Add Group Members

Quick reference

• 00:04 So now that we have a new blank project created, I want to
• 00:07 add some of my team members so that we can collaborate together on this project.
• 00:12 So the way that we do this is we jump up to the right-hand side.
• 00:17 And you can see all the way over here, we have a link for group members.
• 00:20 Now if I click on this, it's going to open up this pane, and it says,
• 00:25 add members to create a group.
• 00:27 Already have one, choose an existing group.
• 00:30 So this is very similar to adding group members in Microsoft Planner.
• 00:34 Now what is this talking about when it's talking about groups?
• 00:37 Well, as we've already seen, when you create a new plan in Project for the web,
• 00:42 it creates a brand new Microsoft 365 group,
• 00:45 which you can find underneath the group section in your Outlook.
• 00:49 So if I already have a Microsoft 365 group that contains all the members that
• 00:54 I want to add to this particular project plan,
• 00:57 I could choose to create this based off of an existing group.
• 01:01 If I don't do that,
• 01:02 I'm effectively creating a new group called Kitchen Renovation.
• 01:06 And that's exactly what I want to do in this particular example.
• 01:10 So I'm going to make sure that I'm clicked on Create Group.
• 01:13 And underneath, it says Kitchen Renovation.
• 01:15 It's been set to private.
• 01:16 If I click on the drop-down, I can make changes to these details.
• 01:20 So I could change the group name.
• 01:21 I'm happy with the way it is.
• 01:23 I could add a description, so let's quickly do that.
• 01:26 And I'm just going to say Kitchen Remodeling Project, and
• 01:29 then I can choose to set the privacy.
• 01:31 So remember, with the privacy settings, if you have a public group,
• 01:35 it means that anybody can open up this particular plan and start to make changes.
• 01:41 Whereas if you set it to private, it means that only people that you invite and
• 01:45 essentially create as members for this group will be able to access and
• 01:49 make changes to the plan.
• 01:51 So we're going to create a private group.
• 01:54 And then underneath,
• 01:55 we can start adding in the names of the people that we want to add.
• 01:59 Now remember, there is a difference between adding people who are within your
• 02:03 organization and adding people who are outside of your organization.
• 02:06 People inside your organization are those people who are on the same network as you.
• 02:10 So if you work at a company, it will be everybody who's on the company network.
• 02:15 And if they are on your company network, it makes it very simple to add people
• 02:19 because we can simply start to type their name and they're going to be recognized.
• 02:23 So we can just select them from the list.
• 02:25 So I'm going to add a few people in here.
• 02:27 Let's add Ben.
• 02:28 Let's also add Jack.
• 02:31 Let's add Andrea.
• 02:35 And Olivia, and I'm also going to add myself.
• 02:41 Now, I think that's enough for the time being.
• 02:43 We can always add more members later on.
• 02:47 One thing we can't do from this section is add external people.
• 02:51 For example, if I try to add somebody who has a completely different email address,
• 02:55 let's say a Gmail email address, it's not going to allow me to add them.
• 02:59 And here is an example of that.
• 03:01 I've typed in my friend Jen's email address.
• 03:04 And just a note, this is just a test email address that I've set up.
• 03:07 Jen Green doesn't actually exist in this context.
• 03:10 But notice that it's not allowing me to add this email address in as a member of
• 03:15 this group.
• 03:16 So I'm going to delete this out because if I want to add her,
• 03:19 I need to do it in a slightly different way.
• 03:21 So now I have all of my group settings, I have my members added,
• 03:25 I can click on Create to create that new group.
• 03:28 And what you should find is that in a moment at the top here,
• 03:31 group members is going to update.
• 03:33 Currently, it's showing one group member.
• 03:35 I'm going to refresh my browser just to pull this through quickly.
• 03:38 Now you can see we have five group members.
• 03:41 If I click this,
• 03:42 it's going to show me everybody who is a member of this particular group.
• 03:46 And you can see this piece of text at the top here.
• 03:48 It says, members of this project are part of the Kitchen Renovation group.
• 03:53 Everyone in this Microsoft 365 group has access to the whole project and
• 03:58 any files, OneNote pages, Team chats, and other material related to this group.
• 04:04 So what do I need to do if I need to add somebody externally as a member to
• 04:08 this team?
• 04:10 Well, we need to do that from the actual Microsoft 365 group that we can access
• 04:14 through Outlook online.
• 04:16 So I'm going to go to the app launcher and I'm going to open up Outlook.
• 04:21 Now let's scroll all the way down because notice here, we have a Groups area.
• 04:26 So these are all of the groups that I'm a part of.
• 04:29 And notice, take a look right at the bottom,
• 04:32 it's already updated with the Kitchen Renovation group.
• 04:35 So if I click on this, we have a brand new group in here where all of the members
• 04:39 can interact, send emails, share files, things like that.
• 04:43 If I click on where we have members,
• 04:45 we can see all of the members of this group just here.
• 04:48 And if I want to add an external member, this is where I would come to do this.
• 04:53 So I can simply click on the Add members button,
• 04:56 and this is where I could add Jen in.
• 04:59 And when we add external members, they are considered to be guests.
• 05:03 And we have a little bit of information about what exactly is a guest or
• 05:06 who is a guest on the left-hand side.
• 05:08 It says, guests so people from outside your organization.
• 05:12 Guests will get all email messages sent to the group in their inbox and
• 05:17 can collaborate on files in the group.
• 05:19 So let's add in Jen.
• 05:21 Now you can see here this time, it is recognizing her underneath, but
• 05:25 it's recognizing her as a guest.
• 05:28 So I can select her, and it says, you're adding a guest to this group.
• 05:32 They'll have limited access to group resources.
• 05:36 So that is fine, but it is worth noting guests won't be able to do as much with
• 05:41 the project plan as full members.
• 05:43 Let's click on Add at the bottom, and
• 05:45 I can see one member has been successfully added.
• 05:47 So if we now go back to Project for the web and refresh the browser,
• 05:53 we should find that if we click on the group members,
• 05:57 we now have Jen added at the bottom there as a guest.

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