Adding external people in Teams Chat - Gosse explains - Mica IT

Are you working and want to work through Teams chat with your friends and colleagues?

In our latest video from the series "Gosse explains," we explain how to easily create a external person to your Teams chat. Whether you want to keep in touch with an external consultant or collaborate with a client, we'll show you how to do it easily and securely.

Content:

Adding external people in Teams Chat - Gosse explains | Mica IT

The Basics of Teams Chat

What is Microsoft Teams?

Microsoft Teams is a powerful tool for both internal and external communications within companies. It is used for video conferencing, file sharing and of course, chatting.

 

Why Teams Chat for external communications?

Adding external users to a Teams chat allows you to increase collaboration and push boundaries. Whether it's a client or a freelance partner, by integrating them into your daily communication tools, you improve the efficiency and effectiveness Of your project management.

 

Preparation for Adding External Users

Configuring team settings

Before you can add external users, it is crucial to add your Teams settings set up properly. Make sure you have permission from your IT department and that external communications are allowed within your organization.

 

Ensuring security and privacy

Security is paramount, especially when dealing with external communications. Make sure the proper privacy settings and security protocols active to ensure secure interactions. This protects both your organization's and external parties' data.

 

Step-by-Step Guide to Add External Persons

How do you add someone?

  1. Open Microsoft Teams: Start by opening your Teams application.
  2. Use the search function: Go to the search bar at the top.
  3. Enter the full email address: Type the e-mail address of the remote person you want to add.
  4. Select 'support@mica external search': Click this option to search for the remote account.
  5. Add the person to the chat: Once you find the right person, you can immediately add him or her to the desired chat.

Test the connection

After adding a remote person, it is important to do a quick test to ensure everything is working properly. Send a simple message to verify that communication is smooth.

Communicating with External Users

Tips for effective communication

For a successful interaction with external contacts through Teams, it is important to communicate clearly and professionally. Be sure to set clear expectations about communication protocols and what information can be shared.

 

Maintaining privacy and security

Security and privacy are crucial. Make sure all conversations follow the privacy guidelines your organization has established. Using encrypted communication channels within Teams helps protect sensitive information.

Case study or Case example

Detailed example of a situation

Imagine a project manager, Anne, needs to integrate external freelancers into an existing team for an urgent project. By adding these freelancers to Teams chat, Anne can quickly exchange information, share files, and provide real-time feedback, greatly improving project efficiency.

 

Public reactions and effectiveness

Team members reported that access to direct communication with the freelancers had a significant positive impact on their pace of work and satisfaction. The ability to quickly ask questions and get solutions helped the project run smoothly and on schedule.

 

Frequently Asked Questions and Troubleshooting

Frequently Asked Questions

  • Can any external user be added to Teams? Yes, as long as they have a valid email address and your organization allows remote access.
  • What if the remote user is not found? Make sure you have the correct email address and that the remote user is also using Microsoft Teams.

Solving Problems

  1. Webcam or audio does not work: Make sure the correct devices are selected in Teams settings and test them beforehand.
  2. Problems with invitations: If remote users do not receive the invitation, check that there are no typos in the e-mail address and that the invitation did not end up in the spam folder.

Conclusion

Adding external people to a Teams chat can open the doors to improved collaboration and communication. As we saw with Anne's example, this capability not only increases operational efficiency, but also improves engagement and satisfaction within the team. By following the steps and tips outlined in this blog post, you can effortlessly integrate externals into your daily communication channels.

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