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  • Can I use Microsoft Teams with Gmail? Go to, and select Sign up for free. Type in your Gmail address and select Next. Choose an option and select Next. Since you have a Gmail address, you'll need to create a new Microsoft account. Select Create account, type a.
  • Collaborate for free with online versions of Microsoft Word, PowerPoint, Excel, and OneNote. Save documents, spreadsheets, and presentations online, in OneDrive.
  • Teams: pin up during a presentation Within a Microsoft Teams classroom, we have students with a hearing impairment who rely on a sign language interpreter. The interpreter is a member of the same classroom.

Teams apps settings in the Microsoft Teams admin center

You manage apps for your organization in Teams apps in the Microsoft Teams admin center. For example, you can set policies to control what apps are available org-wide or to specific Teams users and you can customize Teams by pinning the apps that are most important for your users.

To learn more, see Admin settings for apps in Teams.

Microsoft Teams Gmail

Teams org-wide settings in the Microsoft Teams admin center

You can control organization-wide user settings in the Microsoft Teams admin center. To edit org-wide settings, go to the Microsoft Teams admin center, and then select Org-wide settings. You can configure the following settings.

External access

External access lets your Teams and Skype for Business users communicate with users who are outside of your organization or domain. To configure external access, go to Let your Teams users chat and communicate with users in another Teams organization.

To add or block a domain:

  1. Select Add a domain.
  2. In the Add a domain pane, enter the domain name, and select the space bar to save the name.
  3. Select Allowed or Blocked.
  4. Select Done to save your changes.

Guest access

Guest access in Microsoft Teams allows teams in your organization to collaborate with people outside your organization by granting them access to teams and channels. Anyone with a business or consumer email account, such as Outlook, Gmail, or others, can participate as a guest in Teams with full access to team chats, meetings, and files. For more information, see Guest access in Microsoft Teams.

Teams settings

In Teams settings, you can set up features for teams including notifications and feeds, email integration, cloud storage options, and devices.

Notifications and feeds

Here you can control whether suggested feeds appear in users' activity feed in Teams. To learn more about the activity feed, see Explore the Activity feed in Teams.


Tags let users communicate with a subset of people on a team. Tags can be added to one or more team members. After a tag is added, it can be used in @mentions by anyone on the team in a channel post to communicate with only those people who are assigned that tag. Use these settings to control who can add tags and how tags are used across your organization. To learn more, see Manage tags in Teams.

Email integration

Turn on this feature so users can send email to a channel in Teams, using the channel email address. Users can do this for any channel belonging to a team they own. Users can also send emails to any channel in a team that has adding connectors turned on for team members. To turn on email integration, make sure that Allow users to send emails to a channel email address is On. Next, check to make sure that the domain for the sender's email address isn't blocked in Teams Admin Center>Org-Wide settings>Teams Settings>Email integration>Accept channel email from these SMTP domains. It should be either blank or includes all the domains that you expect to receive emails from. Next, you need to make sure you have the necessary rules in place to ensure the email to the Teams channel email address isn't blocked.


Here you can turn on or turn off file sharing and cloud file storage options.

Users can upload and share files from cloud storage services in Teams channels and chats. Cloud storage options in Teams currently include Dropbox, Box, ShareFile, Google Drive, and Egnyte. Turn on the switch for the cloud storage providers that your organization wants to use.


Here you can turn on the Organization tab, which shows the detailed organizational chart for the user's organization. For more information, see Use the organization tab in Teams.


These settings control resource account behavior for Surface Hub devices attending Microsoft Teams meetings. Use these settings to configure authentication requirements, require a content PIN, and turn on Surface Hub resource accounts to send messages.

  • Require a secondary form of authentication to access meeting content – Select the level of access that users have when they enter the content PIN.
  • Set content PIN – Require users to enter this PIN to prevent unauthorized access to documents. This prevents an unauthorized user from joining upcoming meetings and browsing attachments.
  • Resource accounts can send messages – Turn this setting On to allow messages to be sent from the Surface Hub resource account.

Search by name

Microsoft Teams scoped directory search uses Exchange address book policy (APB) to allow organizations to create virtual boundaries that control how users can find and communicate with other users in their organization. You might want to use a scoped directory search in situations like these:

  • Your organization has multiple companies within its tenant that you want to keep separate.
  • Your school wants to limit chats between faculty and students.

Switch this setting On to turn on scoped directory searches.

Safety and communications

Supervised chat allows organizations and schools to limit chat capabilities using role-based permissions. These permissions control the amount of supervision a user requires while chatting with others. Learn more about supervised chat.

Skype for Business

Use this page to manage Skype for Business features for Skype for Business users in your organization. To learn more, see Manage Skype for Business settings in the Microsoft Teams admin center.

Teams upgrade

You can use these settings to configure how your users will be upgraded from Skype for Business to Microsoft Teams.

Coexistence mode

You can specify a coexistence mode:

  • Teams only
  • Islands (Teams and Skype for Business will coexist)
  • Skype for Business only
  • Skype for Business with Teams collaboration (Users receive chats and calls and schedule meetings in Skype for Business but use Teams for group collaboration)
  • Skype for Business with Teams collaboration and meetings (Users receive chats and calls in Skype for Business but use Teams for group collaboration and to schedule meetings)

The coexistence mode you choose determines the routing of incoming calls and chats and the app that is used by the user to initiate chats and calls or to schedule meetings. For more information about coexistence modes, go to Understand Microsoft Teams and Skype for Business coexistence and interoperability.

App preferences

Here you can choose the app that users will use to join Skype for Business meetings (Skype for Business or the Skype Meetings App). This setting isn't dependent on the coexistence mode setting.

Network Planner

Network Planner helps you determine and organize network requirements for connecting Teams users across your organization. Learn how to Use the Network Planner for Microsoft Teams.

You can also select the 'Download the Teams app in the background for Skype for Business users' option as well. By default this setting is set to On. With this setting enabled it will download the Teams app in the background for users running the Skype for Business app on Windows PCs. This happens if the Coexistence mode for the user is Teams Only, or if a pending upgrade notification is enabled in the Skype for Business app.

How can I tell which features are available?

See the Microsoft 365 Roadmap for information about new Teams features. For more information about new and upcoming features, see the Teams What's New page and the Tech Community Microsoft Teams blog for Teams.

More information

For information about which roles can perform admin functions, see Use Microsoft Teams admin roles to manage Teams.

🤔 Microsoft Teams Guest Access & Multiple Accounts: Everything You Need to Know

Microsoft Teams guest access is the most read post on the Microsoft tech community forum. More users than ever are struggling to manage Microsoft Teams multiple accounts.

The post has 380k+ views since 2016 and we’re seemingly getting closer to a solution.

This post has been constantly updated as different workarounds and cries for help have emerged.

You may have heard that Teams Connect was announced at Microsoft Ignite in March 2021.

With Teams Connect, you’ll be able to share channels with anyone, internal or external to your organization.

Microsoft says “the shared channel will appear within an individual’s primary Teams tenant alongside other teams and channels.”

Teams Connect is currently in private preview mode but Microsoft says it will roll out later in 2021.

You may also like: Ultimate Guide to External Federation in Teams

How do I manage multiple Microsoft Teams?

While the desktop version of Microsoft Teams doesn’t support the management of multiple Teams, you can use this workaround to manage multiple Teams accounts:

  1. Open your Microsoft Teams desktop on the tenant you will spend most of your time in.
  2. Open a browser and open the browser version of Microsoft Teams for the tenant you spend the next amount of time in.
  3. Add additional tabs to your browser as you need access to more tenants.

The plus side here is that you have access to all the tenants you need.

The downside is that you’re constantly switching between Teams and your browser.

You might also close your browser by mistake and have to start over.

Use universal channels to manage multiple Microsoft Teams

Instead of opening a new browser tab each time you need to access a different Teams tenant, you could start a universal channel from your primary Teams tenant.

When you install the universal channels app in Teams, you can invite members of other Teams instances and chat with them as if they were in your tenant.

In the screenshot below, you can see Mio joining two tenants together so you can message between Micorosft Teams accounts without leaving your primary one.

You’ll still need to switch between tenants if you need to join regular meetings with them. But, for day-to-day messaging, universal channels save a heap of time.

You can install your first universal channel for free here.

Microsoft Teams guest access on desktop

As a partner, consultant or customer of a business that uses Microsoft Teams, you can be added as a guest to let you access files, chats, and information from the external company.

Keeping connected to external businesses is crucial to communication and collaboration.

Microsoft Teams guest access is great and is absolutely required. If you’re new to guest access within Microsoft Teams, it’s easy to enable.

How does guest access work in Microsoft Teams?

1. Notification received on Microsoft Teams for a one to one chat, group message or channel activity
2. Select the account that you have guest access to
3.Microsoft Teams will now switch to guest access in another Microsoft tenant, going through the process of logging in from scratch
4. Respond to notifications as usual
5. Flick back to your “main” account which is probably the company you work for
6. Microsoft Teams switches back to your main account, going through the process of logging in from scratch

Switching between Microsoft Teams accounts on mobile

On 4th August 2019, Randy Chapman, Head of Consulting at Enablit, posted a blog covering “How to add a second account to the Teams mobile app”.

Here he explains that Teams users on both Android and iOS now have the ability to add more than one account to the Teams mobile client.

How to switch between accounts on Microsoft Teams

  • Sign into Teams
  • Tap on the Menu key then navigate to Settings
  • Choose add account
  • If you signed into an existing account, tap the existing account
  • Select account and sign in
  • Switch between Microsoft Teams guest access accounts!

You may also like:Microsoft Teams and Cisco Webex Teams: The Best of Both Worlds

The difference between SFB federation and Microsoft Teams guest access

In Skype for Business, you could turn on the federation option.

This allowed users to add external Skype for Business contacts in other companies, as well as standard Skype users.

This experience was perfect for users that had contacts that were customers, suppliers or any other form of external party.

From your Skype for Business interface, you have access to your internal contacts, external contacts and could group according to your personal preference or most frequently messaged contacts.

Important: federation and guest access are different scenarios. Federation allows chats with external tenants and shares presence information. Guest access requires switching to your secondary tenant (tenant you are a guest on) to access files and participate in team collaboration activities.

One to one federation in Microsoft Teams

Good news!

Enabling federation in Microsoft Teams is just as easy as it was in Skype for Business.

In the Microsoft Teams admin center, head to Org-wide settings, then click on External access.

By default, your tenant should be set to On.

Microsoft Teams Gmail Account


Just toggle the button if not.

As you can see above, there are two options for external access.

The first allows Teams users to communicate with Skype for Business and Teams users.

The second allows Skype for Business users to communicate with Skype users. For clarity, that’s consumer-grade Skype.

You may also like: Microsoft Teams Chat With External Users

Community feeling around Microsoft Teams guest access

There have been various grumbles about switching between Microsoft Teams tenants in the Microsoft community.

Darrell-as-a-Service commented on the lack of simplicity in guest mode in his blog post Tenant switching between accounts ain’t fun:

“I find myself wondering when people will read and respond to my message.”

Darrell’s suggestion echoes most of the Microsoft community. “We want to log into our tenant and concurrently be connected to the teams where we are guests.”

Microsoft Teams and Skype for Business expert, Tom Arbuthnot, suggested that, by now, we really should be able to be in multiple Teams accounts at the same time, without switching between Microsoft Teams accounts.

“I work with a lot of customers, so am guests on their tenants. I cheat and run a chrome web app for each of the guest tenants, so I can be signed into multiple tenants at the same time.

Unknown users in Microsoft Teams

Zev Yanovich also recently reported an issue when adding new external members to a team. Email addresses are being converted to “Unknown”.

Another Teams forum member, Christine Stack posted in reply that she is having a similar issue:

“If I go to Outlook to add them to the Office 365 group they show that they are added in with their correct names. I also used the Teams & Skype admin center to check to on them but they are not listed there as users, neither is my gmail account which is functioning as a guest in Teams but my Hotmail account is listed there as a guest Teams user.”

Since posting, Christine has confirmed that her issue has been remedied, but wasn’t entirely sure what the solution was.

You may also like: How to use Microsoft Teams with Cisco Webex Teams

Most heavily requested Teams feature

The Microsoft tech community forum has been asking for this since 2016.

Whilst Microsoft Teams is set to have feature parity with Skype for Business, the heavy guest users are left feeling unproductive. Microsoft’s comment on this subject back in August 2018 was:

“This is still on the backlog. It is taking a fair amount of investigation to determine the best solution to the request”.

The lack of clarity over guest access even sees the query of “Can I add guests to my team? If so, how?” make the top 10 Microsoft Teams questions during the Microsoft Ignite tour.

Aya Tange, Product Marketing Manager at Microsoft, shares the top 10 and the answer to how to setup guest access on the Microsoft blog.

You may also like: Skype for Business to Microsoft Teams Auto-Upgrades: FAQ

Initial workaround from Microsoft

Microsoft originally provided a guide to guest access. This demonstrates what you can and can’t do via Microsoft Teams guest mode.

Furthermore, Microsoft has also published a matrix comparing features between external access and guest access in Microsoft Teams.

As small businesses start to receive emails alerting them to an auto-upgrade from Skype for Business to Microsoft Teams, these guides will become more and more important to set expectations within your business.

Guest access in other apps

Cisco Webex Teams also offers guest access for external users.


When it comes to switching between Webex Teams tenants, Lorrisa Horton made a comment in the Cisco blog regarding the experience.

“We’ve built the solution in a way that surfaces all your spaces within a single interface. It’s simple to get anyone into your Webex Teams spaces. “

In Slack, you can add external users to either single-channel access or multi-channel access, stipulating which channels they have access to.


For this functionality to be enabled, you need to be paying for the standard Slack subscription.

Slack guest access is restricted, details are laid out on the Slack help area.

Making the most of guest access

Once you’ve decided to turn on guest access and make the most of it, you still have to consider your users in other messaging apps like Slack or Cisco Webex Teams.

Microsoft Teams Email Login

Guest access, whilst not perfect, solves the problem of messaging external contacts that have Microsoft Teams.

Microsoft Teams With Gmail Account

But, you are still in the predicament of messaging colleagues and external users that use Slack and Webex Teams.

This leaves you with X Microsoft Teams accounts. You then have however many Slack channels and Webex spaces still need to communicate with.

Rather than solving one problem but adding another app into your daily work schedule, there is a solution.

When you need to use more than just Microsoft Teams inside and outside your organization, Mio can provide messaging interoperability by connecting the platforms you use to communicate and collaborate.

You may also like: Upgrading to Microsoft Teams, but also have Slack users?

Demo Mio

Mio is simple to set up:

  • Sync all chat apps your team’s users by creating your Mio Hub
  • Add all teams, spaces & channels
  • Team members in your Mio Hub can immediately chat in DMs or groups with members on other platforms
  • File sharing, threaded messages, reactions and the ability to edit and delete messages are all supported
  • New channels or spaces sync in the primary chat platform everyone prefers to use

We are here to discuss your options. To learn how Mio can sync multiple messaging platforms, check out our video.

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