Adding External Users to Microsoft Teams - What You Need to Know

When you add someone from outside your organization to a Microsoft Team, you’re giving them access to a lot more than just a chat window.

Here’s what actually happens and what to consider before you click “Add.”

---

#1 - What It Means to Add an External User

External users also called “guests” are individuals outside your organization’s Microsoft 365 environment. When you add them to a Team, they gain access to the group’s shared resources:

• Files stored in SharePoint

• Conversations in standard channels

• Shared notes via OneNote

• Tasks (if Planner or To Do is in use)

This makes it easier to collaborate with vendors, contractors, and partner organizations, but it also introduces new responsibilities for governance.

---

#2 - Best Practices for Managing External Users

1. Add them only when necessary.

   Consider if a shared document or meeting invite will suffice before granting full access to a Team.
   

2. Limit what they can see.

   Avoid using private channels for guest collaboration, each private channel creates its own SharePoint site, which can add complexity.

   
   

3. Remove access when it’s no longer needed.

   Once the collaboration ends, remove external users promptly. This helps reduce risk and maintain data control.

---

#3 - Tip: Keep It Simple and Secure

Adding external users should be intentional. With a few clear practices in place, you can support seamless collaboration while protecting internal content and maintaining compliance.

---

About Echo Transformation

Echo Transformation empowers organizations to unlock the full value of Microsoft 365. Through tailored training, strategic guidance, and process improvement, we help teams boost productivity, simplify collaboration, and adopt digital tools with confidence.

Visit us at echotransformation.ca | Book a call with us today!