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Quick reference
Visualize Projects in Microsoft Teams
Create a new Team in Microsoft Teams from an existing Microsoft 365 group and display the project plan in a Teams channel.
When to use
We add our project plan to a Teams channel whenever we want plan members to be able to visualize the project whilst taking advantage of Teams utilities such as chat, meetings, and file sharing.
Instructions
We've already seen how a new Microsoft 365 group gets created when we create a new project in Project for the Web and add members.
Similarly, we can create a new team in Microsoft Teams based on a Microsoft 365 group.
Create a New Team for Project Plan Members
- From Project for the Web, click the App Launcher.
- Click Teams.
- Click Join or create a team.
- Click Create a team.
- Click From a group or team.
- Click Microsoft 365 group.
- Select the Microsoft 365 group that relates to our project plan.
- Click Create.
The team that relates to the project plan will now show in the Your teams section of Microsoft Teams. The members of the project plan will be ported across to the team in Teams, so we don't have to add them manually.
Make the Project Plan Visible in Teams
Once we have a new team setup for project plan members, we can add the project plan to the team so everyone can visualize and work on the plan. We do this by adding the plan to a tab in a Teams channel.
- Select a Teams channel.
- At the top, click the + button next to Wiki.
At this stage, we might think that we need to add the Project app. However, Project for the Web is essentially an online application.
- Go to Project for the Web.
- Open the project to add to teams.
- Copy the URL by pressing CTRL+C.
- Go back to Teams.
- Select Website from the apps list.
- Give the tab a name.
- In the URL field, press CTRL+V to paste the link.
- Click Save.
A new tab will be created in the Teams channel so members can easily visualize the project plan, have conversations, host meetings, and share files all in one place.
Hints & tips
- NOTE: If you don't use Microsoft Teams or have no interest in Teams, you can skip this lesson.
- 00:04 Microsoft Teams has become an extremely popular application particularly over
- 00:09 the last few years when so many more of us are working from home or working remotely.
- 00:14 It allows us to keep in touch with our colleagues via chat, video,
- 00:19 and audio calls.
- 00:21 And we can also share files and collaborate on projects.
- 00:25 And because Microsoft Teams is part of Microsoft 365 as is Project for
- 00:30 the Web as you might expect, these two applications is integrate very nicely.
- 00:35 So let's imagine a scenario here,
- 00:37 maybe we've been working on this kitchen renovation project.
- 00:41 And now, we want to create a team in Teams for all of the members of the kitchen
- 00:46 renovation project to do discus, have meetings, share ideas.
- 00:51 And we wanted everybody within the team in Microsoft Teams to be able to view
- 00:56 the project plan from within Teams as opposed to having to jump out to
- 01:00 a Project for the Web.
- 01:02 Well, all of that is possible and it is extremely simple.
- 01:06 So let's take a look at how this works.
- 01:08 And the first thing we need to do is we need to jump across to Microsoft Teams.
- 01:13 So I'm going to go up to the app launcher, and there is Teams, let's click to open.
- 01:18 Now, on the left-hand side, I can see a list of all of my teams either ones
- 01:23 that I've been invited to or ones that I've created.
- 01:27 And currently, I don't have a team set up for
- 01:30 the kitchen renovation project, so that is the first thing that we need to do.
- 01:35 And because the kitchen renovation project has its own Microsoft 365 Group,
- 01:40 remember those are automatically created when we create a new project plan.
- 01:45 I can basically create a brand new team based off of the kitchen renovation,
- 01:50 Microsoft 365 Group..
- 01:52 So right at the bottom here, we're going to say, Join or create a team.
- 01:57 We want to create a team, but I want to create it from an existing group or team.
- 02:03 I'm going to create it from a Microsoft 365 Group.
- 02:06 And right at the bottom, what do we have?
- 02:08 We have kitchen renovation.
- 02:11 Now, the advantage of creating a team based off of a Microsoft 365 Group is it's
- 02:15 basically going to copy across all of the settings.
- 02:18 So all of the members of this group are going to come across to this team.
- 02:23 So it means that I don't have to go in and manually start adding people afterwards,
- 02:27 so it saves me a little bit of time.
- 02:29 So let's select Kitchen Renovation and then click on the Create button.
- 02:33 So the kitchen renovation team is going to be created in Microsoft Teams.
- 02:38 And once it's done that, you can see on the left-hand side right at the bottom,
- 02:43 I now have a new team called kitchen renovation, and
- 02:46 I have one default channel of general.
- 02:48 Remember, in teams, you can add as many channels as you like, but
- 02:52 you are always going to have the default general channel.
- 02:55 And just so you can see what I mean, if I go in to the kitchen renovation team and
- 03:02 take a look at the team members, I can see there I am at the top.
- 03:07 I am the owner, and I have members and guests underneath.
- 03:10 So if I click to expand, I can see all of the people from that Microsoft 365 Group.
- 03:15 And also note that Jen who is also is an external member or
- 03:19 in this case, a guest is listed at the bottom.
- 03:22 And I can see at the top here, it also tells me that this team has guests.
- 03:26 So I haven't had to add anyone to this team, it's been automatically created for
- 03:31 me, which is perfect.
- 03:33 So now, what I can do is I can jump across to the general channel, and
- 03:37 I can start having conversations with my team.
- 03:40 So maybe I want to start a new conversation,
- 03:43 I can simply type it in and send it through.
- 03:46 We can share files, we can start meetings, all of that good stuff.
- 03:50 Now, I'm not going to go into that in too much detail,
- 03:53 because this isn't a Microsoft Teams training session.
- 03:55 But what we might want to do here is add in our kitchen renovation project plan
- 04:00 from Project for the Web so that all of the team members can see it and
- 04:04 collaborate on it.
- 04:05 We then have all of our discussion, all of our files, and
- 04:09 the project plan in one place.
- 04:12 We don't have to keep hopping around to different applications.
- 04:14 Now, the way that we add a project plan into a team's channel is we create a brand
- 04:19 new tab at the top.
- 04:20 So where we have posts and files, these are tabs.
- 04:24 And what we can do is click on the plus up here, and then we can add a tab.
- 04:29 Now, because we're adding a Project for the Web project plan,
- 04:33 you might make the mistake of thinking that we want to select this one just here.
- 04:37 This one is for projects that live in Project Desktop.
- 04:41 Remember, we are working in Project for the Web,
- 04:44 which is basically an online application.
- 04:46 So what we need to do is add the web address instead.
- 04:50 So before we get to this stage, if we close down this window,
- 04:53 I'm going to go back to Project for the Web.
- 04:55 I'm going to go into my kitchen renovation project,
- 04:59 and I'm going to grab the URL from up here, Ctrl+C.
- 05:04 Let's go back to Teams.
- 05:05 Let's add the tab again, but the one that we want to choose is Website.
- 05:11 Tab name, well, let's just say this is our project plan, and
- 05:15 then I can just simply paste in the URL, Ctrl+V.
- 05:19 I'm going to say, yes, post to this channel about this new tab so that
- 05:24 everybody is aware that we now have the project plan in Teams and click on Save.
- 05:28 But this will take a couple of seconds, but
- 05:31 it will eventually load up this project plan and we can see everything in here.
- 05:35 So now, we can chat in the post tab, we can share files in the files tab,
- 05:39 and we can view the project plan from the project plan tab.
- 05:43 And I can treat this in exactly the same way,
- 05:46 because everything's online within Microsoft 365.
- 05:49 I can click on the i icon to open up the information about this particular task.
- 05:54 I can change things.
- 05:57 Let's change the status to delayed and click Close and
- 06:02 everything is going to update.
- 06:04 So now, I've changed task number 3 to delayed.
- 06:08 If we go back to Project for the Web,
- 06:10 you can see that's also updated in the actual original project plan.
- 06:15 So that is how you can add your project plan into a Microsoft Teams tab.
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