Collaboration is a fundamental part of virtual work and Microsoft is among the companies that has seen in a direct way how the way people work together has changed radically in the last year: compared to the past even recent, employees and professionals use Microsoft 365 applications as Teams
The Share dialog appears in more than 40 areas of Microsoft 365 and is accessed about 400 million times a month, highlighted Redmond’s company.
And that’s why Microsoft has collected feedback and data to understand how users cooperate and, more specifically, how they share and work with their teammates on files, so that they can make the right investments to make sharing options more intuitive in the
Based on its research, the company has identified five key areas to be strengthened in Microsoft 365 sharing options. The first is an easier way to change the permissions of links to view, comment or edit files. The second request of users is a seamless sharing with external colleagues.
Third: having a clear and immediate view of who has received shared access to a file is of great utility. Many, then, do not know that with Microsoft 365 you can share files directly through Office apps. Instead, you often attach files to an email or open them in another application like Teams to upload and share them.
Finally, considering that there are over 250 million monthly active users on Teams, many want to share Word documents, PowerPoint and Excel spreadsheets directly on Teams without changing apps.
Over the coming months, Microsoft will use an incremental and data-based approach to launch updates aimed at improving the sharing experience in all Microsoft 365 and Office applications for all platforms (desktop, web and mobile).
These incremental changes will be made gradually, so that Microsoft can continue to gather feedback and learn from it, improving the experience as it moves forward in the updates.
Setting access control is crucial to sharing content with people inside or outside the organisation. A fast and robust way to give files access for easier collaboration was a top priority for Microsoft, which announced the new Quick permissions feature.
When you select Share and enter the name or email address of a recipient in the A field, you will no longer have to go to the link settings to select its authorization level. Instead, you can quickly select it from a more intuitive drop-down menu and in view next to the name. You can select a level of permission between editing or viewing (read only). When the user then proceeds with the sending, he will get a confirmation showing that he shared the file.
Microsoft has also added an additional point of access to the setting links from the Quick permissions drop-down menu, which provides a more granular sharing control, so you can easily change the types of links and sharing permissions.
Quick permissions and Link settings will be the first functions to be released, while the next one we describe will arrive within the year.
Currently in Microsoft 365, after setting the link permissions, when you select the Copy Link button you see a confirmation window showing an automatically generated link that the user can copy and share with his team. However, to change the link permissions you need to recreate a new link.
Now, Microsoft has modified this stream to make it easier to use. A footer will be visible where the user can set the permissions for the link and then copy it to share it with the recipients. If you need to update the link permissions, you can do so directly from the link dialog created.
At the bottom of the Share dialog, the Shared with list gives a view of all those who have been given access to the file. The user will now have the opportunity to see who and how many people have access to the shared file.
Selecting the list gives access to the Manage Access settings, which offer additional controls on how recipients access shared files. After sharing a file with someone, the user will also have a visual confirmation of the sharing.
Microsoft will also update the Experience Manage access to make it more efficient and easily accessible. By default, the user will be able to see the list of persons to whom he has granted access to the file. You can also view groups that have access, as well as various types of links that you may have shared for file with different sharing permissions and from different applications such as Teams, OneDrive, SharePoint or Office.
You can view permissions for each person directly from the Persons list. When selecting a name, you can see the access summary describing all the ways in which this person has been granted access: through direct access, groups or links. The user can change the direct access permissions through a drop-down menu, allowing recipients to edit the shared file or restrict access to view only.
Microsoft 365 user may also deepen information about the group or link to see exactly which group that person belongs to, or which links were shared with her and their respective sharing permissions. And it can also revoke access to the file and completely stop sharing.
Microsoft has redesigned the Share dialog to provide easier access to the View Manage access and give more visibility to those who have access to the user’s content. These improvements will be available during the year.
Microsoft is also updating the Share button to provide easy access to additional sharing options. Soon, when the user selects Share in OneDrive, SharePoint or Teams (top of the page) or in an Office app (top right), he will see a context menu with all available choices to share files or folders
Options will be: send the file directly by email to one or more recipients; copy a link to share it directly with recipients; share the file directly on Teams.
After sharing, the context menu will also show an option to select the access settings for additional sharing controls. The dropdown menu will be introduced in Microsoft 365 during the year.