UF Dropbox and Google Changes - April 10, 2025
We wanted to inform you about important changes to shared files and links within UF’s Dropbox and Google environments. UFIT is implementing new measures that will take effect on Thursday, April 10.
Dropbox Update
The current default sharing settings in UF Dropbox allow users to share files and links with "edit" access to anyone indefinitely. Starting April 10, 2025 (Postponed), the default sharing settings will change to "read" access. This change does not limit the sharing permissions available, as the type of access can be modified once the link is created. UPDATE: In order to allow more time to adjust previously existing links, the default sharing settings in UF's Dropbox environment are postponed. A new rollout date will be announced soon.
Key changes in UF Dropbox include:
- At a future date that will be announced soon, the option to share to "anyone" will be disabled. Previously existing links set to "anyone" access will no longer work for recipients outside UF's Dropbox environment.
- After this change is implemented, the only way to share to an external recipient via Dropbox will be to enter their email address within the "dialog box." You will still be able to share to "team members" within the UF Dropbox workspace.
- There will be no link expiration for Dropbox links.
- Dropbox sharing settings will default to “view-only” access, but you will be able to manually change the access type when sharing to people within UF or when sharing directly to an external recipient(s) by entering their email address.
- Existing links will be affected by this change.
Google Update
The current default sharing settings in the UF Google suite allow shared files to be set to "public" access without authentication. Starting April 10, 2025, UF members must enter specific recipients when sharing links or files.
Key changes in UF Google include:
- Public sharing will no longer be an option in UF Google Drive.
- Only UF members can create new links to shared content when the content is available to external users.
- External users previously granted "edit" access to content will no longer be able to generate links or share the content with additional people.
- External users or "guests" will be required to authenticate with their email address when attempting to view shared content.
Please note that Google does not have an option for tenant-wide link expiration. Existing links will still be active after the new default settings take effect.
UFIT is implementing these new measures to enhance the security of UF’s document-sharing practices and protect sensitive information.
For more information on the updated Dropbox and Google default sharing settings, please visit the UFIT webpage on Default Sharing Options for Dropbox and Google.