File Sharing Cleanup

Recent security reviews have shown that some UVU files are shared more broadly than they should be, which can give access to individuals who shouldn’t have it. To help protect you and the University, we are making a few updates to how file sharing works.

Why is this Needed?

Currently, M365 files may have been shared:

• With anyone who has the link (including people outside UVU).
• With everyone in the UVU community.

In some cases, this level of sharing is intentional. In others, it often happens due to misunderstandings about sharing settings.

New sharing has already been restricted to avoid sharing with anyone who has a link. December 2025 changes will ensure that anything already inadvertently overshared cannot be found by those who shouldn't have access. They will also help ensure that file owners think carefully about how, how long, and to whom they share files.

In Spring 2026, we will work with you to carefully resolve sharing settings for anything currently overshared.

What is Changing?

• M365 Search Restrictions 
  • Reason: This is a temporary measure to keep unauthorized eyes from prying into things they shouldn’t and will go back to normal after this project is complete.
  • Result: Search will only show files you have permission to access. 
• 180-Day Limits on University-Wide Sharing 
  • Reason: This helps keep files from staying widely shared longer than intended. 
  • Result: New university-wide sharing will automatically expire after 180 days. Owners can reshare if broad access is still needed.
• Public Teams Verification
  • Reason: Some Teams and SharePoint sites allow access to everyone at UVU, allowing files, chats, etc. to be viewed by the entire UVU community. 
  • Result: Teams currently set as public will be changed to private.
  • Exceptions: If your team or site is meant to be public, please let Dx know (contact or submit a ticket to the Enterprise Service Desk) by Friday, December 12, so we don’t remove access when most other public teams/sites are switched to private.
• M365 File Sharing Cleanup 
  • Reason: The above actions will help prevent future oversharing, but they don’t fix existing overshared files. 
  • Result: Dx will adjust share settings for overshared files in Spring 2026. 
  • More Info: More details and instructions will come as the project gets closer. 

• 12/15 | M365 Search Restrictions 
• 12/15 | 180-Day Limits on University-Wide Sharing 
• 12/17 | Public Teams Verification 
• Spring 2026 | M365 File Sharing Cleanup (Watch here for Schedule Updates) 

Why are these changes necessary?

• Recent reviews have shown that some UVU files are shared more broadly than they should be, which can give access to individuals who shouldn’t have it.

What is oversharing?

• Currently, M365 files may have been shared:
  • With anyone who has the link (including people outside UVU).
  • With everyone in the UVU community.
• In some cases, this is intentional. In others, it often happens due to misunderstandings about sharing settings.

How will I be impacted as a sharing recipient?

• If you use the M365 search tool:
  • Search will only show files you have permission to access.
• If you are the recipient of overshared files:
  • During 2025: No administrative changes will be made.
  • During Spring of 2026: You may lose access to files IF they were overshared. You may need to contact the file owner to request access files if your access is administratively terminated. The file owner may need to reshare these files with you following the guidance we provide to them.

How will I be impacted as a team/site/folder/file owner?

• If you newly share (University-wide) any files or folders in OneDrive or Teams/SharePoint:
  • Sharing will be limited to a maximum of 180 days. You may need to reshare these files when the sharing link expires.
• If you own files that are overshared:
  • During 2025: No changes will be made to file sharing settings for existing shared files.
  • During Spring of 2026: Overshared files will have their settings reduced.
  • You will not lose access to your file. However, recipients to your file may no longer be able to view it unless shared properly.
  • Some files are purposefully shared broadly. In the Spring, we'll provide guidance on how to safely share your files with those who need access.

How do I know if my team or site is overshared?

• If you own a team or site that is set as public, you'll receive an email with information about the change and instructions on how to request an exception.

What effects will changing my team/site from public to private have?

• No file permissions within your team/site should change as a result of this update. However, if your Teams/SharePoint site is meant to be viewed by everyone at UVU, you will need to reach out to the Enterprise Service Desk to request keeping your site public.

How can I keep my Team/Site available to everyone at UVU?

• Follow the instructions provided in the email to owners of public sites to request your site remain public. You will be required to follow safe sharing guidelines, including verification that the file content you share does not contain sensitive information.

How do I know if my file is overshared?

• If you own any folders or files that are overshared, you'll receive an email with instructions on how to resolve the issue. Overshared files have sharing settings that make them accessible to everyone at UVU or anyone with a link.

Will I lose access if I own the file?

• No, you will not lose access to your file. However, recipients of your file may no longer be able to view it unless shared properly.

What if I want everyone at UVU to see my file?

• Please make sure to follow safe file sharing guidelines. Submit a ticket to the Enterprise Service Desk to request help understanding the safe file sharing guidelines. 

Who can I contact if I have questions?

• If you need assistance, please submit a ticket to the Enterprise Service Desk. 

If you need assistance, please submit a ticket to the Enterprise Service Desk. 

• Simplifying File Sharing in Microsoft Teams
• How to Share a File/Folder in OneDrive