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Quick reference
Add Members
Add members to a project plan.
When to use
In order for other colleagues to work on a project plan, they need to be plan members. As the plan owner, we can add new members, guest members, and group members.
Instructions
Add Members
When we are thinking about adding members to the plan, we can do it in a couple of ways. We can add members using their names or email addresses and effectively create a new group for this particular project or we can add members using a group that already exists.
- On the right-hand side, click Group members.
Create group
If we want to create a brand new group just for this project plan, we can simply add members.
- Click the Create group tab.
- Check the name of the plan listed underneath.
- Click the drop-down arrow.
- Add a Description (optional).
- Set the Privacy to Private or Public.
- Type the person's name or email address.
- Repeat this process until all members have been added.
- Click Create to create the group.
Add to a group
If we already have an existing Microsoft 365 group that has the same members that we need to add to the new plan group, we can use the existing group to make the process quicker.
- Click the Add to a group tab.
- Click the drop-down arrow next to Select group.
- Choose an existing group from the list.
- Click Create.
Hints & tips
- To see all group members, click the Group members link in the top right-hand corner.
- 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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