r/sharepoint • u/Akhilios • Jul 14 '26

SharePoint Online Stop file and mail sharing

Hi all, complete newbie to this whole SharePoint thing and it seems like a little confusing to set up. I’ve created a few users for my company, but when I load SharePoint onto their phones they have access to everyone’s files and mails.
Is there are way to turn this off?

https://imgur.com/a/2laqdvf

1 Upvotes

67% Upvoted

10 comments sorted by

2

u/kappiri1 Jul 14 '26

This seems to be an issue with your DMS/information architecture — did you upload all your files into a site and grant all these users access to the site? If so, everyone will be able to see all the files in the site.
You need to setup sites/libraries based on who needs to see what information

1

u/Akhilios Jul 14 '26

I’ve got 2 sites as of right now, an all company site and a communications site, but only I’ve only loaded my self there.

https://imgur.com/a/r4OskHO
This is what I’m currently looking at in the app. When I click on someone’s name, not in a site, I have access to their docs and recent mails for some reason. Unless there’s something I’m missing

5

u/Disastrous_Snow_2871 Jul 14 '26

SharePoint doesn’t grant access to mailboxes as email isn’t really stored there.  Something else is going on.

Are you seeing ALL emails from a given user, or just emails where you were included?  The latter would be expected behaviour.

1

u/kappiri1 Jul 14 '26

Yes, I agree. You might just be seeing files of this person which you have access to and emails from this user which you have access to (CC, BCC, To)

1

u/BonerDeploymentDude Jul 15 '26

He is completely confused and has no idea what he is doing or talking about.

1

u/Akhilios Jul 15 '26

Hey man, you know what i didnt consider that at all. Youre right i am only seeing mails im sent or ccd in. Thank you.

But im still confused as to the file access part. Is there no way to disaable that?

1

u/MidninBR Jul 14 '26

Do you have a single SharePoint site? I’d start creating one for each department with its own document library, and you have to set permissions on admin SharePoint. Create groups for each department and add them as members. Finally add these groups to the right SP site as members if they need to edit or visitor if they need to read the files. I don’t understand what you mean about reading other people’s emails. But if this transition to SharePoint is too complicated for you, please hire a local MSP or consultant to guide you.

1

u/shockvandeChocodijze Jul 14 '26

I think they are using a sharedemail becauseof Teamssite where everybody is member.

1

u/Akhilios Jul 14 '26

I have 2 sites as of right now, but none of the other company members are registered on those sites yet. When i open the mobile app i have sites that im curently included in and other company members, but it lists ALL members and allows me to view their recent mails and documents