Important Note on External vs. Guest Users

When inviting users to a Teams chat, you may encounter both "External" and "Guest" options. Here's what each means:

External Users: These are users from another organization who you are inviting for a chat. They can participate in one-on-one or group chats and join meetings, but they do not have broader access to your Teams environment, SharePoint sites, or other resources.

Guest Users: These users have been added for none chat resources. They can access Teams Sites, SharePoint, OneDrive, and other resources just like internal users, but with specific guest permissions.


For inviting users to a Teams chat, ensure you select the "External" user option. For all other resources the “Guest” users should be selected.


Share a SharePoint Site with Users

  1. Navigate to the SharePoint Site:
    1. Go to the SharePoint site you want to share.
    2. In the top-right corner, click Share.
  2. Invite Users:
    1. In the sharing dialog, enter the email addresses of the users you want to invite (e.g.,
    2. Add a personalized message if desired.
    3. Set the permission level (e.g., Read, Edit).
    4. Click Send to invite the external users.

Share OneDrive Files or Folders with Users

  1. Navigate to OneDrive:
    1. Go to and sign in with your account.
  2. Select the File or Folder to Share:
    1. Right-click the file or folder you want to share and select Share.
  3. Invite Users:
    1. In the sharing dialog, enter the email addresses of the users (e.g.,
    2. Choose the permission settings (e.g., Can view, Can edit).
    3. Add a message if desired.
    4. Click Send to share the file or folder.

Add Users as Guests in Microsoft Teams

  1. Navigate to Microsoft Teams:
    1. Open Microsoft Teams and sign in with your account.
  2. Add a Guest to a Team:
    1. Go to the team where you want to add a guest.
    2. Click on the More options (three dots) next to the team name, then select Manage team.
    3. In the Members tab, click Add member.
  3. Invite Users:
    1. Enter the email addresses of the users you want to add (e.g.,
    2. Select Add as guest.
    3. Click Add and then Close.

Accept the Invitations

  1. For Users:
    1. The invited users will receive email invitations.
    2. They need to open the invitation email and click Accept invitation.
    3. Follow the prompts to sign in with their account.
    4. Once they accept the invitation, they can access the shared SharePoint sites, OneDrive files, and Teams.

Invite Users to a Teams Chat

  1. Open Microsoft Teams:
    1. Launch the Microsoft Teams app or go to and sign in with your account.
  2. Start a New Chat:
    1. In the left-hand navigation pane, click on Chat.
    2. At the top of the chat list, click the New chat icon (pencil and paper).
  3. Invite Users:
    1. In the To: field, enter the email address of the user you want to invite (e.g.,
    2. As you type the email address, Teams will search for the user. If the user is not found, click Search externally.
    3. Note: Make sure to select the external user, not any guest user that might appear with a similar name.
  4. Send the Invitation:
    1. Type your message in the chat box and press Enter to send.
    2. The user will receive an email invitation and a notification in Teams.

Accepting the Invitation for Users

  1. Check Email for Invitation:
    1. The invited user should check their email for an invitation from Microsoft Teams.
  2. Accept the Invitation:
    1. Open the email invitation and click Open Microsoft Teams.
    2. Sign in with their account if prompted.
    3. They will be redirected to Teams and can join the chat.

Start Chatting

  1. Access the Chat:
    1. The user will now be part of the chat and can send and receive messages.
  2. Communicate:
    1. Both and users can now communicate through Teams chat, share files, and collaborate in real-time.