Activate Your CIA Board Member Guest Account for SharePoint Access
Purpose of this article
Helps CIA Board Members activate their Microsoft 365 guest account to access shared files in SharePoint, including board packets, committee folders, and general board materials.
Quick Start
- Open the invitation email
- Look for an email from Microsoft inviting you to join the CIA Board Team.
- Click “Open Microsoft Teams” in the email.
- Choose your authentication method
- You’ll be prompted to verify your identity.
- Click “I want to set up a different method” if you prefer not to use the Microsoft Authenticator app.
- Verify using phone or email
- Choose either:
- Phone: Receive a text or call with a verification code.
- Email: Receive a code at the email address used for your invitation.
- Enter the code to complete verification.
- Choose either:
- Access the SharePoint folders
Once verified, you’ll be taken to the CIA Board Team SharePoint site.- You’ll see folders for:
- Board Meetings
- Committees
- General Board Information
- You’ll see folders for:
Expected Result: You should now be able to view and open documents in the appropriate folders..
If you get stuck, continue to the Step-by-Step Tutorial below
Step-by-Step Tutorial
Preparation
- Before you begin:
- CIA’s IT team will create your guest account using the email address we have on file.
- If you’re unsure which email is being used, contact Jessica Moses to confirm.
- You’ll receive an invitation email from Microsoft to join the CIA Organization
- Select the Link and create a password if necessary
1.Setup & Activation
- ✅Step 1: Open the invitation email
- Look for an email from Microsoft titled something like:
- “You’ve been invited to join the CIA Board Team
- ”
- 📷 [Insert screenshot of invitation email]
- 👉 Click “Open Microsoft Teams”
- ✅ Step 2: Choose your authentication method
You’ll be redirected to Microsoft’s sign-in page.
If prompted to use Microsoft Authenticator, you may choose a different method.- 📷 [Insert screenshot of authentication options]
- 👉 Click “I want to set up a different method”
- ✅ Step 3: Select phone or email verification
Choose one of the following:- Phone: Receive a text or call with a verification code.
- Email: Receive a code at the email address used for your invitation.
- 📷 [Insert screenshot of phone/email selection]
- 👉 Enter the code to complete verification.
- Configuration
Once verified, you’ll be redirected to the CIA Board Team SharePoint site.
📷 [Insert screenshot of SharePoint home page]
You’ll see three folders:- Board Meetings – Agendas, minutes, and supporting documents for quarterly meetings.
- Committees – Individual folders for each committee. You’ll only see folders for committees you’re assigned to.
- General Board Information – Calendar, directory, Rules & Regulations, Conflict of Interest forms, and other reference materials.
- Verification
- ✅ You’re successfully set up when:
- You can open the SharePoint site without errors.
- You see the three folders listed above.
- You can open documents inside the folders.
- 📷 [Insert screenshot of folder view]
Tip: Bookmark the SharePoint site or save the follow-up email from Microsoft for easy future access.
Why this process exists
CIA has transitioned from Google Workspace to Microsoft 365 to unify communication, collaboration, and file sharing across the institution. This includes:
- Student and staff email accounts
- Shared drives and document storage
- Virtual meetings (now hosted in Microsoft Teams)
For the Board of Directors, this means:
- Files are now stored in SharePoint, not Google Drive.
- Meetings are hosted in Microsoft Teams, not Zoom.
- Access is granted via guest accounts, which allow secure, permission-based access to CIA materials.
What is a Microsoft 365 Guest Account?
A guest account allows someone outside CIA’s organization (like a Board member) to securely access shared files and Teams spaces without needing a full CIA login.
- You use your existing email address (the one CIA has on file).
- You authenticate using multi-factor verification, which can be done via:
- A text message or phone call
- A verification email
- An authenticator app (such as Microsoft Authenticator or another supported app)
Why SharePoint?
SharePoint is part of Microsoft 365 and is designed for:
- Secure document sharing
- Version control and collaboration
- Integration with Teams and Outlook
It replaces Google Drive and ensures that all CIA materials are stored in a centralized, secure, and compliant environment.
When to use this vs. alternatives
Use this SharePoint access process:
- Whenever you need to view board packets, committee documents, or general board materials.
- To access documents before or during virtual meetings hosted in Teams.
- To reference evergreen materials like calendars, directories, or forms.
Recommended Access Method: Use Your Browser
We strongly recommend using a web browser (such as Chrome, Safari, or Edge) to access SharePoint and Teams. This helps:
- Avoid conflicts with other Microsoft accounts you may use personally or professionally.
- Ensure a consistent experience across all Board members, regardless of technical background.
- Simplify troubleshooting and support from CIA staff.
You do not need to install Microsoft Teams or SharePoint apps unless you prefer them — browser access is fully supported and encouraged.
For experts who already know the basics.
- Command options / API endpoints / parameter tables.
- Default values.
- Supported environments / versions.
Key Access Info
| Item | Details |
|---|---|
| Platform | Microsoft SharePoint (via CIA Board Team) |
|
Access Type |
Microsoft 365 Guest Account |
|
Login Email |
The email address CIA has on file for you (confirm with Jessica Moses if unsure) |
|
Authentication Options |
Phone (text/call), Email, or Authenticator App |
|
Browser Access |
Fully supported — no app installation required |
|
Folders Available |
Board Meetings, Committees, General Board Information |
Folder Overview
| Folder Name |
Contents |
|---|---|
|
Board Meetings |
Agendas, minutes, supporting documents |
|
Committees |
Materials for committees you serve on |
| General Board Information |
Calendar, directory, forms, evergreen documents |
Supported Browsers & Devices
- Microsoft Edge
- Google Chrome
- Safari
- Firefox
- Mobile browsers (iOS/Android) also supported
Issue: I didn’t receive the invitation email
Cause: It may have gone to spam or was sent to an outdated email address.
Fix:
- Check your spam or junk folder.
- Confirm your email address with Jessica Moses.
- Ask CIA staff to resend the invitation.
Issue: I’m being asked to install Microsoft Authenticator, but I don’t want to
Cause: Microsoft defaults to its Authenticator app for verification.
Fix:
- On the authentication screen, click “I want to set up a different method”.
- Choose Phone or Email verification instead.
Issue: I entered the code but still can’t access the SharePoint site
Cause: The code may have expired or been entered incorrectly.
Fix:
- Request a new code and try again.
- Make sure you’re using the same email address that received the invitation.
Issue: I only see some folders, not all
Cause: Access is granted based on your committee assignments.
Fix:
- You’ll only see folders for committees you serve on.
- If something seems missing, contact CIA staff to confirm your access permissions.
Issue: I’m being asked to sign in again every time
Cause: Your browser may not be saving your session.
Fix:
- Bookmark the SharePoint site for easier access.
- Make sure cookies are enabled in your browser.
- Consider staying signed in if prompted.
Links & Resources
Related Tutorials & Guides
Support Contacts
- Jessica Moses – For questions about your email address or account setup
📧 [email protected] - 🌐 support.cia.edu