Tuesday, January 25, 2022

New file sharing experience: review / block download in Teams chat

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Vesa Nopanenhttps://myteamsday.com/
MVP for Office Apps & Services (Teams & Collaboration focus), Principal Consultant in Office 365 and Modern Work. Extremely passionate about Microsoft Teams's power to change how people work together. Helping and coaching customers to find benefits, solutions and value when adopting new tools, methods, ways or working and practices into daily work-life equation. I am always eager to challenge current situation and dig out new possibilities and ways to think and work. You could describe me as a jack of all trades but my main focus area and deep personal driver is Microsoft Teams since it has changed the way I work and did a giant step forward to make it possible to work from anywhere - the location does not matter even us much as it mattered before. Microsoft Teams opened the path for many organizations to rethink their practices, worklife, culture and start the change. That's why I am very passionate about Teams.

The new sharing experience is rolling to Microsoft Teams chat. When you drop/upload/select a file to be shared you can now define what the recipient can do with the file. This makes it possible to share files and prevent others from downloading them. And yes – this comes from the OneDrive so this capability is possible for any file you have in OneDrive for Business.

After having the file in the chat you can just click on the text to open sharing options.

Then you can choose to disable Editing, limit editing with a review mode and if you don’t allow editing you can Block download.

Review mode means the recipient can only leave comments and suggest changes – not doing actual changes to the text unless you confirm them.

And if you disable editing you can Block download.

I left disable editing and Blocking download on for this test.

When the recipient opens the file in Microsoft Teams they can see in the editor they are not able to edit the file.

And they are also blocked from downloading it

And no, File-menu doesn’t help them either.

What about other files in OneDrive for Business

Yes – you can do blocking the download for other files as well. This makes it possible to share meeting recording to others (externals) from your OneDrive for Business for viewing only – they won’t be able to download the recording!

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