check before: 2024-10-01
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:
In development
Change type:
Feature update, User impact, Admin impact
Links:
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:
2024-09-21
Task Type
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Docu to Check
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MS How does it affect me
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summary for non-techies**
Starting in October 2024, Microsoft will update the "Turn off sharing recommendations" Cloud Policy in Outlook, preventing users from sharing or editing folder permissions with individual users in Outlook on the web and the new Outlook for Windows, with the change occurring automatically.
Direct effects for Operations**
Loss of Folder Sharing Capabilities
Users will be unable to share or edit folder permissions with individual users, limiting collaboration and access control.
- 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
Users may experience frustration due to the inability to manage folder permissions, leading to potential disruptions in workflow.
- roles: End Users, IT Support Staff
- references: https://learn.microsoft.com/microsoft-365-apps/admin-center/overview-cloud-policy, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=415467
Need for User Training and Documentation Updates
Organizations will need to update training materials and documentation to reflect the new limitations, requiring additional resources.
- roles: Training Coordinators, IT Administrators
- 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 Controls
With the new policy restricting users from sharing or editing folder permissions, there will be a decrease in the risk of unauthorized access to sensitive information. This can lead to improved data security and compliance with regulations such as GDPR.
- next-steps: Conduct a security audit to identify sensitive data currently shared via Outlook. Inform users about the changes and provide training on secure data handling practices.
- roles: IT Security Manager, Compliance Officer, Data Protection Officer
- references: https://learn.microsoft.com/microsoft-365/compliance/gdpr-overview, https://www.microsoft.com/en-us/security/business/solutions
Streamlined User Experience
By simplifying the sharing options in Outlook, users may experience a more straightforward interface, reducing confusion and potential errors in sharing sensitive information. This can lead to increased productivity as users spend less time managing permissions.
- next-steps: Gather user feedback on current sharing experiences and identify pain points. Update training materials to reflect the new sharing policy and promote best practices for collaboration.
- roles: User Experience Designer, IT Training Coordinator, Help Desk Support
- references: https://www.nngroup.com/articles/user-experience-101/, https://www.microsoft.com/en-us/microsoft-365/blog/2020/05/05/improving-the-user-experience-in-microsoft-365/
Reduction in Administrative Overhead
The policy change will minimize the need for IT support related to folder sharing permissions, allowing IT staff to focus on higher-value tasks. This can lead to improved efficiency in IT operations and better resource allocation.
- next-steps: Review current support tickets related to folder sharing issues to quantify the reduction in workload. Reallocate IT resources to other projects that require attention.
- roles: IT Operations Manager, Help Desk Manager, System Administrator
- references: https://www.forbes.com/sites/bernardmarr/2020/06/15/the-importance-of-automation-in-it-operations/?sh=5c9e04b74c67, https://www.ibm.com/cloud/learn/it-operations-automation
Potentional Risks**
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IT Security**
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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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