MC1058260 – (Updated) Microsoft 365 Copilot: Admin controls and user file uploads for agent knowledge sources (archived)

Product:

Copilot, Microsoft 365 admin center, Microsoft 365 Copilot, Purview Information Protection, SharePoint

Platform:

Online, Web, Windows Desktop, World tenant

Status:

Launched

Change type:

Admin impact, New feature, Updated message, User impact

Links:

489214

Details:

Summary:
Microsoft 365 Copilot will soon allow users to upload files as knowledge sources and enable admins to manage these agents. The rollout starts mid-June 2025 and completes by mid-July 2025. Supported file types include docx, pptx, pdf, txt, csv, and xlsx. Sensitivity labels will be applied to agents. No admin action is required before the rollout.

Details:
Updated June 9, 2025: We have updated the timeline below. Thank you for your patience.
Coming soon for Microsoft 365 Copilot: New capabilities for admins and users:
Users will be allowed to upload a file as a knowledge source to an agent in Microsoft Copilot Studio agent builder. Only text in the uploaded document is used for grounding. Uploaded files are stored in tenant-owned Microsoft SharePoint Embedded (SPE) containers.
Admins will be able to manage agents with files uploaded as a knowledge source from the Microsoft 365 admin center (MAC). Container management is not part of the MAC. Admins can manage the underlying SPE container from the SharePoint admin center (SPAC) or from Microsoft PowerShell.
A Microsoft 365 Copilot license is required to use these features.
This message is associated with Microsoft 365 Roadmap ID 489214.
[When this will happen:]
General Availability (Worldwide): We will begin rolling out the admin controls mid-June 2025 (previously mid-May) and expect to complete by mid-July 2025 (previously mid-May 2025).
General Availability (Worldwide): We will begin rolling out the admin controls mid-June 2025 (previously mid-May) and expect to complete by mid-July 2025 (previously mid-May 2025).

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2025-04-19

updated:
2025-06-13

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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summary for non-techies**

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Direct effects for Operations**

User File Uploads
Users may upload files without understanding the sensitivity labels, leading to potential data leaks or compliance issues.
   - roles: End Users, Compliance Officers
   - references: https://learn.microsoft.com/microsoft-copilot-studio/knowledge-add-file-upload, https://www.microsoft.com/en-us/microsoft-365/roadmap?rtc=1%26filters%3D&searchterms=489214

Admin Control Management
Admins may face challenges managing agents and containers effectively without prior training on the new features, leading to mismanagement.
   - roles: IT Administrators, System Administrators
   - references: https://learn.microsoft.com/sharepoint/dev/embedded/administration/consuming-tenant-admin/ctaUX, https://www.microsoft.com/en-us/microsoft-365/roadmap?rtc=1%26filters%3D&searchterms=489214

Sensitivity Label Confusion
Users may not be aware of the sensitivity labels applied to agents, resulting in unauthorized access to sensitive information.
   - roles: End Users, Data Protection Officers
   - references: https://learn.microsoft.com/microsoft-copilot-studio/knowledge-add-file-upload, https://www.microsoft.com/en-us/microsoft-365/roadmap?rtc=1%26filters%3D&searchterms=489214

File Size Limitations
Users may attempt to upload files exceeding the size limits, leading to frustration and wasted time.
   - roles: End Users, Project Managers
   - references: https://learn.microsoft.com/microsoft-copilot-studio/knowledge-add-file-upload, https://www.microsoft.com/en-us/microsoft-365/roadmap?rtc=1%26filters%3D&searchterms=489214

Lack of Documentation
Insufficient documentation prior to rollout may lead to confusion and improper use of the new features by users and admins.
   - roles: End Users, IT Support Staff
   - references: https://learn.microsoft.com/microsoft-copilot-studio/knowledge-add-file-upload, https://www.microsoft.com/en-us/microsoft-365/roadmap?rtc=1%26filters%3D&searchterms=489214

Configutation Options**

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Opportunities**

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Potentional Risks**

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Data Protection**

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IT Security**

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DPIA Draft**

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explanation for non-techies**

Microsoft 365 Copilot is introducing a new feature that allows users to upload files as knowledge sources, which can be thought of as adding new ingredients to a recipe. Just like how adding different spices can change the flavor of a dish, uploading different types of files (like Word documents, PDFs, or Excel spreadsheets) can enhance the information available to Microsoft Copilot. These files are stored securely in a special container, similar to how ingredients are kept in a pantry.

Admins, like chefs overseeing a kitchen, will have the ability to manage these knowledge sources through the Microsoft 365 admin center. However, the actual storage containers are managed separately, much like how a chef might oversee the menu but not the pantry's organization. Admins can adjust settings and manage these containers using tools like the SharePoint admin center or Microsoft PowerShell.

Sensitivity labels, which are like warning labels on food packaging, will be applied to these files to ensure that only authorized users can access them. This is similar to how certain foods might be labeled to prevent people with allergies from consuming them. If a file has a high sensitivity label, it means it has more restrictions, ensuring that sensitive information is protected.

This update will happen automatically, much like a software update on your phone, and no immediate action is required from admins before it rolls out. However, it's a good idea to inform users about these changes and update any relevant documentation, similar to how a restaurant might update its menu and inform staff about new dishes.

Overall, this new feature is designed to enhance the capabilities of Microsoft 365 Copilot by allowing users to contribute their own knowledge sources, while giving admins the tools to manage and protect this information effectively.