Public Microsoft 365 Group or Team SharePoint site
A Public Microsoft 365 Group or Team SharePoint site data is public and accessible by anyone in the organization.
You will need to make your Microsoft 365 Group or Team private; limit and restrict access to your SharePoint site files and data so only those individuals who need access to it can view your content. If your Microsoft 365 Group or Team handles highly confidential data, you must restrict access to only the individuals that directly need it. Learn more about university data classifications.If you have questions or concerns please open a ticket with the OIT Service Desk.
What is a Public Microsoft 365 Group or Team?
- Every Microsoft 365 Group and Team has a SharePoint site associated with it, where the Group or Team members can store and share files, folders, and other data.
- A Public Microsoft 365 Group or Team is a type of Group or Team that anyone in the organization can join without approval from the group or team owner.
- A Public Microsoft 365 Group or Team SharePoint site data is visible and searchable by anyone in the organization, even if they are not members of the group or team.
Why should you make your Group or Team private?
- If you have sensitive or confidential data in your SharePoint site, you must make your Group or Team private to prevent unauthorized access or disclosure.
- If you make your Group or Team private, only the members of the Group or Team can see and access the SharePoint site data and files.
- If you make your Group or Team private, you can control who can join the Group or Team by approving or rejecting requests or adding users manually as members.
How to share files with specific users?
If you make your Microsoft 365 Group or Team private, you can still share files with specific users, including users from outside the organization, by using the share options on the SharePoint site or on individual files/folders. You can choose to share files with “view only” or “edit” permissions and set an expiration date or password for the shared link. You can also revoke the shared link at any time if you want to stop sharing the file.
Below are some helpful links about sharing files, folders, and sites in SharePoint:
How to create Private Microsoft 365 Groups and Teams
Microsoft 365 Groups and Teams are collaborative tools that allow you to communicate and work with other people in your organization. You can create private Microsoft 365 Groups and Teams to limit the access and visibility of your group or team to only the members you invite.For more information on how to use O365 Groups and Teams, please visit the following links:
If you need any assistance or have any questions, please contact the OIT Service Desk.