Restrict Microsoft Teams File Sharing to Team Owners Only

Explains how a Team owner can limit file sharing in a Team so that only owners can create sharing links or invite others to files and folders. Because Teams files are stored in a connected SharePoint site, the change is made in the site's sharing settings. Applies to Bowdoin faculty and staff who own a Team, especially for confidential or restricted groups.

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?
• How do I stop members from creating sharing links in Teams?
• How do I lock down sharing for a confidential or HR Team?
• Why can members still share files after I change one channel?

Environment

This article applies to Bowdoin Teams that use SharePoint for file 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 cases, such as HR groups, executive teams, or confidential projects, owners may want to restrict that ability so only Team owners can share content.

• You must be a Team owner to change sharing settings in Teams and SharePoint.
• Standard channels share a common SharePoint site; private channels and shared channels have separate sites that must be updated individually.

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. The following steps limit file-sharing permissions so that only owners can share files and folders.

1. Sign in to Teams and go to the Team where sharing should be limited. 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 the changes. Once updated, members can still view and work with their own files, but they cannot share them with others without owner intervention. The owner will receive an 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, while private channels and shared channels have separate sites, so permissions must be updated on those sites individually.

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.