Microsoft 365, Microsoft Teams Adding Guests

Adding Guests to a Microsoft Teams Team

Who are Teams guests?

As a Team owner, you can add people to your Team as either members or guests. Members are people that are associated with and licensed by the Urbana campus to use the Microsoft 365 cloud. You can usually identify members by their email address, which will often end with @illinois.edu or @uillinois.edu. People affiliated with and licensed by other organizations would be considered guest. A guest could also be someone that has a personal Microsoft account. You can usually identify guests because they will not have an Illinois email address. Please note that each University of Illinois campus has their own Microsoft 365 cloud, so people with an @uic.edu or @uis.edu email address will be considered guests in our Teams.

Differences between guests and members

Guest are people from outside of our organization that a team owner has invited to the team. Guests have fewer capabilities than members, but there is a lot they can do when collaborating on a team. The following table shows the capabilities available for each role:

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

Add a guest to your team

Guests must have a Microsoft 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:

Select Teams and go to the team in your team list.
Select More options > Add member.
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.
(Optional) Add your guest's name. Select Edit guest information . This can only be edited the first time the Guest is added to our Tenant. You will not be able to Edit Guest Information if they have been previously added as a Guest to another Team in our Tenant.
Click Add. Guests will receive a welcome email invitation that includes some information about joining Teams and what the guest experience is like.

Switching between Teams Tenants
The Teams desktop and web browser application can only be signed into any one tenant at a time. To switch to other tenants that you have been added to as a Guest, click your profile image in the upper right. Then beneath your status message you will see the tenants you are apart of such as the Universitty of Illinois - Urbana. Click the tenant name you wish to switch to and Teams will sign you over to the other Tenant.

Otherwise you can view multiple Teams tenants at once by signing into each on separately by using multiple browsers such as Chrome and Firefox along with the Teams Desktop application.

If a Guest or External User needs access as a member or owner.

An affiliate NetID can be requested for a guest or external user to make them a member of our tenant: https://answers.uillinois.edu/48211

Keywords:

Guests, Guest, Teams, Office, 365, Microsoft Teams, MS Teams, Teams Applications

Doc ID:

110590

Owned by:

Office 365 G. in University of Illinois Technology Services

Created:

2021-04-29

Updated:

2024-01-08

Sites:

University of Illinois Technology Services

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