Configuring guest access to a specific team is crucial in today’s age, and it is a critical component of the MS-700 Managing Microsoft Teams exam. Keeping this in mind, this post will guide you through the process of setting up guest access to a specific team in a step-by-step manner.
Guest Access in Microsoft Teams
Guest access in Microsoft Teams allows users outside of your organization to join selected teams. These guests can participate in channels, conversations, meetings, and collaborate on documents.
There are three levels of guest access:
- Tenant-level: Controls whether guests are allowed in all teams.
- Services & add-ins: Control what guests can or cannot do.
- Individual team: Control whether guests are allowed in a specific team.
Here’s how you can configure guest access at each of these levels.
Configuring Tenant-Level Settings
- In the Microsoft Teams admin centre, navigate to Org-wide settings > Guest access.
- Set ‘Allow guest access in Teams’ to On.
- Under ‘Calling’, ‘Meeting’, and ‘Messaging’, configure what guests are allowed to do.
- Click Save.
Configuring Services & add-ins Settings
You configure guest access settings in a specific service or add-in (like Teams) in the Azure Active Directory admin centre. This will allow you to control which online services and features your guests can access.
- Under external collaboration settings – set ‘Guest users permissions are limited to’ to Yes.
- Manage external access with the SharePoint and OneDrive slider – set to On.
- Review other settings under “External collaboration settings” and adjust according to your needs.
- Click Save.
Configuring Individual Team Settings
To allow or prevent guest access to a specific team:
- Go to the team name and click More options (…) > Manage team.
- Click Settings > Guest permissions.
- Check or uncheck ‘Allow guest to access channels’, depending on whether or not you want guests to access team channels.
- Click Save.
Checking Guest Access Settings
Microsoft Teams uses settings from all three levels (Tenant, Services & add-ins, Individual team) to determine what a guest user can or can’t do.
To check guest settings:
- In the Microsoft Teams admin centre, go to Users.
- Under ‘Guest access’, click ‘Manage guest access’.
- Review the settings and click Save changes if you’ve made any adjustments.
Conclusion
Guest access is a powerful collaboration feature in Microsoft Teams, and ensuring that you have the correct settings in place is essential for the security and productivity of your team. As you prepare for your MS-700 examination, understanding these steps will be a valuable addition to your skill set.
Remember to test and experiment with these options in a controlled environment before implementing changes in a live scenario. This will help you better understand the impact of these settings on your organization’s collaboration and communication. Happy teamwork!
Practice Test
True or False: It is possible to add a guest to a specific team in Microsoft Teams.
- True
- False
Answer: True
Explanation: You can add guests to a specific team in Microsoft Teams via the “Add member” feature.
True or False: In Microsoft Teams, guest users have access to all the teams in your organization by default.
- True
- False
Answer: False
Explanation: Guest users are only given access to the specific team they have been invited to, and not to all the teams in your organization.
Which of the following are required to add a guest in Microsoft Teams?
- a. Valid email address
- b. A Microsoft 365 business account
- c. Individual Teams license
Answer: a. Valid email address
Explanation: To add a guest to your team, all you need is their valid email address.
Multiple select: Which of these actions can a guest perform in a team in Microsoft Teams?
- a. Participate in channels
- b. Upload files
- c. Add new members
- d. Update team settings
Answer: a. Participate in channels and b. Upload files
Explanation: A guest in a team can participate in channels and upload files, but they cannot add new members or update team settings.
True or False: You can only remove guest access to a team in Microsoft Teams by deleting the guest’s Microsoft 365 account.
- True
- False
Answer: False
Explanation: You can remove guest access to a team by simply removing them from the team without deleting their Microsoft 365 account.
Single select: To configure guest access in Teams, which admin center should you go to?
- a. SharePoint admin center
- b. Azure admin center
- c. Teams admin center
- d. Microsoft 365 admin center
Answer: c. Teams admin center
Explanation: To configure guest access, you need to go to the Teams admin center.
True or False: The ability to configure guest access lies with the team owner only.
- True
- False
Answer: False
Explanation: Teams administrators, not team owners, have the authority to configure guest access.
Single select: Who is able to give guest access to a specific team on Microsoft Teams?
- a. Any member of the team
- b. Only the team owner
- c. Microsoft Teams administrator
- d. Only Microsoft 365 account holder
Answer: c. Microsoft Teams administrator
Explanation: The Microsoft Teams administrator has the authority to grant guest access to a specific team.
True or False: Guest access in Microsoft Teams is turned off by default.
- True
- False
Answer: True
Explanation: By default, guest access is turned off in Microsoft Teams. The Teams administrator is the one who can change this setting.
Single select: Which of these groups in Microsoft Teams cannot have guest users?
- a. Public teams
- b. Private teams
- c. Org-wide teams
- d. All of the above
Answer: c. Org-wide teams
Explanation: Only specified teams can have guest users. Org-wide teams do not support guest access.
Interview Questions
What do you understand by configuring guest access in Microsoft Teams?
Configuring guest access in Microsoft Teams allows team owners to add people from outside their organization like partners or consultants, to their team.
What is the process to enable guest access in Microsoft Teams?
To enable guest access in Microsoft Teams, a Teams administrator should first make sure that guest access is enabled at the organization level. Then guest access can be configured at the Teams level.
Which settings must be checked before configuring guest access?
Before configuring guest access to a specific team, make sure guest access is enabled at the organization level, the Teams settings, and the Office 365 Groups settings.
Does Microsoft Teams support guest access by default?
No, Microsoft Teams does not enable guest access by default. The Teams administrator needs to turn it on.
What are the permissions of a guest in a team once the guest access has been configured?
Guests will be able to participate in channels, conversations, chats, and meetings; they can share files in channels, use apps in channels and much more.
How do you add a guest to a specific team?
In the team list, click More options next to the team, then click Add member, in the box that opens, type the guest’s email address, choose the role of the guest and click “Add.”
What are the necessary steps for a guest to join a team?
The guest will receive an email invitation with a link. They must click on it and follow the prompts to set up a Microsoft account or use an existing one.
Can you limit the guest access to specific channels within a team?
Currently, in Microsoft Teams, guest access is at the team level, so guests will have access to all channels and conversations within that team.
What is the maximum number of guests that can be added to a team?
You can add as many guests to your team as your Office 365 limit allows. The number of guests is dependent upon your specific Office 365 configuration.
What types of email addresses can be added as a guest user in Teams?
You can add anyone with a business or consumer email account, such as Outlook.com, Gmail.com or others.
Can I remove or change the permissions of a guest in a team?
Yes, you can remove a guest from a team or change their permissions at any time in Microsoft Teams.
Do guests in Microsoft Teams require a license?
No, guests do not need a Microsoft 365 license to participate in a team.
Are guests differentiated from team members in a team conversation?
Yes, guests are clearly identified in all Teams conversations with a label attached saying “Guest.”
Do guests have access to team files in Microsoft Teams?
Yes, once added and accepted to a team, guests will have access to team files, conversations, and other features.
Can guest user activities be audited in Microsoft Teams?
Yes, activities of the guest user can be audited and monitored in the security and compliance center in Office 365.
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