MC1198704 – Microsoft SharePoint Online: Email customization for site access review from Data Access Governance reports

Product:

Copilot, Microsoft 365 Apps, SharePoint

Platform:

Online, US Instances, World tenant

Status:

Change type:

New feature, User impact, Admin impact

Links:

Details:

Summary:
SharePoint admins can customize emails sent from Data Access Governance reports for site access reviews starting mid-December 2025. This optional feature aims to improve email engagement and response rates without changing existing policies. Admins should update documentation and notify relevant teams accordingly.

Details:
[Introduction]
SharePoint admins can now customize the emails sent from Data Access Governance reports to site owners and admins for site access reviews. Customizing email content helps improve the read-through rate of these emails, which can lead to faster responses and better governance across the tenant.
[When this will happen]
General Availability (Worldwide, GCC, GCCH, DoD): We will begin rolling out in mid-December 2025 and expect to complete by mid-January 2026.

Change Category:
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Scope:
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Release Phase:

Created:
2025-12-18

updated:
2025-12-18

Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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MS Urgency

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MS workload name

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summary for non-techies**

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Direct effects for Operations**

Email Engagement
Failure to customize emails may lead to lower engagement and response rates from site owners/admins, resulting in delayed site access reviews and potential governance issues.
   - roles: SharePoint Admins, Site Owners
   - references: https://learn.microsoft.com/sharepoint/site-access-review#customize-email-to-site-owners

Documentation Updates
Without preparation, internal documentation may become outdated, leading to confusion among team members regarding the new email customization feature and its usage.
   - roles: SharePoint Admins, IT Documentation Specialists
   - references: https://learn.microsoft.com/sharepoint/site-access-review#customize-email-to-site-owners

Configutation Options**

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IT Security**

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explanation for non-techies**

Microsoft SharePoint Online is introducing a new feature that allows administrators to customize emails sent from Data Access Governance reports for site access reviews. This change is set to roll out starting in mid-December 2025 and aims to enhance the way emails are read and responded to by site owners and admins.

Think of it like sending out invitations to a party. If the invitation is generic and doesn't stand out, people might overlook it or not respond promptly. However, if you personalize the invitation with specific details that catch the recipient's attention, they're more likely to read it and reply quickly. Similarly, by customizing the email content for site access reviews, admins can make these emails more engaging, which could lead to quicker responses and better management of site access.

This feature doesn't alter any existing policies, so there's no need to worry about compliance issues. It's an optional tool that admins can use to improve communication and efficiency. To make the most of this feature, SharePoint admins should update their internal documentation and inform their teams about the new capability. Additionally, reviewing Microsoft's guidance on customizing email templates can provide helpful insights on how to implement these changes effectively.

Overall, this update is about giving admins more control over how they communicate with site owners and ensuring that important messages are not just sent, but also read and acted upon.