April 9, 2021 Share an email to Teams from Outlook. While viewing an email in the Outlook desktop app. Select Share to Teams located in the ribbon. In Outlook on the web (and the new Outlook for Mac), select More actions and choose Share to Teams. Microsoft Teams, the hub for team collaboration in Microsoft 365, integrates the people, content, and tools your team needs to be more engaged and effective. Microsoft Teams is for everyone Instantly go from group chat to video call with the touch of a button. Securely connect, access, share, and coauthor files in real time. Stay organized by keeping notes, documents, and your calendar together. Join Teams meetings anytime, anywhere, from any device. Teams meetings are best when you join them from the Teams app or Teams on the web, and there's a bunch of ways to do that—read on for details about joining by link, from your calendar, and more. If you can't use the app or the web, some meetings let you call in using a phone number. With Microsoft Teams on your PC, Mac, or mobile device, you can: Pull together a team. Use chat instead of email. Securely edit files at the same time. See likes, @mentions, and replies with just a single tap. Customize it by adding notes, web sites, and apps. A subscription to make the most of your time. Try one month free.

As your team works together you'll undoubtedly have files that you'll want to share and collaborate on. Teams makes it easy to share files and work on them together. If working in Word, Excel, PowerPoint, or Visio files your colleagues can even view, edit, and collaborate on them, right within Teams (editing in Visio requires a license).

Note: If the file isn't one of the types mentioned above, it must be viewed in either SharePoint or its corresponding app.

Your files library

Within each team there are channels. Think of these channels as a place for your entire team to discuss a specific topic, like upcoming training, or project updates. Each channel has its own file folder where you can share files for that specific channel. To access that folder go to the channel and select the Files tab above the conversation window.

Note: Make sure to use the Files tab at the top of the channel conversation window instead of the Files button on the left side of the app. That button gives you access to ALL of your cloud files, rather than just the files for a specific channel.

In the library you can upload existing files or create new ones. When you upload a file, it creates a copy in Teams.

Upload existing files

There are two primary ways to upload existing files into your library. Both methods start by going to the files folder for your channel and both methods, by default, upload copies of your files to the channel file folder.

  • Drag and drop - Using your mouse, drag the file from where it's currently located and drop it on the Teams window among the files.

  • Upload - Select Upload,then select the file (or files) you'd like to upload, and select Open.

Any files you upload will be accessible by any member of your team. And just like in SharePoint, you can pin specific files to the top of your list for easy access.

Create a file

To create a Word, PowerPoint, or Excel document in Teams, select New, then select the kind of file you'd like to create. The new file will open in Teams so you can begin editing it, and if you'd prefer to work in the desktop version of the app, select Open in Desktop App at the top of the app, in the middle of the ribbon.

As soon as it's created your new file will be available for your team members to edit as well.

Note: Linux users won't be able to open files with the desktop Office app.

Co-edit a file

Files uploaded and shared to a team are accessible to every member of the Team. In Office for the web, Office for Android or iOS, or the latest applications from Microsoft 365, you and your team members can co-edit Word, PowerPoint, or Excel documents, or comment on Visio files. No need to check files out or worry about if one of your colleagues has the document open. Just open the file you need to edit and if other team members are editing it too your changes will be seamlessly merged as you work.

Share with people outside your team

If the file is a Word, Excel, PowerPoint or Visio file, the easiest way to share it is to open the file in its corresponding Office for the web or desktop app. Select Share at the top right corner of the window. From there enter the aliases or email addresses of people you want to email the file link, or select Copy Link to choose where you share the link.

Important: To share with someone outside your team you'll have to open the file in Office for the web or Office desktop app.

If you want to share with people outside your organization you may have to select the permissions drop-down (right above where you add the people you want to share with) and select that Specific People can access the file.

Once you've shared the file, those users can edit the file in real time (unless you unchecked Allow editing in the Link Settings dialog) just like the other members of your team can.

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Note: Linux users won't be able to open files with the desktop Office app and will need to use Office for the web.

See also

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With guest access, you can provide access to teams, documents in channels, resources, chats, and applications to people outside your organization, while maintaining control over your corporate data. See Set up secure collaboration with Microsoft 365 and Microsoft Teams.

Note

If you just want to find, call, chat, and set up meetings with people in other organizations, use external access.

Microsoft Teams Teams Free

A guest is someone who isn't an employee, student, or member of your organization. They don't have a school or work account with your organization. For example, guests may include partners, vendors, suppliers, or consultants. Anyone who is not part of your organization can be added as guest in Teams. This means that anyone with a business account (that is, an Azure Active Directory account) or consumer email account (with Outlook.com, Gmail.com or others) can participate as a guest in Teams, with access to teams and channel experiences.

Guests in Teams are covered by the same compliance and auditing protection as the rest of Microsoft 365, and can be managed within Azure AD. Guest access is subject to Azure AD and Microsoft 365 or Office 365 service limits.

The guest experience has limitations by design. For a full list of what a guest can and can't do in Teams, see comparison of team member and guest capabilities.

Important

Guests follow Teams Org-wide settings for the coexistence Upgrade mode. This can't be changed.

To set up guest access, see Collaborate with guests in a team.

To compare external access (federation) with guest access (and decide which one you should use), read Communicate with users from other organizations in Teams. Picasa 3.9.141.303.

Set up guest access

Guest access in Teams requires configuring other settings in Microsoft 365, including settings in Azure AD, Microsoft 365 Groups, and SharePoint. If you're ready to start inviting guests to teams, read one of the following:

  • To configure guest access for Teams for general use, see Collaborate with guests in a team.
  • To collaborate with a partner organization that uses Azure Active Directory and allow guests to self-enroll for team access, see Create a B2B extranet with managed guests.

Guest access in Teams is an organization-wide setting and is turned off by default. You can control guest access to individual teams by using sensitivity labels.

How a guest becomes a member of a team

  1. A team owner or a Microsoft 365 admin adds a guest to a team.
  2. The guest receives a welcome email from the team owner, with information about the team and what to expect now that they're a member.
  3. The guest accepts the invitation.Guests who have a work or school account in Azure Active Directory can accept the invitation and authenticate directly. Other users are sent a one-time pass code to validate their identity (One-time passcode authentication required).
  4. After accepting the invitation, the guest can participate in teams and channels, receive and respond to channel messages, access files in channels, participate in chats, join meetings, collaborate on documents, and more.

In Teams, guests are clearly identified. A guest's name includes the label (Guest), and a channel includes an icon to indicate that there are guests on the team. For more details, see What the guest experience is like.

Guests can leave the team at any time from within Teams. For details, see How do I leave a team?

Note

Leaving the team doesn't remove the guest account from your organization's directory. This must be done by a Microsoft 365 global admin or an Azure AD admin.

Licensing for guest access

Guest access is included with all Microsoft 365 Business Standard, Microsoft 365 Enterprise, and Microsoft 365 Education subscriptions. No additional Microsoft 365 license is necessary. Teams doesn't restrict the number of guests you can add. However, the total number of guests that can be added to your tenant may be restricted by the paid features of Azure AD. For more information, see Billing model for Azure AD External Identities.

Microsoft Teams Teams

Note

Microsoft Teams Microsoft Teams

Users in your organization who have standalone Microsoft 365 subscription plans only, such as Exchange Online Plan 2, cannot be invited as guests to your organization because Teams considers these users to belong to the same organization. For these users to use Teams, they must be assigned an Microsoft 365 Business Standard, Office 365 Enterprise, or Office 365 Education subscription.

Sign In Microsoft Teams

Guest access reviews

You can use Azure AD to create an access review for group members or users assigned to an application. Creating recurring access reviews can save you time. If you need to routinely review users who have access to an application, a team, or are members of a group, you can define the frequency of those reviews.

Microsoft Teams Teams

You can perform a guest access review yourself, ask guests to review their own membership, or ask an application owner or business decision maker to perform the access review. Use the Azure portal to perform guest access reviews. For more information, see Manage guest access with Azure AD access reviews.

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