Knowledgebase: Administrative Staff
Teams Guest Access On-boarding
Updated: 09 March 2020 02:35 PM

This article is aimed at users who want to collaborate with external users over a long period of time to provide them with guest access to a Team.

Sharing files from your OneDrive is a quick way to give access to external users. For external users, this requires them to go through the process to obtain a verification code to gain access to the files you shared with them without having to create a Microsoft Account. This can work for short-term purposes or for quick reviews, however, there may be occasions where the verification code email doesn't arrive or it may prove to be inconvenient if the external user needs to access the file from time to time and will need to go through the verification code process per session. In this case, OneDrive folder and file sharing may not be meeting your needs when collaborating with external users or it may prove inconvenient if doing in-depth collaboration with those external users.

Setting up a Team and inviting those external users as Guests will allow you and your team to be more collaborative. This also lets your team take advantage of the additional features available in Teams.

If you are new to Teams, please spend some time to review this article: OCAD U 365: Getting Started with Microsoft Teams

There is also an interactive live demo to walk you through Teams: https://teamsdemo.office.com/

 

Related Articles:

 

FAQ: Setting Up a Team

 

Best Practice Approach for On-boarding External Users to Your Team.

  1. Set up a new Team (You're the owner) or use an existing Team that you own.
    1. Check which type of team you'd like to create: Choose a team type to collaborate in Microsoft Teams
    2. Create Team instructions: Create a staff team in Microsoft Teams
  2. Add other OCAD U members and Guests to your Team.
    1. Member instructions: Add members to a team in Teams
    2. Guest instructions: Add guests to a team in Teams
  3. Decide who else at OCAD U needs to be an owner.
    1. Assign another owner(s): Make someone a team owner
    2. Guests cannot be owners. Read about the differences here: Team owner, member, and guest capabilities in teams and here: What the guest experience is like
  4. Onboarding Your Guests to Teams
    1. Ensure that they've received an invite to their Institutional email account
    2. They'll need to get a verification code to confirm their account
    3. Once their account is confirmed, they'll be able to log in to Teams on their desktop app
    4. Ensure that they're successfully on Teams by getting them to post a message, so that you can see and verify that it's working for them
  5. Once everyone is on-board, you can start organizing your Team with channels, tabs (links to other apps, so that Teams acts as your central hub), and initiate or schedule recurring Teams (audio/video) meetings.
    1. Organize your team: Best practices for organizing teams in Microsoft Teams
    2. Create channels: Create a channel in Teams
    3. Default tabs in Teams (Post, Files, Notes):
      1. Collaborate in Posts:
      2. Collaborate in Files: Collaborate on files in Microsoft Teams
        • This is the Documents folder on the SharePoint site that backs your entire team. All files uploaded in Teams will be saved to this folder. Folders are created for all channels.
      3. Collaborate on Notes: Use OneNote Staff Notebook in Teams
        • This is the ideal place to store your meeting notes, so that everyone can access them
        • If you created a Professional Learning Community (PLC), instead of a "Staff Notebook" tab, you'll see a "PLC Notebook" tab
    4. Create tabs: Use Built-in and custom tabs in Microsoft Teams
      1. Create a Planner board for the channel: Add and use a Planner tab in Teams
      2. Create a OneNote for the channel: Add a OneNote notebook to Teams
      3. Add a link to your SharePoint site: Add a SharePoint page or list to a channel in Teams
      4. Add a link to a specific excel spreadsheet, word document, or PDF:
        • The file needs to exist in the SharePoint site before you can add the link in the tab.
        • To stay organize, create/upload your file to the SharePoint folder and then add the link to the file to the channel's tab.
  6. Meetings and Calls: Meetings and calls
    1. Single Teams Meeting:
      1. Initiate in a Channel
      2. Initiate in a Group Chat
      3. Initiate in a 1on1
      4. Taking Meeting Notes a single meeting: Take meeting notes in Teams (can @mention people)
    2. Schedule a recurring Teams Meeting (Chat, Files, Meeting Notes, and Whiteboard): Schedule a meeting in Teams
      1. Schedule a recurring Teams meeting
      2. Join the Teams video meeting
      3. Chat in a recurring meeting
      4. Taking Meeting Notes for a recurring meeting that appears in the Chat section: Take meeting notes in Teams (can @mention people)
    3. Meeting Notes created in a Teams video chat are separate from the channel notes stored in OneNote.

 

FAQ SECTION:
Q: Can an external user use their institutional email, even if they don't use Outlook as their email system?
A: Yes, an external user can associate a Microsoft Account with their Institutional Email. See instructions here: How to create a new Microsoft account

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Q: Why can't I send the invite to an external user's personal email?
A: Due to Privacy concerns with access to sensitive information on collaborations, ensure that you are sending the invite to an external user's institutional email and not their personal emails to access Teams and other apps.

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Q: Why does the "(guest)" show up beside some user's name and not for others?
A: The external users that you've added to the Team will show up with their name and "(guest)' beside their name. This is because they are guests in the OCAD U team. For internal OCAD U users, it will just show their name.

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Q: What's the best way to quickly access team files for collaboration?
A: Use the Teams desktop app as a hub to access everything for the collaboration. Tabs can be added to the top of channels for quick access to other features like Planner, Forms, etc.

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Q: What is the best way to share files amongst the team?
A: Use the SharePoint site that backs the Teams (aka the Files tab) vs. Sharing via OneDrive, as you'll run into the issue with external users having to get the confirmation codes to access the files you're sharing.

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Q: What is the difference between using Teams video conferencing over Zoom (free account)?
A: On Teams, users will be able to video conference without a timeout compared to using Zoom's free account which will stop the video chat after 40mins.

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Q: My guest can log in to the SharePoint site but it's not with the right account.
A: In some cases, your guest may already have another Microsoft Account (e.g. personal) and will need to exit and quit their browsers to log in with the correct account. In some cases, the cache in their browser may need to be cleared.

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Q: Can I change my guest to a "Member" or "Owner"?
A: Unfortunately no. In order to be a member or owner, the user needs to be an employee at OCAD U with a 365 license.

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Q: Why can't my guest see the calendar in Teams?
A: The Calendar tab in Teams is not a team calendar, the schedule pulls from your personal Outlook and since the guest account does not have an Outlook account, it will not read the schedule/calendar for that guest. To get around this, please create a calendar in the SharePoint site for your dates and deadlines.

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Q: I can't create a calendar event reminder for my team on SharePoint. What can I use?
A: Unfortunately, the SharePoint calendar does not have a reminder feature. You can create an Outlook meeting event and invite all of your team members to that event, to take advantage of the reminder features.

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Q: How can I record our video meeting in teams and save it?
A: The owner and a member can start the video chat and click on the "…" (three dots) and click on the record button. Once the meeting ends, the video will attempt to upload to the streaming service (which is turned off) and will show an error message "Recording failed to upload to Stream" but right below is the "Download" button, where you can download the video recording of the meeting. Anyone can download the file, re-name it, and upload it back into SharePoint.

For more information on recording meetings, see here: Record a meeting in Teams

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Q: Can I change the names or move the tabs at the top of the channel?
A: The first 3 tabs of the channel are default tabs and locked from editing. They cannot be moved or the names changed. Any additional tabs that you add can be moved and the names changed.

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Q: How do I create a Teams video meeting invite in Outlook?
A: The owner or a member can schedule a meeting or a recurring meeting via the left-hand tab "Calendar" in Teams. This will create a link in the body of the meeting event to join the Teams video chat.

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