The whole point of a Team is to work with others, right? So, you have set up your shiny new team and want to add members – but then it gets confusing. What kind of members should you add? How do you add them and what if you just want to host a meeting with others who are not part of the team? Are they guests? And what is a guest member?

Read on to find out.

Members

Team members are people who work at your organisation. They have the same email address ending as you so they are @yourcompany.com . You can invite them into any team that you set up in your organisation.

In fact, as you set up the Team you are prompted to invite members in. I always skip this step and only add people once I have set up the Team with all the different things I want them to have access to.

To add a member:

Click on the three dots to the right of the Team name and choose Add member from the list of options.

Microsoft Teams - Add members
Add Team Members

Next you need to add their email address – as you start to type Teams will suggest people at your organisation. You will see in the dialogue box that it tells you that you can also add Guests to your Team. More on that next.

Microsoft Teams - Add team members
Type email address

So – what or rather who is a guest?

A guest member is someone who does not work at your organisation and does not have an email address that ends @yourcompany.com like you do.

You have the ability to add guest users to your Team so that you can work with external people.

What can a Guest member do?

A guest in your team can do almost anything a fully-fledged member can. They can participate in a Chat, join a Channel Meeting, have a one to one chat with other members of the Team, and access files and folders in the Files section as if they are @yourcompany.com

Do I need to do anything special to add them?

Yes, you do. The Team administrator will need to enable certain settings in order for guests to join

  1. Turn on Guest Access in the Teams Admin Centre at the Organisation wide level
  2. Configure Azure Active Directory Business to Business Settings to allow access
  3. Configure Office 365 Groups
  4. Configure Sharing in Office 365
  5. Verify the Sharing Settings in SharePoint
  6. Set up Guest User Permissions in the Team
Enable Guest Access
The six steps to enable guest access – slide from my course – How to Use Microsoft Teams

Wow that sounds complicated Shelley

It is, and it isn’t. Think about it for a moment. Let’s think about what a Team actually is and how it is used.

A Team is a Communication Hub. Primarily for those at your organisation. However, on any project you may need to work with external people, suppliers, Virtual Assistants, collaborators from other organisations.

Anyone in a Team has access to all the functionality set up.

  • Team/Channel Chat
  • Team Meetings
  • Applications in the Channels
  • Files and Documents

When you invite guests into your Team you are giving them access to any files stored in the Team. Now this may be exactly what you need to do, and that is fabulous. But if you simply need to have a meeting with external participants – like a Zoom meeting for example, then you don’t need to invite them in or add them to your team.

So, how do I host an online meeting with people outside my organisation Shelley?

There are two methods to create the invitation.

Method one – inside Teams

From the Calendar in Teams click Schedule Meeting, give it a title, set the time and date and type in the email addresses of the invitees, just like you would in an Outlook invite.

When you are done, click Send.

The person Invited gets an email invite and when they accept it will be in their calendar.

To join your meeting, they open the invite and click on the Join Microsoft Teams link in the body.

Side note – I am writing this on my Mac, the steps are identical for both Windows and Mac and I use both.

Method Two

Create a meeting request in Outlook and add the Teams meeting link to it.

On Windows – click the new Teams Meeting icon on the Home Ribbon of the Calendar.

On Mac – click New Invite on the Home Ribbon and then the Teams Meeting Icon

Microsoft Teams - create meeting
Create a Microsoft Teams Meeting in Outlook – the Mac version

On Windows – you will see the Join Teams Meeting link in the body of the email straightaway.

On Mac – the Join Teams Meeting Link will be added after you send the invite.

Join the meeting via the link

On both Windows and Mac, the attendee clicks the Join Teams Meeting Link in the body of the email.

What happens next?

When they click the meeting link, they will be taken to their browser, it is preferable to use Chrome or the latest version of Microsoft Edge. They will be able to join the meeting in the browser (just like Zoom) and may need to enable the Microphone and Speakers via a pop up in the browser.

If they have the Teams app installed, they can choose to open the meeting in app (like Zoom)

Once in the online meeting the attendees can see whatever you as the organiser share.

The difference between attending an online meeting in Teams or on the Web

If you join an online meeting as an attendee via the Teams App (so you are not a guest in the organisation) you will be able to use the full functionality of your Teams App. You are not accessing the host’s Team and you do not have access to any of the hosts files or other resources but you do have access to all of your own resources.

If you join an online meeting as an attendee via the web browser, you will be able to see whatever the host shares. If you are presenting in the meeting, you will be able to share your screen and have the choice of whether to share your desktop of any other application that is open. You must have anything you want to share open and ready.

How many people can be seen on screen?

At the time of writing Teams has just been updated to show up to 9 people on screen and Microsoft are working to increase this to more.

Back to Members and Guests

Now when you are working on setting up your Team you can make an informed decision of whether you need people to be invited in as Guest members so that they have complete access to all your Team resources or whether you want to simply invite them to an online meeting.

Remember Guest Members like full Members have access to anything stored inside the Channels they are in.

Want to know more? Take my online course: How to Use Microsoft Teams which will show you how to set up your Teams and how to use all the functionality.

At the time of writing I am creating another course for Trainers Speakers and Coaches, you can sign up to find out when it will be ready here.

Are you using Microsoft Teams? Has this article helped? Do comment and let me knowShelley Fishel ?

 

The session was well structured and the explanation was very clear. It was amazing how Shelley managed to squeeze so much info in just one hour and a half! Colin’s support and contributions were also very valuable, and so were “Virtual Veronica”‘s. Thank you for a most interesting and useful training session at the Miss Jones Virtual Summit!

Laura Carizzo- Royal Norwegian Embassy in Argentina

I haven’t used PowerPoint in 20 years, this has really boosted my confidence.

Lyn Parker

Course is packed with so much valuable information in a easy-to-understand and follow language, even for a complete beginner. I can respect the fact that sometimes it’s very hard for an expert to break the information down to basics. but Shelley has done it brilliantly. I was sure that I knew quite a bit but Shelley has proven me wrong even at the very beginning of the basics of PowerPoint. Lessons are short and precise which allowed me to easily transfer the new skill into practice without being overwhelmed and to carry on adding on more with each lesson. I had so many ‘Aha!’ moments and for most of them I couldn’t believe I used to pay graphic designer to do it for me, now, thanks to Shelley, I am looking forward to creating, designing, converting my presentations all by myself!

Iva Freeman – Vertex Human Capital

Shelley was very thorough and knew a lot of tip’s for using Teams, thank you 🙂

James O’Connor – Cavannah Homes

Very informative, constantly getting everyone in the meeting involved, loved every bit of it!

Dylan Teal Hopkins – Cavannah Homes
Fantastic and informative training and great to see all of the exciting functions with Microsoft Teams.
Laura Rigby – The Apprenticeship College
Shelley was really clear in her teaching and went at a pace that was helpful to us. We covered all we needed to know to get us started, as a small team, using MS Teams. She was also very helpful in the run up to the session, with check in calls and ensuring our platform was set up correctly. I would highly recommend Shelley to anyone wanting to learn to navigate their way around MS Teams.
Leigh Dowling – Innuous

Microsoft Teams One to One Training Session

Shelley was approachable, easy to work with, and agile with answering questions to apply the session to my specific needs

Melissa Marshall – Present Your Science

A course on Outlook had been on the top of my list when Shelley asked VA’s what they wanted to learn.

It was a real case of ‘so that’s how you do it’ or ‘I never knew that’. I have to say that I learnt so many great tips it has definitely improved the way I work in Outlook and my inbox is looking colourful and organised and I can’t wait to share this knowledge with my clients.

Jacqueline Leake – JLeake VA Services – Outlook

A great course with lots of examples and step by step instructions. I can now confidently create infographics and as a bonus, I learnt a lot of new PowerPoint functionality that will enhance all my PowerPoint work and save me so much time.

Jessica Bailey – Integral Resource

I really like Shelley’s courses. She has a clear and easy to follow teaching style. In ‘How to Create Fillable Forms’ I’ve learned about the functions of the Developer ribbon which will mean I’ll be able to create a bespoke Returns Form for a client who has an online shop

Freya Henderson – Virtual Office Orkney

Shelley was really clear in her teaching and went at a pace that was helpful to us. We covered all we needed to know to get us started, as a small team, using MS Teams. She was also very helpful in the run up to the session, with check in calls and ensuring our platform was set up correctly. I would highly recommend Shelley to anyone wanting to learn to navigate their way around MS Teams.

Sarah Clements – Inuous

Absolutely superb course, easy to follow and to refer back whilst putting it all into practice! I was unaware of the extent you can customise a presentation and it’s just made me want to know more – what’s next Shelley?

Denise Williams

I thought I had a pretty good grasp of Outlook until I did this course! In her videos, Shelley is clear and concise, and the language she uses is straightforward and jargon-free. Each module is broken down into manageable chunks, which helps keep your attention and means the course is easy to fit in around other commitments. I’ve created email templates and implemented rules that are already saving me time, and as all the other things I’ve learnt start to become second nature, the positive impact on my efficiency is fast becoming clear. This course has been incredibly beneficial and I would highly recommend it to anyone looking to strengthen their skills and boost productivity.

Pip Doleman VA

I thought I knew Powerpoint really well, but I wanted to specifically learn how to use Powerpoint to create better infographics, easily and quickly. Shelley explains everything in a very logical and clear way, so I understood everything the first time I heard it. The most useful thing I learnt was that Powerpoint can do so much more than I thought it could. By also using the short cuts that Shelley showed me I am much quicker than I have ever been and I thought I was already quick!

Susan Marot

Shelley Fishel of Tomorrow’s VA has a wealth of experience in Microsoft Office. I met her in person 2 years ago at the PA Show in London. I also saw her in action in a fab workshop and knew she was the whizz that everyone had told me she was. I have since bought a lifetime access to her HUB and all the courses in there are a MUST if you are a VA on a mission. The courses will give you confidence in all the Office 365 components and will catapult you to dizzy heights

Alex Hughes