Skip to an action: Audit Teams file and folder permissions | Audit a Team's members
Overview
Each fall and spring, it is required that all users check the permissions of any files or folders they've shared within a Teams channel to ensure users and groups still require the same access level. Additionally, team owners are required to review and update the membership for teams they own.
Requirements
- This twice-yearly process ensures that file/folder permissions and group memberships are up to date.
- It is recommended you complete this process using a computer rather than a mobile device.
- This process can be completed using the Teams web version (pirate365.ecu.edu) or the Teams desktop app.
- Screenshots taken from a Windows 11 computer.
Audit shared Teams files and folders
| Files or folders shared in a Teams channel |
Files or folders Shared in a Teams chat |
| Files you share in a team channel are actually stored in SharePoint (not Teams). However follow the steps below to complete the permissions auditing process within Teams. |
Files you share in a private Teams chat with one or more persons are stored in your OneDrive cloud storage and are audited through the OneDrive auditing process. See the IT Knowledge Base article, Tutorial - Audit Shared OneDrive Files.
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Step 1
Open Microsoft Teams (desktop app or web version).
Step 2
You may need to check that you're seeing all Teams channels:
- Click Chat in the main menu (screen, left). Don't see the Chat option? Click the ellipsis (...) item at the bottom of the main menu to see the Chat option.
- Select Channels at the top of the navigation pane and deselect Unread to ensure you see all your Teams channels. Note that some Teams versions do not show the Channels option.
Step 3
Choose the Teams option in the main menu (screen, left). Don't see the Teams icon in the main menu? Click the ellipsis (...) at the bottom of that menu to find the Teams app.
According to your settings, your teams may be arranged as a list or in a grid.
Some Teams versions may have hidden teams. Expand this option or click See all your teams to ensure all teams are visible.
Step 4
- Open each team.
- Select a channel (screen, left). The conversation opens in the main window.
- Click Files or Shares (depends on your Teams version) from the team's menu. This opens all the files added to this conversation (channel).
- Hover your mouse over each file or folder.
- Click the ellipsis (...) to the right of the file and Manage Access. The Manage Access dialog box opens. Remember to open each folder to review and update the files and folders within.
- From the Manage Access dialog box, review the people, groups and links to determine if access should be removed or updated.
Audit project team members
Team owners only. Check team members and remove those who no longer require access. This audit is required each fall and spring.
Step 1
Open Microsoft Teams using either the web version (pirate365.ecu.edu) or the desktop version, if you use it.
Step 2
Step 3
Click the ellipsis to the right of the team's title. Choose the Manage team option.
Step 4
From the Manage team menu (top right), click Members.
Step 5
Check the list of Members and guests. Remove those who no longer require access. Note that ECU also has an annual group expiration policy in place.
