Microsoft Teams and Microsoft SharePoint: Request Secure or Large Files from Anyone with Instructions for Recipients to Send Files

Overview

You can use Microsoft Teams and SharePoint to request secure or large files from anyone. This allows multiple members of your team to have access to submitted files. Teams and SharePoint files are certified for HIPAA/PHI, FERPA, and PII data, so you know the sender’s data will remain secure. 

Before requesting files, ensure the Request Files feature has been enabled for your Microsoft Team or SharePoint site.

Considerations Before Enabling Feature:

• Note, enabling this function allows members of your Team/SharePoint site to create share links that can be accessed anonymously to specific folders within your site from external users.
• Sending a Request Files link does not allow users to see contents of the folder. Users would only see contents of a folder if a member of the Team shared the folder using the Share function instead of the Request Files function.
• If you have concerns about Team members possibly allowing access to private files, OIT suggests you create a separate Team for file requests.

Tip Differentiating Between Files: Encourage non-UT email recipients to enter their real first and last names when they upload the file. This name will be appended to the file name so that file names will be different if you request the same file from multiple people. Logged in UT users will automatically have their name added to the file name. If you have multiple people with the same name, a number starting with 1 will be added to the file name to keep them separate.

Tip Tiny URL and renewing link: Create a Tiny URL at tiny.utk.edu using the request link. You can then send this URL to anyone you wish to send you files. Links open to anyone expire after one year. If you use a tiny URL, you can renew the tiny URL each year when you create a new share link in Teams or SharePoint. You can set an expiration on any link.

Instructions: Request Files from Anyone

1. Open Teams or SharePoint to highlight the folder where you want to receive files.
2. Select the ellipsis … menu next to the folder.
3. Choose Request files.
   
4. Name the request folder –
   Tip: Anyone with the link will see the name you choose. If requesting information from multiple people, pick a generic name like “Assignments” rather than something specific like “assignment 12.” You could have multiple folders for sharing different topics. Example: HR Requests, New Employee.
   
5. Copy the link to send to the recipient.
   Tip: Don’t use the send option in the pop-up box. Send a separate chat or email. The built-in send option has limited delivery reliability compared to a direct email or Teams message.
   
6. After you’ve shared the request link, the recipient can open the link and upload a file. Once they’ve done so, you’ll receive an email that the file has been uploaded, and you’ll see it in your Team or SharePoint folder.
7. You will receive an email when a file has been shared.
   

Instructions: Recipient Send or Upload a Requested File to Teams or SharePoint

1. Open the link sent from the requester.
    
2. This will open the file explorer on your computer. Select the file you wish to upload.
3. Choose the Upload button to upload the file. You may upload additional files at the same time.
4. Recipients who are logged into Microsoft 365 with a UT email address will see a screen that looks like this:
   
   Non-UT recipients will see a screen that looks like this:
   
   Tip: If the link does not work at first, try again or try a different browser.
   
   Note: Files will automatically have the name of the person uploading the file added to them. Files with the same name will be appended with numbers.