Guest access in Microsoft Teams

Guest access in Teams lets you and your team collaborate with people from outside your organization by granting them access to group conversations, files, calendar invitations, and the group notebook. 

A guest is someone who isn't an employee, student, or member of the University of Windsor; they don't have an active UWin Account. For example, guests may include partners, vendors, suppliers or consultants. Anyone who is not part of the University of Windsor can be added as guest in Teams by the Team Owner. All you need is your guest's name and e-mail address.

Alumni Access

Our current licensing agreement with Microsoft does not provide for Teams licenses for alumni accounts. Alumni accounts are granted access to Outlook Online only, but not Teams or any other Microsoft 365 apps. Using their accounts, alumni can join and participate in Teams meetings, including the meeting chat, but they are not able to use the Teams desktop app to access individual teams (i.e. participate in channel conversations or access files). However, while alumni cannot be added to teams using their e-mail address, they can be added using their external e-mail address as guests which gives them almost the same level of access as regular members of a team. 

Adding Users as Guests

Please note that you have to be the owner of a team in order to add Guest users. To add someone as a Guest to your team, follow these steps:

  1. Open your team inside Microsoft Teams app and click on the three dots next to the team's name. Select Manage Team from the menu.
  2. In the Members section, click on Add member button located in the upper right corner. If you do not see this button, it means that you are not this team's Owner. Only team's Owners can add and remove members.
  3. Type in person's external e-mail address then click on Add {e-mail address} as a guest.

  4. Do not click Add just yet. Instead, click on the pencil icon to add proper display name for this person. Replace userid with proper display name and click the checkmark icon.

  5. Ensure that display name is correct, then click on Add button.


For more information, please view this demonstration video:



Article ID: 68545
Fri 12/7/18 9:11 AM
Mon 10/4/21 1:14 PM