Browser-based editing for secured files
Microsoft has announced a change to how OneDrive and SharePoint handle PDF files that have been secured with sensitivity labels. Sensitivity labels are a feature in Microsoft 365 used to classify and protect data by applying encryption and access restrictions based on the content's importance.
Currently, users often find that protected PDFs have limited functionality when viewed through a web browser. To add notes or highlights, the file usually needs to be downloaded and opened in a desktop application. This update will allow these tasks to be completed within the browser window.
Maintaining security standards
When a user makes a change to a protected PDF, such as adding a comment or a highlight, the system will save these changes while keeping the original security settings intact. The encryption and usage rights—which determine who can print, copy, or edit the document—will not be removed or altered by the annotation process.
This is relevant for businesses that handle confidential client information or internal financial reports. It reduces the need for staff to download local copies of sensitive documents to their own devices, which can be a point of failure in data security protocols.
Implementation timeline
Microsoft currently lists the general availability for this feature as January 2027. It is important to note that roadmap dates are subject to change.
To use this feature, your organisation must have sensitivity labels configured within the Microsoft Purview compliance portal, and users must have the specific usage rights required to modify the document. If a user only has 'view' permissions, they will still be unable to make annotations.
No immediate action is required from business owners at this stage. We will monitor the progress of this update as the release date approaches to confirm if any configuration changes are needed for your specific environment.