Introduction

This article provides insights into:

• Access to Microsoft Teams for External Users: Understanding how individuals invited to a team, without an existing Microsoft account or invitation through their Microsoft account, can still gain access to the team.
• Microsoft Guest Account Creation: Exploring the reasons why a user might need to establish a Microsoft account upon receiving an invitation to join a team.
• Member Roles in Microsoft Teams: An overview of the different roles accessible to members within the Microsoft Teams environment.

Explanation

External Users Access

In order to access Teams within Virginia Tech, the user (internal or external) is required to have an account within Virginia Tech’s Azure Active Directory (VT’s AAD). Therefore, when an external user is invited to a Team, they are invited as a Guest. During this process, they'll receive an invitation email link. Clicking on that link opens the Microsoft 365 (M365) portal using that email address as a login. If the email address does not exist as a Microsoft account within VT’s AAD, the user will be given a notice that reads:

"Looks like you don’t have an account with us. We'll create one for you using [email address]".

It'll then ask you to create a password for that account. This will create the required limited account within VT’s AAD. They will be able to access only the resources made available to them, in this case, VT Teams. Generally, guests will see team conversations, be able to access the team's files, and participate in the team's online meetings. However, they need an M365 account in their own organization to participate fully.

It is important to make the guest aware that they must authenticate using the account that was in the actual invitation. If they authenticate with a different account, it will appear as if they are members, but not actually be able to log in.

In addition to Guests, two other roles are available in Teams. They are Owners and Members:

• Owners
  
  • Change team settings
  • Add or remove members
  • Do everything a Member can do
  • RECOMMENDATION: Always have at least two owners for every team
• Members
  
  • Edit and delete content
  • Do everything a Guest can do

Please refer to the following links for more information:

• Microsoft 365
• Groups