Skip to an action: Audit file and folders | Audit 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 channel files and folders
Files or folders shared in a Teams CHANNEL
step-by-step instructions below |
Files or folders Shared in a Teams CHAT - FYI
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Files shared in a team channel are actually stored in that Team's SharePoint site. Since any team member can share a file and, most of the time, all members can view that file.
Follow the steps below to complete the permissions auditing process within Teams.
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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. Use the desktop app or web app at pirate365.ecu.edu.
Step 2
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 (screen, left) to find the Chat option.
- Select Channels at the top of the navigation pane and deselect Unread to ensure you see all your Teams channels.
- If your Teams window is not showing the Channels option, click the ellipsis beside Chat and choose Customize view. The Settings options open.
- In Settings/Layout, choose List; in Settings/Viewing chats, teams and channels, choose Combined.
- Click Chat in the main menu (screen, left) to return to the previous view, and you should see these options: Unread, Channels, chats, Unmuted and Meeting chats. Highlight the Channels option but make sure that the unread option is not highlighted. This list is all the channels for which you have access.
- You are now ready to begin the audit process.
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.
