OneDrive Sharing Report

Sharing is Caring, as the saying goes… But when it comes to files in your OneDrive for Business account, you’ve probably lost track of who you’ve shared what files with. Now is as good a time as any to step back and take a look at who has access to your content.

But how?

There are several ways you can view your OneDrive sharing information:

  • Hover over each item to see sharing and view information in a File Card
  • Click Manage Access on each item to see its Sharing Links and direct permissions
  • Run the OneDrive Sharing Report in OneDrive settings
  • Use Lightning Tools DeliverPoint for a comprehensive view

Let’s look at each.

File card

When you hover over a file, you’ll see its file card – first a condensed card showing some basic information, and then after a brief pause, an expanded card appears.

Sample expanded file card

You’ll see on the card who has viewed the file, any conversations about it, and links to the file details and to the sharing details. If you click on See details, the info pane opens on the right side of your screen, and you can see who has access to this item.

Who has access, in the info pane

From there, you can click Manage access to grant and remove access to individuals. Here, you can view links you’ve shared, and any direct access you’ve granted. Clicking on the ellipses next to a link will show you who that link has been shared with, and allows you to remove the link.

Manage access in the side panel

Manage Access

You can get to the same information as above by clicking on the ellipses menu for a given item, and selecting Manage Access from the flyout menu.

Manage access from item menu

One thing to note is that it’s not possible to report on access to more than one item at a time. If you select multiple items, then some options are available in the menu, but Manage access isn’t one of them.

Actions available on multiple items

One Drive Sharing Report

To report on all sharing within your OneDrive, you can run the built-in OneDrive Sharing Report. Access this by clicking on the the gear, and then clicking OneDrive settings.

Accessing OneDrive settings

Go to More Settings, and then Run sharing report.

Access the Run sharing report command

A dialog will then open for you to specify where to save the resulting csv report. If this is your first time running the report, you’ll need to first click +New and create a new folder within your OneDrive My Files library. From then on, you can select that folder as the destination for subsequent reports. (But you must select a destination each time.)

Save destination dialog

After you click Save, nothing appears to happen, but the report is being generated in the background. You may need to use your browser’s Back button to go back to your OneDrive, but then after a few minutes you should see the csv file in the folder you specified. Note that it may take quite a while to generate, depending on the size of your OneDrive content and sharing that’s been done. Note that the first time you open the csv file, it might not yet be complete, so you may need to wait.

Eventually, you should get a report similar to this:

OneDrive Sharing Report

The OneDrive Sharing Report will show you each sharing link or other type of access on each file. However, it doesn’t show users outside your organization. For example, in this OneDrive, the “2021 Expenses” spreadsheet has been shared with an external user with download blocked (“Restricted view”), but we can’t see who it was shared with. Some sharing links are reported on two rows, one row for the link itself, and one for the person given access by the link. (By the way, that last item, the folder called Social/Private, goes to a list of documents you’ve starred as ones you’re following in your tenant. It seems to be a bit of a remnant from MySites, perhaps.)

DeliverPoint

Another way to get a full report of your OneDrive sharing is through Lightning Tools’ DeliverPoint solution for SharePoint Online and Microsoft Teams. OneDrive reporting is a new feature as of version 3.2.0.0 of DeliverPoint, released in January 2021. With DeliverPoint you can view your OneDrive sharing links and direct access from anywhere in SharePoint or Teams.

If you are the owner of a SharePoint site, you’ll see a DeliverPoint icon in the upper right corner of your home page, and you can select DeliverPoint from there.

DeliverPoint menu on a site page

To get to the OneDrive reports for your OneDrive, switch to the Accounts view by opening the tree view, and then switching to Accounts view.

Show Tree View, then select Accounts View

Then search for your account name (or if you’re a tenant administrator, you can do this for any account). Under the Reports menu, you’ll then be able to run either a OneDrive Permissions report or a OneDrive Sharing Links report.

DeliverPoint OneDrive reports

Below are the DeliverPoint reports on the same OneDrive account as the OneDrive Sharing Report above, for comparison.

The OneDrive Permissions report shows any direct access permissions given (i.e. by explicitly granting access to a file). This does not include the owner of the OneDrive, as they have access by default, so the report is not cluttered with that account unnecessarily.

DeliverPoint OneDrive Permissions report

The OneDrive Sharing Links report shows any sharing links on items, to whom they were sent, and the type of sharing, including options selected to Allow Editing or Block Download. Note that we can see the external user who was given a link to the “2021 Expenses” report.

DeliverPoint OneDrive Sharing Links report

Summary

We hope this has given you the help you need to make sense of who has access to your OneDrive files! We welcome your feedback on this or any of our articles.

And if you’d like to learn more about how DeliverPoint can help with not only OneDrive permissions, but also any permissions within SharePoint or Microsoft Teams, we encourage you to watch the recording of our most recent DeliverPoint webinar, or book a private demo to see how DeliverPoint can meet your organization’s specific permission needs.

Related Posts
Clear Filters

The Social Squared Discussion Board tool is a powerful discussion board tool that can be integrated with SharePoint & Teams,…

Add Comment