Set-Up Guest Users in Microsoft Planner

                                           Manage External Users in Microsoft Planner

In Microsoft Planner, you can set up guest access to allow external users (such as partners, vendors, or clients) to view and collaborate on plans. Here are the steps to set up guest access:

1. Go to the Microsoft 365 admin centre and select "Users" from the navigation menu.
2. Select "Guest" from the left-hand menu and then click on "New guest user."
3. Fill in the guest user's information, including their email address and name.
4. Assign the guest user to a group that has access to the plans you want them to collaborate on. You can also assign them to a specific plan by clicking on "Add to a specific plan"
5. Click on "Invite" to send an invitation to the guest user.

Once the guest user accepts the invitation, they will be able to access and collaborate on the plans that they have been assigned to. It's important to keep in mind that guest users will only have access to the plans that they have been assigned to. They will not be able to access other plans in the organisation unless they are specifically added to those plans as well.

You can also use Azure AD B2B to invite external users to collaborate in Planner. This feature allows you to invite users from external organisations to collaborate on plans. They will be able to access and collaborate on the plans just like internal users.

It's also important to keep in mind that guest users will have limited capabilities in Planner, they will not be able to create new plans, delete plans or tasks, or change plan settings, unless you grant them specific permissions or roles.

Another way to set up guest access in Microsoft Planner is by using Microsoft Teams. In Teams, you can add external users as guests to a team, and then give them access to the channel where the plan is located. Here are the steps to do this:

1. Go to the Teams app and select the team where you want to add a guest.
2. Click on the "More options" button (represented by three dots) and select "Add member" from the drop-down menu.
3. Enter the guest's email address and then select "Add"
4. Once the guest has accepted the invitation, they will be able to access the team and the channel where the plan is located.

You can also give the guest specific permissions for the channel, such as the ability to view, edit or delete tasks.

It's important to note that when you add a guest to a team, they will have access to all channels within that team. To restrict their access, you can create a new channel and give them access only to that channel.

It is also important to note that guest access in Planner is only available in Microsoft 365 Business Premium and Microsoft 365 Enterprise plans.

The following table outlines the available actions for group owners, plan members, and guest users:

Task	Non-guest owners and members	Guest user members
Create tasks and buckets	Yes	Yes
Edit task fields	Yes	Yes
Invite guest users	Yes	No
Comment on a task	Yes	Yes
Create a plan	Yes	Yes
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	Yes
Join public plans	Yes	No

Reference Articles for more insight:

• https://support.microsoft.com/en-us/office/guest-access-in-microsoft-planner-cc5d7f96-dced-4da4-ab62-08c72d9759c6
• https://learn.microsoft.com/en-us/office/troubleshoot/planner/guests-cannot-comment-assigned-tasks
• https://support.microsoft.com/en-us/office/adding-guests-to-microsoft-365-groups-bfc7a840-868f-4fd6-a390-f347bf51aff6#BKMK_UsePowerShellControlAddingGuests
• https://support.microsoft.com/en-us/office/guest-doesn-t-receive-group-email-conversations-b9891873-c33c-415a-8751-66a64d17f06c

A summary of the available actions for guest users in Microsoft Planner is outlined in the table below.

Feature	Guest allowed to do?
Create a group	No
Add/remove group members	No
Delete a group	No
Join a group	Yes, by invitation
Start a conversation	Yes
Reply to a conversation	Yes
Search for a conversation	Yes
@mention a person in the group	No
Pin/Favorite a group	No
Delete a conversation	Yes
"Like" messages	No
Manage meetings	No
View group calendar	No
Modify calendar events	No
Add a group calendar to a personal calendar	No
View and edit group files	Yes, if enabled by tenant admin
Access the group OneNote notebook	Yes, access from welcome email
Browse groups	No

• In summary, to set up guest access in Microsoft Planner, you can create a guest user in the Microsoft 365 admin centre or use Microsoft Teams to add external users as guests to a team and give them access to the channel where the plan is located and grant them specific permissions, such as the ability to view, edit or delete tasks, you can also create a new channel and give them access only to that channel. It's important to keep in mind that guest users will have limited capabilities in Planner and guest access in Teams is only available in Microsoft 365 Business Premium and Microsoft 365 Enterprise plans.

You might also like to know how to create Plans with a Pre-Existing Template:

Unlocking The Power Of Templates In Microsoft Planner

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