Details
This article will show team owners how to add an external guest to a team at JMU.
Externals will join your team as a guest and have limited access to the team and resources contained there. External guests can join using an existing Microsoft account from their home organization, or if they do not have a Microsoft account, they can bypass creating one and use a one-time code to join and access your team.
NOTE: Highly Confidential data should never be stored or shared using Microsoft Teams.
Please visit (https://www.jmu.edu/computing/communication-and-collaboration/sharepoint.shtml) for more information on how to obtain a site from JMU Information Technology that is appropriate for storing and sharing Highly Confidential data.
1. Click on the ellipses to the right of the team name and select Manage team. You will need to be a team owner to access this.
2. In the Members tab, select Add member.
3. Type in the guest’s full email address and click the prompt to Add as a guest, which will register their email in the JMU environment. Take the opportunity to name your guest, which will provide them with a label in addition to their email address as shown below. When ready to proceed, select Add.
4. The invite link has been sent to the guest user’s email address. You will get a notification that it may take a little while to add your guest, and soon you will be able to check back on the members tab and see the guest listed in the Members and guests section.
5. The guest will now have an email invite with a link to Open Microsoft Teams.
6. The guest will be prompted to open Microsoft Teams, or download the Windows app, but can use the web app instead if they wish.
7. The invited guest will be taken to the M365 login page and should enter their email address and click Next.
- If they belong to an organization that uses Microsoft, they will enter their organization's credentials to join our environment as a guest.
- If they do not belong to an organization that uses Microsoft, they will continue on to Step #8 and join our environment as a guest using a one-time code.
8. Non-Microsoft users will get the message below when entering their email. Instead of creating an account, they will want to sign in using a one-time code sent to your email.
- Invited guests that do not have Microsoft accounts will receive an email with their code and can use it to join.
9. When accessing the JMU tenant for the first time, your guest will be prompted to accept permissions requested.
10. Teams will now startup in the web browser and the guest will be logged in.
- Status indicators showing up for the guest will vary based on their user settings, and also depend on if they are a guest who is using a non-Microsoft account, or one who is using a Microsoft account from their home organization.
11. Your guest user can now create a bookmark in the web browser, or use the original invitation email to access the team in the future.
- When asked to authenticate they will need to repeat steps to login using their home organization's Microsoft account, or by using another one-time code sent to their non-Microsoft email.
** External guests who are Microsoft users at their home organization can also access our environment by using their Teams desktop client. When in their home environment, users can click on their profile picture in the top right corner and navigate between their home and environments they are a guest in.
Common Troubleshooting for Guest Access Issues
- Guest should clear their browser cache and get out of incognito / private browsing mode.
- Click through original email invitation again and repeat as necessary.
- Check with their organization's IT department to see if there are any restrictions on joining Teams in external Microsoft organizations.
For more information and further support options for Microsoft Teams please visit the page below.
https://www.jmu.edu/computing/communication-and-collaboration/microsoft-teams.shtml
Symptoms
- Are external guests allowed to join Microsoft Teams at JMU?
- How do I invite an external guest to Microsoft Teams at JMU?
- How does my guest access Microsoft Teams at JMU?