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Add colleagues as members of a plan.

Quick reference

Add Members to a Plan

Add team members to a plan to work collaboratively on a project. 

When to use

We add team members to a plan whenever we require their input on a project or they are required to complete tasks. 

Instructions

When we create a plan in Planner, we have two privacy options: Public or Private. Public plans are open for anyone in the organization to access whereas private plans are only accessible to plan members. 

When we create a new private plan, we become the plan owner. We can invite members to the plan so they can work on tasks and collaborate on the project. 

Add Members

  • In Planner, click on the plan in the left-hand menu. 
  • Click Members in the top right-hand corner. 
  • Type in the name of the person to add to the plan. 

If we are adding members who are part of our organization we can simply start typing the name and Planner will show a list of all names that match. We can then simply select the correct person from the list. 

If we are trying to add someone from outside our organization, we need to type in their full email address to add them as guests. 

Remove Members

We can remove members from a plan at any time. 

  • In Planner, click on the plan in the left-hand menu. 
  • Click Members in the top right-hand corner. 
  • Hover the mouse over the name of the person to remove and click the three dots. 
  • Click Remove. 

Hints & tips

  • The members added to the plan in Planner will now show as members of the Microsoft 365 group in Outlook. 
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  • 00:04 In this lesson,
  • 00:05 we're going to take a look at how we can add members to an existing plan.
  • 00:09 And we're going to be using the Software Development Project plan in order to
  • 00:13 do this.
  • 00:13 Now, currently, this was a plan that we created from scratch, I'm the only member.
  • 00:19 And because I created this plan, I'm effectively the plan owner.
  • 00:24 And when you're a plan owner,
  • 00:26 it means that you can add other members to that plan.
  • 00:29 And anybody who is a member has access to view the plan and
  • 00:33 also make changes, add tasks, edit tasks, things like that.
  • 00:38 And remember when we created this plan we created a private plan.
  • 00:42 So that means, it is not just available for
  • 00:45 everybody in my organization to dive into and start making changes.
  • 00:50 You have to be specifically invited to the plan and
  • 00:53 you have to be a member of the plan.
  • 00:55 Now the way that we add members to a plan really differs depending on if the person
  • 01:00 that you're trying to add is inside your organization, or
  • 01:03 if they're outside of your organization.
  • 01:06 So when we say inside of our organization, we mean that everyone's on the same
  • 01:11 network, everybody has effectively the same email domain name.
  • 01:15 So if you all work at Microsoft, for example,
  • 01:17 you'll all have the email address microsoft.com.
  • 01:20 Those would be classed as people inside your network.
  • 01:23 But, of course, sometimes we might want to share our plan with external people,
  • 01:28 as well.
  • 01:29 So, maybe, third parties suppliers or clients, or other customers.
  • 01:34 And you can't add external people to a plan in the same way that you add internal
  • 01:38 people.
  • 01:39 So in this lesson, we're going to look at how we can add internal people within our
  • 01:43 organization to a project plan.
  • 01:45 And a bit later on in this section,
  • 01:47 I'm going to show you how you can give what we call guest access to a plan.
  • 01:51 Now, let's not get too far ahead of ourselves, let's deal with just adding
  • 01:55 some members that are within my organization to this particular plan.
  • 01:58 This is so straightforward.
  • 02:00 So I'm currently inside the plan.
  • 02:02 We don't have any tasks in it, yet, but we're going to add members.
  • 02:05 So if we cast our eyes all the way to the top of the screen,
  • 02:09 notice that we have a Members area just here.
  • 02:13 And if I click the drop down arrow, currently,
  • 02:15 you can see I'm very lonely in this plan all on my own.
  • 02:19 So if I want to invite people to this plan, which will effectively add them as
  • 02:24 members, all I need to do is type in their name.
  • 02:27 So if I start to type in the name of somebody, let's click in there and
  • 02:31 type in the name.
  • 02:33 If they're on your network, then they're going to pop up in a list below.
  • 02:36 So you can see there is Ben, I can simply select him, and he's now a member.
  • 02:42 Let's type in Olivia, there she is.
  • 02:45 I can add her to the plan.
  • 02:48 Let's go for Andrea, there she is.
  • 02:51 We'll add Jack.
  • 02:54 And I think you get the idea.
  • 02:55 It's really, really straightforward.
  • 02:57 And you'll see, as I add people, I can see their profile pictures, if they have one,
  • 03:02 listed at the top.
  • 03:03 Now, when I add people to a plan, effectively they're going to receive
  • 03:07 an email message that tells them they've been invited to this plan.
  • 03:10 That email message will contain a link back to this plan.
  • 03:14 And when they go into their copy of Planner, and go to their Hub,
  • 03:18 they're going to be able to find the new plan listed on the left-hand side.
  • 03:23 So really simple to add members to a plan.
  • 03:26 Now, remember, if you've set your plan to public access, then you don't
  • 03:29 necessarily have to invite people because that plan will just be open.
  • 03:33 It's not a private plan they have to be invited to.
  • 03:35 And just a final note, if you want to do the reverse of this and
  • 03:38 remove members from a plan, it pretty much works in a similar way.
  • 03:43 Let's jump back into Software Development Project.
  • 03:45 I'm going to click Members, and if I want to remove Andrea, for example,
  • 03:50 I just need to hover over her name, click the three dots, and I can choose Remove.
  • 03:55 And just like that, she now no longer has access to this plan.

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