ºÚÁÏÍø´óʼÇ
MyIT

Sharing files

Personalise
Happy business couple sharing private information

Access permissions and sharing of files

ºÚÁÏÍø´óÊÂ¼Ç IT has put measures in place to ensure your data is better protected and to reduce unintentional sharing of information.Ìý 

What are our default settings?

A default ‘private’ setting has been applied to all OneDrive, SharePoint and Teams sites, meaning only members can access the content – including all files, folders and documents – contained in the site. Only a member of the site where that file resides will be able to access them.Ìý

Whenever you share a file from SharePoint or your ºÚÁÏÍø´óÊÂ¼Ç OneDrive, the default setting only allows people you select to be able to view (but not edit) the shared file. You may therefore receive email notifications to ‘request permission’ for someone to access a file, or to grant permission to access a file or folder.Ìý

If someone receives a document from someone else, (for example; they have been forwarded an email that contains a file but they have not been identified as a person with permission to view or edit), this will also trigger a ‘request permission’ email notification.

Sharing files

How do you change the permission before sharing?

  • You can change the default setting for each document you share, at the time of sharing to make that file accessible to multiple people, as well as enabling editing.
  • This is a great starting point for understanding how to set permissions.ÌýFor additional tips on managing and securing information in OneDrive, Teams, and SharePoint, please go to Storing & sharing files.Ìý

Who has access to your documents?

  • Everyone should take some time to review your collaboration sites, such as SharePoint and Teams, look at who has permissions and can access files and folders in a site to make sure the right people can access the right information.
    • Want to see who currently has access to your Office 365 files? Refer to the guides below to develop a detailed Sharing Report.
  • All collaboration sites are set to ‘private’ by default. If you would like to have your SharePoint or Teams site set to ‘public’ (accessible to all in ºÚÁÏÍø´óʼÇ), or if you would like assistance with setting permissions on your files and folders, please email the IT Service Centre.

Curious about who has access to your files?

Use our step-by-step guides below to generate a SharePoint Sharing Report and find out exactly who has access to your Office 365 files.

FAQs

Downloading a Sharing Report using OneDrive

Want to know who has access to your OneDrive files? These FAQs answer common questions about generating a Sharing Report through OneDrive.​

  • We've created a guide for you. Take a look our How to Guide: Generate SharePoint Report through OneDrive (Web Version).Ìý

  • Make sure you're using the web version of OneDrive (not the desktop app) and that you're signed in with your ºÚÁÏÍø´óÊÂ¼Ç Microsoft 365 account. The option is located under Settings > More Settings > Advanced settings. If you still can't see it, try refreshing your browser or clearing your cache.

  • This depends on how many files and folders you have in your OneDrive. For most users, it takes between 5-30 minutes. You'll receive an email notification when the report is ready, and the CSV file will appear in the selected folder location.

  • Unfortunately, OneDrive's built-in sharing report runs at the account level, not per-folder. It includes all shared items in your OneDrive, not just a specific folder.

  • This means the file or folder can be accessed by anyone who has the sharing link, even if they don't have a ºÚÁÏÍø´óÊÂ¼Ç account.

  • Try opening the file with Excel, Google Sheets, or another spreadsheet application. If it still won't open, the file might still be generating. Wait a few more minutes and try again.

  • No, OneDrive sharing reports must be run manually. Consider running one monthly or quarterly to maintain good sharing hygiene.

  • Take time to review these shares and remove access for anyone who no longer needs it. This gives you a chance to clean up your sharing permissions and make sure the right people have the right level of access.

Downloading a Sharing Report using Site Usage (for Site Owners)

Looking to understand who has access to your SharePoint files? These FAQs walk you through the most common questions about generating a Sharing Report using Site Usage.​ 

  • We've created a guide for you. Take a look our How to Guide: Generate SharePoint Sharing Report through Site Usage.Ìý

  • You need to have Site Owner or Admin permissions to access site usage reports. If you're a member or visitor, you won't see this option. Contact your site owner to request access or ask them to run the report for you.

  • This could happen if:

    1. All your external shares have been removed or expired
    2. The site usage data is still updating (can take up to 24 hours)
    3. External sharing is disabled for your site

    Try refreshing the page or checking again the next day.

  • Site usage data typically updates every 24-48 hours. If you've recently shared files externally, they may not appear in the report immediately.

  • No, you need to run the report separately for each SharePoint site. Each site generates its own usage and sharing data.

  • The OneDrive report covers files in your personal OneDrive, while the SharePoint site report covers files shared within a specific team site or communication site. Use the OneDrive method for personal files and the SharePoint method for team collaboration spaces.

  • Try these troubleshooting steps:

    1. Refresh your browser and try again
    2. Clear your browser cache
    3. Try using a different browser (Chrome, Edge, Firefox)
    4. Ensure you have edit permissions on the destination document library

  • The report typically shows sharing activity from the past 180 days. Older sharing activities may not be included in the report.

  • No, this report specifically focuses on external sharing (non-@unsw.edu.au email addresses). Internal ºÚÁÏÍø´óÊÂ¼Ç sharing is considered normal collaboration and isn't highlighted in this report.

  • No, SharePoint site usage reports must be generated manually. Consider running them monthly or before important reviews to stay on top of external sharing.

  • You'll need to go to the specific file or folder mentioned in the report, access its sharing settings, and remove the external user's access. The report helps you identify what needs attention, but you'll need to make changes directly in SharePoint.

We're here to help

We're here to help with all your tech needs, offering support and services to enhance your learning and work experience.
Need urgent help?
For urgent IT matters call us.

Sydney +61 2 9385 1333 (Mon-Fri 8am-8pm & Sat 11am-3pm) or Canberra +61 2 5114 5678 (Mon-Fri 8am-5pm)

Visit us

Open Hours: Monday - Friday: 8:00 am - 6:00 pm (AEST)

IT walk-in service centres

  • Upper Campus IT Hub -ÌýRoom G06, D26 Biological Sciences Building (Next door to XS Cafe) ()
  • Middle Campus IT Hub -ÌýG008, Ground Floor H13  Anita B Lawrence Centre (Formerly the Red Centre Building off University Mall) ()
  • Paddington Campus IT Hub - Ground Floor, Block D, Paddington Campus ()
  • ºÚÁÏÍø´óÊÂ¼Ç Canberra ADFA Campus IT Hub -ÌýGround Floor, Building 14, ºÚÁÏÍø´óÊÂ¼Ç Canberra ADFA Campus ()