Microsoft Teams Shared Channels
Why collaboration across organizations needs control
When projects involve multiple departments or external partners, creating separate teams for every collaboration quickly leads to duplication and confusion. Files are scattered, conversations split, and access rights become messy.
Shared Channels were built to solve this — allowing direct, secure collaboration across tenants without adding guests to your directory.
But: without proper configuration, even shared channels can expose data or cause compliance issues.
What is a shared channel in Microsoft Teams?
A shared channel lets you collaborate with users inside and outside your organization in one place — without switching tenants or signing in as a guest.
Participants can chat, share files, and hold meetings directly in the channel. Everything stays in the host organization’s tenant.
💡 Shared channels are available for Teams Premium and Microsoft 365 E3/E5 licenses with B2B Direct Connect enabled.
How to enable shared channels in Teams
- Enable shared channels in Teams Admin Center
→ Teams Admin Center > Teams policies > Allow shared channels - Activate B2B Direct Connect in Microsoft Entra ID
→ External identities > Cross-tenant access settings - Allow invitations to external organizations
- Define governance policies – naming, sensitivity labels, and owners
- Test a shared channel across tenants before rolling out
What are the benefits of shared channels?
- No tenant switching: Users from partner companies can access the channel directly from their own Teams tenant.
- Better security: No guest accounts – less directory clutter.
- Faster collaboration: Immediate access to files and chats.
- Clear ownership: Data always resides in the host organization.
What are the limitations?
| Capability | Shared Channel | Standard Channel | Private Channel |
|---|---|---|---|
| Cross-tenant collaboration | ✅ Yes (with B2B Direct Connect) | ❌ No | ❌ No |
| Guests (B2B accounts) | ❌ Not supported | ✅ Yes | ✅ Yes |
| Teams membership required | ❌ No | ✅ Yes | ✅ Yes |
| Files storage | SharePoint site (Host tenant) | SharePoint site | Separate SharePoint site |
| Supported apps & bots | Limited (based on tenant trust) | Full | Limited |
| Governance & reporting | Limited native tools | Standard | Standard |
💡 Important: Only members from tenants with cross-tenant access enabled can join shared channels.
Security and governance considerations
Even though shared channels simplify access, governance is still essential:
- Use Sensitivity Labels to classify shared channels and restrict data sharing.
- Define who can create shared channels in Teams policies.
- Review cross-tenant trust settings in Entra ID regularly.
- Track ownership and lifecycle – when a project ends, the channel should be archived or removed.
How Solutions2Share apps support shared channel governance
🧭 Teams Manager
- Apply naming conventions and metadata to shared channels
- Automate approvals before creation
- Integrate shared channels into team templates
- Manage channel lifecycles with scheduled archiving
🛡️ External User Manager
- Monitor external collaboration through shared channels
- Audit cross-tenant access and activity reports
- Define policies for shared channel owners and members
- Combine with Access Reviews for periodic validation
FAQs about shared channels in Microsoft Teams
Do shared channels replace guest access?
No. They complement it — shared channels use B2B Direct Connect instead of guest accounts.
Can I share a channel with multiple organizations?
Yes, you can add up to 50 tenants to a shared channel.
Are files stored in the guest tenant?
No, all files remain in the host organization’s SharePoint site.
Can I use apps and bots in shared channels?
Only if both tenants allow the app and cross-tenant policies permit it.
Conclusion: Collaboration without compromise
Shared Channels make cross-tenant collaboration easier and safer — but only when paired with strong governance.
With Teams Manager and External User Manager, you can define rules, automate approvals and lifecycles, and ensure that shared channels stay secure from day one.
👉 Book your free demo today and simplify cross-organization collaboration in Teams.
Chief Commercial Officer and Governance Specialist at Solutions2Share
Florian Pflanz has more than 8 years of experience with Microsoft 365 and has supported over 250 workshops on Teams governance.
His focus lies on lifecycle management, provisioning, and compliance requirements in regulated industries.
He shares best practices with IT admins and decision-makers to reduce complexity and strengthen secure collaboration in Teams.
