Checking which files/folders in the organization are shared

Question

Hi,

Before I activate rules to reduce the permissions in SharePoint, I would like to know if it is possible to check which files/folders are already shared with other users in the organization and outside.

I looked for possible reports or what if (as exists in Azure) and I didn't find any, I would appreciate any help.

Thank you

Answer 1

Hi @AvrahamMaizels-1631 ,

Yes, it is possible to check which files and folders are already shared with other users in the organization and outside in SharePoint. You can create a CSV file of every unique file, user, permission, and link on a given SharePoint site or OneDrive by running a report. This can help you understand how sharing is being used and if any files or folders are being shared with guests. You must be a site admin to run the report. When you run the report, the CSV file is saved to a location of your choosing on the site. Please follow the steps below to run the report:

To run the report (SharePoint)

1. Open the site where you want to run the report
2. On the Settings menu, click Site usage.
3. In the Shared with external users section, click Run report.
4. Choose a location to save the report, and then click Save.

To run the report (OneDrive)

1. From the Microsoft 365 app launcher, select the OneDrive tile.
2. On the Settings menu, click OneDrive settings.
3. Click More settings, and then click Run sharing report.
4. Choose a location to save the report, and then click Save.

The report may take some time to run depending on the size of the site. When the report is finished running, you will receive an email with a link to the report.

For more information, please refer to:

Report on file and folder sharing in a SharePoint site

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