Organize and control file sharing in OneDrive

In this guide, you will find instructions on about how to get an overview of files shared via OneDrive.

File sharing is a daily part of our work, but having control over it ensures safer and more efficient file management. With the help of this guide, you can check which files you have shared in the organization. If you find that some files have been shared too widely or are no longer needed, it is recommended to stop sharing and, if necessary, remove the files from your environment. This thoughtful action helps reduce security risks and keeps your file management organized.

1. Open OneDrive https://tartuulikool-my.sharepoint.com/
   
2. On the top-right of your screen, click the Settings → OneDrive settings button.
   
   

3. On the left-side tab, click More settings → Run sharing report.
   

4. Select a destination on your PC, where to save the report (for example Desktop). 

5. The .csv file is saved in the selected folder and also sent to e-mail.
   Compiling the report takes a few minutes (the running time is not shown separately, but the file is ready when an e-mail will be sent to you).
   
6. Open a new Excel workbook to convert the file into a table.
   
7. On the top menu, select Data → From Text/CSV.
   
8. Open the .csv file saved on your PC.
   
9. In the window that opens, click Transform Data.
   
10. On the menu, click Use First Row as Headers.
    
11. After that, click Close & Load.
    
    
12. The result is a table where you can see which files you have distributed and with whom.
    1. Those with a Link Type of "All" are shared with everyone outside of your OneDrive.
    2. Those with a unique ID under AccessViaLinkID are accessible if this link ID is known.