MC726119 – (Updated) Microsoft Copilot for Microsoft 365: Announcing Restricted SharePoint Search (archived)

Product:

Copilot, Microsoft 365 admin center, Microsoft 365 Copilot, OneDrive, SharePoint

Platform:

Online, Web, World tenant

Status:

Launched

Change type:

Admin impact, New feature, Updated message, User impact

Links:

385352

Details:

Summary:
Microsoft 365 introduces Restricted SharePoint Search for Copilot, allowing admins to limit search to selected SharePoint sites. Rollout starts late June 2024, with full availability by early July 2024. The feature is off by default and requires admin roles to enable. Users can access content from allowed sites and personal files.

Details:
Updated June 21, 2024: We have updated the rollout timeline below. Thank you for your patience.
Restricted SharePoint Search began rolling out in Public Preview on April 17, 2024 and is designed for customers of Copilot for Microsoft 365. This feature allows you to disable organization-wide search, and to restrict both Enterprise Search and Copilot experiences to a curated set of SharePoint sites of your choice, to give you time to review and audit site permissions while maintaining momentum with your Copilot deployment. Additionally, whether you have Enterprise Search or Restricted SharePoint Search enabled, users in your organization will still be able to interact with their own and previously accessed files and content in Copilot for Microsoft 365.
This message is associated with Microsoft 365 Roadmap ID 385352.
[When this will happen:]
Preview: We began rolling out Restricted SharePoint Search in Public Preview on April 17, 2024, and expect to complete by early May 2024.
General Availability (Worldwide): We will begin rolling out late June 2024 (previously mid-June) and expect to complete by early July 2024 (previously late June).

Change Category:
XXXXXXX ... free basic plan only

Scope:
XXXXXXX ... free basic plan only

Release Phase:
General Availability, Preview

Created:
2024-03-07

updated:
2024-08-10

Public Preview Start Date

XXXXXXX ... free basic plan only

Task Type

XXXXXXX ... free basic plan only

Docu to Check

XXXXXXX ... free basic plan only

MS How does it affect me

XXXXXXX ... free basic plan only

MS Preperations

XXXXXXX ... free basic plan only

MS Urgency

XXXXXXX ... free basic plan only

MS workload name

XXXXXXX ... free basic plan only

linked item details

XXXXXXX ... free basic plan only

Direct effects for Operations**

- Impact on IT Operations
- Limited Search Capabilities
- Admins will need to configure and curate a list of SharePoint sites, which may require additional time and resources.
- Potential delays in accessing information if users are not aware of the restricted sites.
- Role: SharePoint Administrators, IT Operations Teams
- Increased Administrative Overhead
- Admins will need to monitor and manage permissions and access to ensure compliance with the new search restrictions.
- Additional training may be required for admins to effectively manage the new feature.
- Role: Global/Tenant Administrators, SharePoint Administrators

- Impact on IT Services
- Changes in User Experience
- Users may experience confusion or frustration if they attempt to access content from restricted sites, leading to potential disruptions in workflow.
- Users will receive notifications about restricted access, which may require additional support from IT.
- Role: End Users, Help Desk Support Teams
- Dependency on Existing Permissions
- The effectiveness of the Restricted SharePoint Search feature relies heavily on existing site permissions, which may require audits and adjustments.
- Any misconfiguration could lead to unauthorized access or restricted access to necessary information.
- Role: SharePoint Administrators, Compliance Teams

- Impact on IT Users
- Altered Access to Information
- Users may find that they can no longer access certain documents or sites they previously relied on, impacting productivity.
- Users will need to adapt to the new search limitations, which may require additional time to locate necessary information.
- Role: All End Users, Project Managers
- Communication and Training Needs
- Users will need to be informed about the changes and how to navigate the new search limitations effectively.
- Training sessions may be necessary to help users understand the new search capabilities and how to utilize them.
- Role: Training Coordinators, Team Leaders

References:
- Microsoft 365 Roadmap: [Microsoft 365 Roadmap](https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=385352)
- Microsoft Community Hub: [Introducing Restricted SharePoint Search](https://aka.ms/RSS/Blog)
- Microsoft Documentation: [Restricted SharePoint Search](https://learn.microsoft.com/SharePoint/restricted-sharepoint-search)

Opportunities**

- Enhanced Data Security and Compliance
- Implementing Restricted SharePoint Search allows for tighter control over which SharePoint sites are accessible through Copilot, enhancing data security and compliance with organizational policies.
- Roles that might profit:
- Compliance Officers
- IT Security Teams
- Data Governance Managers
- Reference: [Microsoft Community Hub](https://aka.ms/RSS/Blog)

- Improved User Experience and Productivity
- By curating a list of SharePoint sites, users will have a more focused search experience, reducing time spent sifting through irrelevant content and improving overall productivity.
- Roles that might profit:
- End Users (employees across departments)
- Team Leaders and Managers
- Project Managers
- Reference: [Microsoft 365 Roadmap](https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=385352)

- Streamlined IT Administration and Management
- The ability to manage search settings centrally through the admin roles allows IT departments to streamline operations, reduce the administrative burden, and ensure that only relevant content is accessible, which can lead to better resource allocation.
- Roles that might profit:
- IT Administrators
- SharePoint Administrators
- System Administrators
- Reference: [Learn more about Restricted SharePoint Search](https://learn.microsoft.com/SharePoint/restricted-sharepoint-search)

Potentional Risks**

XXXXXXX ... paid membership only