Adding guests to Microsoft Teams

This guidance is useful if you are looking to:

  • Invite people from other organisations to join your meetings on Microsoft Teams
  • Add a visiting lecturer without a LIPA account to your Microsoft Teams page
  • Give access to External examiner without LIPA account to your Microsoft Teams page

For adding Visiting Lecturers and External Examiners who have LIPA accounts please see separate guidance on managing Teams.

Who is a ‘guest’?

A guest is someone who is not an employee or LIPA student. They will not have a LIPA account or lipa.ac.uk e-mail. Guests may include visiting lecturers, alumni, vendors, suppliers, or consultants.

This means that anyone from outside LIPA with an email account (such as gmail, yahoo, or any others) can participate as a ‘guest’ in Teams, gaining full access to Teams and channel experiences.

How to add a guest to a team

IMPORTANT: only team Owners can add guests to a Team.

1. Open the Team page in Microsoft Teams (see Fig 1)

2. Next to team name and icon (top left of the page) click on ‘More Options’

3. In the menu that appears, select ‘Manage team’

Figure 1 - Team page with instructions to access 'Manage team' settings in the team options menu
Figure 1 – Team page with instructions to access ‘Manage team’ settings in the team options menu

4. In the team members area, click on ‘Add member’ button to add new members (Fig 2)

Figure 2 - team member area with button for adding new members highlighted.
Figure 2 – team member area with button for adding new members highlighted.

5. A window will open allowing you to type in the e-mail address(es) of your guest(s). After typing in an e-mail, click to add it as guest (Fig 3).

Figure 3 - type in your guest e-mail and click to add as guest
Figure 3 – type in your guest e-mail and click to add as guest

6. Once you have added the guest members to the type bar, you finalise the process by clicking ‘Add’ button (Fig 4).

Figure 4 - clicking 'Add' button will finalise the process.
Figure 4 – clicking ‘Add’ button will finalise the process.

What happens once I invite a guest to my Team?

Your guest will be sent an e-mail invite to join your Team on Microsoft Teams. They must accept the invitation by selecting Open Microsoft Teams in the email message before they can access the team and its channels.

If they are already using Microsoft Teams, your team will be shown to them in the list of institutions next to their profile on the top right of the Teams window.

Screenshot showing how to navigate between Teams from other organisations
Screenshot showing how to navigate between Teams from other organisations

What the guest experience is like

Please see this link for a detailed comparison of team member and guest capabilities.

Once guests are added they can participate in teams and channels and get invited to join meetings in Team channels just like regular team members.

For guidance on how to invite people to a meeting in Teams see this link.

Guidance adapted from Microsoft. Original article can be found here.

Last updated: 1/4/2020