Visualize Projects in Microsoft Teams

Quick reference

• 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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