Sharepoint site/Teams owners should monitor and manage who has access to files and folders in Microsoft Sharepoint and Microsoft Teams at the University of Otago.
Who is this available to
This service is available to University of Otago staff and students.
How do I audit file and folder access in Teams/Sharepoint
To audit who has file access:
- Go to https://otagouni.sharepoint.com/_layouts/15/sharepoint.aspx
- Locate and click the Team site in the grid of Frequent Sites (click See all in the top right corner if you can't see the Team site in the grid).
- Click the settings cog/wheel in the top right corner of the page.
- Select Site usage.
- At the bottom of the screen, select Run report.
- Select a folder within the Team to save the report.
- Navigate to that folder by clicking on Documents in the upper left of the screen, then locating the file. This should give you a report of file and folder access in CSV format (opens in Excel).
Once you have the access report, you can manage the access for individual files as required.
Files and folders in Sharepoint and Microsoft Teams can be shared directly with people both internally and externally at the University of Otago in a number of ways. Some of these methods may result in people still having access to those files even if they have been removed from the Sharepoint site or Team that the files reside in.