MC906496 – (Updated) Microsoft OneDrive and Microsoft SharePoint: New setting to disable presence in the file viewer (archived)

Product:

OneDrive, SharePoint

Platform:

Online, US Instances, Web, World tenant

Status:

In development

Change type:

Admin impact, New feature, Updated message, User impact

Links:

419814

Details:

Summary:
Microsoft has updated the rollout timeline for disabling user presence in OneDrive and SharePoint file viewers, now completing by mid-January 2025. Admins can use the SharePoint Online Management Shell to disable this feature per site collection. The feature is optional and requires no action before rollout.

Details:
Updated January 8, 2025: We have updated the rollout timeline below. Thank you for your patience.
Administrators can now use the Microsoft SharePoint Online Management Shell to disable the user presence feature in the Microsoft OneDrive and SharePoint file viewer on a per-site collection basis.
This message is associated with Microsoft 365 Roadmap ID 419814.
[When this will happen:]
General Availability (Worldwide, GCC, GCC High, DoD): We will begin rolling out late October 2024 and expect to complete by mid-January (previously December).

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2024-10-08

updated:
2025-01-09

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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linked item details

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summary for non-techies**

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Direct effects for Operations**

User Experience Degradation
Users will no longer see the presence of others viewing the same file, which may reduce collaboration and real-time interaction.
   - roles: End Users, Collaborators
   - references: https://learn.microsoft.com/powershell/module/sharepoint-online/set-sposite?view=sharepoint-ps, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=419814

Increased User Confusion
Users may be confused by the sudden absence of presence indicators, leading to misunderstandings about who is collaborating on documents.
   - roles: End Users, Support Staff
   - references: https://learn.microsoft.com/powershell/sharepoint/sharepoint-online/introduction-sharepoint-online-management-shell, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=419814

Potential Decrease in Productivity
The lack of visibility into who is viewing or editing files may lead to delays in decision-making and hinder collaborative efforts.
   - roles: End Users, Project Managers
   - references: https://learn.microsoft.com/powershell/module/sharepoint-online/set-sposite?view=sharepoint-ps, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=419814

Configutation Options**

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Opportunities**

Enhanced Privacy Controls
Disabling the presence feature in OneDrive and SharePoint file viewers allows organizations to enhance user privacy by preventing others from seeing who is viewing or editing a document. This can be particularly important for sensitive information where user anonymity is required.
   - next-steps: Communicate the benefits of this feature to all users and provide training on how to use the updated settings. Review current site collections to identify where the presence feature can be disabled for improved privacy.
   - roles: IT Administrators, Compliance Officers, HR Managers
   - references: https://learn.microsoft.com/powershell/module/sharepoint-online/set-sposite?view=sharepoint-ps, https://learn.microsoft.com/powershell/sharepoint/sharepoint-online/introduction-sharepoint-online-management-shell

Improved User Experience
By disabling the presence feature, users may experience less distraction and anxiety about being monitored while working on documents. This can lead to a more focused work environment and potentially improve productivity.
   - next-steps: Gather user feedback on the presence feature and assess the impact of its removal on user satisfaction. Implement the changes in a phased approach to monitor effects on collaboration and productivity.
   - roles: Project Managers, Team Leaders, End Users
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=419814

Reduced Administrative Overhead
The ability to manage presence settings on a per-site basis can streamline administrative tasks, allowing IT teams to tailor user experiences based on specific site needs without affecting the entire organization.
   - next-steps: Develop a policy for when to disable the presence feature and create documentation for site administrators on how to implement these changes effectively. Schedule regular reviews of site settings to ensure compliance with organizational policies.
   - roles: IT Administrators, Site Owners, Compliance Officers
   - references: https://learn.microsoft.com/powershell/module/sharepoint-online/set-sposite?view=sharepoint-ps, https://learn.microsoft.com/powershell/sharepoint/sharepoint-online/introduction-sharepoint-online-management-shell

Potentional Risks**

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Data Protection**

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IT Security**

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Hypothetical Work Council Statement**

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DPIA Draft**

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explanation for non-techies**

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