Team: Adding/Managing Guest Collaborators

Summary

This article provides instructions on how to add guest collaborators and manage their permissions.

 

Content

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.

Capabilities by Role

Capability Owner Member Guest
Create a channel checkmark checkmark checkmark
Participate in a private chat checkmark checkmark checkmark
Participate in a channel conversation checkmark checkmark checkmark
Share a channel file checkmark checkmark checkmark
Share a chat file checkmark checkmark  
Add apps (such as tabs, bots, or connectors) checkmark checkmark  
Can be invited via any work or school account for Office 365     checkmark
Create a team checkmark checkmark  
Delete or edit posted messages checkmark checkmark checkmark
Discover and join public teams checkmark checkmark  
View org chart checkmark checkmark  
Add or remove members and guests checkmark    
Edit or delete a team checkmark    
Set team permissions for channels, tabs, and connectors checkmark    
Change the team picture checkmark    
Add guests to a team checkmark    
Auto-show channels for the whole team checkmark    
Control @[team name] mentions checkmark    
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    

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

Follow the link to the task you want to achieve:

 

How-To

The team owner is the only one allowed to add members to a team. Guest members can be added.

 
Task: To 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 are directed to create one for free.

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 administrator.

 

Instructions

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

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

Add members to a team in Teams

 

 

 

 

 

 

Step 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. 

Step 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.

 

 

 

 

 

 

Step 5 - Click Add.

 

Outcome

Your guest receives a welcome email invitation that includes some information about joining Teams and what the guest experience is like .

Back to top

 

Task: To set guest permissions for channels in Teams.

Before you can update guest permissions, the person must be added as a guest to your team. Team owners can set guest permissions, but only from the desktop or web applications.

Guests have fewer capabilities than team members, but there's still a lot they can do in channels — where the work actually gets done in Teams! Team owners can set guest permissions for channels to control this. For more details, see Guest capabilities in Teams 

 

Instructions

Step 1 - Select Teams on the left side of the application.

Step 2 - Go to the team name and select More options > Manage team.

Manage teams in Teams.

 

 

 

 

 

 

 

Step 3 - Select Settings > Guest permissions. Check or uncheck the permissions you want to use. Currently, you can give guests permission to create, update, or delete channels.

Set guest permissions in Teams.

 

 

 

 

 

 

Step 4 - Go to the team name and select More options > Manage team.

 

Outcome

Your guests can now collaborate with team members in channels .

Back to top

 

Task: To determine if a team allows guest access

 

Instructions

  • To determine if a team allows guest access, look below the heading where the team name displays. If the teams allows guest access that information is displayed.
  • To determine if an individual is a guest, the word Guest displays next to their name.

Back to top

 

Task: To view everyone’s roles on the team to identify guests.

 

Instructions

Step 1 - Navigate to the team name and select More options > Manage team.

Step 2 - Select Members.

 

Outcome

A list of members and their role displays.

Back to top

 

Further Readings

LinkedIn Learning - Microsoft Teams 

Set Guest Permissions 

Add Guests to a Team 

Guest experience in Teams 

Team owner, member, and guest capabilities in Teams 

Microsoft Teams - Work in Channels 

 

Need additional help?

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

Learn more about the great tools our Microsoft 365 Learning sites offer!

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.  For password issues you must call or visit the Help Desk in person

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Details

Article ID: 2150
Created
Tue 2/11/20 4:11 PM
Modified
Wed 5/1/24 9:14 AM
Applicable Institution(s):
Keene State College (KSC)
Plymouth State University (PSU)
University of New Hampshire (UNH)
USNH System Office