Microsoft Teams offers a unique feature that allows businesses to add guest users—for an organization’s partners, clients, or contractors to collaborate on projects within teams. This feature extends the functionalities of Teams beyond the realms of an organization by collaborating with users external to it. In this post, we delve into how you can manage guest users for Microsoft Teams from the Microsoft Teams Admin Center, based on the MS-700 Managing Microsoft Teams exam’s relevant sections.
Managing Guest Users in Teams Admin Center
To manage guest users in the Teams Admin Center, follow these steps:
Login to the Teams Admin Center
To start, log in to the Microsoft Teams Admin Center with appropriate credentials. Access the Teams Admin Center from the Microsoft 365 admin center by choosing Admin Centers > Teams.
Navigate to Users
From the Teams Admin Center’s sidebar, navigate to the ‘Users’ section. This is where all the user properties and settings can be configured.
Add Guest User
To add a Guest User in Teams, you need to add the user to Azure Active Directory (Azure AD). Navigate to the Azure AD Portal to add a new guest user – portal.azure.com > Azure Active Directory > Users > New guest user. The invited users receive a welcome email with information about the account, and a link to accept their invitation.
Manage Permissions and Settings
Back in the Teams Admin Center, select the newly added guest user’s name to manage their permissions and settings. Here, configure various settings such as Teams policies, update roles, or block sign-in in case of any issues.
| Settings Option | Function |
|---|---|
| Teams policies | Define what features users can access in Teams |
| Update roles | Provide necessary rights and roles to the guest |
| Block sign-in | If necessary, you can block the guest sign-in |
Configure Teams Settings
Additionally, further configurations can be made, such as allowing or disallowing the guest to join new teams or allocate to which team he/she can join. Remember, changing these settings will affect all your organization’s guest users.
Monitor Activity
Teams Admin Center also allows one to monitor the guest users’ activities. Navigate to Analytics & reports > Usage reports. Select Teams user activity in the report drop-down, choose the date range, and then select Run report.
Conclusion
In preparation for the MS-700 Managing Microsoft Teams exam, understanding how to manage guest user access is crucial, given the collaborative nature of Microsoft Teams. It falls under the core responsibility of managing chat, calling, and meetings in Microsoft Teams, making it a necessary skill for candidates aiming to pass the exam.
To achieve mastery over this topic, practice managing guest users in a controlled environment, mainly focusing on restrictions and features that can be allowed or disallowed for guest users.
This post, however, only scratches the surface of Teams’ intricacies in managing guest users. For detailed information and guides, refer to the official Microsoft documentation and materials.
Practice Test
True or False: As an admin, you cannot remove guest users from a team in Microsoft Teams.
- True
- False
Answer: False
Explanation: As an admin, you are allowed to manage all types of users including guest users, you can add, remove or change their permissions anytime.
True or False: You need to switch on guest access setting in the Teams admin center to manage guest users.
- True
- False
Answer: True
Explanation: To manage guest users, you need to have guest access enabled in the Teams admin center where you can add, manage and remove them.
In the Microsoft Teams admin center, which of the following user roles can invite guests to a team?
- A. Team Owner
- B. Team Member
- C. Both A & B
- D. None of the above
Answer: C. Both A & B
Explanation: Both team owner and team members can invite guests to a team in Microsoft Teams, depending on the configurations set by the global admin.
What is the immediate step you must do when a guest leaves the organization?
- A. Notify the Team
- B. Remove them from Azure Active Directory
- C. Update their profile
- D. Nothing
Answer: B. Remove them from Azure Active Directory
Explanation: As an admin, post departure of guest user, it is advisable to remove them from Azure Active Directory to maintain access and security.
True or False: The “Manage Teams” section in the Teams Admin Center allows admins to manage different aspects of Teams, but not its users.
- True
- False
Answer: False
Explanation: The “Manage Teams” section not just allows admins to manage different aspects of Microsoft Teams but also its users – internal and guest users.
Where can you update the guest user permission?
- A. Teams admin center
- B. Azure Active Directory
- C. Microsoft 365 admin center
- D. All of the above
Answer: D. All of the above
Explanation: The guest permissions can be updated from Teams Admin Center, Azure active directory as well as from Microsoft 365 admin center.
What is the maximum limit for guest users in one team in Microsoft Teams?
- A. 100
- B. 500
- C. 1000
- D. No limit
Answer: D. No limit
Explanation: Microsoft Teams allows the addition of as many guest users as there are normal users, there is no stated limit.
Can Guest users create and delete channels in Microsoft Teams?
- A. Yes
- B. No
Answer: B. No
Explanation: Guest users in Microsoft Teams do not hold permissions to create or delete channels, they have limited functionality comparing to normal users.
True or False: Guest access settings are unavailable from the Microsoft Teams Admin center.
- True
- False
Answer: False
Explanation: The Microsoft Teams Admin center provides a “Guest Access” settings section allowing you to manage who can add guests and what features they can use.
Can you restrict guest users to only certain teams in Microsoft Teams?
- A. Yes
- B. No
Answer: A. Yes
Explanation: As an admin, you have the ability to restrict guest access to certain teams, thereby giving you granular control over information access and security.
Interview Questions
What is the Guest user function in Microsoft Teams?
Guest user function in Microsoft Teams allows people outside of your organization to access teams and channels. You can use it to collaborate with suppliers, clients and other people who are not members of your organization.
How can you enable guest access in Microsoft Teams?
To enable Guest Access, go to the Microsoft Teams Admin Center, then select Org-wide settings > Guest access. Switch the Allow guest access in Microsoft Teams toggle to “On”.
Is there any pre-requisite to manage a guest user for Microsoft Teams from the Teams Admin Center?
Yes, before you can manage guest users, you need to enable guest access in Microsoft 365 or Office 365.
What permissions do guest users have in Microsoft Teams?
Guest users can participate in channels, conversations, chats, and meetings; share files in channels, add new channels, and use Wiki.
How to restrict a guest user’s capability in Microsoft Teams?
You can restrict a Guest user’s capabilities by navigating to “Guest access” under “Org-wide settings” in Team Admin Center and turning on or off the desired capabilities.
Can a guest user create or delete a team in Microsoft Teams?
No, a guest user cannot create or delete a team in Microsoft Teams.
How to add a guest user in Microsoft Teams?
To add a guest user in Microsoft Teams, the user needs to be first added in the Azure Active Directory and then can be added to Microsoft Teams as a guest.
What is the method to remove Guest Users from Microsoft Teams?
Go to the Admin Center, then click on Users > Active Users. Find the guest user you want to block, select the name, then select Block sign-in.
Can guest users be part of a private chat?
Yes, guest users can participate in private chats.
How many Guest users can be added in Microsoft Teams?
Microsoft Teams allows up to 5 guests per licensed user which means if you have 100 licenses, you can have up to 500 guests.
Can I edit the settings of a guest user after inviting them to Microsoft Teams?
Yes, you can manage a guest user’s settings after they’ve been invited through the Microsoft Teams Admin Center.
Can Guest users access OneDrive or SharePoint Online?
No, guest users don’t have access to any other services like OneDrive or SharePoint Online unless specifically granted access by someone in your organization.
Can a guest user initiate a meeting in Microsoft Teams?
Yes, guest users are allowed to initiate a meeting.
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