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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?

4. Run a sharing report for a Microsoft Team to identify shared files in Microsoft 365

Within Microsoft Teams, SharePoint acts as the file storage ‘back-end’ for Teams and Channels. A file that you see within a Team or Channel in Teams is actually saved to SharePoint. 

The SharePoint sharing report provides a detailed list of files and folders you have shared with others from the Microsoft Team. You must be a Team Owner to run the report.
This allows you to audit and effectively manage your shared content.

To run the report (SharePoint)

  1. Open the site where you want to run the report.
  2. Click the cog to open the Settings menu, click Site usage.
    A snippet of the settings cog highlighted in OneDrive
  3. Scroll down to the Shared with external users section, click Run report.
    A snippet of the settings cog highlighted in OneDrive
  4. Choose a location to save the report, and then click Save.
     

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