Default Sharing Settings for SharePoint, OneDrive, Outlook, and Teams
In order to improve the security of files and links shared from Microsoft 365 products, including OneDrive, SharePoint, Outlook, and Teams, UFIT is implementing new measures that will take effect 02/04/2025.
This guide covers changes to the default document sharing settings for OneDrive, SharePoint Online, and Teams effective 02/04/2025. The examples below show document sharing options from OneDrive, SharePoint Online, Outlook, and Teams.
- Important Notice for 02/04/2025 Changes
Due to these changes, existing links shared with 'Anyone' will no longer work. If a link was created and the ‘Add a name, group, or email’ field was left blank, the link will no longer work and instead will display this message:
To resolve this, you will need to reshare the file / folder with the specific email addresses for those who need access.
You can validate your links ahead of time by selecting ‘Manage Access’ and viewing the links that have been created. If they are labeled with '‘Anyone' with the link can edit (or view),’ these are the links that will no longer work.
- Changes to Shared File Access and Authentication for External Recipients
An external recipient is a recipient of the shared link who is outside of the University of Florida. With these changes, the email received by the person you’ve shared the file with will appear slightly different. For external recipients outside the organization, accessing the shared files will require additional authentication.
External recipients outside the organization will receive a prompt to verify their identity by entering their email address. Then, a verification code will be sent to their email address.
Additionally, external recipient access links will expire after one year, or 365 days -- eliminating links from existing indefinitely. External recipients will also have to reauthenticate after five days.
If you see this warning banner, it can be ignored as it does not affect access.
- Comparison of Current and New Settings in OneDrive
The left most images show the original default sharing settings and are labeled with “CurrentSharing_M365.” The right most images show the new default sharing settings and are labeled with “NewSharing_M365.”
From the start, the main difference you’ll notice is the default permissions have been changed from 'Edit to View' as indicated by the pencil and eye icons. You can change it to 'Edit' by selecting the eye icon and changing the permission to 'Edit.' To set additional settings for the link, select the gear icon to the right of “Copy link.”
In the link settings dialog, the biggest difference is the previous default of 'Anyone' is no longer an option and the default is now “People you choose.” The 'Anyone' option creates a security loophole by allowing anyone with the link to access the document without signing in. The “People you choose” option requires entering the specific email addresses of who you intend to share the document with.
- Comparison of Current and New Settings in Teams
The left most images show the original default sharing settings and are labeled with “CurrentSharing_M365.” The right most images show the new default sharing settings and are labeled with “NewSharing_M365.”
While in Teams, sharing files in individual and group chats (as opposed to files shared in a Team) will have similar differences as mentioned above with OneDrive. The descriptions will be the most visible change with the default displaying ‘People in this chat with the link can view’ versus the previous ‘Anyone with the link can edit.’
When viewing the settings, the 'Anyone option' will no longer be available, and the default option will be ‘People currently in this chat’ can view the file. You will be able to adjust the permission to 'Can edit' by using the dropdown menu.
When sharing files that are stored within a Team, there will be some slight differences as well. The permission will default to the lesser permissive option of ‘People you choose’ versus ‘People in the University of Florida,’ but you will still be able to select this option if the file is needed to be available to everyone. We recommend not utilizing this option unless necessary. The default of ‘Can view’ is also implemented here while, ‘Can edit’ is an available option.
- Comparison of Current and New Settings in Outlook
The left most images show the original default sharing settings and are labeled with “CurrentSharing_M365.” The right most images show the new default sharing settings and are labeled with “NewSharing_M365.”
Continuing with Outlook, the descriptions will also be the most visible differences mirroring OneDrive and Teams. To view or change the shared link settings, right click on the inserted file link and click on 'Recipients can view.'
When viewing the settings, the 'Anyone' option will no longer be available, and the default option will be ‘Recipients of this message’ can view the file. You will be able to adjust the permission to 'Can edit' by using the dropdown menu.
- Effects On Shared Files and Chats
Guests (external accounts) will not be removed from a Team based on disabling the 'Anyone' option in shared link settings.
Disabling the 'Anyone' option in shared link settings effects opening files in an individual chats for both guests (external accounts) and internal accounts. Clicking on a file in an individual chat will result in a message stating the link has been disabled.
However, the files shared in individual chats can still be opened via the following methods:
- In the in an individual chat in Teams, click the three dots … to the right of the file and select to open it in the desktop app. You can also set files to open in the desktop app as default by just clicking on the file. This will not work if you are using Teams on the web, instead the only option would be to go to OneDrive web.
- Go to the OneDrive web app and select the Shared tab on the left side bar.
- In the in an individual chat in Teams, click the three dots … to the right of the file and select to open it in the desktop app. You can also set files to open in the desktop app as default by just clicking on the file. This will not work if you are using Teams on the web, instead the only option would be to go to OneDrive web.
- OneDrive File Request Feature Will No Longer Work
Disabling the 'Anyone' link option to improve the security of files and links shared from M365 will result in the file request feature in OneDrive no longer working.
A similar feature of Dropbox could potentially be used as an alternative. “File requests” in Dropbox enable you to collect files from other people, even if they don’t have a Dropbox account. By default, the destination folder for uploaded files is private. Please review this Dropbox Help article to set up and use this feature: https://help.dropbox.com/share/create-file-request.