Microsoft File Sharing Change
What is changing on Tuesday 1 July 2025?鈥
Microsoft is making a global security update that will:鈥
Disable all existing file links shared with people outside 新澳彩官网 (non-zID holders)鈥
Impact files, folders, and sites shared via Office 365 apps, including Microsoft Teams, OneDrive, and SharePoint鈥
Require you to re-share files and folders with external collaborators to restore access.听
This change is designed to improve data protection, strengthen authentication, and give 新澳彩官网 greater control over shared content.鈥
What you need to do:
Before Tuesday 1 July 2025
- Review all content you have shared with people outside 新澳彩官网 (people without a zID)鈥
- List who still needs access after Tuesday 1 July 2025
- Notify those individuals that their access will expire
- Plan to re-share the necessary files after the update.鈥鈥
To understand who currently has access to your files, following the Step-by-Step guides below.听
After Tuesday 1 July 2025
The sharing process remains the same - you鈥檒l just be creating new links with updated security. To share,聽
- Open the file in OneDrive, SharePoint, or Teams鈥
- Click 鈥Share鈥 in the top right-hand corner and enter the recipient鈥檚 email
- Select the appropriate access level for the recipient (e.g. View Only)聽
- Click 鈥Send鈥 to generate a new secure link.鈥
For more information on how to share your files, you can go to the聽Storing & sharing files page聽on MyIT.听
Need help?聽
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.鈥
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We've created a guide for you. Take a look our聽How to Guide: Generate SharePoint Sharing Report through聽OneDrive (Web Version).听
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Make sure you're using the web version of OneDrive (not the desktop app) and that you're signed in with your 新澳彩官网 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.
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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.
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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.
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This means the file or folder can be accessed by anyone who has the sharing link, even if they don't have a 新澳彩官网 account.
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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.
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No, OneDrive sharing reports must be run manually. Consider running one monthly or quarterly to maintain good sharing hygiene.
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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.鈥嬄
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We've created a guide for you. Take a look our How to Guide: Generate SharePoint Sharing Report through Site Usage.听
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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.
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This could happen if:
- All your external shares have been removed or expired
- The site usage data is still updating (can take up to 24 hours)
- External sharing is disabled for your site
Try refreshing the page or checking again the next day.
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Site usage data typically updates every 24-48 hours. If you've recently shared files externally, they may not appear in the report immediately.
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No, you need to run the report separately for each SharePoint site. Each site generates its own usage and sharing data.
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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.
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Try these troubleshooting steps:
- Refresh your browser and try again
- Clear your browser cache
- Try using a different browser (Chrome, Edge, Firefox)
- Ensure you have edit permissions on the destination document library
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The report typically shows sharing activity from the past 180 days. Older sharing activities may not be included in the report.
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No, this report specifically focuses on external sharing (non-@unsw.edu.au email addresses). Internal 新澳彩官网 sharing is considered normal collaboration and isn't highlighted in this report.
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No, SharePoint site usage reports must be generated manually. Consider running them monthly or before important reviews to stay on top of external sharing.
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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.