How to Give Project Online Users Read-Only Access to Project Files
Question details
Administrators need to configure PWA permissions to allow selected users to open other project files in the desktop client without making changes.
- Product
- Microsoft Project Online
- Device & OS
- not provided
- Scenario
- Configuring read-only access for users to view other managers' projects in the desktop client.
- Observed behavior
- Users need to be able to view and open other managers' projects as read-only while keeping edit access to their own projects.
Ensure you have Administrator access to Project Web App (PWA) settings before attempting to modify user groups and category permissions.
Configure PWA Group Permissions for Read-Only Access
Adjust the Project Managers group settings in PWA to allow viewing other projects without granting edit or publishing rights.
By modifying the default Project Managers group, you can grant users the ability to open and view the summary of projects within your organization without compromising the security of the original files.
Navigate to your Project Web App (PWA) and open the PWA Settings menu.
Click on 'Manage Groups' and select the 'Project Managers' group to edit its permissions.
Scroll down to the Categories section and select the 'My Organization' category.
In the permissions grid, check the boxes to 'Allow' both 'Open Project' and 'View Project Summary in Project Center'.
Click 'Save' to apply the changes. Users will now be able to view other managers' projects as read-only while editing their own.
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Frequently Asked Questions
Can users still edit their own projects after making this permission change?
Yes, modifying the Project Managers group to allow opening other projects in the 'My Organization' category leaves their edit access for their own projects fully intact.
Why can't I see the 'Manage Groups' option in my PWA settings?
You must have Project Online Administrator privileges to access PWA Settings and modify user groups or category permissions. Contact your IT department if you need these permissions.
Does granting 'Open Project' permission allow users to publish changes?
No, granting read-only access strictly through 'Open Project' and 'View Project Summary' ensures users can view the data but cannot edit or publish changes to other managers' files.
