Guest access in Microsoft Planner

Guest access in Microsoft Planner lets you and your team collaborate and participate with people from outside of your organization by granting them access to view and interact with your plan. Guest users can create and delete buckets and tasks, edit task fields, and edit the plan name. If you grant the guest user additional permissions, they can also attach a file or link to a task. Guest users will also receive some of the notifications associated with your plan.

How it works

Planner builds on the Office 365 groups guest access feature. If Office 365 Groups guest access is turned off, you won't be able to add guest users to plans. For more information, see Guest access in Office 365 groups.

  • Step 1    A group owner adds a guest to the group.

    Note: To find the group associated with a plan, go to outlook.com, and in the Folders pane scroll down to the Groups folder and find your plan name.

  • Step 2    The invited guest gets a welcome email from the group. If they do not already have a guest account with the organization, they need to accept this invitation to create one. In the welcome email, under Read group files, select the Access files link and following the instructions to create a guest account.

  • Step 3    To access a plan, guests either need to use a specific plan URL or go to https://tasks.office.com/[organizationdomainname]. You can find the organization's domain name in any non-guest user's email address; for example: nonguestuser@organizationdomainname.com. The general Planner URL, https://tasks.office.com/, takes non-guest Office 365 users to Planner, but won't know from the guest user name which organization they want to sign in to.

  • Step 4    The guest can leave the plan at any time using a link at the bottom of each email and calendar invitations.

Permissions

The following table summarizes what group owners, plan members, and guests can and can't do.

Task

Non-guest owners and members

Guest user members

Create tasks and buckets

Yes

Yes

Edit task fields

Yes

Yes

Attach a file or link to tasks

Yes

Yes. However, an admin must allow it through the Office 365 Groups settings. For more information, see Allow guests to be added to all Office 365 groups.

Invite guest users

Yes

No

Comment on a task

Yes

No

Create a plan

Yes

No

Delete a public plan

Yes

No

Delete a private plan

Yes. Group owners only.

No

Add members to a public plan

Yes

No

Add members to a private plan

Yes. Group owners only.

No

Edit plan name

Yes

Yes

Edit public plan settings

Yes

No

Edit private plan settings

Yes. Group owners only.

No

View public plans

Yes

No

Join public plans

Yes

No

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