How to chat with Guest users in your default Microsoft Team
I recently have been working across multiple Microsoft Teams Tenants and one of the challenges I could not figure out was how can I chat to Guest users outside of the my default Microsoft Teams.
The advantages of having a Guest user within your Microsoft Team within the Chat window means that I am not only able to have a chat with the user, but I can also have calls, share my screen and all the advantages that come with using Microsoft Teams with other users within my Microsoft Team. And as a bonus with having a Guest user in a team you can share Power BI Reports if they have access to those same reports!
To be totally honest it took me a while to figure this out, so hopefully this will help others using Microsoft Teams who are looking for a similar solution.
Creating a Teams Channel
The first thing that needs to happen is that I had to create a Teams Channel
I did this by clicking on “Join or create a team”
I then clicked on Create a team
I selected to build a team from scratch
I set it to Private
I then gave it an appropriate name, as with this example I set it to “Guest / External Users”
- And then I clicked Create
Which then went to work and created the Team
I then clicked on Skip where it asked to Add Members
- The reason I did this was because I want to show where you can add additional members to your teams’ channel at a later time.
Adding Guest users to a Teams Channel
This is where I can now add Guest users to a team’s channel.
In Microsoft Teams, I click on my Team name and then click Manage Team
On the right-hand side, I then click on Add member
Where it says “Start typing a name or group” I put in the full email address of the Guest user that I want to add
- As you can see above it gives me the option to add the email address as a guest, I clicked on the option
I then could see it, what I then did was to edit the Name to give it a more meaningful name
- I then clicked on the tick
- I then clicked Add
I could then see that the account was added as a guest
How the Guest User gets access to the Team
In the steps below is what happens with the Guest User gets the email invitation
Below is what the email looks like when they were added.
- They then click on Open Microsoft Teams
It then is actually creating the Guest Account in Azure Active Directory where it shows the permissions
- They then click on Accept, which then grants them access.
And depending on the settings they might have to select Open Microsoft Teams
It will then prompt them to Switch to your organization, which in my example is fourmoo.com
- Now the Guest User has been added to the team in the fourmoo.com tenant
Chatting with the Guest User
Finally, I now get to the part where I can now chat with the Guest User which I show in the steps below.
I go into Microsoft Teams, right click on Chat and select New Chat
I am then prompted to “start typing a name or group”
- I start typing the name of the person
I then click on the above and I can then see it in the To:
Now I can start chatting with the Guest user
- Because this user is now a Guest in my FourMoo.com Teams tenant I now have all the available teams’ options where I can have a video call, call or share my screen with them.
What I have shown today is how to chat with a Guest user in your companies Microsoft Team without having to leave your default teams tenant.
Thanks for reading and I hope that you found this helpful.
As always, any comments are appreciated and welcome!
And here is to a great 2020