Create a team with guests

Introduction

In this tutorial, you will learn how to create a team in Microsoft Teams that includes guests from outside your organization. This feature is particularly useful for collaborating with clients, vendors, and other external partners. By the end of this guide, you will be equipped to set up your team effectively and manage guest access.

Step 1: Create a New Team

To start collaborating with guests, you need to create a new team in Microsoft Teams.

1. Open Microsoft Teams.
2. In the left sidebar, click on "Teams."
3. At the bottom of the Teams list, click on "Join or create a team."
4. Select "Create team."
5. Choose "From scratch" or "From an existing group" based on your preference.
6. Select "Private" or "Public" based on who should see the team.
7. Name your team and provide an optional description.
8. Click "Create" to finalize the new team.

Tips:

• Choose a descriptive name for your team that reflects its purpose.
• A public team allows anyone in your organization to join, while a private team requires invitations.

Step 2: Add Guests

Now that your team is created, it’s time to add guests.

1. In the team you just created, click on the three-dot menu (More options) next to the team name.
2. Select "Add member."
3. In the "Add members" window, type the email address of the guest you want to invite.
4. Once the guest appears, click on their name to add them.
5. Click "Add" to invite them to the team.
6. Optionally, you can assign the guest as a "Member" or "Owner" of the team.

Practical Advice:

• Ensure that the guest has a Microsoft account associated with the email address you are using. If they don’t have one, they will need to create one to access Teams.

Step 3: Manage Guest Permissions

After adding guests, you may want to manage what they can and cannot do within the team.

1. Click on the three-dot menu next to the team name again.
2. Select "Manage team."
3. Go to the "Settings" tab.
4. Under "Guest permissions," decide whether to allow guests to:
   • Create and update channels
   • Delete and restore channels
   • Invite and remove members
5. Save your changes.

Common Pitfalls:

• Be clear about the permissions you grant to guests to prevent any unintended access to sensitive information.

Step 4: Communicate with Guests

To ensure effective collaboration, set up clear communication channels within your team.

1. Create dedicated channels for specific topics or projects.
2. Use the "Posts" tab to share updates and announcements.
3. Schedule regular meetings using the "Calendar" feature in Teams to keep everyone on track.

Real-World Application:

• Use channels to segregate discussions. For example, create separate channels for different projects or clients.

Conclusion

Creating a team in Microsoft Teams and adding guests is a straightforward process that enhances collaboration with external partners. Remember to manage permissions carefully and facilitate clear communication within your team. With these steps, you can effectively leverage Teams to work with guests and drive your projects forward.

For further assistance, refer to Microsoft’s official documentation or explore more features in Teams to enhance your collaborative efforts.