162653 – Outlook : Upload and share documents through OneDrive on large emails (archived)

Product:

OneDrive, Outlook

Platform:

iOS, US Instances, World tenant

Status:

Launched

Change type:

Feature update, User impact

Links:

Details:

When you try to attach a file to an email message that has hit the maximum size limit, or when an attachment will push the email over that limit, you will be prompted to upload the file to the OneDrive account associated with the email so that you can still easily share the document.

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2023-08-23

updated:
2024-04-04

Docu to Check

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MS workload name

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Direct effects for Operations**

- Impact on IT Operations
- Increased reliance on OneDrive for file sharing
- Potential for increased load on OneDrive services, which may lead to performance issues if not properly scaled.
- Role impacted: IT Operations Team
- Need for monitoring and management of email size limits
- Administrators will need to ensure that policies regarding email size limits are communicated and enforced.
- Role impacted: IT Administrators

- Impact on IT Services
- Changes in email attachment handling
- Users may experience confusion or frustration when prompted to upload files to OneDrive instead of attaching them directly.
- Role impacted: End Users
- Dependency on OneDrive availability
- If OneDrive experiences downtime, users will be unable to share large files, impacting productivity.
- Role impacted: IT Support Team

- Impact on IT Users
- User training and adaptation required
- Users will need to learn how to use OneDrive for sharing documents, which may require additional training sessions.
- Role impacted: End Users
- Changes in workflow
- Users accustomed to attaching files directly may need to adjust their workflow, potentially leading to temporary disruptions.
- Role impacted: Project Managers and Team Leads

References:
- Microsoft Documentation on OneDrive and Outlook integration: [Microsoft OneDrive](https://support.microsoft.com/en-us/onedrive)
- Outlook attachment size limits: [Outlook Attachment Limits](https://support.microsoft.com/en-us/office/attachment-size-limits-in-outlook-4f1e3c5c-6f5f-4c5e-8d3b-7c7b1c8c3c7e)

Opportunities**

- Enhanced Collaboration and Productivity
- Opportunity: Implement training sessions for employees on how to effectively use OneDrive for sharing large files instead of email attachments. This will streamline communication and reduce email clutter.
- Roles that might profit: All employees, especially those in project management and team collaboration roles.
- Reference: Microsoft’s documentation on OneDrive and Outlook integration highlights the benefits of using cloud storage for file sharing (source: [Microsoft OneDrive Documentation](https://support.microsoft.com/en-us/onedrive)).

- Reduction in Email Storage Costs
- Opportunity: By encouraging the use of OneDrive for large file sharing, the organization can reduce the amount of data stored in email servers, potentially lowering storage costs and improving email performance.
- Roles that might profit: IT Operations and Administration teams responsible for managing email infrastructure.
- Reference: Studies indicate that reducing email storage can lead to significant cost savings in IT infrastructure (source: [Gartner Research](https://www.gartner.com/en/information-technology)).

- Improved IT Support Efficiency
- Opportunity: Develop a centralized support resource or FAQ for employees to troubleshoot common issues related to OneDrive and Outlook integration. This can reduce the number of support tickets related to file sharing and email attachment issues.
- Roles that might profit: IT Support teams and Helpdesk personnel who handle user queries and issues.
- Reference: Effective self-service resources can enhance user experience and reduce support workload (source: [ITIL Best Practices](https://www.axelos.com/best-practice-solutions/itil)).

Potentional Risks**

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