Note
Microsoft Project for the web will soon become Microsoft Planner. You can continue using most of the Project for the web capabilities in the new Planner once it's rolled out to your organization. Learn more about the new Planner in Frequently asked questions about Planner and Planner help & learning.
Guest access in Project for the web lets your team collaborate with people from outside your organization by granting them access to view and interact within your project.
Guests can either view or interact with your project depending on whether they have a Project license or not. Guests who do not have a license or who have a Microsoft 365 license can create and delete buckets and tasks, edit task fields, and edit the project name. Guests who have a Project license (P1 or higher) can also create projects. Guests who have a P3 license can also create roadmaps. See Welcome to Roadmap for more info.
Important
There are some limitations to guest access. See the table below to review these limitations.
- If Restricted Guest Access is turned on in the organization, guests will not be able to sign in. Restrict guest access permissions.
- Notifications are automatically turned off for guest users. Guests can't turn them on.
- In Project Home, two tabs are available to guest users, Shared with me and Created by me. Guests do not have a Recent tab.
- Make sure your admin goes to Microsoft 365 Groups settings and turns on guest access to group content. This will ensure that guests can access projects shared with them in the group, and that they can be added to your Microsoft 365 Groups through Project. You'll be able to search for them in the Group Members dialog, and when you assign a task.
For more info, see Guest access in Microsoft 365 groups and Microsoft 365 guest sharing settings reference.
Project owner: How to add a guest
Project builds on the Microsoft 365 Groups guest access feature.
- A project owner can add a guest who is part of the organization to the project group by selecting Group Members at the top of their project and searching for the person's name. Another way is to select a task, selecting the assign icon, and then searching for them.
- If the guest isn't part of the organization, the project group administrator must first add the guest to the project's Microsoft 365 Group. After that's done, they can add guests by using the Azure portal, or through Outlook or Teams. Guests can't be added through Project.
Guests: How to access a project
Guests can access a project in two ways:
- Use the specific project URL: project.microsoft.com/organizationdomainname.com. To find your organization's domain name, look at a group member's email address for the name after the @ symbol. For example, groupmembername@organizationdomainname.com.
- Go to project.microsoft.com and select Sign-in options, choose Sign in to an organization, type the organization's domain name, and then use your guest credentials to sign in.
Note
The general Project URL, project.microsoft.com, will take guest members to Project, but the guest's user name won't provide enough information to sign in to the organization.
Guests can leave the project at any time by leaving the Microsoft Group.
Permissions
Here's a summary of what the project's group owners, group members, and guest members can and can't do.
| Task | Group owner with P1 license or higher | Guest member with no license |
Guest member with Microsoft 365 license | Guest member with P1 license or higher |
|---|---|---|---|---|
| View projects | Yes | Yes | Yes | Yes |
| Turn notifications on or off |
Yes | No | No | No |
| Create a project | Yes | No | No | Yes |
| Create a roadmap | Only with a P3 service plan | No | No | Only with a P3 service plan |
| Connect a project to a group |
Yes | No | No | Yes |
| Connect a roadmap to a group |
Only with a P3 service plan | No | No | Only with a P3 service plan; must be a group member. |
| Delete a project | Yes | No | No | Yes |
| Add or edit a task | Yes | Yes | Yes | Yes |
| Add or edit roadmap rows and key dates | Yes | No | No | Yes |
| Add or remove group members | Yes | No | No | No |
| Attach a file or link to a task | Yes | Yes | Yes | Yes |
| Assign non-group members to a task | Yes | Yes | Yes | Yes |
Note that for projects in custom environments, guest users with Microsoft 365 licenses or no licenses can view but not edit projects. Guest users with Microsoft 365 E3 and E5 licenses can update the completion percentage of tasks assigned to them.
Important
Each item marked "Yes" in the table above will only work if a group administrator turns on the access setting Let guest group members access group content. To turn this off, go to admin.microsoft.com > Org Settings > Microsoft 365 Groups.