Restrict Microsoft Teams File Sharing to Team Owners Only

Questions

• How can I prevent team members from sharing files in Microsoft Teams?
• Can I set a Team so that only team owners are allowed to share files?
• Where do I change the file sharing settings for a Team?

Environment

This article applies to organizations using Microsoft Teams with SharePoint Online storage. When files are uploaded to Teams channels, they are stored in a linked SharePoint site, and sharing permissions are controlled through that site. By default, members of a Team can share files and folders. In some environments—such as HR groups, executive teams, or confidential projects—team owners may want to restrict that ability so only team owners can share content. This article assumes you have rights as a Team Owner to adjust sharing settings in Microsoft Teams and SharePoint.

Resolution

Microsoft Teams relies on SharePoint for file storage, so controlling who can share files in a team involves adjusting the underlying SharePoint site’s sharing settings. Below are steps to limit file‐sharing permissions so that only owners can share files and folders.

1. Sign in to Teams and go to the team where you want to limit sharing. Open the Shared tab for the channel containing the files.
2. Click the more options (three dots) on the menu bar and choose Open in SharePoint. This opens the SharePoint site that stores those files.
3. In the SharePoint site, click the gear icon (⚙️) at the top right of the page and select Site permissions.
4. In the Site permissions panel, click Change how members can share (or similar text for sharing control).
5. Choose the option labeled "Only site owners can share files, folders, and the site". This setting ensures that team members (site members) cannot create new sharing links or invite others to files or folders—only owners can.
6. Click Save to apply your changes. Once updated, members will still be able to view and work with their own files, but they will not be able to share them with others without owner intervention.   The owner will receive and email allowing them to accept or decline the request to share.
7. If needed, review each channel’s SharePoint site separately (standard channels share a common site; private channels and shared channels have separate sites). Permissions must be updated on those sites individually.

Additional Help

If you need further assistance, please contact the Bowdoin College Service Desk