Have you invited someone to a project, and while they can see the files in SharePoint, the corresponding Team simply doesn't appear in their Microsoft Teams app? This is a common misunderstanding. In this article, we explain the cause without technical jargon and show you how to solve it immediately.

The Problem: File Access is Not Team Membership

Often, new colleagues or external partners are invited directly to a folder or library via the SharePoint website. While this works for document access, it is not enough for Microsoft Teams to recognize: "This person is a permanent member of the team."

The result: The person has permission to access the files, but the Team icon simply does not appear in the sidebar of their Teams app.

The Metaphor: The Office Building and the Filing Cabinet

To understand the technical background, a simple comparison helps:

• Microsoft Teams is the office building: To get inside, you must be on the official membership list at the reception desk.
• SharePoint is the filing cabinet: This cabinet is located somewhere inside the building.

When you invite someone via SharePoint, you are essentially only giving that person a key to the filing cabinet. The person is now allowed to open the drawers and read documents, but they were never officially let through the main entrance of the building. Since they are not on the building's official membership list, the building "doesn't know" the person is there—which is why the Team does not appear in the app.

The Golden Rule: Top-Down Permissions

In the world of Microsoft 365, permissions always flow from the top down, but almost never from the bottom up:

• Correct (Top -> Down): Anyone who is a member of the Team (the building) automatically gets access to the filing cabinet (SharePoint).
• Incorrect (Bottom -> Up): Anyone who has access to the filing cabinet (SharePoint) does not automatically become a member of the Team.

The Solution: How to Do It Correcty

To ensure your colleagues or guests can see the Team in their Teams app, you must add them directly within the Microsoft Teams application. This places them on the official membership list:

1. Open your Microsoft Teams app.
2. Locate the relevant Team in the list on the left side.
3. Click on the three small dots (...) next to the Team name.
4. Select "Add member".
5. Enter the name or email address and confirm by clicking "Add".