Tutorial - Audit SharePoint Files and Groups

Skip to a section: Audit groups and members | Audit file shares 

Overview

Each fall and spring, SharePoint site owners are required to:

1. Review and update site membership.
2. Adjust sharing permissions, if needed, for users and groups. 

NOTE:

• This process is required each spring and fall.
• It is recommended you complete this process using a computer rather than a mobile app.
• Screenshots taken using a Windows 11 computer.
• Access the SharePoint app home page through pirate365.ecu.edu. 

Audit groups and members

1. From the SharePoinnt home page, open your SharePoint site. An easy way to find a site is to type the name into the Search in SharePoint search box (top).
2. Click the members link (upper right). The members list opens. 
   
3. Remove users or group who no longer require access or adjust site permissions, if needed.

Audit file shares

1. Click the Settings gear icon (upper right).
2. Select Site usage. The Site Usage Analytics page opens. 
   
3. Scroll to the bottom of the screen. Under the Shared with external users section, click the Run report button. 
   
4. This generates a CSV (Excel) file that lists shared files and their properties.
   
5. Choose or create a folder to save the report in the Documents section of your site. 
6. You also receive an email with a link to the report's location. 
7. Click the Open button in the email. Make note of which shared documents require an update to permissions. Remember! This process is required each fall and spring. 
8. This report lists both SharePoint site and Teams project file shares stored in this site (files you share in a Teams chat are stored in your OneDrive folder).
9. You can now close the report. Open the Documents section of your site and navigate to one of the files you are checking. 
10. Click the ellipses (...) next to the file name and choose Manage access. 
    
11. From the Manage Access dialog box:
    • Click the Stop Sharing link to remove all shares.
      
    • Remove or change permissions for individuals.
       
    • Remove or change permissions for any groups.
    • Remove any users who no longer require access to the file in the Links section. Deleting the sharing link altogether removes the ability to open the file for all people or groups.
      
12. Repeat these steps for each site or subsite you own.