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How to Help Users Join the Viva Engage All Company Community Safely

Phi Hung Vo Sep 29, 2026 868 views

Question details

Administrators need strategies to encourage employees to join the Viva Engage All Company community without triggering phishing concerns over unexpected invitation links.

How to Help Users Join the Viva Engage All Company Community Safely

Product: Microsoft Viva Engage
Device & OS: not provided
Scenario: Rolling out Viva Engage and onboarding employees to the All Company community across the organization.
Observed behavior: Users are ignoring Viva Engage email invitations because they do not recognize the link and suspect it might be fraudulent.

Before you start

Coordinate with your internal communications or IT security team to pre-announce the Viva Engage rollout so employees know to expect a legitimate invitation.

Solution 1Recommended

Announce Viva Engage Through Trusted Communication Channels

Use established platforms like Outlook, Teams, or the company intranet to validate the invitation and build user trust.

To prevent users from mistaking automated Viva Engage invitations for phishing attempts, validate the platform through internal communication channels that employees already trust.

Prepare an official announcement

Draft a message explaining the purpose of the new Viva Engage community and clarifying that employees will soon receive an automated email invitation.

Distribute via trusted platforms

Send the announcement through company-wide Outlook emails, post it on the intranet homepage, or share it in a general Microsoft Teams channel.

Involve company leadership

Have executives or department heads post an introductory message in the All Company community and mention the platform's launch in their regular updates.

Announce Viva Engage Through Trusted Communication Channels

Security Tip: Provide a sample screenshot of the legitimate invitation email in your internal announcement so users know exactly what to look for.

Solution 2

Instruct Users to Access Viva Engage Directly

Bypass email links entirely by showing users how to navigate to Viva Engage using their existing, secure Microsoft 365 workspace.

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Frequently Asked Questions

Can I manually add users to a Viva Engage community?

Yes, community administrators can manually add members by navigating to the specific community, selecting 'Members', and typing the names or email addresses of the users they wish to add.

Why do users often think Viva Engage invitations are phishing?

Automated invitation emails contain external links and may look different from standard internal company communications. This often triggers caution among security-aware employees who are trained to avoid unfamiliar links.

Is the All Company community automatically available to everyone?

By default, all users in the network are automatically members of the All Company community. However, administrators can configure settings in the Microsoft 365 admin center to manage how notifications and access are handled.

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