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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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Process for team owners and members.
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
Click the Teams icon* in the main menu (screen, left) to view your teams in Grid view. Scroll to the bottom of the list to make sure there are no hidden items.
*If you don't see the Teams icon, click the ellipsis at the bottom of the main menu (screen, left). If you still don't see teams icon, you may be in list view. See the alternative method below.
Step 3
- Open a team.
- Click the first channel to open.
- Click Files or Shared tab (you will see one or the other, depending on your Teams version). This opens the list of files attached to this channel.
- Hover your mouse over a file and click the ellipsis to the right of the file name. A menu opens. Choose Manage Access.
- A dialog box opens. Review the lists of People, Groups and Links to determine if access should be removed for some or all users.
- To stop sharing the file altogether, click the Stop sharing link (top, right).
- Update individual people and group permissions as needed.
- Continue for each file in the channel's list.
- Open folders to expand the file list within and audit each file.
Step 4
Continue this process for each channel within each team of which you are a member or owner.
Alternative Method: Open Team Channels list
If you don't see Teams in the main menu (screen, left), your Teams app may be set to Teams list view, and you can open all team channels through Chat.
- Click Chat in the main menu (screen, left). Click the ellipsis (...) item at the bottom of the main menu (screen, left) to find the Chat option if it's missing.
- Select Channels at the top of the navigation pane and deselect Unread to ensure you see a list of all 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.
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
Click Teams in the main menu (screen, left). Click the ellipsis next to Join or create team (top, right) and then click Your teams and channels. Note: From list view, click the ellipsis beside Chat and choose Your teams and channels then click the Teams you own link.
Grid view
List view
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.
