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).
• 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.

What is Changing in Spring 2026?

• OneDrive Oversharing Cleanup 
  • Reason: UVU has over 11,000 users who have overshared more than 120,000 files! This puts the university and the file owners at risk.
  • Result: Oversharing will be removed in two stages in March 2026. 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.
• SharePoint Oversharing Cleanup 
  • Reason: We're still analyzing the oversharing from our SharePoint/Teams environment. We will remove oversharing from SharePoint similarly to the way we are working with OneDrive oversharing. More information will be shared soon.
  • Result: Oversharing will be removed. 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.

• 3/5 | Oversharing removed for users with the highest risk sharing configurations
• 3/30 | All remaining oversharing removed

What is changing?

• Digital Transformation is removing anonymous (“anyone with the link”) and organization-wide sharing in OneDrive 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 to prevent new anonymous sharing and strengthens UVU’s data protection posture.

When will this occur?

• March 5 – Anonymous sharing and sharing by inactive accounts removed (all oversharing removed for affected users).
• March 30 – Remaining organization-wide sharing removed.

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 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.

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.

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. 

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 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