467254 – Microsoft Purview compliance portal: Information Protection – SharePoint Online extends library permissions to downloaded files.

Product:

Microsoft 365 Apps, Purview, Purview Communication Compliance, Purview compliance portal, Purview Information Protection, SharePoint

Platform:

Online, Web, World tenant

Status:

Launched

Change type:

Links:

MC937935

Details:

This new capability ties together SharePoint Online library permissions with Purview sensitivity labeling and protection. SharePoint Online document library owners can set a label on the library, automatically applying that label to all unprotected and unlabeled Word, Excel, PowerPoint, and PDF files at rest in the target library. This simplifies labeling in bulk across document libraries in an organization. This capability also helps protect files as they egress from the original document library, such as for collaboration purposes or attempted exfiltration. Files downloaded from these libraries are protected at download. Users accessing these files outside of SharePoint Online have their rights evaluated in real time against the online copy of the document. Changes to user permissions on the online copy of the document are reflected on downloaded copy, including full access removal. This provides a more streamlined way to revoke access to documents for individual users, versus revoking access on a per-document basis.

Change Category:
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Scope:
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Release Phase:
General Availability, Preview

Created:
2024-11-09

updated:
2026-01-21

Public Preview Start Date

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Docu to Check

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MS workload name

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summary for non-techies**

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Direct effects for Operations**

Please, look at the most relevant linked item for details

explanation for non-techies**

Imagine you have a secure library in your office where you keep important documents. You want to ensure that only certain people can access these documents, and if they take a copy home, you still want to control who can see it. Microsoft Purview's new feature for SharePoint Online works similarly.

In this scenario, SharePoint Online acts as your secure library. With this new capability, when you set a label on your SharePoint library, it's like putting a security tag on every document inside. This tag automatically applies to all Word, Excel, PowerPoint, and PDF files that don't already have one. It’s like having a security guard who ensures every document leaving the library is tagged.

When someone downloads a document from this library, the security tag goes with it. Even if they take the document home (or to another location), you can still control who can open it. If you decide someone should no longer have access, it's like having the ability to remotely deactivate their security tag. This means they can no longer open the document, even if they have a copy.

This system simplifies managing document security because you don't have to individually label each document. It also provides peace of mind, knowing that even if documents leave the library, they remain protected and under your control.