Tutorial / Cram Notes
Creating and managing guest users in Microsoft 365 is an essential aspect for organizations that want to collaborate with external users while maintaining control and security. Microsoft 365 offers this capability through Azure Active Directory (Azure AD) B2B collaboration.
Understanding Guest Users in Microsoft 365
Guest users, or external users, are individuals who are not employees, contractors, or onsite agents for the organization but require access to certain company resources. Guest users can be vendors, partners, or customers who need access to SharePoint sites, documents, or other Microsoft 365 services.
How to Create Guest Users
Via Azure Portal
- Sign into the Azure portal as an administrator.
- Navigate to Azure Active Directory > Users.
- Click on “New guest user” under the “All users” blade.
- On the “New user” blade, provide the required information, including the guest user’s email address.
- Once all the details are filled in, select “Invite” to send an invitation to the guest user.
Via PowerShell
Using the Azure AD PowerShell module:
Install-Module -Name AzureAD
Connect-AzureAD
New-AzureADMSInvitation -InvitedUserEmailAddress “[email protected]” -SendInvitationMessage $True -InvitedUserDisplayName “Guest User” -InviteRedirectURL “https://myapps.microsoft.com”
Via Microsoft 365 Admin Center
- Go to the Microsoft 365 admin center and sign in.
- In the left navigation pane, select “Users” > “Guest users.”
- Click on “Add a guest user” and fill in the required details.
- An invitation will be sent to the user’s email address to join your organization.
Managing Guest User Access
After creating guest users, controlling their access is crucial. Here’s how you can manage guest users:
Set Guest User Permissions
You can assign permissions to guest users in Microsoft 365 groups, SharePoint, or other Microsoft 365 resources they need to access. This is done by adding them to the relevant group or directly to the resource with the proper permission level.
Monitor and Audit Guest User Activity
Use the audit logs feature in the Microsoft 365 compliance center to monitor guest user activities. This will help you review any actions made by guest users and ensure they comply with your organization’s policies.
Managing Invitations
You can review and manage pending invitations in the Azure portal. Navigate to Azure Active Directory > Users > Bulk invite to view and manage invited guest users.
Removing Guest Users
To remove guest users, go to the Azure portal or Microsoft 365 admin center, find the guest user in question, and delete their account. This will revoke their access to your Microsoft 365 tenant.
Best Practices for Guest User Management
- Least Privilege Approach: Assign the minimum necessary permissions to guest users.
- Regular Review and Audit: Periodically review guest users and their activities to ensure they still need access and comply with company policies.
- Use Groups for Permission Management: Use groups to simplify the assignment and management of permissions.
- Secure Sharing Settings: Configure sharing settings to limit what guest users can share with others.
Comparison Chart: Guest User Permissions
| Resource | Employee | Guest User |
|---|---|---|
| Microsoft Teams | Full Access | Customizable |
| SharePoint Online | Full Access | Restricted based on permissions |
| Exchange Online | Full Access | Limited functionality |
| OneDrive for Business | Full Access | Access only if shared |
In summary, Microsoft 365 allows you to seamlessly create and manage guest users, providing the flexibility necessary for modern collaboration without compromising on security. With Azure AD’s powerful tools, you can invite external partners to interact with your organization’s resources in a controlled and secure manner.
Practice Test with Explanation
T/F: It is possible to create guest users in Microsoft 365 without an email address.
Answer: False
Explanation: Guest users must have an email address as it is required for the invitation process and to provide them access to Microsoft 365 resources.
T/F: A guest user in Microsoft 365 can be a member of multiple groups.
Answer: True
Explanation: Just like regular users, guest users can be added to multiple groups within Microsoft 365 to grant access to various resources and workspaces.
What licenses are required for guest users to access resources in Microsoft 365?
- A) Guest users need their own Microsoft 365 licenses.
- B) Guest users do not require any licenses.
- C) Guest users use the licenses of the host tenant.
- D) Guest users must have a specific guest license.
Answer: B
Explanation: Guest users do not require their own licenses to access resources in Microsoft 365; they can use the applications and services available to the organization they are invited to without additional cost.
In Microsoft 365, to which of the following can guest access be granted?
- A) Microsoft Teams
- B) SharePoint Online
- C) Office 365 Groups
- D) All of the above
Answer: D
Explanation: Guest users can be given access to Microsoft Teams, SharePoint Online, and Office 365 Groups among other Microsoft 365 services.
T/F: There is a limit to the number of guest users an organization can have in Microsoft
Answer: True
Explanation: The number of guest users is typically limited to five times the number of licenses in your organization. However, a process exists to request additional guests if needed.
T/F: An Azure AD Premium P1 license is required to invite guest users.
Answer: False
Explanation: Microsoft 365 includes the ability to invite guest users without the need for Azure AD Premium P1 licenses, though some advanced features might be limited without it.
Who can invite guest users in an organization by default?
- A) Only users in the global administrator role.
- B) Any user in the organization.
- C) Only users in the global administrator and User manager roles.
- D) Only users with specific permissions set by an administrator.
Answer: B
Explanation: By default, any user in the organization can invite guest users. However, this setting can be changed by an administrator to restrict or change who can send invitations.
What PowerShell cmdlet is used to invite guest users in bulk?
- A) New-MsolUser
- B) New-AzureADUser
- C) Import-Csv – Path “users.csv” | ForEach { New-AzureADMSInvitation … }
- D) Add-MSOLGroupMember
Answer: C
Explanation: The ‘New-AzureADMSInvitation’ cmdlet can be used in conjunction with ‘Import-Csv’ to invite guest users in bulk by processing a CSV file that contains their details.
T/F: Guest users have the same compliance policies applied to them as regular users by default.
Answer: False
Explanation: Guest users don’t automatically have the same compliance policies applied. These policies need to be specifically set to include guest users if the organization requires it.
What role must a user have to manage guest access in Microsoft 365 groups through the Microsoft 365 admin center?
- A) Groups administrator
- B) User administrator
- C) Global administrator
- D) Both A and B
Answer: D
Explanation: Either a Groups administrator or a User administrator can manage guest access in Microsoft 365 groups through the admin center. A Global administrator, who has all the admin privileges, can also perform this action.
T/F: Guest users must be assigned a Multi-Factor Authentication (MFA) method upon creation.
Answer: False
Explanation: While it is a best practice to enforce MFA to secure guest accounts, it is not mandatory to be assigned upon creation. It is up to the organization to set these requirements.
Which Azure AD feature allows you to manage guest user permissions across various Microsoft 365 services?
- A) Azure AD Identity Protection
- B) Entitlement Management
- C) Conditional Access
- D) Access Reviews
Answer: D
Explanation: Access Reviews is the feature of Azure AD that allows organizations to manage and review guest user permissions across various Microsoft 365 services periodically, ensuring that guest users only have access to the resources they need.
Interview Questions
What is the purpose of Azure Active Directory (AD) B2B collaboration?
Azure AD B2B collaboration allows organizations to collaborate securely and easily with external partners, including those who don’t have an Azure AD or Microsoft account.
What is a guest user in Azure AD?
A guest user in Azure AD is an external user who is invited to access a specific Azure AD application or resource.
How can you add a guest user in Azure AD using the Azure portal?
To add a guest user in Azure AD using the Azure portal, you can follow the steps outlined in the “Add guest users to your directory using the Azure portal” section of the B2B collaboration quickstart guide.
How can you invite a guest user in Azure AD using PowerShell?
To invite a guest user in Azure AD using PowerShell, you can follow the steps outlined in the “Invite guest users to your directory using PowerShell” section of the B2B collaboration quickstart guide.
What is a guest user invitation redemption process?
The guest user invitation redemption process is the set of steps that a guest user must follow to activate their account and access the shared resource or application.
What are the benefits of using role-based access control (RBAC) with external users in Azure AD?
Using RBAC with external users in Azure AD allows you to grant fine-grained access control to specific resources, applications, or services for a guest user.
How can you assign a role to an external user in Azure AD using the Azure portal?
To assign a role to an external user in Azure AD using the Azure portal, you can follow the steps outlined in the “Assign a role to a user or group in the Azure portal” section of the role assignments guide.
What is the difference between a guest user and a member user in Azure AD?
A member user is a user who belongs to the organization’s own Azure AD directory, whereas a guest user is an external user who is invited to access a specific Azure AD application or resource.
Can guest users be given administrative privileges in Azure AD?
Yes, guest users can be given administrative privileges in Azure AD by assigning them a role with administrative privileges, such as Global Administrator or User Administrator.
What is the difference between an email invitation and a link invitation for guest users in Azure AD?
An email invitation is a notification that is sent to the guest user’s email address, while a link invitation provides the guest user with a link that they can use to access the shared resource or application.
How can you restrict access to specific resources or applications for guest users in Azure AD?
You can restrict access to specific resources or applications for guest users in Azure AD by using RBAC to assign them a role with limited privileges.
Can guest users be added to security groups in Azure AD?
Yes, guest users can be added to security groups in Azure AD, but they will only be able to access resources that they have been explicitly granted access to.
How can you remove a guest user from Azure AD?
To remove a guest user from Azure AD, you can follow the steps outlined in the “Remove a guest user from your directory” section of the B2B collaboration quickstart guide.
Can guest users be given access to on-premises resources in a hybrid environment?
Yes, guest users can be given access to on-premises resources in a hybrid environment, but the organization must first establish a federation trust between on-premises AD and Azure AD.
Great explanations in the blog about managing guest users in Microsoft 365. Really helped me get a better understanding!
I’m struggling with granting permissions to guest users while maintaining security. Any suggestions?
Can anyone explain the process of adding guest users to a Microsoft Teams channel?
Is there a way to automate the addition of guest users in Microsoft 365?
Azure AD’s access reviews are a great tool to periodically review guest user access.
Thank you for this detailed blog post! Helped me prepare for the MS-100 exam.
How do you ensure compliance with organizational policies when managing guest users?
I appreciate the insights provided in the blog. Very helpful!