MC894575 – Microsoft Outlook: Updates to “Turn off sharing recommendations” Cloud Policy (archived)

Product:

Exchange, Microsoft 365 admin center, Microsoft 365 Apps, Microsoft 365 for the web, Outlook

Platform:

Online, US Instances, Web, Windows Desktop, World tenant

Status:

Launched

Change type:

Feature update, User impact, Admin impact

Links:

415467

Details:

Summary:
Upcoming updates to the "Turn off sharing recommendations" Cloud Policy will prevent users from sharing or editing folder permissions with individuals in Outlook on the web and new Outlook for Windows. Rollouts begin in October 2024, with no required admin action before the rollout.

Details:
Coming soon: Updates to the Microsoft 365 Cloud Policy service setting Turn off sharing recommendation in the Microsoft 365 admin center will disable the ability for users to share or edit folder permissions with individual users in Microsoft Outlook on the web and new Microsoft Outlook for Window desktops. We will not change anything else about how the policy currently works.
This message is associated with Microsoft 365 Roadmap ID 415467.
[When this will happen:]
Targeted Release: We will begin rolling out early October 2024 and expect to complete by late October 2024.
General Availability (Worldwide): We will begin rolling out mid-November 2024 and expect to complete by early December 2024.
General Availability (GCC, GCC High, DoD): We will begin rolling out mid-December 2024 and expect to complete by late December 2024.

Change Category:
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Scope:
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Release Phase:
General Availability, Targeted Release

Created:
2024-09-21

updated:
2025-01-15

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**

Loss of Folder Sharing Capabilities
Users will be unable to share or edit folder permissions with individual users in Outlook, leading to potential collaboration issues and reduced productivity.
   - roles: End Users, Team Leaders
   - references: https://learn.microsoft.com/microsoft-365-apps/admin-center/overview-cloud-policy, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=415467

Increased User Frustration
The inability to share folders may frustrate users who rely on this functionality for teamwork, potentially impacting morale and user experience.
   - roles: End Users, IT Support
   - references: https://learn.microsoft.com/microsoft-365-apps/admin-center/overview-cloud-policy, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=415467

Documentation and Training Needs
Organizations will need to update documentation and possibly provide training to users about the new limitations, which could lead to temporary confusion and inefficiency.
   - roles: IT Administrators, Training Coordinators
   - references: https://learn.microsoft.com/microsoft-365-apps/admin-center/overview-cloud-policy, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=415467

Configutation Options**

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Opportunities**

Enhanced Security and Compliance
Disabling the ability for users to share or edit folder permissions with individuals can significantly reduce the risk of unauthorized access to sensitive information. This change can enhance data security and compliance with regulations by limiting how information is shared within the organization.
   - next-steps: Communicate the upcoming changes to all users, emphasizing the security benefits. Review current sharing practices and identify any areas that may need to be adjusted to comply with the new policy.
   - roles: IT Security Manager, Compliance Officer, Data Protection Officer
   - references: https://learn.microsoft.com/microsoft-365/apps/admin-center/overview-cloud-policy, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=415467

Streamlined User Experience
By preventing users from modifying individual folder permissions, the process of sharing information can be simplified. Users will have a clearer understanding of their sharing capabilities, which can lead to less confusion and fewer errors when managing folder permissions.
   - next-steps: Gather user feedback on the current sharing process and prepare to update training materials and documentation to reflect the new policy. Consider creating a quick reference guide for users to understand the new sharing limitations.
   - roles: User Experience Designer, Training Coordinator, IT Support Specialist
   - references: https://learn.microsoft.com/microsoft-365/apps/admin-center/overview-cloud-policy, https://config.office.com/officeSettings/officePolicies

Operational Efficiency in IT Management
The automatic enforcement of the new policy reduces the administrative burden on IT teams, as there will be no need for manual updates or constant monitoring of folder permission changes. This allows IT staff to focus on other critical tasks and strategic initiatives.
   - next-steps: Assess current IT administrative processes related to permission management and identify areas where efficiency can be improved. Provide training for IT staff on how to manage the implications of the new policy effectively.
   - roles: IT Administrator, Operations Manager, IT Manager
   - references: https://learn.microsoft.com/microsoft-365/apps/admin-center/overview-cloud-policy, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=415467

Potentional Risks**

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IT Security**

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explanation for non-techies**

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