MC937935 – Microsoft Purview | Information Protection: SharePoint Online library permissions extend to downloaded files

Product:

Microsoft 365 Apps, Microsoft 365 suite, Purview Communication Compliance, Purview Information Protection, SharePoint

Platform:

Online, US Instances, Web, World tenant

Status:

In development

Change type:

Admin impact, New feature, Updated message, User impact

Links:

467254

Details:

Summary:
Microsoft Purview is introducing a feature that extends SharePoint Online library permissions to downloaded files, available for Public Preview from mid-November 2024 and General Availability by late July 2025. This feature allows sensitivity labels to be applied at the library level, protecting files upon download and reflecting permission changes in real-time.

Details:
Updated March 10, 2025: We have updated the rollout timeline below. Thank you for your patience.
We are providing this update because your tenant is utilizing sensitivity labels and Microsoft SharePoint Online.
Coming soon: A new capability that ties together SharePoint Online library permissions and Purview sensitivity labeling and protection. We are happy to bring this capability to Public Preview. This is an opt-in feature in Microsoft PowerShell.
This message is associated with Microsoft 365 Roadmap ID 467254.
[When this will happen:]
Public Preview: We will begin rolling out mid-November 2024 and expect to complete by mid-January 2025.
General Availability (Worldwide, GCC): We will begin rolling out late June 2025 and expect to complete by late July 2025.
General Availability (GCCHigh, DoD): We will begin rolling out early August 2025 and expect to complete by late August 2025.

Change Category:
XXXXXXX ... free basic plan only

Scope:
XXXXXXX ... free basic plan only

Release Phase:
General Availability, Preview

Created:
2024-11-20

updated:
2025-03-12

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

summary for non-techies**

XXXXXXX ... free basic plan only

Direct effects for Operations**

User Access Control
If the feature is rolled out without preparation, users may experience unexpected access issues to downloaded files, as permissions may change in real-time based on library settings, leading to confusion and potential data access problems.
   - roles: End Users, Document Library Owners
   - references: https://learn.microsoft.com/purview/sensitivity-labels-sharepoint-extend-permissions, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=467254

Data Security Risks
Without proper testing and preparation, there is a risk of sensitive data being exposed or improperly protected during the transition, as users may not be aware of the new permissions model affecting downloaded files.
   - roles: IT Security Administrators, Compliance Officers
   - references: https://learn.microsoft.com/purview/sensitivity-labels-sharepoint-extend-permissions, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=467254

User Experience Disruption
The sudden implementation of this feature may disrupt user workflows, as users may find themselves unable to access files they previously could, leading to frustration and decreased productivity.
   - roles: End Users, IT Support Staff
   - references: https://learn.microsoft.com/purview/sensitivity-labels-sharepoint-extend-permissions, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=467254

Configutation Options**

XXXXXXX ... paid membership only

Opportunities**

Streamlined Document Access Management
With the new feature, document library owners can apply sensitivity labels at the library level, simplifying the management of permissions for multiple documents. This reduces the administrative burden on IT teams and improves user experience by ensuring that permissions are consistently applied across all documents in a library.
   - next-steps: 1. Train document library owners on how to apply sensitivity labels effectively. 2. Set up guidelines for labeling practices across the organization. 3. Monitor the usage and effectiveness of the new labeling feature.
   - roles: IT Administrators, Document Library Owners, Compliance Officers
   - references: https://learn.microsoft.com/purview/sensitivity-labels-sharepoint-extend-permissions, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=467254

Enhanced Security for Downloaded Files
The feature ensures that permissions are evaluated in real-time for users accessing downloaded files, enhancing data security and reducing the risk of unauthorized access. This is particularly beneficial for sensitive documents that require strict access controls.
   - next-steps: 1. Review current security policies related to document sharing and downloading. 2. Update policies to incorporate the new capabilities of real-time permission evaluation. 3. Conduct training sessions for users on the importance of data security and compliance.
   - roles: Security Officers, Compliance Officers, IT Administrators
   - references: https://learn.microsoft.com/purview/sensitivity-labels-sharepoint-extend-permissions, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=467254

Improved User Experience in Document Collaboration
By allowing permissions to be managed at the library level and reflected in real-time for downloaded files, users can collaborate more effectively without worrying about outdated permissions. This leads to a smoother workflow and less friction in collaborative tasks.
   - next-steps: 1. Gather user feedback on current collaboration challenges. 2. Communicate the new features to users and provide guidance on best practices for collaboration. 3. Implement a feedback loop to continuously improve the user experience based on real-world usage.
   - roles: End Users, Project Managers, Team Leaders
   - references: https://learn.microsoft.com/purview/sensitivity-labels-sharepoint-extend-permissions, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=467254

Potentional Risks**

XXXXXXX ... paid membership only

Data Protection**

XXXXXXX ... paid membership only

IT Security**

XXXXXXX ... paid membership only

Hypothetical Work Council Statement**

XXXXXXX ... paid membership only

DPIA Draft**

XXXXXXX ... paid membership only

explanation for non-techies**

XXXXXXX ... free basic plan only