How to Add External Guests to Microsoft Teams

Inviting External Guests

You can invite people outside your organisation to Teams meetings, chats, and even Teams channels.

Adding Guests to Meetings

The simplest way - just invite them:

Step 1: Create or Edit a Meeting

• Create a new meeting in Teams or Outlook
• In the Required attendees field, type their email address

Step 2: Send Invitation

• Complete the meeting details
• Click Send

Step 3: Guest Joins

The guest receives an email with a link to join. They can:

• Join from their browser (no Teams install needed)
• Download Teams to join
• Use the Teams mobile app

Adding Guests to Chats

Start a Chat with an External Person

• Click Chat > New chat
• Type their email address
• Teams will note they're external
• Start chatting

Note: Some organisations restrict external chat. If it doesn't work, check with IT.

Adding Guests to a Team

Give ongoing access to clients or contractors:

Step 1: Open Team Settings

• Click the three dots next to the Team name
• Click Add member

Step 2: Add Guest

• Type the guest's email address
• Click Add
• The person receives an invitation email

Step 3: Guest Accesses the Team

Guests can:

• Participate in channels
• Access shared files
• Join team meetings

Guests cannot:

• Create teams or channels
• Access other teams
• See your organisation directory

Managing Guest Access

Viewing Guests in Your Team

• Click the three dots next to the Team
• Click Manage team
• Click the Members tab
• Guests are labelled with "(Guest)"

Removing a Guest

• Go to Manage team > Members
• Find the guest
• Click the X next to their name

Guest Best Practices

Do:

• Only add guests who need access
• Remove guests when projects end
• Be mindful of what you share
• Inform your team about external members

Don't:

• Share confidential company information inappropriately
• Forget about guests after projects end
• Add guests without checking your company policy

Privacy Note

Guests can see:

• Content in the Team/channel they're added to
• Other members of that Team
• Files shared in that Team

Guests cannot see:

• Your other Teams or channels
• Your calendar
• Your company directory

Need Help?

For guest access questions, contact helpdesk@netlumait.com.au or call 1300 521 162.