IT Services
Voice, Video & Collaboration Tools

Getting Started with Guest Access for Teams

image of Teams screens on different devices[Apr. 25, 2020] Guest access allows teams in Sheridan to collaborate with people outside of the organization by granting them access to existing teams and channels in Teams. Anyone with a business or consumer email account, such as Outlook, Gmail, or others, can participate as a guest in Teams with full access to team chats, meetings, and files. All Staff and Faculty members with the ‘Owner’ role of a Microsoft Team can invite guests to their team.

Security & Compliance Considerations for Adding Guests to Teams

Before adding a guest to an existing team or channel, you should take into consideration the type of information, files, and content the guest may have access to by being added to the existing team or channel. This is especially important when there is information in an existing team or channel that is confidential in nature or that the guest does not need to be privy to in the context of their work with Sheridan.

You should also consider whether there is any personal information on an existing team or channel where the guest’s access could cause a privacy breach. In these instances, it may be a best practice to provide a guest access to Teams by creating a new team or channel where you can collaborate with the guest directly and control what is shared with them on a “go forward” basis.

You should also consider that records and information in the custody of Sheridan may be discoverable through Freedom of Information requests since Sheridan is bound by the Freedom of Information and Protection of Privacy Act. Guests may not be aware that this may include records and information created on a team or channel in Teams

How do I get started with Guest Access in Microsoft Teams?

In order to get started you will want to review the links below to understand what permissions that guests have in your team, how to add a new guest, and how to set the permissions for guests in your team.

Adding New Guests - Best Practice

When adding a Guest to your team, the default name of that guest will be their email address, so remember to click on the pencil icon and edit the guests name to a friendly name. This is something that cannot be modified after the fact by you and will require an IT Service Desk request to be changed.
image showing the edit guest info feature