This service facilitates the creation and initial setup of a Microsoft Team designed for collaboration with external partners, vendors, consultants, or other non-University participants.
Key Features of the Service
- Team Creation: Creation of a dedicated Microsoft Team within the University’s Microsoft 365 environment for secure external collaboration.
- External Access Configuration: Configuration of guest access settings to allow approved external users to participate in the Team.
- Initial Ownership Assignment: Assignment of primary Team owner(s) responsible for managing membership, permissions, and overall Team administration.
- Naming Convention Guidance: Guidance on Team naming standards to promote consistency and clear identification of externally facing Teams.
- Member Management Guidance: Instructions and best practices for adding, managing, and reviewing external guest access.
- Resource Provisioning: Each Team includes supporting Microsoft 365 resources such as a SharePoint site for file storage, an Exchange mailbox/calendar, and a OneNote notebook.
Benefits
- Centralized communication and document sharing with external collaborators
- Secure access management for non-University participants
- Reduced reliance on email attachments and fragmented communication
- Real-time collaboration on files and projects
- Improved visibility and organization for cross-organizational initiatives
- Auditable access and activity to support compliance and security requirements
This Service is Ideal For
- Projects involving vendors, contractors, or external organizations
- Committees or initiatives requiring collaboration outside the University
- Research, outreach, or partnership groups needing secure document sharing and communication
- Departments coordinating ongoing work with external stakeholders
Note: All requests are subject to review and approval to ensure compliance with University security and data governance policies. External guest access must follow University data classification and sharing guidelines. Team owners are responsible for periodically reviewing guest membership and removing access when no longer needed.