MC795082 – Microsoft Outlook: Link permissions for OneDrive for Business in Outlook for iOS (archived)

Product:

Microsoft 365 Apps, OneDrive, Outlook, SharePoint

Platform:

Android, iOS, World tenant

Status:

Launched

Change type:

Feature update, User impact, Admin impact

Links:

108887

Details:

Summary:
Outlook for iOS will notify users if email recipients lack access to OneDrive for Business file links and allow permission updates. This feature, already on Android, will roll out globally from late June to late July 2024. Users should be informed to prepare for this update.

Details:
When users insert or copy-paste a OneDrive for Business file link into an email, they will be notified if recipients of their draft message don't have access to the shared files, and they can select the document link in their draft to see and update the permissions. This feature is already available in Outlook for Android.
This message is associated with Microsoft 365 Roadmap ID 108887
[When this will happen:]
General Availability (Worldwide): We will begin rolling out late June 2024 and expect to complete by late July 2024.

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2024-05-23

updated:
2024-05-23

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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Direct effects for Operations**

- Direct Impact on IT Operations
- Increased support requests related to permission management
- Roles impacted: IT Support Staff, IT Administrators
- Users may encounter issues when trying to share files, leading to a higher volume of tickets.
- Potential for misconfigured permissions leading to data exposure
- Roles impacted: IT Security Team, Compliance Officers
- If users do not properly manage permissions, sensitive data could be shared unintentionally.

- Direct Impact on IT Services
- Dependency on OneDrive and SharePoint services for functionality
- Roles impacted: IT Service Managers, Cloud Service Administrators
- Any outages or performance issues with OneDrive or SharePoint could directly affect the new feature's usability, leading to user frustration.
- Need for updated training materials and documentation
- Roles impacted: IT Training Coordinators, Knowledge Management Teams
- Existing training resources may need to be revised to include new features, requiring additional time and resources.

- Direct Impact on IT Users
- Changes in user experience when sharing files
- Roles impacted: End Users, Project Managers, Team Leaders
- Users will need to adapt to the new notification system, which may initially disrupt their workflow.
- Increased awareness and responsibility for managing document permissions
- Roles impacted: All users who share files via Outlook
- Users will need to be proactive in ensuring recipients have access, which may require additional training and adjustment to their sharing habits.

References:
- Microsoft Learn: [Shareable links overview and troubleshooting](https://learn.microsoft.com/outlook/troubleshoot/email-management/shareable-links-functionality-in-outlookmanage-access-to-a-shareable-link)
- Microsoft Support: [Share OneDrive files and folders](https://support.microsoft.com/office/share-onedrive-files-and-folders-9fcc2f7d-de0c-4cec-93b0-a82024800c07)
- Microsoft 365 Roadmap: [Roadmap ID 108887](https://www.microsoft.com/microsoft-365/roadmap?rtc=1%26filters=&searchterms=108887)

Opportunities**

- Enhance User Training and Documentation
- Develop comprehensive training materials and documentation to inform users about the new feature in Outlook for iOS.
- Conduct training sessions for all employees, focusing on how to manage link permissions effectively.
- Roles that will benefit: All employees, especially those in collaborative roles such as project managers and team leaders.

- Streamline File Sharing Processes
- Implement best practices for file sharing and permissions management to reduce the likelihood of access issues.
- Encourage the use of standardized naming conventions and folder structures in OneDrive to improve organization and accessibility.
- Roles that will benefit: IT administrators, project managers, and team members who frequently share files.

- Monitor and Optimize Licensing Usage
- Review current Microsoft 365 licensing to ensure that all users have the appropriate access levels for OneDrive and Outlook features.
- Identify any underutilized licenses and consider reallocating or consolidating them to save costs.
- Roles that will benefit: IT administrators and finance teams responsible for budgeting and resource allocation.

References:
- [Microsoft Learn: Shareable links overview and troubleshooting](https://learn.microsoft.com/outlook/troubleshoot/email-management/shareable-links-functionality-in-outlookmanage-access-to-a-shareable-link)
- [Microsoft Support: Share OneDrive files and folders](https://support.microsoft.com/office/share-onedrive-files-and-folders-9fcc2f7d-de0c-4cec-93b0-a82024800c07)
- [Microsoft 365 Roadmap](https://www.microsoft.com/microsoft-365/roadmap?rtc=1%26filters=&searchterms=108887)

Potentional Risks**

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