Fresh off some major Microsoft 365 announcements at Build 2021 last month, Microsoft is back with more new tools for its productivity platform. Specifically, the company is updating across Microsoft 365 Office apps to improve sharing.
Sharing is a major part of the Microsoft 365 experience. As more people work from home and businesses seek more fluidity between services, the Share dialog on Office apps is getting a lot of use. In fact, Microsoft says it is accessed around 400 million times per month.
That means the upcoming updates Microsoft has planned extra important. According to the company, it will now be easier to choose and edit permissions, and users can access a new Share menu with more options.
With Quick Permissions, users no longer need to delve into link settings to select permission levels of new recipients. This tool is rolling out now. Copy Link is getting a new way to handle link permissions and will arrive later this year. Specifically, a footer will provide more direct access to copying and pasting links.
Here are all the new sharing tools coming to Microsoft 365:
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.
Currently, after setting link permissions, when you select the Copy link button, you see a confirmation window that displays an auto-generated link that you can copy and share with your team. However, to change the link permissions, you must recreate a new link. Now, we've changed this flow to make it 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 & Manage 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.
Share menu dropdown
We're 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 with your teammates:
- 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.”
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