check before: 2025-04-01
Product:
Copilot, Microsoft 365 admin center, Microsoft 365 Copilot, Purview Information Protection, SharePoint
Platform:
Online, Web, Windows Desktop, World tenant
Status:
In development
Change type:
Admin impact, New feature, Updated message, User impact
Links:
Details:
Summary:
New capabilities for Microsoft 365 Copilot will allow users to upload files as knowledge sources and enable admins to manage these files. The rollout begins mid-May 2025. Supported file types include docx, pptx, pdf, etc., with specific size limits. Sensitivity labels will be applied to agents. No admin action is required before the rollout.
Details:
Updated May 12, 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-May 2025 (previously late April) and expect to complete by mid-May 2025.
General Availability (Worldwide): We will begin rolling out the user capabilities mid-May 2025 and expect to complete by late May 2025.
Change Category:
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Scope:
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Release Phase:
General Availability
Created:
2025-04-19
updated:
2025-05-13
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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MS workload name
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linked item details
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Pictures
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summary for non-techies**
Microsoft 365 Copilot will soon allow users to upload Word, PowerPoint, and PDF files as knowledge sources stored in SharePoint, with admins managing these files and sensitivity labels via the SharePoint admin center or PowerShell, starting mid-May 2025, requiring a Microsoft 365 Copilot license.
Direct effects for Operations**
User File Uploads
Users may upload files without understanding the sensitivity labels, leading to potential data leaks if sensitive information is shared inadvertently.
- roles: End Users, Data Protection Officers
- references: https://learn.microsoft.com/microsoft-copilot-studio/knowledge-add-file-upload, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=489214
Sensitivity Label Mismanagement
If users lack permissions for the sensitivity labels applied to agents, they will be unable to access necessary information, disrupting workflows.
- roles: End Users, IT Support
- references: https://learn.microsoft.com/microsoft-copilot-studio/knowledge-add-file-upload, https://learn.microsoft.com/sharepoint/dev/embedded/administration/consuming-tenant-admin/ctaUX
" target="_blank" rel="nofollow noopener noreferrer">https://learn.microsoft.com/sharepoint/dev/embedded/administration/consuming-tenant-admin/ctaUX
Agent Management Complexity
Admins may face challenges in managing agents and their associated files due to the lack of prior preparation and understanding of the new system.
- roles: IT Administrators, Compliance Officers
- references: https://learn.microsoft.com/sharepoint/dev/embedded/administration/consuming-tenant-admin/ctaUX, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=489214
Increased Support Requests
The rollout may lead to an increase in support requests from users confused about the new file upload capabilities and sensitivity labels.
- roles: IT Support, Help Desk Staff
- references: https://learn.microsoft.com/microsoft-copilot-studio/knowledge-add-file-upload, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=489214
Data Governance Risks
Without proper preparation, the organization may face risks related to data governance and compliance due to uncontrolled file uploads.
- roles: Data Governance Officers, Compliance Officers
- references: https://learn.microsoft.com/sharepoint/dev/embedded/administration/consuming-tenant-admin/ctaUX, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=489214
Configutation Options**
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Opportunities**
Enhanced Data Governance
With the introduction of sensitivity labels for agents and their uploaded files, organizations can enforce stricter data governance policies. This allows for better control over sensitive information and compliance with data protection regulations.
- next-steps: Review current data governance policies and update them to incorporate the new sensitivity labeling features. Train staff on the importance of data governance and how to use the new tools effectively.
- roles: Compliance Officer, Data Protection Officer, IT Administrator
- references: https://learn.microsoft.com/microsoft-copilot-studio/knowledge-add-file-upload" target="_blank" rel="nofollow noopener noreferrer">https://learn.microsoft.com/microsoft-copilot-studio/knowledge-add-file-upload, https://learn.microsoft.com/sharepoint/dev/embedded/administration/consuming-tenant-admin/ctaUX
" target="_blank" rel="nofollow noopener noreferrer">https://learn.microsoft.com/sharepoint/dev/embedded/administration/consuming-tenant-admin/ctaUX
Streamlined User Experience
The ability for users to upload files directly as knowledge sources in Copilot enhances the user experience by simplifying the process of creating agents. This can lead to increased productivity and faster project completion.
- next-steps: Gather user feedback on the new feature post-rollout to identify any pain points or areas for improvement. Develop training materials to help users maximize the use of the new functionality.
- roles: End Users, Project Managers, Team Leaders
- references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=489214, https://learn.microsoft.com/microsoft-copilot-studio/knowledge-add-file-upload" target="_blank" rel="nofollow noopener noreferrer">https://learn.microsoft.com/microsoft-copilot-studio/knowledge-add-file-upload
Improved IT Administrative Efficiency
The new capabilities for admins to manage uploaded files and agents through the Microsoft 365 admin center and SharePoint admin center can reduce the administrative burden and streamline IT operations.
- next-steps: Set up a training session for IT staff to familiarize them with the new management tools and processes. Create a checklist for ongoing management and compliance checks of the uploaded files and agents.
- roles: IT Administrator, System Administrator, IT Manager
- references: https://learn.microsoft.com/sharepoint/dev/embedded/administration/consuming-tenant-admin/ctaUX, https://learn.microsoft.com/microsoft-copilot-studio/knowledge-add-file-upload" target="_blank" rel="nofollow noopener noreferrer">https://learn.microsoft.com/microsoft-copilot-studio/knowledge-add-file-upload
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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change history
| Date | Property | old | new |
| 2025-05-13 | MC Messages | Updated April 22, 2025: In preparation for this change we will be pre-provisioning containers within your tenant this week. There is no impact to end users at this time. Additionally, DA containers are identified as "Declarative Agent", and admins are recommended to not directly manage them either manually or via timer jobs. By default, they are set to read-only.
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 late April 2025 and expect to complete by mid-May 2025. General Availability (Worldwide): We will begin rolling out the user capabilities mid-May 2025 and expect to complete by late May 2025. | Updated May 12, 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-May 2025 (previously late April) and expect to complete by mid-May 2025. General Availability (Worldwide): We will begin rolling out the user capabilities mid-May 2025 and expect to complete by late May 2025. |
| 2025-05-13 | MC Last Updated | 04/23/2025 03:49:38 | 2025-05-12T21:48:12Z |
| 2025-05-13 | MC Summary | Microsoft 365 Copilot will soon allow users to upload files as knowledge sources for agents and enable admins to manage these agents. Rollout starts in April 2025 for admin controls and May 2025 for user capabilities. Supported file types include docx, pptx, xlsx, pdf, txt, and csv, with specific size limits. Sensitivity labels will apply to agents. No admin action is required before the rollout. | New capabilities for Microsoft 365 Copilot will allow users to upload files as knowledge sources and enable admins to manage these files. The rollout begins mid-May 2025. Supported file types include docx, pptx, pdf, etc., with specific size limits. Sensitivity labels will be applied to agents. No admin action is required before the rollout. |
| 2025-04-23 | MC Messages | Updated April 21, 2025: In preparation for this change we will be pre-provisioning containers within your tenant this week. There is no impact to end users at this time.
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 late April 2025 and expect to complete by mid-May 2025. General Availability (Worldwide): We will begin rolling out the user capabilities mid-May 2025 and expect to complete by late May 2025. | Updated April 22, 2025: In preparation for this change we will be pre-provisioning containers within your tenant this week. There is no impact to end users at this time. Additionally, DA containers are identified as "Declarative Agent", and admins are recommended to not directly manage them either manually or via timer jobs. By default, they are set to read-only.
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 late April 2025 and expect to complete by mid-May 2025. General Availability (Worldwide): We will begin rolling out the user capabilities mid-May 2025 and expect to complete by late May 2025. |
| 2025-04-23 | MC Last Updated | 04/21/2025 20:16:43 | 2025-04-23T03:49:38Z |
| 2025-04-22 | MC Messages | 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 late April 2025 and expect to complete by mid-May 2025. General Availability (Worldwide): We will begin rolling out the user capabilities mid-May 2025 and expect to complete by late May 2025. | Updated April 21, 2025: In preparation for this change we will be pre-provisioning containers within your tenant this week. There is no impact to end users at this time.
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 late April 2025 and expect to complete by mid-May 2025. General Availability (Worldwide): We will begin rolling out the user capabilities mid-May 2025 and expect to complete by late May 2025. |
| 2025-04-22 | MC Title | Microsoft 365 Copilot: Admin controls and user file uploads for agent knowledge sources | (Updated) Microsoft 365 Copilot: Admin controls and user file uploads for agent knowledge sources |
| 2025-04-22 | MC Last Updated | 04/19/2025 01:55:25 | 2025-04-21T20:16:43Z |
| 2025-04-22 | MC MessageTagNames | New feature, User impact, Admin impact | Updated message, New feature, User impact, Admin impact |
Last updated 23 hours ago
