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How to Add an External User to the SharePoint People Web Part
Question details
The user wants to display an external contact in the SharePoint People web part without granting them actual access to the SharePoint site.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Setting up a SharePoint site page to display team members or external contacts using the People web part.
- Observed behavior
- External email addresses are not searchable or displayed in the People web part unless the external user is recognized as a guest with active site access.
Ensure you have SharePoint Site Owner permissions and the necessary admin rights in Microsoft Entra ID to manage and invite guest users.
Add the External User as a Guest with Site Access
Since the People web part requires users to have site access to be searchable, the standard resolution is to officially add them as a guest user.
The SharePoint People web part is designed to query users who are part of your organization's directory or invited guests with permissions. It currently does not support displaying arbitrary external email addresses without granting them site access.
Navigate to the Microsoft Entra admin center, go to 'Users', and select 'New guest user' to invite the external person to your directory.
Open your SharePoint site, click the gear icon for 'Site permissions', and add the newly invited guest user as a site member or visitor.
Edit your SharePoint page, add or edit the People web part, and type the guest user's name. If it doesn't appear immediately, open an InPrivate or incognito browser window and try searching again.
Use Alternative Web Parts to Display External Contacts
If you strictly cannot grant site access to the external person but still need to display their profile on the page, use alternative web parts instead of the People web part.
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Frequently Asked Questions
Can I add an external user to the People web part without site access?
No, currently the People web part requires external users to be recognized as guest users in Microsoft Entra ID and to have access permissions to the specific SharePoint site to be searchable.
Why isn't my newly added guest user showing up in the People web part?
It can take some time for directory changes to sync. Microsoft recommends trying the search again using an InPrivate or incognito browser window. If it continues to fail, collecting HAR logs and contacting support may be required.
How can I request Microsoft to change this People web part behavior?
If you want the ability to display external users without granting them site access, you can submit this as a feature request through the official Microsoft SharePoint feedback portal.
