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Joel Rollins

Microsoft 365: We Love to Share

Microsoft 365: Improved sharing experience

Microsoft has been collecting data on how users have been sharing files in Microsoft 365 and have come discovered come up with 5 major takeaways from their research:
  • Users want an easier way to change link permissions for viewing, commenting on or editing files.
  • Make it easier to share with external users.
  • Access to a quick way to view what has been shared.
  • Provide an easier way to discover ways to share directly from Office apps.
  • Make it easier to share from Teams.
To enable these goals, over the course of the next few months, Microsoft will be introducing several updates to the sharing experience.

Quick permissions & Link settings
Now when you select Share and enter a recipient’s name or email address in the to field, you no longer have to go into the link settings to select their permission level. Instead, you can quickly select it from a more intuitive and discoverable drop-down menu next to their name. You can select a permission level: Can edit, or Can view (read only). When you select send, you get a confirmation showing you have shared the file.

Microsoft will also added an additional entry point  to Link settings from the Quick permissions dropdown that will provide a more granular sharing control, so you easily can change link types and sharing permissions.

Copy link
Currently, after setting link permissions, when you select the Copy link button, you see a confirmation window that displays a link that you can copy and share. However, to change the link permissions, you must recreate a new link. This will be changed to make this process more user friendly.
Instead of a Copy link button, you’ll see a footer where you can set permissions for the link and then copy it to share it with recipients. If you need to update the link permissions, you can do it directly from the Link Created dialog box as well.

Shared with & Managed access
At the bottom of the Share dialog, the Shared with list gives you an at-a glance view of everyone you’ve given access to the file. You will now have the ability to see who has access and how many people have access to your shared file. Selecting that list takes you to the Manage Access settings, which offers you additional controls for how recipients access files you’ve shared. After sharing a file with someone, you will also have the ability to see visual confirmation of who you’ve just sent it to.

By default, you will be able to see the list of People you’ve granted access to this file. You can also view the Groups who have access, as well as the various types of Links you might have shared for this file with distinct sharing permissions and from different applications like Teams, OneDrive, SharePoint, or Office.
Share menu dropdown
Microsoft is updating the Share button to provide easy access to additional sharing options. Soon, when you select Share in OneDrive, SharePoint, or Teams (at the top of the page) or in an Office app (top-right corner), you'll see a contextual menu with all choices available to you for sharing files or folders.
  • Email: Email the file directly to a one or more recipients.
  • Copy link: Copy a link to share with recipients directly.
  • Teams: Share the file directly to Teams.

Microsoft Teams: Calls are getting end-to-end encryption

Microsoft Teams is getting better security and privacy next month with the addition of end-to-end encrypted 1:1 voice calls.
While Microsoft Teams already encrypts data at rest and in transit, it allows administrators to configure automatic recording and transcription of voice calls.
Due to this, Microsoft Teams calls are not suitable for sharing very sensitive information that should remain private between two individuals.
Starting in July, Microsoft Teams is getting end-to-end encryption for 1:1 VoIP calls so that their discussions remain entirely private.