Microsoft Teams - How to Add and Manage Guest Users

First thing to know, you must be a team owner to add a guest in Teams (see also Set guest permissions).

Collaborating with users not in your Organization can be accomplished by adding them as guest users. Guest users will have fewer capabilities, but there is still a lot they can do.

Note: Before guests can join a team, an admin must enable guest access in Teams. If you can't add a guest, check with your admin. You can submit a support ticket for technical help here.

Here's how to add a guest and work with them in Teams.

Add a guest to your team

Guests must have an Office 365 work or school account. If the guest doesn’t yet have a Microsoft account associated with their email address, they will be directed to create one for free.

To add a guest to your team in Teams:

  1. Select Teams  Teams button and go to the team in your team list.

  2. Select More options More options button > Add member.

    Add members to a team in Teams

  3. Enter the guest's email address. Anyone with a business or consumer email account, such as Outlook, Gmail, or others, can join your team as a guest.

    Note: If you receive a "We didn't find any matches" error while trying to add a guest, your organization doesn't allow guests. 

  4. Add your guest's name. Select Edit guest information Edit guest name button and type a friendly name for them. Be sure to take the time to do this now—you’ll need the help of an IT admin to do it later.

    Edit guest information in Teams.

  5.  Click Add. Guests will receive a welcome email invitation that includes some information about joining Teams and what the guest experience is like

    Now that all that's done, the next thing you're going to do is set guest permissions.

Note: When you add a guest, only their name gets added to their profile card. To add or change other info (such as phone number or title), you'll need to contact your IT admin.

Identify guests on a team

To see if a team has any guests, just look below the heading where the team name shows up.

Channel header indicating a guest in the group

You can tell if someone is a guest by looking anywhere their name appears—the word “Guest” appears after it. You can also see everyone’s roles in the Members tab of a team. Go to the team name and select More options More options button > Manage team and then Members.

Switch guest accounts in Teams

Go to the accounts menu to the left of a profile picture at the top of the app, then pick the team or guest account you want. For example, if you are a normal Keene user, you will need to select the University of New Hampshire guest account.

Guest Capabilities

Every member in Teams has a role, and each one has different permissions. 

  • Owners
    Team owners manage certain settings for the team. They add and remove members, add guests, change team settings, and handle administrative tasks. There can be multiple owners in a team.

  • Members
    Members are the people in the team. They talk with other team members in conversations. They can view and usually upload and change files. They also do the usual sorts of collaboration that the team owners have permitted.

  • Guests
    Guests are people from outside of your organization that a team owner invites, such as partners or consultants to join the team. Guests have fewer capabilities than team members or team owners, but there's still a lot they can do.

Note: File permissions for members and guests reflect whatever your admin has set in your SharePoint settings. These can only be changed by your admin.

The following table shows the capabilities available for each role:

Capability

Owner

Member

Guest

Create a channel

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checkmark

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Participate in a private chat

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checkmark

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Participate in a channel conversation

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checkmark

checkmark

Share a channel file

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checkmark

checkmark

Share a chat file

checkmark

checkmark

 

Add apps (such as tabs, bots, or connectors)

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Can be invited via any work or school account for Office 365

 

 

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Create a team

checkmark

checkmark

 

Delete or edit posted messages

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checkmark

checkmark

Discover and join public teams

checkmark

checkmark

 

View org chart

checkmark

checkmark

 

Add or remove members and guests

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Edit or delete a team

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Set team permissions for channels, tabs, and connectors

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Change the team picture

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Add guests to a team

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Auto-show channels for the whole team

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Control @[team name] mentions

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Allow @channel or @[channel name] mentions

checkmark

 

 

Allow usage of emoji, GIFs, and memes

checkmark

 

 

Renew a team

checkmark

 

 

Archive or restore a team

checkmark

 

 

 

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LinkedIn Learning - Microsoft Teams

Details

Article ID: 2163
Created
Thu 2/27/20 11:06 AM
Modified
Tue 6/30/20 2:19 PM