Tutorial / Cram Notes
When managing Microsoft Teams, it’s important to understand the licensing requirements for guest access. Guest access in Microsoft Teams allows teams in your organization to collaborate with people outside your organization by granting them access to teams and channels.
A guest is typically someone who is not an employee, student, or member of your organization. They can participate in teams and channels, receive and send messages, and access files but there could be some limitations based on licensing and policy configurations.
Microsoft Teams is built on the Office 365 groups membership model and requires an Azure Active Directory (Azure AD) to manage the user accounts. When you invite a guest to join your team, they are added as a member of your Azure Active Directory, and this membership dictates their level of access.
Licensing Requirements for Guest Access in Microsoft Teams:
In general, you don’t need to purchase an additional license for a guest as long as you have an Azure AD subscription. Each Azure AD subscription supports a number of free guest users – usually around 5 guests per licensed user (depending on the subscription level).
For example, with Microsoft 365 Business Basic, Business Standard, or Business Premium plans, you can have five guest accounts per licensed user. With Enterprise plans like E3 or E5, you also get this guest access capability.
| License Type | Guest Access Allowed (Per License) |
|---|---|
| Microsoft 365 Business Basic | 5 guests per licensed user |
| Microsoft 365 Business Standard | 5 guests per licensed user |
| Microsoft 365 Business Premium | 5 guests per licensed user |
| Microsoft 365 E3 | 5 guests per licensed user |
| Microsoft 365 E5 | 5 guests per licensed user |
These numbers are subject to change and should be verified with current Microsoft documentation or your licensing agreement.
Guest User Permissions:
Once a guest user is given access to Microsoft Teams, their capabilities are somewhat restricted by default, for security purposes. Here’s what guest users can and cannot do in Teams:
| Action | Guest Capability |
|---|---|
| Create a channel | No |
| Participate in a private chat | Yes |
| Participate in a channel conversation | Yes |
| Share a channel file | Yes, if allowed |
| Access organizational resources | No |
| Add or remove apps | No |
| Create meetings or calls | Yes, if allowed |
| View the organizational chart | No |
| Add tabs | No |
These permissions can be configured by the Teams administrator in the Microsoft Teams admin center or through PowerShell cmdlets.
Configuring Guest Access Permissions:
To configure guest access in Microsoft Teams, follow these steps:
- Go to the Microsoft Teams admin center.
- Navigate to “Org-wide settings” > “Guest access”.
- Toggle “Allow guest access in Teams” to On.
- Under “Calling, Meeting, and Messaging”, configure which capabilities guests will have in your Teams environment.
- Click “Save” to apply the settings.
Administrators should regularly review guest access permissions and adjust according to the collaboration needs and security policies of the organization.
Best Practices:
- Verify that your organization complies with guest access licensing requirements.
- Use the least privilege principle when assigning permissions to guests.
- Regularly audit and review guest accounts and their activity within Microsoft Teams.
- Clearly communicate with guest users about their access level and permitted actions within Teams.
Understanding the licensing and permissions surrounding guest access in Microsoft Teams is crucial to maintain security while enabling seamless collaboration with external partners. Always ensure that guest access is both adequately licensed and tightly controlled according to your organization’s policies and the permissions allowed within the bounds of your Microsoft Teams and Azure AD configurations.
Practice Test with Explanation
True or False: External users must have a paid Office 365 subscription to be granted guest access in Microsoft Teams.
- Answer: False
External users can be granted guest access in Microsoft Teams without a paid Office 365 subscription. They can use their own email account, such as Outlook or Gmail.
True or False: A Microsoft Teams guest user can have the same access levels as a full member.
- Answer: False
Guest users have more limited capabilities than full team members by default, to help maintain security and compliance.
Which of these licenses includes guest access in Microsoft Teams? (Multiple select)
- A. Office 365 E1
- B. Office 365 E3
- C. Microsoft 365 Business Standard
- D. None of the above
- Answer: A, B, C
All of these licenses (Office 365 E1, E3, and Microsoft 365 Business Standard) support guest access in Microsoft Teams.
True or False: You can restrict guest access at the tenant level in Microsoft Teams.
- Answer: True
Administrators can restrict guest access at the tenant level through the Microsoft Teams admin center or through Azure Active Directory.
True or False: To enable guest access in Teams, it must be enabled in both Microsoft Teams settings and Azure AD settings.
- Answer: True
Guest access must be enabled in both Microsoft Teams and Azure AD settings, as they work together to control external access.
What role is needed to modify guest access settings in the Microsoft Teams admin center?
- A. Teams Service Administrator
- B. Teams Communications Administrator
- C. Global Administrator
- D. All of the above
- Answer: D
A Global Administrator or Teams Service Administrator can modify guest settings. The Teams Communications Administrator can manage meetings and messaging, but not guest access settings.
True or False: Microsoft Teams does not allow guests to be added to private channels.
- Answer: False
Guests can be added to private channels as long as guest access is enabled and the private channel settings allow it.
How many guests can be invited to a single Microsoft Teams tenant?
- A. 5 guests per licensed user
- B. Unlimited guests
- C. 2 guests per licensed user
- D. 1 guest per licensed user
- Answer: B
Microsoft Teams allows for an unlimited number of guest users to be invited to a tenant, subject to service limits.
True or False: Guests must go through the same multifactor authentication process as regular users in Microsoft Teams.
- Answer: True
If multifactor authentication is enforced in the tenant’s settings, guests will also need to complete this process to access Microsoft Teams.
True or False: You can set expiration dates for guest access in Microsoft Teams.
- Answer: True
Administrators can set expiration dates on guest access within Azure Active Directory, which will apply to their access in Teams as well.
Which of the following data protection features is NOT available by default to Microsoft Teams guests?
- A. Data Loss Prevention
- B. Information Barriers
- C. eDiscovery
- D. None of the above
- Answer: B
Information Barriers are not applied to guests by default. This feature is used to restrict communication between certain groups within an organization, but additional configuration may be needed to include guests.
True or False: External guests can share content in a Microsoft Teams meeting without any restrictions.
- Answer: False
Guests can share content during a Microsoft Teams meeting if they are given the appropriate permissions, which can be controlled by the meeting organizer. By default, they may have restrictions until they are granted permission.
Interview Questions
What is guest access in Microsoft Teams?
Guest access in Microsoft Teams allows external users to access Teams, channels, and files within a specific organization.
What are the licensing options for guest access in Microsoft Teams?
The licensing options for guest access in Microsoft Teams include Microsoft 365 Business Basic, Microsoft 365 Business Standard, and Microsoft 365 E3.
What features are included in Microsoft 365 E3?
Microsoft 365 E3 includes features such as Advanced Threat Protection, data loss prevention, and more.
What features are included in Microsoft 365 Business Basic?
Microsoft 365 Business Basic includes basic email and calendar features, as well as access to Teams and guest access.
What is Azure Active Directory External Identities?
Azure Active Directory External Identities is a pricing model for external identities managed in your directory.
How is the pricing of Azure Active Directory External Identities determined?
The pricing of Azure Active Directory External Identities is determined by the number of external identities that you manage in your directory.
What are the different pricing options for Azure Active Directory External Identities?
The different pricing options for Azure Active Directory External Identities include per-user pricing and consumption-based pricing.
How do I determine the appropriate licensing for guest access in Microsoft Teams?
To determine the appropriate licensing for guest access in Microsoft Teams, you’ll need to review the specific features included in each licensing option and choose the option that is right for your organization.
How do I enable guest access in Microsoft Teams?
To enable guest access in Microsoft Teams, you must configure your Teams settings and allow guest access at the organizational level.
Can I manage guest access in Microsoft Teams without a license?
No, you must have an appropriate license to manage guest access in Microsoft Teams.
How can I check if guest access is enabled in my organization?
You can check if guest access is enabled in your organization by going to the Teams admin center and reviewing your guest access settings.
Can I restrict guest access to specific Teams or channels?
Yes, you can restrict guest access to specific Teams or channels by configuring the appropriate settings in your Teams admin center.
How do I manage guest accounts in Microsoft Teams?
You can manage guest accounts in Microsoft Teams through the Teams admin center, where you can add, remove, or block guests.
What security features are available for guest access in Microsoft Teams?
Security features available for guest access in Microsoft Teams include conditional access policies, multi-factor authentication, and more.
How can I ensure compliance with guest access in Microsoft Teams?
To ensure compliance with guest access in Microsoft Teams, you can use tools such as Azure AD Privileged Identity Management, data loss prevention policies, and more.
When granting guest access in Microsoft Teams, do you need additional licensing for the guests themselves?
If a guest is using Teams for free, what features are they missing out on compared to licensed users?
Is there a way to limit what a guest can see within a team?
Does enabling guest access in Microsoft Teams require additional configuration in Azure AD?
Is there any additional cost for Azure AD B2B guest access?
Appreciate the insights on guest access configuration!
Can guests collaborate in Planner when invited to a team?
We had issues with guest access in Teams. It often feels too restrictive.