check before: 2025-10-01
Product:
Entra, Microsoft 365 Apps, Microsoft Loop, OneDrive, SharePoint, Teams, Windows
Platform:
Mac, Online, Web, Windows Desktop, World tenant
Status:
Rolling out
Change type:
Feature update, Admin impact
Links:
Details:
Summary:
Microsoft Teams now enables automatic file and Loop component sharing by default in external 1:1, group, and meeting chats, improving collaboration. Admins can disable this via policy. Guest users can share files from their home tenant. Rollout starts October 2025, completing worldwide by January 2026.
Details:
[Introduction]
We're improving external collaboration in Microsoft Teams by enabling file attachments and Loop sharing in 1:1, group and meeting chats with external users. This update improves the collaboration experience for Files and Loop and add a new control for IT admins. Specifically, Files and Loop components will be shared automatically with external participants in the chat and won't require any action by the sender by default. Additionally, Entra B2B Guests in your organization will be able to attach and share files from their home tenant's OneDrive or SharePoint.
This change applies to Teams for Windows desktop, Mac desktop, and web and is associated with Roadmap ID 492625.
Screenshot 1: Files are automatically provisioned.
Screenshot 2: Files shared have an external label and always open on Web.
[When this will happen:]
Targeted Release: Rollout begins late October 2025; expected to complete by mid-November 2025
General Availability (Worldwide): Rollout begins mid-January 2026
Change Category:
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Scope:
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Release Phase:
Standard Release
Created:
2025-10-31
updated:
2025-10-31
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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linked item details
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Pictures
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summary for non-techies**
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Direct effects for Operations**
Automatic File Sharing in External Chats
Users may unintentionally share sensitive or confidential files with external parties, leading to potential data breaches or compliance issues.
- roles: IT Admin, Compliance Officer
- references: https://learn.microsoft.com/powershell/module/microsoftteams/set-csteamsmessagingpolicy?view=teams-ps#-autosharefilesinexternalchats, https://learn.microsoft.com/powershell/module/teams/set-csteamsfilespolicy?view=teams-ps#-filesharinginchatswithexternalusers
User Experience with External Collaboration
Users may face confusion or frustration if they are unaware of the automatic sharing feature, leading to miscommunication and potential operational disruptions.
- roles: End User, Team Leader
- references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=492625, https://learn.microsoft.com/sharepoint/sharepoint-azureb2b-integration
Increased Administrative Overhead
IT Admins may need to spend additional time managing permissions and educating users about the new sharing capabilities, impacting overall productivity.
- roles: IT Admin, Support Staff
- references: https://learn.microsoft.com/powershell/module/microsoftteams/set-csteamsmessagingpolicy?view=teams-ps#-autosharefilesinexternalchats, https://learn.microsoft.com/powershell/module/teams/set-csteamsfilespolicy?view=teams-ps#-filesharinginchatswithexternalusers
Configutation Options**
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Opportunities**
Enhanced External Collaboration Training
With the new default settings for file sharing in Teams, training sessions can be organized for employees to better understand how to collaborate with external users effectively. This can improve user experience and ensure that employees are aware of the new capabilities and compliance measures.
- next-steps: Develop a training program focusing on external collaboration best practices, including how to use the new file sharing features in Teams. Schedule sessions for different departments, especially those frequently interacting with external partners.
- roles: Collaboration Managers, IT Trainers, Department Heads
- references: https://learn.microsoft.com/en-us/microsoftteams/hub/teams-for-work, https://www.microsoft.com/en-us/microsoft-365/teams/enterprise-communication
Policy Optimization for External Sharing
IT administrators can review and optimize Teams messaging and file sharing policies to ensure they align with organizational security and compliance requirements. This includes evaluating the need for disabling automatic file sharing based on departmental needs.
- next-steps: Conduct a policy audit to assess current Teams messaging policies and their effectiveness. Based on the findings, make necessary adjustments to enhance security while still enabling efficient collaboration.
- roles: IT Administrators, Compliance Officers, Security Managers
- references: https://learn.microsoft.com/powershell/module/microsoftteams/set-csteamsmessagingpolicy?view=teams-ps#-autosharefilesinexternalchats, https://learn.microsoft.com/en-us/microsoftteams/hub/teams-security
Integration with Existing Tools
Explore opportunities to integrate Microsoft Teams with existing project management or document management tools used within the organization. This can streamline workflows and enhance user experience by providing a cohesive collaboration environment.
- next-steps: Identify existing tools that can be integrated with Teams. Collaborate with relevant stakeholders to determine integration requirements and develop a phased implementation plan.
- roles: Project Managers, IT Integration Specialists, Operations Managers
- references: https://learn.microsoft.com/en-us/microsoftteams/platform/integrate/what-is-integration, https://www.microsoft.com/en-us/microsoft-365/teams/integrations
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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** AI generated content. This information must be reviewed before use.
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