Why are guest users added to Microsoft 365 groups?
Guest users are often added to Microsoft 365 groups to facilitate collaboration with users inside your organization. It is useful for companies that frequently work with external contractors, partners, or clients. Here are some reasons why admins add guest users to a Microsoft 365 group:
- Cross-Organization Collaboration: In scenarios where projects involve multiple organizations or external members, admins add guests to a Microsoft 365 group and ensure everyone can collaborate using the same set of resources like SharePoint, OneDrive, Microsoft Teams, etc.
- Single Point of Access: Microsoft 365 groups provide a single point of access for resources like shared mailboxes, calendars, and document libraries. Adding guest users enables them to access these features just like internal users, but with controlled permissions.
- Ease of Management: Having Microsoft 365 guest users in a single group makes it easier to manage their permissions and resource access centrally. It is beneficial for IT admins who need to keep track of external users' access to resources.
- Security: Guest users are assigned a specific set of M365 permissions that should be carefully managed. This means that organizations can extend their resources to outside users while maintaining security controls. Access can be revoked or modified centrally at any time.
- Real-Time Collaboration: Microsoft 365's cloud-based structure enables real-time co-authoring and communication. By adding guest users to groups, you can leverage these features for more effective and efficient teamwork in your organization.