What is happening? IST has started work to clean up dormant SharePoint and Teams sites. Owners of dormant SharePoint and Teams sites will receive an email (similar to the sample email below) if no activity is detected across their site within the last ~14 months (426 days). If they click ‘Delete’, the associated SharePoint and Teams site and files on the site, will be deleted.
When will the email notifications begin? Tuesday December 12, 2023. If the site owner does not take any action following the initial notification, two reminder notifications will be sent at an interval of 7 days.
Why is this happening? To ensure we are not managing/hosting sites that are no longer needed and to help ensure sites are being reviewed regularly (data and access).
What do Teams/SharePoint site owners need to do?
- Ensure that the list of site owners is up to date. This must be done as soon as possible so that previous owners are not contacted in error. To do this within Teams and SharePoint, follow the steps listed below
- Teams site Owners:
- In Microsoft Teams, click on the ellipses (…) beside the Team name and choose ‘Manage Team’. View the Owners listed.
- SharePoint site Owners:
- From top level of your SharePoint site, click on the '# members' (e.g.
) at the top left and review all people listed as ‘Owner’
- From top level of your SharePoint site, click on the '# members' (e.g.
- OR, use the browser method to check Owners/Members of Teams and SharePoint sites:
- Go to https://myaccount.microsoft.com/groups/ and log in with your username@uwaterloo.ca credentials
- On the left-side menu click on “Groups I Own” to get a list of M365 Teams and SharePoint site you own.
- Click on the group Name and look under the Owners Tab. Ensure the Owners list is correct.
- Teams site Owners:
2. When you receive the email (sample below)
-
- If your SharePoint and Teams site is still required, select the 'Keep' option within the email notification. We encourage you to ensure data on your sites is up to date and access/permissions are up to date.
- If you are sure that your SharePoint and Teams site and all associated files are no longer needed, select the 'Delete' option within the email notification to permanently delete the site and all its contents.
- Note: If you click 'Delete', in error, submit a ticket to helpdesk@uwaterloo.ca as soon as possible to recover your site. Recovery will only be possible for 30 days after deletion.
To learn more, seeInactive SharePoint, Teams and groups - IST Knowledge Base - Confluence (atlassian.net)
Questions or concerns? Please contact your IST Account Rep or the IST Service Desk, helpdesk@uwaterloo.ca, ext. 44357.
Sample email:
