Systems Training Hub

Manage file sharing in Microsoft 365

  1. Home
  2. Systems
  3. Collaboration Tools
  4. Microsoft 365

At UQ, we have a responsibility to handle UQ data, information and records according to the requirements outlined in the Data Handling Procedure.

We need to take action to secure internal documents in line with relevant UQ procedures and our information security classifications to ensure we do not have avoidable data breaches.

While Microsoft 365 provides a secure, cloud-based platform for storing and sharing files, we need to ensure that it is only accessible to authorised individuals.

  1. Restrict access to documents
  2. How to share files in Microsoft 365
  3. Run a OneDrive sharing report to identify your shared files in Microsoft 365
  1. Run a sharing report for a Microsoft Team to identify shared files in Microsoft 365
  2. Revoke access to your shared files in Microsoft 365
  3. What happens to shared OneDrive files when the owner leaves the university?

1. Restrict access to documents

We can control who has access to files in Microsoft 365 by the way that it is stored and shared.

Files only shared with individuals and distribution lists (people you specify) do not require action. 
A distribution list is a way to group together several email addresses, often done to represent a team.

For any file shared using the People in The University of Queensland, consider whether the document(s) should be available to both staff and students or if students should not have access to the document(s).

Staff and students can access the document(s)

  • Share the document(s) using the People in The University of Queensland option.

Students should not have access to the document(s)

  • Remove the link
  • Re-share the file as needed to individuals or groups

ITS Service Desk