project management tool through apps and tabs
Microsoft Teams is a collaboration hub that many organizations treat as a project management tool through apps and tabs. Teams itself is not full project management software, but becomes a project center through channels, meetings, and integrated apps. Its flexibility makes it the de facto workspace for many distributed teams evaluating must-have team communication software and weighing different Microsoft Teams pricing plans and value.
Image source: microsoft.com
Key features:
- Channels per project: Organize conversations, files, and tabs by initiative
- Video meetings: Host calls with recording and transcription
- File storage: SharePoint-backed document collaboration
- Planner integration: Embed task boards in channel tabs
- App extensibility: Add third-party tools from the Teams app store
Pros:
- Real-time communication: Chat reduces email volume significantly
- Centralization: Single place for discussions, files, and meetings
- Single sign-on: Seamless authentication with Microsoft 365
- Hybrid work support: Desktop, web, and mobile clients available
Cons:
- Notification overload: Active teams create alert fatigue
- Cross-project gaps: Difficult to see status across multiple channels
- PM limitations: Requires additional tools for scheduling and portfolios
- Channel sprawl: Without governance, teams proliferate and overlap
Best for:
- Cross-functional teams: Groups needing chat, meetings, and file sharing
- Remote and hybrid work: Distributed collaboration across time zones
- Microsoft 365 organizations: Teams is already deployed for communication
Pricing: Bundled in Microsoft 365 Business and Enterprise plans, with pricing varying by SKU and region.
8. Microsoft To Do: A personal task management app that synchronizes with Outlook and Microsoft 365 accounts
Microsoft To Do is a personal task management app that synchronizes with Outlook and Microsoft 365 accounts. To Do provides individual checklist functionality rather than full team project management. It complements Planner and Teams for users managing personal follow-ups alongside collaborative work.
Image source: microsoft.com
Key features:
- My Day view: Focus on today's priorities with daily planning
- Recurring reminders: Set repeating tasks for routine work
- List sharing: Collaborate on simple lists with colleagues
- Outlook sync: See flagged emails as tasks automatically
- Tasks in Teams: Consolidated view of personal and assigned items
Pros:
- Simplicity: Minimal interface for quick task capture
- Mobile apps: iOS and Android clients for on-the-go access
- Low friction: No training required for basic usage
- Personal productivity: Helps individuals track follow-ups
Cons:
- No Gantt charts: Cannot visualize task timelines
- No dependencies: Tasks exist independently without relationships
- Limited reporting: No analytics or status dashboards
- Scaling limits: Shared lists work for small groups only
Best for:
- Executive assistants: Managing schedules and follow-ups
- Knowledge workers: Personal workload alongside team tools
- Individual contributors: Tracking assigned tasks from multiple sources
Pricing: Free with any Microsoft account and included in Microsoft 365 subscriptions.
9. Microsoft Lists: A structured data tracking app for lists, issues, assets, and lightweight project records
Microsoft Lists is a structured data tracking app for lists, issues, assets, and lightweight project records. Lists extends SharePoint lists with a friendlier interface, templates, and deeper integration with Teams and the Power Platform. It suits PMOs needing flexible registers without custom development, especially when compared with no-code options like robust project management tools such as Lark Base.
Image source: microsoft.com
Key features:
- Customizable columns: Text, choice, date, lookup, and calculated fields
- Multiple views: Grid, gallery, calendar, and board layouts
- Rules and automation: Trigger notifications and updates with Power Automate
- Templates: Pre-built formats for issues, assets, and requests
- Teams integration: Embed lists as tabs for team access
Pros:
- Flexibility: Model any data structure without coding
- Power Platform: Connect to automation and reporting tools
- Collaboration: Real-time editing with version history
- Templates: Quick start for common use cases
Cons:
- No Gantt or swimlanes: Lacks traditional PM visualizations
- Learning curve: Building sophisticated solutions requires training
- SharePoint dependency: Some advanced features need SharePoint knowledge
- Not a scheduler: Cannot replace dedicated project tools
Best for:
- PMOs: Risk registers, issue logs, and change trackers
- Operations teams: Asset inventories and maintenance records
- Intake processes: Request forms with automated routing
Pricing: Included in Microsoft 365 Business and Enterprise plans as part of SharePoint Online.
10. Microsoft Excel: A spreadsheet program that teams frequently repurpose as a basic project tracker
Microsoft Excel is a spreadsheet program that teams frequently repurpose as a basic project tracker. Excel remains ubiquitous in project management despite not being designed for it. Teams default to spreadsheets for quick trackers when formal tools feel heavyweight or unavailable, even though many SaaS project management tools reviewed for 2026 offer more scalable alternatives.
Image source: microsoft.com
Key features:
- Formulas and functions: Calculate dates, costs, and status indicators
- Conditional formatting: Highlight overdue tasks or budget variances
- Pivot tables: Summarize data across multiple dimensions
- Charts: Create simple Gantt-style bars with stacked bar charts
- Co-editing: Collaborate in real time via OneDrive or SharePoint
Pros:
- Familiarity: Nearly universal knowledge among business users
- Flexibility: Build any tracker structure quickly
- No IT dependency: Create ad-hoc solutions without approval
- Export target: Receive data from other systems easily
Cons:
- Version control: Multiple copies create confusion without cloud storage
- Limited collaboration: Large models slow down with many editors
- No dependencies: Cannot model task relationships natively
- Scalability: Breaks down with complex multi-project portfolios
Best for:
- Small ad-hoc trackers: Simple lists and budget summaries
- Export targets: Receiving reports from formal PM systems
- Quick analysis: One-time calculations and what-if scenarios
Pricing: Bundled in Microsoft 365 and standalone Office licenses, with costs depending on Business, Enterprise, or perpetual license selection.
Choosing the right Microsoft project management tool for your team
No single Microsoft app fits every team. The right choice depends on project complexity, industry requirements, governance needs, and budget constraints. Mapping your requirements to Microsoft's layers helps narrow options.
- Assess complexity: Personal tasks suit To Do. Team Kanban fits Planner. Enterprise portfolios need Project Professional or Planner Premium, while broader comparisons across the top 20 project management tools in 2026 can highlight non-Microsoft fits.
- Consider collaboration: Teams serves as the hub, but tight integration requires configuration and training.
- Evaluate licensing: Microsoft 365 base costs plus Project Plan add-ons accumulate quickly. Audit overlapping subscriptions and factor in nuances of Microsoft Teams pricing, plans, and value.
- Check governance: Data residency, compliance, and admin controls matter when mixing cloud and on-premises products.
- Plan change management: Train teams on standardized tools to prevent department-by-department fragmentation, and consider how modern project collaboration software platforms can simplify that transition.
How Lark compares as a Microsoft project management alternative
Lark combines essential capabilities of Microsoft Project with a unified digital workspace that supports planning, execution, collaboration, and analysis. By centralizing tools that teams typically juggle separately, Lark reduces friction, improves visibility, and enables faster delivery — whether you're managing software development, marketing campaigns, or cross-functional initiatives.
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Dynamic project workflows in one hub
Lark Base is a high-performance, no-code database that powers your project tracking. Unlike standard spreadsheets, it allows you to visualize the same dataset through multiple lenses: Gantt charts for timeline dependencies, Kanban boards for sprint progress, and Gallery views for asset management. Because it is a relational database, you can link tasks to specific team members, budgets, and document hubs, ensuring the "single source of truth" remains multidimensional and up-to-date.
Context-rich collaboration via chatting
Lark removes the friction between "the work" and "the talk." Every record in Lark Base can be shared directly into a Lark Messenger group as an interactive card. Team members can click on the card to view full project details or leave comments that sync back to the database. This proximity ensures that project discussions happen exactly where the data lives, preventing critical context from being lost in fragmented email threads.
Project professionals can eliminate manual follow-ups by utilizing the merged Lark Approval. You can configure automated triggers within your project base so that when a task is marked "ready for review," an approval request is instantly pushed to the manager's mobile device. These workflows support multi-level sign-offs and conditional logic, ensuring that budget approvals or milestone transitions happen in minutes rather than days.
Living briefs and project plans creation
Every project requires a central knowledge hub for strategy briefs and SOPs. Lark Docs allows you to embed live views of your Lark Base project trackers directly into the document, such as project plans, charters, and budget proposals. This means your project charter isn't just a static file; it's an interactive dashboard where stakeholders can see real-time progress, @mention team members for clarifications, and assign tasks without ever leaving the document.
Seamless cross-platform task accountability
Lark Tasks serves as the connective tissue for individual accountability. You can convert a chat message into a trackable task with a single click or link tasks directly to a specific record in Lark Base. These tasks automatically sync with the Lark Calendar, providing every team member with a clear view of their personal bandwidth and upcoming deadlines, which reduces the risk of project slippage.
- Starter plan: Free forever plan that includes 11 powerful tools for up to 20 users. It also comes with 100GB of storage, 1000 automation runs, AI translations, and more.
- Basic plan: $6/user/month (billed annually) for up to 500 users. It includes everything in Starter plus group calling for up to 500 attendees, 5TB of storage, 1000 automation runs, and more. For more details, please contact sales.
- Pro plan: $12/user/month (billed annually) for up to 500 users. It includes everything in Basic plus group calling for up to 500 attendees, 15TB of storage, 50,000 automation runs, and more.
- Enterprise plan: Contact sales for custom pricing. Supports unlimited users and includes even more automation runs and advanced security, compliance, and management features.
Starter
Pro
Enterprise
Starter
For small teams with simple communication needs
$0
/ user / month
20 users max
18 months message history
1-on-1 video meetings
100 GB storage
Lark Docs & Mail
1000 Base automation runs/month
2000 rows per table in Base
Pro
For companies with comprehensive collaboration and management needs
$12
/ user / month
500 users max
Unlimited message history
500-participant video meetings
15 TB storage
Lark Docs & Mail
50k Base automation runs/month
20k rows per table in Base
Enterprise
For large companies with advanced security and organizational management needs
Get a personalized demo and pricing
Unlimited users
Unlimited message history
500-participant video meetings
15 TB storage + 30 GB storage/user
Lark Docs & Mail
500k Base automation runs/month
50k Base automation runs/month
Single sign-on (SSO)
Pro
For companies with comprehensive collaboration and management needs
$12
/ user / month
500 users max
Unlimited message history
500-participant video meetings
15 TB storage
Lark Docs & Mail
50k Base automation runs/month
20k rows per table in Base
Best practices for using Microsoft tools in a modern project stack
Many organizations will continue using Microsoft but can reduce chaos through strategic standardization and integration.
- Standardize tool usage: Define when teams use Planner versus Excel versus Project. Document standards and enforce them.
- Leverage Teams thoughtfully: Structure channels by project, pin Planner and Files tabs, and manage notifications to prevent fatigue.
- Connect data with Power Platform: Use Power Automate for task reminders and Power BI for portfolio dashboards across tools.
- Train non-PMs: Light training on Planner and basic scheduling reduces fear and increases adoption across departments.
- Explore hybrid approaches: Keep Microsoft for identity and email while using Lark as the central collaboration and project workspace.
Conclusion
Microsoft offers a broad but fragmented collection of project tools spanning To Do, Planner, Project desktop, Project Online, Teams, and more. Each serves a purpose, but combining them requires licensing expertise, IT configuration, and ongoing user training.
The right microsoft project management tool depends on your complexity, governance requirements, and tolerance for integration overhead. Organizations with established PMOs and Project investments may optimize their Microsoft stack through standardization and Power Platform connections.
For teams seeking simplicity, Lark unifies chat, meetings, docs, tasks, approvals, and OKRs into a cost-effective alternative that reduces tool-switching and administrative burden. Start with Lark's free Starter plan to pilot unified project collaboration with up to 20 teammates. Larger organizations can contact Lark's sales team to discuss migrating from fragmented Microsoft setups to an integrated workspace that scales with your growth.
FAQs
What is MS Project management Tool?
Microsoft Project is Microsoft's professional project and portfolio management application family. It includes desktop versions (Standard and Professional), cloud services (Project Online, now retiring), and server deployments (Project Server). The software helps project managers build schedules, manage resources, track budgets, and report on project health using Gantt charts, critical path analysis, and baseline tracking. It differs from lighter tools like Planner or To Do, which focus on task lists and team boards rather than formal scheduling and resource management.
What are the top 5 project management tools?
Five widely recognized project management tools include Microsoft Project, Lark Suite, Asana, Trello, and Jira. The best choice depends on team size, project complexity, and whether you need integrated communication and documentation. Microsoft Project suits enterprise scheduling. Lark Suite provides an all-in-one workspace combining tasks with chat, docs, and meetings. Asana and Trello offer flexible work management—teams comparing them can look at focused guides on Asana alternatives for successful projects, ClickUp alternatives to try in 2026, top Monday.com project management alternatives, or Smartsheet alternatives for modern projects. Jira specializes in software development workflows. Evaluate based on your specific needs for collaboration, reporting, and ease of adoption.
What is Microsoft replacing MS Project with?
Microsoft is not eliminating all MS Project capabilities but is shifting cloud features into Planner and Planner Premium. Project for the Web retired in August 2026, and Project Online retires around October 2026. Enterprise scheduling remains available in Project desktop (Standard and Professional). Microsoft recommends Planner-based plans (Plan 1, 3, and 5) for work management scenarios, with Planner Premium adding sprints, Gantt views, and AI features previously found in cloud Project products.
What is MS Project called now?
The core desktop product remains Microsoft Project (Standard and Professional editions). Cloud branding has evolved significantly. Project for the Web and Project Online are being retired and replaced by Planner-based SKUs such as Planner Plan 1 through Plan 5. These plans include Planner Premium features for teams needing more than basic boards. Names vary across plans and regions, so organizations should review current Microsoft 365 and Project plan documentation when purchasing to understand exactly which features each subscription includes.
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Table of contents
Start using Lark today
Manage all your work in one place
Boost team efficiency by 10x
Save up to 70% on software costs
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