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 cleaning up overshared files.

Why is this Needed?

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

What is Changing in Spring 2026?

• OneDrive and SharePoint Oversharing Cleanup 
  • Reason: Overshared files put the university and the file owners at risk.
  • Result: Oversharing will be removed across both OneDrive and Teams / SharePoint. No files will be deleted, but oversharing recipients may lose access. An exception process is available to provide options for legitimate reasons for sharing files broadly.

• 5/13 | Ability to share Org-Wide will be removed. 180-day maximum expiration date for all exceptions.

What is changing?

• Digital Transformation is removing organization-wide sharing in all our M365 file storage systems to reduce institutional data exposure.

Why is this 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.
• Oversharing creates unnecessary cybersecurity risk for UVU and privacy risk for users and anyone involved.
• This effort continues the work completed in Fall and early Spring to prevent new anonymous sharing and strengthens UVU’s data protection posture.

When will this occur?

• May 13 – Ability to share Org-Wide will be removed. 180-day maximum expiration date for all exceptions.

Will any files be deleted?

• No. Files are not being deleted. Only broad sharing permissions are being removed.

What is oversharing?

• Often, oversharing happens by mistake when files or folders are unintentionally shared too broadly due to confusion about sharing settings. Some examples include:

  • Sharing with anyone who has the link (including people outside UVU)
  • Sharing with everyone at UVU (all faculty, staff, and students)

How can I see what files I have shared?

• Look at the "files shared by you" on OneDrive on the web, or use https://uvu365-my.sharepoint.com/sharedbyyou. 

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

• Oversharing settings for files will be removed.
• 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. You should submit an exception request if you have a legitimate need for this.

Can I still share files?

• Yes. Files may be shared with specific individuals or defined groups. Avoid broadly sharing links to class materials, rosters, advising notes, grades, accommodation information, or recordings/screenshares that display student PII. Always keep sharing limited to the intended audience (need to know) and check permissions before sending or posting a link.

What if I need everyone at UVU to see my file? I need an exception.

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

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. You may need to set up new sharing to ensure e

What should file owners do?

• Review current sharing settings.
• Remove broad links that are not needed.
• Re-share directly with specific individuals or M365 / Teams groups.
• Submit an exception request if broad sharing is required for documented business need.

Will I lose access to files shared with me?

• If you access files through anonymous or organization-wide links, you may lose access once remediation occurs.
• You may lose access to files IF they were overshared. You will need to contact the file owner to request access to 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 do I know how a file was shared with me?

• Recipients cannot directly see how access was granted. If you rely on a file for business processes, contact the file owner and confirm you have direct access (shared specifically with you or a defined group). 

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