On Monday, April 22 2024, when you save a file to a Team or to a OneDrive the only ones who have access to the file are the ones who have access to that Team or OneDrive.
When you share a file from those locations via a link in email or chat, be aware of the permissions you are granting.
To prevent accidentally sharing a file to someone it was not intended for we are changing the default setting from:
“People in Gannon University with the link can edit”
to
“People with existing access” (Teams) or “People you choose” (OneDrive)
Old Default Sharing Permissions
File Permission for Files Saved in OneDrive
- For files saved in personal OneDrive, no one has access to files unless you explicitly give them access.
File Permission for Files Saved in a Team
- For files saved in a Team, only Team members will have access with edit permissions.
File Sharing Conditions – OneDrive and Teams
If you’re choosing to share or create a link, the default permission is “People in Gannon University with the link can edit” can view and edit. Both scenarios will generate a link to the document with that permission level unless you change from this default setting. If someone forwards the link to another person in Gannon, they will also have edit and delete access as indicated by the selection "Anyone within Gannon with the link". Functionality from desktop, mobile devices (iOS and Android) and the web are the same.
New Default Sharing Permissions
File Sharing Settings – OneDrive
- The global default selection would be “People you choose” and “View” permissions. Clients will have the option to change the permissions from the default. The people you choose will be the only ones with access even if the link to the file is forwarded to someone else (see Restricted Access message below).
File Sharing Settings – Teams
- The global default selection would be “People with existing access” and “Edit” permissions. Clients will have the option to change the permissions from the default. People with existing access would only be those Team members. If the file is emailed to others outside of the Team, the sender will be notified (see Restricted Access message below).
Other Resources
Identifying Restricted File Access from a Copied Link
If you try to share/email a file that has restricted access (something other than “People in Gannon University with the link can edit”, and there are recipients on the list who do not have access, that will be indicated. If someone who does not have access tries to open a restricted file, they will receive a message saying “Sorry, you don’t have access.”
Viewing File Permissions
Permissions can be viewed and edited in OneDrive or Teams in multiple ways including:
- Select Manage Access by right clicking on the file.
- Select … for more file options.
- Select file information icon when the file is highlighted.
Teams - Public Team versus Private Team: By making your team public all authenticated users (ALL Gannon users) will have access, including all posts, files, etc. to your Teams site. In case any Team owner makes the change on their Team from private to public the Azure PowerShell script will change it from public to private.
Change Permissions on Previously Shared Files
- Teams – Existing files permissions will be changed with this change
- OneDrive – You would need to check settings of files you previously shared.
Helpful Links
- More details from Microsoft on File Sharing here: