File Sharing Policy Updates — What You Need to Know
To improve data security and reduce unintended file exposure, the college is updating how file sharing works in Microsoft 365 (Teams, OneDrive and SharePoint).
This FAQ explains what is changing, why it matters, and how to share files moving forward.
1. What Is Changing and Why
We are implementing five key changes to file sharing:
1. “Anyone with the link” sharing is being removed
- What’s changing: Anonymous links (no login required) will no longer be allowed.
- Why: These links can be forwarded to anyone, increasing the risk of unintended access.
2. Sharing will require named individuals
- What’s changing: Files must be shared with specific people (internal or external).
- Why: This ensures access is tied to verified identities and can be audited.
3. Guest users must verify their identity
- What’s changing: Guest recipients must sign in or use a one-time verification code.
- Why: Prevents unauthorized access from forwarded links.
4. Guest access will expire automatically (180 days)
- What’s changing: Guest users added as guests will lose access after 180 days unless renewed.
- Why: Reduces long-term risk from outdated or forgotten access permissions.
5. Browser sessions will time out after inactivity
- What’s changing: Microsoft 365 sessions will expire after 1 hour of inactivity.
- Why: Protects data if a device is left unattended.
2. What Is a “Guest User” ?
Understanding the difference will help you choose the right sharing method.
- Added to the college directory as an external identity
- Has persistent access to files or sites
- Access can be reviewed, renewed, or removed
- Best for:
- Vendors
- Long-term collaborators
- Partner organizations
3. Step-by-Step: How to Share a File After
Follow these steps when sharing files in OneDrive or SharePoint:
Share a File or Folder
- Locate your file in OneDrive or SharePoint.
- Select Share.
- In the sharing window:
- Enter the recipient’s email address.
- Choose permission level:
- Can view (read-only)
- Can edit (allows changes)
- (Optional) Select the settings icon:
- Set an expiration date
- Require sign-in (enabled by default)
- Select Send.
Important Notes
- You must enter specific people—link-only sharing is no longer available.
- External users will receive a verification prompt when accessing the file.
(Add screenshots here of the Share dialog showing: email entry, permission toggle, and expiration settings.)
4. Frequently Asked Questions
Q: What happens to links I’ve already shared?
A: Existing “Anyone with a link” links will stop working after 8/17/26.
You will need to re-share files with specific individuals.
Q: Can I still share files with people outside the college?
A: Yes. External sharing is still allowed.
Recipients must verify their identity using sign-in or a one-time code.
Q: What happens when guest access expires after 180 days?
A: The guest will automatically lose access.
You will receive a notification before expiration and can extend access if needed.
Q: Why is my browser logging me out?
A: As part of these security updates, inactive Microsoft 365 sessions end after 1 hour.
Be sure to save your work regularly.
Q: What should I use instead of “Anyone with a link”?
A: Share with specific people using their email address.
This ensures only intended recipients can access the file.
Q: Can I still control who can edit vs. view?
A: Yes. You can still choose View or Edit permissions when sharing.
Q: Will this impact Teams file sharing?
A: Files shared in Teams follow the same SharePoint permissions.
The same rules apply when sharing externally.
5. Need Help?
If you have questions or need assistance updating your shared files: