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1. Tel: 0365 / 77 365 333. Fax: 0345 / 2334111 maria.perner@iblinfo.de. Fax: 0345 / 2334111 karina.beckhaus@iblinfo.de.
2. In our 2nd Microsoft Teams Tip, we’re going to show something really cool around Email Imagine you are a salesperson out on the road and you get an Email from a potential customer. The customer is asking for a special deal which requires you to discuss it further with your sales team. Normally, you’d forward the Email to your colleagues.

External access is a way for Teams users from an entire external domain to find, call, chat, and set up meetings with you in Teams. You can also use external access to communicate with people from other organizations who are still using Skype for Business (online and on-premises) and Skype (in preview).

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If you want people from other organizations to have access to teams and channels, guest access might be a better way to go. For more information about the differences between external access and guest access, see Compare external and guest access.

Use external access when:

• You have users in different domains who need to collaborate. For example, Rob@contoso.com and Ann@northwindtraders.com are working on a project together along with some others in the contoso.com and northwindtraders.com domains.

• You want the people in your organization to use Teams to contact people in specific businesses outside of your organization. Manual page break word mac.

• You want anyone else in the world who uses Teams to be able to find and contact you, using your email address.

Important

To use the Teams client to communicate with an external user (whether that user is using Teams or Skype for Business), the Teams user must be homed in Skype for Business Online.

Plan for external access

By default, external access is turned on in Teams, which means that your organization can communicate with all external domains. If you add blocked domains, all other domains will be allowed; and if you add allowed domains, all other domains will be blocked. The exception to this rule is if anonymous participants are allowed in meetings. There are three scenarios for setting up external access in the Teams admin center (Org-wide settings > External access):

Note

If you turn off external access in your organization, external users can still join meetings through anonymous join. To learn more, see Manage meeting settings in Teams.

• Open federation: This is the default setting in Teams, and it lets people in your organization find, call, chat, and set up meetings with people external to your organization in any domain.

  In this scenario, your users can communicate with all external domains that are running Teams or Skype for Business AND are using open federation OR have added your domain to their allow list.

• Allow specific domains: By adding domains to an Allow list, you limit external access to only the allowed domains. Once you set up a list of allowed domains, all other domains will be blocked. To allow specific domains, click Add a domain, add the domain name, click Action to take on this domain, and then select Allowed.

• Block specific domains - By adding domains to a Block list, you can communicate with all external domains except the ones you've blocked. To block specific domains, click Add a domain, add the domain name, click Action to take on this domain, and then select Blocked. Once you set up a list of blocked domains, all other domains will be allowed.

Note

The allowed or blocked domains only apply to meetings if anonymous access to meetings is 'off'.

Allow or block domains

Step 1 - Enable your organization to communicate with another Teams or Skype for Business organizations

Using the Microsoft Teams admin center Web scraping free.

1. In the left navigation, go to Org-wide settings > External access.

2. Turn on the Users can communicate with other Skype for Business and Teams users setting.

   .

3. If you want to allow all Teams organizations to communicate with users in your organization, skip to step 5.

4. If you want to limit the organizations that can communicate with users in your organization, you can either allow all except some domains, or you can allow only specific domains.

   • To allow all except some domains, add the domains you want to block by clicking Add domain. In the Add a domain pane, type the domain name, click Blocked, and then click Done.
   • To limit communications to specific organizations, add those domains to the list with a status of Allowed. Once you have added any domain to the Allow list, communications with other organizations will be limited to only those organizations whose domains are in the Allow list.

5. Click Save.

6. Make sure the admin in the other Teams organization completes these same steps. For example, in their allowed domains list, their admin needs to enter the domain for your business if they limit the organizations that can communicate with their users.

Step 2 - Test it

To test your setup, you need a Teams user who's not behind your firewall.

1. After you and the admin from the organization have changed the External access settings, you should be good to go.

2. In the Teams app, search for the person by email address, and send a request to chat.

3. Ask your Teams contact to send you a request to chat. If you don't receive their request, the problem is your firewall settings (assuming they've already confirmed their firewall settings are correct).

4. Another way to test whether the problem is your firewall is to go to a WiFi location not behind your firewall. such as a coffee shop, and use Teams to send a request to your contact to chat. If the message goes through at the WiFi location, but does not when you're at work, then you know the problem is your firewall.

Note

If you and another user both turn on external access and allow one another's domains, this will work. If it doesn't work, the other user should make sure their configuration isn't blocking your domain.

Communicate with Skype users (in preview)

Follow these steps to let Teams users in your organization chat with and call Skype users. Teams users can then search for and start a one-on-one text-only conversation or an audio/video call with Skype users and vice versa.

Using the Microsoft Teams admin center

1. In the left navigation, go to Org-wide settings > External access.

2. Turn on the Users can communicate with Skype users setting.

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To learn more about the ways that Teams users and Skype users can communicate, including limitations that apply, see Teams and Skype interoperability.

Common external access scenarios

The following sections describe how to enable federation for common external access scenarios, and how the TeamsUpgradePolicy determines delivery of incoming chats and calls.

Enable federation

To enable users in your organization to communicate with users in another organization, both organizations must enable federation. The steps to enable federation for a given organization depend on whether the organization is purely online, hybrid, or purely on-premises.

Delivery of incoming chats and calls

Incoming chats and calls from a federation organization will land in the user’s Teams or Skype for Business client depending on the recipient user’s mode in TeamsUpgradePolicy.

Enable federation between users in your organization and consumer users of Skype

To enable federation between users in your organization and consumer users of Skype:

Important

You don't have to add any Skype domains as allowed domains in order to enable Teams or Skype for Business Online users to communicate with Skype users inside or outside your organization. All Skype domains are allowed.

How does external access compare with guest access?

To learn about the difference between external access and guest access, read Communicate with users from other organizations.

Related topics

Microsoft have been adding lots of new features and applications to Office 365, such as Planner,Shifts and Microsoft Teams.

Taking on the likes of Slack, Microsoft describe Teams as a ‘chat-based workspace in Office 365’ allowing teams (internal only at this stage) to work together within one window to enhance teamwork. It's important to note that Microsoft Teams will be replacing Skype for Business (which will be retired 31st July 2021).

If you need any support adopting Microsoft Teams, please see our Microsoft Teams Services. You can also download this Quick Start PDF guide to give end users all the basics.

Need Teams governance guidance? Watch our on-demand recording of 'Managing Microsoft Teams' to see how to administer and govern Microsoft Teams.

What does Teams do?

Within one window, users can call upon a variety of key Office 365 apps and tools to help them work more effectively, such as:

• Calendars and meetings (Outlook)
• Create, share, edit and find content (SharePoint, OneDrive and OneNote)
• Call and meet team members (Skype)
• Chat and instant messaging (Skype)

Key benefits of Teams

• One centralised hub
• Office 365 integration
• Customise Teams through APIs and bot frameworks
• Enterprise security & compliance
• Azure Active Directory integration
• No extra cost to Office 365 users

Using Teams

Before getting started it’s important to understand how Teams fits into the larger Office 365 picture, as creating Teams has some wider implications. Every Team created will automatically create a matching Plan (find out more on this in our Guide to Planner here), SharePoint Team Site, Office 365 Group and shared OneNote. While this brings a number of great benefits, such as shared documents and centralised team information, it can cause some governance and admin headaches. Luckily, the admin side of Teams allows this to be managed as we'll cover below.

Overview

Once your organisation has access to Teams, you can: download the desktop application, access Teams through your browser or download the mobile app.

Teams and Channels

To start your teamwork collaboration, you need a team. Setting up Teams is easy and done in a few clicks, requiring a Team name and a description; this then allows team members to be added. As mentioned above, a new Team will create a matching Office 365 Group, OneNote, SharePoint site and Plan—so this does need to be done with some caution.

Each Team has subsections, which are called Channels, and a General Channel will automatically be created. You can have multiple Channels within a Team; for example, you could have a 'Marketing' Team and then Channels such as 'Social Media', 'Product Launch', 'Blogs' etc. Or a Company could be a Team and Channels can relate to departments - you can choose whatever suits your organisation's way of working. Whenever there is a new notification or activity, the Channel will become bold.

Channel Tabs

Each Channel all have their own tabs along the top. Conversation (group chat), Files (shared documents) and Notes (shared OneNote) are automatically created and you can then add your own tabs.

Conversation

Conversations are one of the key features of Teams, allowing each Team to have a centralised discussion that is saved and easily searchable. Conversations are the central component where all teamwork is recorded—from file sharing to video calls.

The use of @mentions allows you to tag participants or even whole teams to notify others. Users that look at Conversations will easily see where they have been mentioned through the red @ symbol to highlight areas of importance to them. On top of this, your desktop app will notify you through an alert. As well as tagging, users can 'like' content and share emoticons or GIFs.

Files

In your Teams window, you can perform a variety of tasks directly within that window or browser, so that you avoid flicking between different applications. These tasks include the ability to delete, download, move files, open, copy, edit or get a link to share with others – giving you all the key features you would get in the native apps.

You can also start a Group chat alongside the file, to allow team discussions while all working on the files - and this conversation will appear in your Conversation thread.

View team files, edit, upload and create

Notes

Notes takes you to the Team shared OneNote. Within Teams you can view and edit your OneNotes (directly within the Teams window) or you can click to edit in the OneNote app.

Edit within Teams

Edit in OneNote

Adding Tabs

As mentioned, as well as these three automatic tabs you can also add your own, which currently include Planner, Excel spreadsheets, Word documents, Power BI dashboards and more.

Microsoft products can easily be added now, but there are also many future integrations coming to Teams, such as Asana integration. With integration between systems being so vital to teamwork, we can expect to see many more partnerships and out-of-the-box integrations!

Asana Integration

Menu

Along the left-hand side you can navigate to different areas within Teams, such as Chats, Meetings, Files and Activity. Most of these are fairly self-explanatory:

Activities: Shows you the last activities of the Teams that you are part of.

Chat: This holds your Skype for Business conversations, providing a complete chat history. However, for a chat within a Team you should use the Teams menu and hold the group chat in 'Conversation'.

Teams: An overview of all your Teams that you are part of and allows you to drill-down into each Channel within the Teams. This is also where you can create Teams.

Meetings: The Meetings tab pulls your meetings in from Outlook and also allows you schedule meetings within the Meetings tab that are sent to a Team. If you want to schedule other meetings with external users or individuals, you will still need to use Outlook, as the Teams Meeting tab is only to schedule a meeting with a Team. (Remember the aim is team collaboration, not calendar management).

Files: Within Files you can quickly find and view files across OneNote, OneDrive and within Teams (stored in their own SharePoint sites). There’s also a very helpful ‘Recent’ tab so you can quickly access the latest documents you were working on, as well as a shortcut to your Downloads.

Admin

Microsoft Teams is a great product already as it allows great flexibility and gives you many possibilities. However, as mentioned earlier, getting started with Teams can also bring some knock-on effects, which can cause admin headaches. Luckily, within the Office 365 Admin, you can control Teams settings within the Groups control panel. Within Admin settings, you can control who can create teams, what features are or are not allowed, such as video meetings, screen sharing or animated images or if extensions can be used. This gives the control required to allow governance in line with your organisation's policy and ensures you can keep control over the app. Find out more here.

End User Adoption Guides

To find out how you can use Microsoft Teams Live Events to easily stream live events such as webinars, product demos or corporate presentations to external and internal audiences, read our 'How to use Microsoft Teams Live Events' guide.

For organisations with employees working on shift patterns, Shifts in Microsoft Teams provides shift scheduling and management capabilities. Find out more with our 'How to use Shifts in Microsoft Teams' guide.

There are also some great end-user adoption guides available online from Microsoft.

To learn how to use the meetings and calls functionality of Teams, you can take a look at these Meeting and Calling How-Tos.

A Microsoft Teams End User Quick Start Guide is also available to download and share with users.

FAQs

Is Teams available now? Yes - Teams is generally available.

Which Office 365 Plans include Teams? Teams is available to Business Essentials, Business Premium, F1, E1, E3, E4 (retired) and E5 customers. It's also available for Education and Non-profit plans but not yet Government.

What is on the Teams roadmap? You can view the full Teams roadmap here.

What about Skype for Business? Teams will be replacing Skype for Business! Find out more here.

0365 Groups Vs Teams

Does Teams work with those outside your organisation? Yes - this feature was added and can be turned on or off. Guest access is included with all Office 365 Business Premium, Office 365 Enterprise, and Office 365 Education subscriptions. No additional Office 365 license is necessary. Guest access is a tenant-level setting in Microsoft Teams and is turned off by default. Find out more here.

Conclusion

Microsoft Teams is already a robust offering and is benefiting from lots of new features and integrations. Even better, since Microsoft’s new direction under Satya Nadella, feedback and reviews on products have been well received with Microsoft actively acting upon public feedback. Microsoft Teams has a simple feedback program and you can go and view most popular suggestions, as well as see which ones are planned based on the number of up-votes. These requests and other features can then be seen on the public Office 365 Roadmap. This really shows a commitment to making a product aimed at user needs, so we have a great feeling about Microsoft Teams. What's more, seeing as Teams will be replacing Skype for Business we are sure that it will become well used!

Media coverage and reception has also been very positive with many Slack comparisons. Within these comparisons, Microsoft Teams is often faring very well in terms of features, usability and offering—but what makes it even more appealing is the fact that is it included with Office 365. For Office 365 users, this means that those who are already using other paid teamwork software can remove the licence expense, and those that aren't can gain access to a useful new application that competitors might be using - at no extra cost.

Microsoft 0365 Teams

Next steps

If you are using Office 365, then we recommend trying Teams and providing your feedback to help shape the product. You can download a Quick Start PDF guide to get users started here.

If you are not using Office 365, then you can sign up for an Office 365 E3 trial (which includes Teams).

You can also find out how we can help with our Microsoft Teams Services or Contact Us and we can give an Office 365 demo or answer any questions.