Configuring Guest Access and Sharing in the Microsoft Teams Admin Center
Overview
Microsoft Teams allows organizations to collaborate securely with external users, such as partners, clients, or contractors, through guest access. This feature enables guests to join teams, participate in chats, attend meetings, and access shared files — all while respecting your organization’s security and compliance settings.
By default, guest access is enabled, but administrators can control or restrict it directly through the Microsoft Teams admin center.
1. Managing Guest Access in the Teams Admin Center
To review or modify guest access settings:
- Sign in to the Microsoft Teams admin center → https://admin.teams.microsoft.com
- Navigate to Users → Guest access
Here, you’ll see the toggle “Allow guest access in Teams”.
The Service default is On, which allows collaboration with external users unless explicitly disabled.
If your organization does not permit external collaboration, set this option to Off.
2. Guest Access Configuration Options
When guest access is enabled, you can fine-tune the guest experience. Options include:
| Category | Configuration Options |
|---|---|
| Calling | Allow guests to make private calls |
| Meeting | Allow screen sharing, IP video, and meeting chat |
| Messaging | Allow guests to use GIFs, memes, and stickers |
| Collaboration | Control file sharing and channel permissions for guests |
Tip:
For most environments, enable essential collaboration features like messaging and meeting chat but restrict advanced options (e.g., private calling) for tighter control.
3. Adding a Guest to a Team
Once guest access is enabled, a Team owner, Teams Administrator, or Global Administrator can invite guests.
Guests can use either a work/school account or a personal email address (e.g., @outlook.com, @gmail.com).
Steps to Add a Guest:
- Open Microsoft Teams.
- Locate the team where you want to add a guest.
- Select the ellipsis (⋯) next to the team name → Add member.
- Enter the guest’s email address.
- You’ll see a prompt to confirm adding the guest.
- Click Add name to enter their full name.
- Select Add to complete the invitation.
Once completed, the guest’s name appears in the member list labeled as Guest.
4. Guest Invitation Email and Access Steps
After being added, the guest receives an email invitation from Microsoft Teams.
Guest experience:
- Open the email and select Open Microsoft Teams.
- Review the permissions prompt and select Accept.
- Access the shared team, channels, and files once authenticated.
5. Managing Guest Users in Teams
To review guest members:
- Go to your team and select ⋯ → Manage team.
- Under the Members tab, guest users are labeled with (Guest) beside their names.
Note:
Guest users cannot be promoted to Team Owners.
6. Best Practices for Guest Access in Teams
✅ Review guest permissions regularly.
Ensure guests only have access to the necessary teams and channels.
✅ Combine with Conditional Access.
Use Microsoft Entra Conditional Access policies to require MFA or compliant devices for guests.
✅ Enable audit logging.
Monitor guest invitations and access through the Microsoft 365 Audit Logs.
✅ Implement expiration policies.
Use Access Reviews to automatically remove inactive or outdated guest accounts.
