Microsoft Teams is organized into teams and channels. Teams are collections of people, content, and tools that facilitate the completion of work projects. Channels are subsections of a team and allow for more segmented conversation and work allocation.
Adding a Member to Your Microsoft Team
To add someone to your team, start by opening the team list in the Microsoft Teams application, and select ‘More options’ (…) > ‘Manage team’. Here’s a step-by-step guide of the process:
- On the ‘Members’ tab, you can see the current team members.
- Click ‘Add member’.
- Start typing the name of the person you want to add.
- Choose the name when it appears in the dropdown.
- You can also add a note, then select ‘Send Request’.
This allows the person to receive a notification that they have been added to the team.
You can also add a guest to your team by following the same initial steps, but when you type the person’s details, input their email address, and Teams will automatically send them an invitation to join your team.
When you are adding team members, you can assign different roles: Owner, Member, and Guest. Each role has various capabilities and limitations, as can be seen in the table below:
| User Type | Creating Teams | Deleting Teams | Adding Members | Removing Members | Editing Team Settings |
|---|---|---|---|---|---|
| Owner | Yes | Yes | Yes | Yes | Yes |
| Member | No | No | Yes (if allowed) | No (unless they added the person) | No (unless they are the ones who created the team) |
| Guest | No | No | No | No | No |
Removing a Member from Your Microsoft Team
Members can be removed from the team when they are either no longer part of the project or when their role changes. To remove a member:
- Go to the team list and select ‘More options’ (…) > ‘Manage team’.
- On the ‘Members’ tab, you can see a list of all existing team members.
- Find the member you wish to remove.
- Select ‘More options’ (…) again next to the person’s name.
- Choose ‘Remove from team’.
Concluding Remarks
Adding and removing users in a team is an integral part of managing Microsoft Teams and ensuring efficient collaboration. Get acquainted with the process, understand the different roles and their capabilities, and you’re well on your way to acing the MS-700 Managing Microsoft Teams exam.
Keep in mind that the flexibility of Teams allows for different levels of user management. As a Teams administrator, knowing these fine grains will enable you to create a productive and secure environment for your teams to work in.
Practice Test
True/False: Only the team owner can add or remove users in a team.
- True
- False
Answer: False
Explanation: The team owner can delegate permissions to other team members to add and remove users. The team owner is not the only one who can do this.
In the Microsoft Teams app, where do you go to add a member to your team?
- A. Settings
- B. Team Channel
- C. Teams & Channels
- D. Notifications
Answer: C. Teams & Channels
Explanation: To add a team member, you need to navigate to the Teams & Channels section of the Microsoft Teams app.
True/False: Deleting a team member will automatically delete all their messages and files.
- True
- False
Answer: False
Explanation: Deleting a team member from a team does not delete their existing messages and files. These are retained for the remaining team members to access.
Which one of the following can a guest user do in a team?
- A. Delete team
- B. Add new members
- C. Access team content
- D. Create new teams
Answer: C. Access team content
Explanation: Guests users have limited access and rights, mainly to the team content that they’ve been given access to, but they can’t add new members, create new teams, or delete the team.
Multiple select: Who can add a guest user to a team?
- A. Team owner
- B. Team members
- C. Microsoft Teams administrators
- D. All of the above
Answer: A. Team owner and C. Microsoft Teams administrators
Explanation: Teams administrators and team owners can add guest users. Standard team members do not have this capability.
True/False: When you remove a user from a team, their license gets deactivated.
- True
- False
Answer: False
Explanation: Removing a user from a team does not affect that user’s license. Their license remains active unless explicitly deactivated by an administrator.
Where can you edit member permissions in Microsoft Teams?
- A. Settings
- B. Team Channel
- C. Manage Team
- D. Profile Settings
Answer: C. Manage Team
Explanation: Member permissions can be edited in the ‘Manage Team’ section in Microsoft Teams.
True/False: You can set up automated notifications when someone is added or removed from a team.
- True
- False
Answer: True
Explanation: Microsoft Teams provides an option to set up automated notifications when someone is added or removed from a team, alerting both team members and owners.
How many team owners can there be in Microsoft Teams?
- A. No limit
- B. 1
- C. 10
- D. 5
Answer: A. No limit
Explanation: There is no limit to how many team owners there can be. Role assignment is based on permissions and access need of individuals.
True/False: In Microsoft Teams, you can transfer team ownership to another member.
- True
- False
Answer: True
Explanation: Team ownership is transferable in Microsoft Teams. This allows for flexible team management and covers situations such as when the current team owner leaves the company or changes their role.
If a team member is removed, can they rejoin the team by themselves?
- A. Yes
- B. No
Answer: B. No
Explanation: When a team member is removed, they cannot rejoin the team on their own. They need an invitation from a team owner or someone with adequate permissions to rejoin the team.
Multiple select: What permissions are available for team members in Microsoft Teams?
- A. Read only
- B. Edit
- C. Full control
- D. Limited access
Answer: A. Read only, B. Edit, C. Full control
Explanation: Team members in Microsoft Teams can have a range of permissions from read only, edit, to full control based on their role and access needs. Limited access is typically for guest users.
True/False: Teams guest access is turned off by default.
- True
- False
Answer: True
Explanation: As a part of Microsoft Teams security parameters, guest access is turned off by default. This can be turned on by administrators and team owners, as necessary.
When you add a new member to the team, they can see all the old conversations and files.
- A. True
- B. False
Answer: A. True
Explanation: Unless specifically restricted or private, a new member to the team has access to old conversations and files. It helps them catch up with previous discussions and work.
In Microsoft Teams, you can manage team member permissions and access roles through Team Policies.
- A. True
- B. False
Answer: A. True
Explanation: Team Policies in Microsoft Teams lets you manage member permissions, access roles, and other settings. This helps in maintaining proper security and management of the team.
Interview Questions
How do you add a user to a team in Microsoft Teams?
In Microsoft Teams, you can add a user to a team by first going to the team settings. Select the team and then click on ‘More options’ > ‘Manage team’. On the ‘Members’ tab, click ‘Add member’, start typing the name of the person and select the suggested person you want to add.
How do you remove a user from a team in Microsoft Teams?
To remove a user from a team, navigate to the team and select ‘More options’ > ‘Manage team’ > ‘Members’. From the members list, find the person you want to remove, click the ‘X’ to the far right of their name.
Is it possible to add a guest to a team in Microsoft Teams?
Yes, you can add a guest to a Microsoft Teams team. To do this, go to the team list, find the team, select ‘More options’ > ‘Add member’ and then enter the guest’s email address.
Can a user be part of multiple teams in Microsoft Teams?
Yes, a user can be a part of multiple teams in Microsoft Teams. There is no limit to the number of teams a user can join.
What permissions do members have in a team in Microsoft Teams?
Members in a team can send messages, mention other people, edit and delete their messages, share files, and add channels. However, they can’t add or remove team members, change team settings or delete a team.
How can you change a team member’s role in Microsoft Teams?
You can change a team member’s role by going to the team and selecting ‘More options’ > ‘Manage team’ > ‘Members’. From there, click the role next to a person’s name and then change it from ‘Member’ to ‘Owner’, or vice versa.
What happens when you remove a user from a team in Microsoft Teams?
When you remove a user from a team, they lose access to all channels, conversations, files, and calendar invites associated with that team.
Can a team owner remove another team owner in Microsoft Teams?
Yes, a team owner can remove another team owner. However, they first need to change the team owner’s role from ‘Owner’ to ‘Member’.
Who can add or remove users in a team in Microsoft Teams?
Only team owners can add or remove users in Microsoft Teams. However, if the setting for ‘Members can invite’ is turned on, team members can invite others to join the team.
Can you restrict who can add or remove users in a team in Microsoft Teams?
Yes, you can restrict who can add or remove users through team settings. It’s the team owners who set the permissions for a team. Only they can add or remove members by default, but they can also allow members to do so by modifying the team’s settings.
What’s the difference between a team member and a team owner in Microsoft Teams?
In Microsoft Teams, a team member can send messages, share files, and add channels, but they can’t add or remove team members or change team settings. A team owner, on the other hand, has all the privileges of a team member and can also add or remove team members, and change team settings.
Can a team owner delete a team in Microsoft Teams?
Yes, a team owner in Microsoft Teams can delete a team. However, bear in mind that deleting a team will remove all channels, conversations, files, and calendar invites associated with that team.
Can a team member delete a team in Microsoft Teams?
No, a team member cannot delete a team in Microsoft Teams. Only team owners have the authority to delete the team.
Can you add multiple users at once to a team in Microsoft Teams?
Yes, you can add multiple users at once to a team. When you click ‘Add member’ in the ‘Manage team’ section, you can enter the names or email addresses of multiple users, separated by semicolons.
Can a guest remove users from a team in Microsoft Teams?
No, a guest does not have the permissions to remove users from a team in Microsoft Teams. Only team owners can perform this action.
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