In Microsoft 365 (MS 365), Users, Guest Users, and Contacts are different types of identities used for collaboration, access control, and communication. Here's a breakdown of each:
1. Users
These are licensed members of your organization.
- Who they are: Employees or permanent members of your organization.
- Where they exist: In your Azure Active Directory (Azure AD) or Microsoft Entra ID.
- Access: Full access to Microsoft 365 services (e.g., Outlook, Teams, SharePoint, OneDrive).
- License required: Yes (e.g., Microsoft 365 E3, E5, Business Premium).
- Management: Fully managed by your IT team.
2. Guest Users
These are external collaborators invited to work with your organization.
- Who they are: Partners, vendors, freelancers, or clients.
- Where they exist: Added to your Azure AD as guest accounts (via B2B collaboration).
- Access: Limited access to shared resources (e.g., Teams channels, SharePoint sites).
- License required: No license needed for basic collaboration (some features may require licensing).
- Management: Limited control; they authenticate using their own organization's credentials (or personal Microsoft accounts).
3. Contacts
These are external people or organizations used for communication only.
- Who they are: External email addresses you want to appear in your address book.
- Where they exist: As Mail Contacts in Exchange Online.
- Access: No access to your Microsoft 365 environment.
- License required: No.
- Use case: For sending/receiving emails, showing up in the Global Address List (GAL), but not for collaboration.
Quick Comparison Table
| Feature | Users | Guest Users | Contacts |
|---|---|---|---|
| Internal/External | Internal | External | External |
| License Required | Yes | No (basic use) | No |
| Access to M365 Apps | Full | Limited (shared only) | None |
| Appears in GAL | Yes | Yes (optional) | Yes |
| Collaboration | Full | Yes (limited) | No |
Would you like a visual diagram of this comparison or help setting up any of these in your environment?
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