Microsoft Teams: External Access Changes

Overview

Beginning September 30, 2026, OneIT will update Microsoft Teams external access settings to limit direct Teams communication to the University of Tennessee and approved partner organizations. This change is intended to strengthen the security of the university's Microsoft Teams environment while continuing to support collaboration with established university and research partners. Most faculty, staff, and students should experience little or no change in their day-to-day use of Teams.

What's Changing

Beginning September 30, 2026, direct Microsoft Teams communication will be restricted to:

• University of Tennessee users
• Approved partner organizations

Direct Teams capabilities affected by this change may include:

• One-to-one chats
• Group chats involving external organizations
• Teams calling
• Direct collaboration initiated through Teams

If an external organization is not on the approved partner list, users may be unable to start new Teams chats or calls with members of that organization.

What Is Not Changing

External Participants Can Still Join Teams Meetings

Users may continue to invite people outside UT Knoxville to Teams meetings.

To invite external participants:

1. Create or schedule a Teams meeting.
2. Share the meeting invitation or meeting link with the external attendee.
3. The attendee can use the invitation link to join the meeting.

Depending on the attendee's account and the meeting settings:

• They may join as a guest.
• They may join as an unverified participant.
• They may be placed in the meeting lobby until admitted.

Existing Collaboration with Approved Organizations

Direct Teams communication with approved partner organizations will remain available. This includes approved university, research, and collaboration partners.

Requesting Additional External Access

If you need to collaborate directly with an organization that is not on the approved partner list:

1. Identify the organization that requires direct collaboration in Teams.
2. Submit a request through the OneIT Service Portal.

Requests can be reviewed to determine whether the organization should be added as an approved partner.

Additional Information

Frequently Asked Questions

Why is OneIT making this change?
This change is intended to strengthen the security of the university's Microsoft Teams environment while continuing to support collaboration with established university and research partners.

When does the change take effect?
The updated Microsoft Teams external access settings take effect on September 30, 2026.

Who is affected?
The change applies to Microsoft Teams users at the University of Tennessee who communicate directly with people outside the university.

Will this affect most users?
Most faculty, staff, and students should experience little or no change in their day-to-day use of Teams.

Can I still send Teams messages to people outside the university?
Direct Teams chat with external users will depend on whether their organization is on the approved partner list.

Can I still make Teams calls to external users?
Direct Teams calling with external users will depend on whether their organization is on the approved partner list.

Can I still invite external users to a Teams meeting?
Yes. External participants can still be invited to meetings you organize.

Can vendors, consultants, collaborators, or research partners attend my Teams meetings?
Yes. External attendees can still join meetings using a meeting invitation or meeting link.

What happens when an external attendee joins a meeting?
Depending on their account and meeting configuration, they may join as a guest or as an unverified participant and may be placed in the meeting lobby until admitted.

How do I know if an organization is approved?
If direct Teams communication is available, the organization may already be approved. If communication is unavailable and the collaboration is required for university business, submit a request through the OneIT Service Portal.

What if the organization I need to work with is not approved?
Submit a request through the OneIT Service Portal for review.

Can I request that a partner organization be added?
Yes. Requests for direct collaboration with organizations not currently approved can be submitted through the OneIT Service Portal.