Summary
Explains how content owners can review external guest access to OneDrive files and Microsoft Teams, which expires after 180 days at Bowdoin. Covers extending or removing access from the My Access portal, removing a guest directly in Teams, and changing or ending sharing for OneDrive files and folders. Applies to Bowdoin faculty, staff, and students who own shared content or a Microsoft Team.
Body
Questions
- What happens when external sharing in Microsoft 365 expires after 180 days?
- How do I extend a guest's access to my OneDrive files or my Microsoft Team?
- How can I remove a guest's access before the 180-day expiration?
- What email or prompts will I see about access expiration for OneDrive or Teams?
- How do I review and renew guest access for my Team or shared OneDrive folder?
- How do I remove a guest from my Team immediately?
Environment
This article applies to Bowdoin faculty, staff, and students who own content in OneDrive for work or school or who are owners of a Microsoft Team. External sharing (guest access) is allowed for 180 days. Before access expires, owners receive an email to review guests and either extend or remove their access. The steps below use Microsoft 365 on the web.
Resolution
At Bowdoin, external guest access to shared OneDrive items and Microsoft Teams expires after 180 days unless the owner extends it. As the owner, you will receive an email before access expires prompting you to review guests. If you do nothing, guest access ends automatically at 180 days.
Extend or remove guest access for a Microsoft Team (via the My Access portal)
- Open the review email you receive about expiring access and click Review access, or go to the My Access portal.
- Sign in with your Bowdoin account if asked.
- Select Access reviews, then choose the review with your Team or group name.
- For each guest listed:
- Choose Approve to extend access for another 180 days.
- Choose Deny to remove access now.
- Optionally enter a reason, then click Submit.
- Approved guests keep access; denied guests are removed from the Team and its files.
Remove a guest from your Team immediately (in Microsoft Teams)
- Open Microsoft Teams and go to your Team.
- Select More options (three dots) next to the Team name, then click Manage team.
- On the Members tab, find the guest and click Remove.
Extend or remove external access to OneDrive files or folders (on the web)
- Go to OneDrive for work or school on the web and sign in.
- Select the file or folder you shared, then click Manage access.
- To change or remove a sharing link:
- Under "Links", select the link. To extend, choose the calendar icon, pick a new expiration date (up to the allowed limit), and click Apply.
- To end sharing, click Remove link.
- To change or remove a specific person's access:
- Under "People with access", select the dropdown next to the guest's name.
- Choose a different permission (for example, Can view) or select Stop sharing to remove access.
- If a date picker appears next to the guest, use it to set a new expiration date, then click Save.
- Confirm the updated expiration date or that the guest or link no longer appears.
If you miss the deadline
- If you do not take action, access expires automatically at 180 days. Guests lose access to your Team and any shared files.
- You can re-share with the guest at any time. This starts a new 180-day period.
Additional Help
If you need further assistance, you have several options:
- Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
- Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
- In person: Visit the Tech Hub in Smith Union during business hours.
- Submit a ticket: Request assistance through the Service Catalog.
Additional Resources