SharePoint: See Who Has Access to Your SharePoint Files

Summary

Understanding who has access to your SharePoint files helps protect university data and ensures that information is shared appropriately. This article explains how to review file and folder sharing settings and how to run a Sharing Report to see what content has been shared - especially with people outside the organization.

Running this report is a valuable way to confirm that only the right individuals or groups have access and to identify any outdated or unnecessary sharing links. Once generated, the report is delivered by email and provides a detailed overview of sharing activity across your site.

 

How-To

Task: Run a report to understand file sharing in your SharePoint site.

 

Instructions


Reviewing access to shared files in SharePoint

  1. Click on the file or folder to review, then click the three vertical dots, then click "Manage Access"
  2. Review access under "Links Giving Access" and "Direct Access"

 

Requesting a report on file and folder sharing

  1. Open the site where you want to run the report
  2. On the Settings menu, click Site usage.
  3. Scroll down to the bottom of the page. In the Shared with external users section, click Run report.
  4. Choose a location to save the report, and then click Save.

 

What to Expect

  • The report may take some time to run depending on the size of the site.
  • When the report is finished running you will receive an email with a link to the report.
  • For items shared with direct access, the report contains one row for each user/item combination. SharePoint groups are shown in the report, but not individual users inside them.
  • For items shared with a link, the report contains a row for each signed-in user who has used the link or has been sent the link through the sharing dialog. Links emailed directly that haven't been clicked, and Anyone links are not included in the report.


For more information about this report, please review this Microsoft article: Report on file and folder sharing in a SharePoint site

 

Outcome

You will receive a report containing information about file sharing on your SharePoint site. 

 

Further Readings  

USNH SharePoint Usage Guidelines and Governance

 

 

Need additional help?

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

Learn more about the great tools our Microsoft 365 Learning sites offer!

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.  For password issues you must call or visit the Help Desk in person.  

 

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