Permission & Access Issues

How to Configure View-Only Permissions for Gantt Views in Project Online

Camila Milosovich Oct 16, 2026 869 views

Question details

The user needs to grant specific users view-only access to Gantt charts within Microsoft Project Online.

How to Configure View-Only Permissions for Gantt Views in Project Online

Product: Microsoft Project Online
Device & OS: not provided
Scenario: An administrator or project manager is trying to restrict or grant read-only access to project Gantt charts for a specific subset of selected users.
Observed behavior: The current standard configuration (typically SharePoint Permissions Mode) lacks the granular control required to restrict users specifically to a view-only Gantt experience.

Before you start

Ensure you have administrator privileges for your Microsoft Project Online environment. It is highly recommended to verify whether your site is currently using SharePoint Permissions Mode or Project Permissions Mode before making structural changes, as switching modes will reset existing permissions.

Solution 1Recommended

Switch to Project Permissions Mode for Granular Security Control

Project Permissions Mode provides the detailed access levels required to assign specific view-only permissions for Project Gantt views.

By default, Project Online instances use SharePoint Permissions Mode, which groups users into broad, standard roles. This default mode often lacks the fine-grained control needed to restrict users to a specific view like a read-only Gantt chart.

Switching to Project Permissions Mode allows administrators to define custom security groups and categories, making it possible to isolate 'View Project Gantt' rights and assign them to specific users securely.

Access PWA Settings

Navigate to Additional Server Settings

Under the 'Operational Policies' section, click on 'Additional Server Settings', then scroll down to the 'Permission Management' section.

Enable Project Permission Mode

Select the radio button for 'Project Permission Mode' and save your changes. Note that this action will clear existing SharePoint-mode permission setups.

Create a Custom Security Group

Return to 'PWA Settings' and go to 'Manage Groups' under Security. Create a new group for your targeted users and grant them solely the 'View Project Gantt' and related read-only permissions.

Assign Users to the Group

Add the selected users to this newly created security group to officially grant them view-only access to the Project Gantt views.

Switch to Project Permissions Mode for Granular Security Control

Important Testing Consideration: Always test the newly applied view-only permissions with a dummy user account to ensure that the users cannot inadvertently edit project data or access unauthorized views.

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Create and Share View-Only Gantt Charts Easily with WPS Office

If managing complex server permissions in Microsoft Project Online is too cumbersome for simple project tracking, consider using WPS Office. WPS Spreadsheet provides powerful, easy-to-use Gantt chart templates that you can effortlessly secure with read-only passwords. It is a highly compatible, lightweight, and free alternative to traditional Microsoft Office tools, perfect for seamless team sharing.

1. Open a Gantt Chart Template: Launch WPS Spreadsheet, navigate to the template library, and search for 'Gantt' to open a pre-formatted project timeline.
2. Input Project Data: Fill in your task names, start dates, and durations to automatically populate the visual Gantt chart view.
3. Protect and Share as View-Only: Go to the 'Review' tab, click 'Protect Sheet', set a password to prevent edits, and share the file with your team for view-only access.

Easily build and track project timelines using built-in, professional Gantt chart templates.Fully compatible with Microsoft Excel (.xlsx, .xls) formats for seamless file sharing with clients and stakeholders.Apply native worksheet protection to quickly grant view-only access without relying on complex server administration.Completely free, lightweight, and features a familiar user interface for immediate adoption.

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Frequently Asked Questions

What is the difference between SharePoint and Project Permissions Modes?

SharePoint Permissions Mode uses standard SharePoint groups, making it easier to manage but less customizable. Project Permissions Mode enables highly granular control over specific views, custom user groups, and specific security categories, making it necessary for strict view-only configurations.

Will switching permission modes delete my existing Project Online permissions?

Yes, switching between SharePoint Permissions Mode and Project Permissions Mode clears all manually configured security and access settings. You will need to rebuild your user groups and access levels under the newly selected mode.

Can I assign view-only access to a specific project rather than all projects?

Yes. When using Project Permissions Mode, you can leverage 'Security Categories' to restrict view-only access to explicitly selected projects or based on specific user attributes, ensuring users only see the Gantt views relevant to them.

Why can't my users see the Gantt view even after being granted read access?

They might lack the specific 'View Project Gantt' global permission or their assigned Category permissions may not allow them to read the underlying project data. Both their assigned Group and Category settings must be configured to permit Gantt view access.

Document & File Issues