Introduction.

Guests are accounts that only have access to the data you share with them; these users do not have a quota.

These accounts must be created from a share. Unlike standard users, they are not created from the Accounts menu.

Creating a guest account and sharing documents.

From among the files in the instance, we open the sharing menu for a directory. For this example, we choose the Sales directory.

Entering an email address in the Internal Sharing category brings up the Invite Guest option, which we click on.

A window will appear asking for the information needed to create the guest account. The guest must be added to the Guests group.

The sharing options must be defined and confirmed by clicking Save share.

The guest will appear among the accounts accessing the directory.

An email is sent to the guest's address, allowing them to activate their account.

The email asks the guest to set a password for their account.

The guest can then log in to the instance and access the shared directory and the applications enabled for these users. Guests do not have a quota, so they cannot store data that will take up space in their personal space.

By accessing the shared directories, they can still store files.

By default, the applications accessible to guests are deliberately limited, but this can be changed in the guest administration settings.

Modifying the guest account.

The guest now appears in the Accounts menu accessible to instance administrators. They are listed in the Guests group.

As these guests are part of a group, it is entirely possible to share team folders with them.

You can modify the information for this account by clicking on the pencil at the end of the line. The settings must be saved by clicking on the check mark replacing the pencil when editing is active.

These modifications allow you to configure a guest account so that it can be part of several groups.

You can also interact with this account by clicking on the three small dots at the end of the line.

The options are as follows:

Delete account: Deletes the guest account.

Disconnect all devices and delete local data: Disconnects the account from devices that the guest has logged into.

Disable account: Prevents the guest from logging in but does not delete their account.

Resend welcome email: if the guest does not receive the email inviting them to set a password after creating their account, the email can be resent using this option.

Convert guest account to regular account: allows you to convert the account so that the guest is no longer a guest on the instance but a normal user, with a quota and access to all applications.

Interactions with the Guests account.

Now that the account has been created, here are some examples of how to interact with it.

Sharing a document with an existing guest can be done in the same way as a standard internal share. Entering the guest's name will bring up their account.

An appointment can be created and shared with a guest from the calendar.

A calendar can also be shared with a guest, but the guest will only have access to the calendar if you authorize this application in the administration settings.

A discussion with a guest can be created provided that guests have access to the Talk application. This setting must be authorized in the administration settings.

The guest account can be searched for and then added to the conversation.

The chat room has been created and the guest is visible among the participants.

The guest also accesses this chat room.

The guest can create new conversations or join public conversations. They cannot directly invite other Guest accounts.

However, if they create a conversation and invite a group to it, any guests who are part of that group will also join the conversation.

Updated on: 10/10/2025