Note: As of February 2024, guest users across all licenses get access to the same capabilities in Project as they do in Planner. Guest users with Project licenses continue to receive the capabilities as they had access to previously. See this blog to learn more: Let guests see your project in Project for the web.
You can share and collaborate on your projects with guests outside of your organization. Guests can edit your shared projects without any Project or Office license; however, guests that have a Project Plan 1 license can create and edit projects. Guests with a Plan 3 or Plan 5 license can create and edit roadmaps. Here’s how it works!
Sharing your project with a guest
Sharing your project with guests added to your organization is easy! You can simply search for their name and add them to the project group as shown following:
Alternatively, you can directly assign a task to the guest. Project will then let you choose whether you want to add them to the group, which will also share the whole project with them, or just assign them to the task without adding them to the group. (See the following screenshots.)
In both cases, the user’s email address is shown so that you don’t make a mistake and share the project with the wrong guest.
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.comand 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.
1. Can I remove a guest user after adding them to the project?
Yes. You can remove a guest from the project’s Microsoft 365 Group in Outlook, or by asking your admin. The guest that is removed from the Group will no longer have access to the project.
2. Can a guest edit project content?
Yes. Any guest can edit the content of any project that is shared with them. Please visit the support document for full details of what guests can access for each license.
3. Can I keep track of guest assignments without giving them access to the project?
Yes, you can use the “Just assign” option after assigning a task to a guest to simply keep track of the task assignment without sharing sensitive information with the guest.
4. Can a guest access the groups documents and SharePoint sites attached to project tasks?
Yes, if the organization has enabled the appropriate settings for guest collaboration in SharePoint.
5. Can a guest access the project through Teams?
Yes, a guest can view your project in Teams if the project is pinned to your team’s channel.
3. Can I keep track of guest assignments without giving them access to the project?
Yes, you can use the “Just assign” option after assigning a task to a guest to simply keep track of the task assignment without sharing sensitive information with the guest.
I have this exact need. I don't need to share the project itself with the guest; I just have to be able to assign tasks to the guest for my own internal records. In other words, I need to assign the task to someone or an organization represented by a label, not an actual email address.
This would work if I could only find a way to reach the "Just assign" option.
Here's what I see when I click on "Assigned To":
Here's what I get when I enter text:
Why is it so difficult to do this? Do I need to pester my already-overworked Office 365 administrator to give me additional privileges even though I'm not adding any actual persons nor giving any outsiders access to my data? I can't imagine that this is something no one has ever thought of; it makes the entire resource management process unusable.
Oh, and BTW -- At least one of your clearly visible message formatting options results in an "invalid HTML" error, and now I'm trying to figure out which one it is.
To fix the acess problem for guests with Project license, the guests must logon https://project.microsoft.com/“correct_owner_domain_name", like https://project.microsoft.com/exampledomain.com, then it should be fixed.
{"value":[{"feature":"modernProject","accessType":"readOnly","licenseLevel":"basic","settings":{"criticalPath":false,"canOnlyEditAssigned":true,"differentDependencies":false,"canEdit":false},"category":"commercial"},{"feature":"roadmap","accessType":"readOnly","accessStatus":"none","category":"commercial"}]}<div>The group call in the home tenant works and the entitlements call returns the following<li-code lang="json">{"value":[{"feature":"projectOnline","accessType":"readWrite","category":"commercial"},{"feature":"roadmap","accessType":"readWrite","category":"commercial"},{"feature":"modernProject","accessType":"readWrite","licenseLevel":"professional","settings":{"criticalPath":true,"canOnlyEditAssigned":false,"differentDependencies":true,"canEdit":false},"category":"commercial"}]}<div>Checked the group setting and its not the culprit.<br /><a href="https://support.microsoft.com/en-gb/office/let-guests-see-your-project-in-project-for-the-web-81e1c210-74b2-4711-98ab-dea58f1b566b" target="_self">https://support.microsoft.com/en-gb/office/let-guests-see-your-project-in-project-for-the-web-81e1c210-74b2-4711-98ab-dea58f1b566b <blockquote><div><div><span><strong>Important: <span>Each item marked "Yes" in the table above will only work if a group administrator turns on the access setting <span><strong>Let guest group members access group content. <br /><span>To turn this off, go to <a title="https://admin.microsoft.com/" href="https://admin.microsoft.com/" target="_blank" rel="noreferrer noopener">admin.microsoft.com<span> > <span><strong>Org Settings<span> > <span><strong>Microsoft 365 Groups<span>.<div><div><li-image width="400" height="400" alt="TrutzStephani_1-1652111752711.png" align="inline" id="370224i1AB4CD99CA79E389" size="medium" resized="false" sourcetype="new"><p> </p></li-image></div></div></span></strong></span></span></strong></span></span></a></span></strong></span></span></strong></span></div></div></blockquote></a></div>
I'm testing a dummy guest account and it seems the issue was the "Restricted Guest Access" on Azure AD
It seems the guest needs to be able to view group membership. I'm still going to test limited access as I've only tested "same as member users" so far and it has worked after 4-6 hours waiting for propagation.
Similar experience here. We have attempted to invite guest users (that already have a Project license via their home organisation), but their existing Project license isn't recognised. We have reluctantly purchased new Project licenses for the guest user accounts (so they now have double licenses - one from our organisation, and one from their home organisation). Some of the users are able to view/access the projects. But a couple of users are unable to access projects, despite having valid licenses assigned to their guest user accounts.
This is a terrible implementation of sharing projects and collaborating with external users. I do not understand why Microsoft simply don't unlock the ability to share a project via a URL (exactly the same as it works with Sharepoint/Onedrive/Word/Excel/Powerpoint/etc). Is is painfully apparent that Microsoft has deliberately locked this essential feature (which you get by default with the vast majority of Microsoft services) in an attempt to try to get more people to purchase these overpriced licenses just to be able to show a project to another person. You have cashed in on 4 "guest licenses" from us, half of which doesn't even seem to work. But we are getting closer and closer to stop using MS Project. This is simply not working
I've added a project to a team that has already guests in, the guest cannot access project stating they do not have licenses.
I've assigned project P3 to guest users, still no change, they cannot access the project stating they do not have a license
I noticed some Teams cannot have project tab added, this happens on teams that I have already guests added
Guests users are listed multiple times as available to be assigned tasks
Sorry guys, but this is not working at all how it should
Share
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You can share and collaborate on your projects with guests outside of your organization. Guests can view your shared projects without any Project or Office license; however, guests that have a Project Plan 1 license can create and edit projects. Guests with a Plan 3 or Plan 5 license can create and edit roadmaps. Here’s how it works!
","body":"
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Note: As of February 2024, guest users across all licenses get access to the same capabilities in Project as they do in Planner. Guest users with Project licenses continue to receive the capabilities as they had access to previously. See this blog to learn more: Let guests see your project in Project for the web.
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You can share and collaborate on your projects with guests outside of your organization. Guests can edit your shared projects without any Project or Office license; however, guests that have a Project Plan 1 license can create and edit projects. Guests with a Plan 3 or Plan 5 license can create and edit roadmaps. Here’s how it works!
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Sharing your project with a guest
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Sharing your project with guests added to your organization is easy! You can simply search for their name and add them to the project group as shown following:
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Alternatively, you can directly assign a task to the guest. Project will then let you choose whether you want to add them to the group, which will also share the whole project with them, or just assign them to the task without adding them to the group. (See the following screenshots.)
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In both cases, the user’s email address is shown so that you don’t make a mistake and share the project with the wrong guest.
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Guests: How to access a project
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Guests can access a project in two ways:
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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.
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Go to project.microsoft.comand 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.
1. Can I remove a guest user after adding them to the project?
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Yes. You can remove a guest from the project’s Microsoft 365 Group in Outlook, or by asking your admin. The guest that is removed from the Group will no longer have access to the project.
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2. Can a guest edit project content?
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Yes. Any guest can edit the content of any project that is shared with them. Please visit the support document for full details of what guests can access for each license.
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3. Can I keep track of guest assignments without giving them access to the project?
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Yes, you can use the “Just assign” option after assigning a task to a guest to simply keep track of the task assignment without sharing sensitive information with the guest.
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4. Can a guest access the groups documents and SharePoint sites attached to project tasks?
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Yes, if the organization has enabled the appropriate settings for guest collaboration in SharePoint.
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5. Can a guest access the project through Teams?
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Yes, a guest can view your project in Teams if the project is pinned to your team’s channel.
","body@stringLength":"9266","rawBody":"
\n
Note: As of February 2024, guest users across all licenses get access to the same capabilities in Project as they do in Planner. Guest users with Project licenses continue to receive the capabilities as they had access to previously. See this blog to learn more: Let guests see your project in Project for the web.
\n
\n
\n
\n
\n
\n
You can share and collaborate on your projects with guests outside of your organization. Guests can edit your shared projects without any Project or Office license; however, guests that have a Project Plan 1 license can create and edit projects. Guests with a Plan 3 or Plan 5 license can create and edit roadmaps. Here’s how it works!
\n
\n
Sharing your project with a guest
\n
Sharing your project with guests added to your organization is easy! You can simply search for their name and add them to the project group as shown following:
\n
\n
\n
\n
Alternatively, you can directly assign a task to the guest. Project will then let you choose whether you want to add them to the group, which will also share the whole project with them, or just assign them to the task without adding them to the group. (See the following screenshots.)
\n
\n
\n
\n
\n
\n
\n
In both cases, the user’s email address is shown so that you don’t make a mistake and share the project with the wrong guest.
\n
\n
Guests: How to access a project
\n
Guests can access a project in two ways:
\n
\n
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.
\n
\n
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Go to project.microsoft.comand 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.
1. Can I remove a guest user after adding them to the project?
\n
Yes. You can remove a guest from the project’s Microsoft 365 Group in Outlook, or by asking your admin. The guest that is removed from the Group will no longer have access to the project.
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2. Can a guest edit project content?
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Yes. Any guest can edit the content of any project that is shared with them. Please visit the support document for full details of what guests can access for each license.
\n
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3. Can I keep track of guest assignments without giving them access to the project?
\n
Yes, you can use the “Just assign” option after assigning a task to a guest to simply keep track of the task assignment without sharing sensitive information with the guest.
\n
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4. Can a guest access the groups documents and SharePoint sites attached to project tasks?
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Yes, if the organization has enabled the appropriate settings for guest collaboration in SharePoint.
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5. Can a guest access the project through Teams?
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Yes, a guest can view your project in Teams if the project is pinned to your team’s channel.
You can share and collaborate on your projects with guests outside of your organization. Guests can view your shared projects without any Project or Office license; however, guests that have a Project Plan 1 license can create and edit projects. Guests with a Plan 3 or Plan 5 license can create and edit roadmaps. Here’s how it works!
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Is there a current implementation guide for this?
Specifically, from a CSP perspective if possible.
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Is there a way to give a unlicensed guest user access to view the gantt chart timeline?
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3. Can I keep track of guest assignments without giving them access to the project?
Yes, you can use the “Just assign” option after assigning a task to a guest to simply keep track of the task assignment without sharing sensitive information with the guest.
I have this exact need. I don't need to share the project itself with the guest; I just have to be able to assign tasks to the guest for my own internal records. In other words, I need to assign the task to someone or an organization represented by a label, not an actual email address.
This would work if I could only find a way to reach the \"Just assign\" option.
Here's what I see when I click on \"Assigned To\":
Here's what I get when I enter text:
Why is it so difficult to do this? Do I need to pester my already-overworked Office 365 administrator to give me additional privileges even though I'm not adding any actual persons nor giving any outsiders access to my data? I can't imagine that this is something no one has ever thought of; it makes the entire resource management process unusable.
Oh, and BTW -- At least one of your clearly visible message formatting options results in an \"invalid HTML\" error, and now I'm trying to figure out which one it is.
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Great article.
Is there a way to give internal users or guests access to their assigned tasks, but don't let them see the whole project?
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To fix the acess problem for guests with Project license, the guests must logon https://project.microsoft.com/“correct_owner_domain_name\", like https://project.microsoft.com/exampledomain.com, then it should be fixed.
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Checked the group settings and they seem to be okay
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I used the network console of the browser.
There I see that the guest account gets an 403 access denied for the following:
{\"value\":[{\"feature\":\"modernProject\",\"accessType\":\"readOnly\",\"licenseLevel\":\"basic\",\"settings\":{\"criticalPath\":false,\"canOnlyEditAssigned\":true,\"differentDependencies\":false,\"canEdit\":false},\"category\":\"commercial\"},{\"feature\":\"roadmap\",\"accessType\":\"readOnly\",\"accessStatus\":\"none\",\"category\":\"commercial\"}]}<div>The group call in the home tenant works and the entitlements call returns the following<li-code lang=\"json\">{\"value\":[{\"feature\":\"projectOnline\",\"accessType\":\"readWrite\",\"category\":\"commercial\"},{\"feature\":\"roadmap\",\"accessType\":\"readWrite\",\"category\":\"commercial\"},{\"feature\":\"modernProject\",\"accessType\":\"readWrite\",\"licenseLevel\":\"professional\",\"settings\":{\"criticalPath\":true,\"canOnlyEditAssigned\":false,\"differentDependencies\":true,\"canEdit\":false},\"category\":\"commercial\"}]}<div>Checked the group setting and its not the culprit.<br /><a href=\"https://support.microsoft.com/en-gb/office/let-guests-see-your-project-in-project-for-the-web-81e1c210-74b2-4711-98ab-dea58f1b566b\" target=\"_self\">https://support.microsoft.com/en-gb/office/let-guests-see-your-project-in-project-for-the-web-81e1c210-74b2-4711-98ab-dea58f1b566b <blockquote><div><div><span><strong>Important: <span>Each item marked \"Yes\" in the table above will only work if a group administrator turns on the access setting <span><strong>Let guest group members access group content. <br /><span>To turn this off, go to <a title=\"https://admin.microsoft.com/\" href=\"https://admin.microsoft.com/\" target=\"_blank\" rel=\"noreferrer noopener\">admin.microsoft.com<span> > <span><strong>Org Settings<span> > <span><strong>Microsoft 365 Groups<span>.<div><div><li-image width=\"400\" height=\"400\" alt=\"TrutzStephani_1-1652111752711.png\" align=\"inline\" id=\"370224i1AB4CD99CA79E389\" size=\"medium\" resized=\"false\" sourcetype=\"new\"><p> </p></li-image></div></div></span></strong></span></span></strong></span></span></a></span></strong></span></span></strong></span></div></div></blockquote></a></div>
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I'm testing a dummy guest account and it seems the issue was the \"Restricted Guest Access\" on Azure AD
It seems the guest needs to be able to view group membership. I'm still going to test limited access as I've only tested \"same as member users\" so far and it has worked after 4-6 hours waiting for propagation.
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Similar experience here. We have attempted to invite guest users (that already have a Project license via their home organisation), but their existing Project license isn't recognised. We have reluctantly purchased new Project licenses for the guest user accounts (so they now have double licenses - one from our organisation, and one from their home organisation). Some of the users are able to view/access the projects. But a couple of users are unable to access projects, despite having valid licenses assigned to their guest user accounts.
This is a terrible implementation of sharing projects and collaborating with external users. I do not understand why Microsoft simply don't unlock the ability to share a project via a URL (exactly the same as it works with Sharepoint/Onedrive/Word/Excel/Powerpoint/etc). Is is painfully apparent that Microsoft has deliberately locked this essential feature (which you get by default with the vast majority of Microsoft services) in an attempt to try to get more people to purchase these overpriced licenses just to be able to show a project to another person. You have cashed in on 4 \"guest licenses\" from us, half of which doesn't even seem to work. But we are getting closer and closer to stop using MS Project. This is simply not working
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It does not work!
I've added a project to a team that has already guests in, the guest cannot access project stating they do not have licenses.
I've assigned project P3 to guest users, still no change, they cannot access the project stating they do not have a license
I noticed some Teams cannot have project tab added, this happens on teams that I have already guests added
Guests users are listed multiple times as available to be assigned tasks
Sorry guys, but this is not working at all how it should
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