Working in Teams with Guest Members (How-to)

Departments that regularly collaborate with individuals outside of Drake, may want to create a Microsoft Team to work with them. In order to protect any potentially confidential information,  Drake ITS requires the creation of a separate Team to use with individuals outside of Drake. This team must be owned by member of Drake faculty or staff. Guest (non-Drake) members have full access to all channels and files within the Team. They can add, delete and edit files, participate fully in channel conversations, and can view and edit any OneNote files.

In order to be a Guest member of a Team, you first have to create a Microsoft Account. Once a guest has created or verified their Microsoft account, and has been invited to the Team by the owner, they will access Microsoft Teams by going to teams.microsoft.com.

Drake faculty and staff can also be invited to sign in as a guest to Teams hosted by another organization using their Drake Teams account. Skip to Accessing a Microsoft Team as a Guest for instructions on how to log in.


Create a Microsoft Account (for non-Drake Team members)

1. Initial Account Creation

Before you can be invited to join a Team, you first need to have a Microsoft account. If you're unsure or know you don't have an account then follow the below instructions. If you encounter issues, see this troubleshooting information from Microsoft.

  1. Go to account.microsoft.com
  2. Click Create a Microsoft account.
  3. On the Create Account screen, enter the email address you want to use for your account.
  4. Click Next.
  5. You'll then be prompted to Create a Password. NOTE: If an account already exists for that email, you will be prompted to log in. If you cannot remember your password, you will be able to reset it.
  6. Click Next.
account.microsoft.com login screen (steps 1 & 2)
 
Create account screen. Steps 3 & 4
Create a password screen (steps 5 & 6)
 

2. Account Verification

  1. Microsoft will send you a verification email.
  2. Follow the link within the email and enter the provided code.
  3. Click Next. NOTE: You may also see a captcha entry screen to verify your identity.
  4. Contact the person who asked you to create a Microsoft account and let them know you've completed the process so they can send out a Team invitation to you. You'll need to provide them with the email address you used to create the account.

Sample email

Email verification screen Steps 2 & 3
 

Adding Guest Members to a Team (for Team owners)

1. Verify creation of Microsoft Account

  1. Be sure that all of the non-Drake people you want to add to your Team have created Microsoft Accounts by following the steps above.
  2. Once you know they have accounts, you can invite them to join your Team.

1. Inviting non-Drake Members

Documentation on Guest Capabilities in Teams from Microsoft

  1. Be sure that all of the non-Drake people you want to add to your Team have created Microsoft Accounts by following the steps above.
  2. Once you know they have accounts, you can invite them to join your Team. You'll need to use the email address they used to create their account.
  3. Follow these instructions from Microsoft on How to add Guests to your Team.
  4. Adding them to the Team will generate an email invitation.

Accessing a Microsoft Team as a Guest (for non-Drake team members accessing Drake Teams or Drake team accessing a Team hosted by another organization)

1. Team Email Invitation

Once you receive an email inviting you to the Team:

  1. Click the button in the email to Open Microsoft Teams.
  2. Log into Teams.
  3. On the Drake permissions screen, click the Accept button. NOTE: This screen will only show the first time you log in.
Example invitation email
Sign in screen for Microsoft Teams
Review permissions screen Step 3
 

2. Accessing Teams

Teams can be accessed either by opening online at teams.microsoft.com or downloading an app to your computer. The app can be downloaded from the website or by going to https://teams.microsoft.com/downloads. For help with Microsoft Teams, see Getting Started with Microsoft Teams (FAQ).

Note: You can only be logged into one organization per client at a time. Drake faculty and staff will not be able to receive phone calls with any Teams client while logged in as a guest on another organization's Teams site. One work around is to keep the app installed on your computer logged into Drake and only access Teams hosted by other organizations in a web browser by visiting teams.microsoft.com.

 

Details

Article ID: 79712
Created
Wed 6/5/19 10:27 AM
Modified
Mon 7/25/22 1:31 PM