How to Manage External File Sharing in Teams

July 1, 2024

Inviting guests and external users to your Microsoft Teams meetings is often necessary to fully utilize the platform's collaboration features. However, it's crucial to handle guests and external users with care, especially given the current focus on cybersecurity.

Today, we want to share some important considerations for managing external users and guest access in Microsoft Teams.

Microsoft Teams, Guest Access, and Managing External Users

Microsoft Teams is a powerful collaboration tool, and your organization needs policies to ensure only authorized individuals have access. Teams is not just for meetings; it also facilitates real-time resource sharing. Therefore, careful implementation is essential for maintaining security.

Here are some critical questions to ensure your Teams solution is both secure and functional:

Does Your Business Review Guests and Access?

It's vital to have a policy for reviewing who has access to your information. This is important because:

Project requirements evolve.
Staffing levels change.
Controlling access prevents the risk of cyberattacks, theft, or sabotage.

Does Your Business Control Guest Team Invites?

Consider whether you have a policy on who can send guest invitations. If not, you might face issues if an unauthorized person sends an invite to a wrong individual, potentially leading to a security breach.

What Can Guests Access in Teams?

There's a distinction between guest access and external sharing. External sharing allows collaboration via a shared link, while guest access grants broader access to team information. Controlling what guests can access is essential to protect your critical resources.

We Can Help You Deploy and Set Up Microsoft Teams

First Column IT can assist your business in managing all aspects of Microsoft Teams, including external users and guest access. We provide guidance throughout the implementation process or at any stage you require. Contact us today at (571) 470-5594 to learn more.

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