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Manage file sharing in Microsoft 365

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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?

3. Run a OneDrive sharing report to identify your shared files in Microsoft 365

The OneDrive sharing report provides a detailed list of files and folders you have shared with others from your OneDrive. This allows you to audit and effectively manage your shared content.

To run the report:

  1. Log into your OneDrive through using a web browser. 
  2. Click the cog icon to open your settings, then select OneDrive settings.

A snippet of the settings cog highlighted in OneDrive

If you’re not logged into OneDrive, you will not see the settings menu. There are circumstances when accessing OneDrive through the Microsoft 365 home page, that the page you are viewing may be a OneDrive window within the Microsoft 365 interface. To make sure you’re in the right place, use the link provided above.To verify that you’re on the correct webpage, look for the word “OneDrive” next to the UQ logo in the top left corner. 

A snippet with the UQ logo and OneDrive text visible

  1. Select More Settings.
  2. Select Run sharing report.

A snippet of the more settings menu open in OneDrive

  1. Choose a folder to save the report, then click Save.

The report will take a few moments to generate and will appear in the folder you selected when it is ready. You will also be notified by email.

After you have reviewed your report, you can make any changes required to your shared files and folders.

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