Share Projects and Tasks with Others

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Share an entire project or individual tasks with other people.

Quick reference

Share Projects and Tasks with Others

Share tasks and projects with others. 

When to use

We share tasks and projects whenever we want colleagues and others to be able to work on a project plan with us. 

Instructions

Project for the Web is part of Microsoft 365 so it integrates well with other Microsoft 365 applications like SharePoint and Teams. We can share individual tasks or entire projects with people inside or outside our organization. 

Earlier in this section, we saw how to add team members to a plan. We also saw how to add people outside of our organization as guests. 

Share a Project Plan

When we add members to our project plan, we are essentially sharing the plan with them. 

Add Members (Inside Our Organization)
  • Click Group members. 
  • In the Members tab, type the name of the person to add. 

If the person is within your organization, their name will show in the list below. We can simply select them to add them.

We can also add people via their email address. However, this only applies to people within our organization. We cannot add anyone outside our organization by their email address in this way. 

Plan members that have been invited to a plan by a plan owner will receive an email notification and they will be able to see the plan from Project Home under the Shared with me section. 

Add Members (Outside Our Organization)

We can share our project plan with external members but we need to do it in a slightly different way. Instead of adding them from within Project for the Web, we need to add them to the Microsoft 365 group instead. 

When we create a new project in Project for the Web and add members, a Microsoft 365 group is automatically created. 

  • Go to Outlook.
  • Scroll down to Groups. 
  • Click on the group. 

We can do many things in the Microsoft 365 group for this plan such as send emails, create calendar items, work on SharePoint files and create a group notebook. 

This is where we need to add our external members. 

  • Click Group Settings. 
  • Click Add Members. 

From here we can add new members, Microsoft 365 groups, distribution lists, or guests. External members are classed as guests and have limited access to the project plan and group resources. 

  • Type the email address of the guest to add. 
  • Click OK. 
  • Go back to Project for the Web.
  • Refresh the browser. 
  • Click Group members. 

The project plan should now be shared with the external guest. 

Link to a Project Plan

Instead of adding members, we could directly link others to the project plan. This is useful if we don't necessarily need a group of people to be full members of the plan but we want them to be able to view the plan. 

  • From Project Home, hover the mouse over the plan to share. 
  • Click the three dots. 
  • Click Copy Project link. 
  • Press CTRL+V to paste the link into an email, Teams channel, or elsewhere. 

Share Specific Tasks

We don't always have to share the entire project plan. We can share specific tasks with others. For example, maybe I want to share a specific task with the members of a Teams channel. 

  • Hover the mouse over a task. 
  • Click the three dots. 
  • Click Copy link to task. 
  • Open Microsoft Teams and go to a channel. 
  • Press CTRL+V to paste the link. 

We could use this same method to send a link to someone via email.

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  • 00:04 One of the biggest advantages that Project for
  • 00:07 the Web has over Project Desktop is the ease in which we can share,
  • 00:11 not only individual tasks but entire projects with other people.
  • 00:15 Project for the Web is built for collaboration, and
  • 00:19 we've pretty much already seen how we can add members to a project in order to
  • 00:24 share the project with them.
  • 00:26 We've also seen how we can add our project to a team's channel so
  • 00:30 we can share a project in that way.
  • 00:32 So in this lesson, I want to just quickly run through how you can share
  • 00:36 an individual task with someone else and also how you can share an entire project.
  • 00:41 Now, when it comes to sharing individual tasks, all we need to do is copy the link.
  • 00:47 So for example, let's go for task number seven, choose paint colors.
  • 00:51 Maybe I want some feedback on which colors we should use.
  • 00:56 So what I can do here is click on the three dots and
  • 01:00 in the contextual menu I have copy link to task.
  • 01:04 So if I copy this link, I can then simply paste it into an email or
  • 01:09 maybe share it with the team's channel.
  • 01:12 So if I open up Outlook and create a brand new email,
  • 01:15 I can simply control v to paste that link in.
  • 01:19 You can see the link is nice and concise, and then I can send this off to whoever
  • 01:24 I need and they can simply click on the link to jump to that specific task.
  • 01:29 So really easy to share individual tasks with other people.
  • 01:33 Now, what about if you want to share an entire project?
  • 01:36 Well, if the person or
  • 01:38 people that you want to share this project with need to be involved in this project,
  • 01:42 and are potentially going to have tasks assigned to them to complete,
  • 01:46 then I would definitely add those people as members to the project.
  • 01:51 Remember, we can click on group members up in the top corner,
  • 01:54 and we can enter in who we want to add to this particular project.
  • 01:58 However, if we just want to share the project so
  • 02:01 that somebody else can maybe view it, maybe look at the tasks, but
  • 02:06 don't necessarily need to collaborate on the project, we can, again, copy a link
  • 02:11 to a project and paste it into an email or some other kind of channel as a link.
  • 02:17 So for this,
  • 02:18 we need to jump back to Project Home where we can see all of our projects listed out.
  • 02:23 So this is the project that I want to share, the Kitchen Renovation Project.
  • 02:27 Once again, we're going to click on those three dots and you can see here,
  • 02:31 Copy Project Link.
  • 02:33 So all I need to do is copy the project link.
  • 02:36 And then if we jump back into Outlook, for example, and
  • 02:39 create a brand new email, I can press Ctrl V and
  • 02:42 that's going to link the person that I send this to to the project.
  • 02:46 So sharing individual tasks and
  • 02:48 entire projects with others is a really simple process.
  • 02:52 Give it a go and see what you think.

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