The Hidden Risk in Microsoft 365: Oversharing and Its Impact
Oversharing in Microsoft 365 is a common but often overlooked risk. In this blog, M365 solution specialist Conall O'Kane explores what oversharing is, why it happens, and the potential consequences for organisations, from data exposure to AI inefficiencies.
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Over the past number of years, Microsoft 365 has transformed the way organisations collaborate. Breaking down geographical boundaries and empowering employees to work together, regardless of location, Microsoft 365 has enabled seamless communication, document sharing, and real-time teamwork for teams across the globe.
However, with great collaboration capabilities comes great responsibility. Without the right guardrails in place, it’s easy for sensitive information to be shared too widely, exposing your organisation to risk.
Oversharing is more than just a technical issue; it is a governance challenge that can lead to data exposure, compliance breaches, and reputational damage. In today's blog, we explore how oversharing in the context of Microsoft 365 can impact your business.
What is Oversharing?
Oversharing occurs when users grant access to content (such as documents, Teams channels or SharePoint sites) to individuals or groups who don’t need it. This simple act of granting unnecessary access can have serious consequences, including exposing sensitive data, breaching internal policies or regulatory requirements, and even impacting the effectiveness of emerging AI tools.
Why Oversharing Happens?
Oversharing in Microsoft 365 often starts with good intentions, a quick file share to keep a project on track or a new Teams channel to collaborate with a client. But without the right controls in place, these everyday actions can lead to unintended consequences.
Microsoft 365 is built on the premise of openness and collaboration, meaning users are empowered to easily share content. However, when this is combined with a lack of governance, users can make decisions without understanding the potential risks.
Some of the common causes of oversharing include:
Default sharing settings that allow broad internal or external access, for example, the default copy link button produces a link that grants access to everyone.
Inherited permissions in SharePoint grant access to more users than intended.
Accidental sharing of links or failure to adjust permissions can lead to unintended access from other users.
Limited understanding of share settings can mean users are less likely to consider access options when sharing files.
Guest access that isn’t reviewed or revoked after a project ends.
Teams and site sprawl make it difficult to track who has access to what.
User convenience is another factor, where speed takes priority over security.
Oversharing does not always look like a major high-impact data leak. It often happens in subtle ways, such as a document shared with ‘All Company’ instead of a specific team, a folder link sent to an external partner with no expiry date or password, or a SharePoint site where sensitive HR files are visible to the entire department.
The Risks of Oversharing
While oversharing may seem like a minor inconvenience, it can pose significant risks to an organisation's security, privacy and compliance posture.
Data Exposure
Unnecessary sharing of sensitive or classified information can lead to data breaches. This not only risks non-compliance with GDPR or industry-specific regulations but can also cause reputational damage if employee or client data is mishandled.
Privacy Violations
Oversharing can easily violate individual privacy, especially when personal or confidential information is made available to people or entities who shouldn't have access to it.
Security Vulnerabilities
Excessive access combined with weak governance controls increases the risk of internal misuse and external cyber threats, such as phishing or ransomware attacks.
Ineffective AI Usage
Without the correct permissions and governance in place, AI tools may surface irrelevant or confidential data from overshared locations when responding to user queries, creating confusion or exposing sensitive content unintentionally.
Operational Inefficiencies
When too many users have access to too much content, it becomes more challenging to manage version control, maintain data security and ensure accountability, which can in turn slow down productivity and decision making.
Take Control of Oversharing
Oversharing in Microsoft 365 is a growing challenge, but it is one that can be managed with the right mix of governance, user awareness and technology. In our next blog, we’ll explore some practical strategies to prevent oversharing before it happens, from tightening permissions to implementing automated controls.
For organisations looking to take a more proactive approach, solutions like Orchestry can help simplify governance and reduce the risk of oversharing at scale. With built-in templates, lifecycle management, and permission insights, Orchestry empowers IT teams to regain control without slowing down collaboration.
If you would like to learn more about how Orchestry can help your organisation gain visibility into Microsoft 365 permissions and reduce the risk of oversharing, get in touch with our team or explore Orchestry’s governance capabilities.
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