M365 Copilot Agent sharing issue

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Posted on by JX-30011850-0

I've created an agent in Microsoft 365 Copilot Agent Builder with embedded file content as a knowledge source. The agent works perfectly when I use it myself, but when I share it with other users in my organization, they cannot access the knowledge from the embedded files. According to the documentation (https://learn.microsoft.com/en-us/microsoft-365-copilot/extensibility/agent-builder-add-knowledge#embedded-file-content), users with whom the agent is shared should be able to access the embedded content. However, shared users report that the agent is not retrieving information from the embedded knowledge source.

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Copilot Studio pre-built agents/templates

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MichaelFP 1,999 Moderator on at

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Did you check if have any policies on your tenant who could block the access to the file for the users?

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Valantis 6,601 on at

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Hi @JX-30011850-0,

There are two confirmed causes from Microsoft docs for this exact scenario.

Cause 1 (most likely): Licensing. Microsoft docs confirm that access to embedded file content as a knowledge source requires either a Microsoft 365 Copilot add-on license or a tenant with pay-as-you-go billing enabled. Users with only basic Microsoft 365 or Copilot Chat without the add-on license don't have access to embedded file content in agents. Check whether the shared users have a Microsoft 365 Copilot license or if your tenant has pay-as-you-go enabled. If not, they simply can't access embedded file knowledge.

Cause 2: Sensitivity labels on the uploaded file. Microsoft docs confirm: "Only users who have extract right permissions to the sensitivity label applied to the embedded content can access and use the agent. Users who don't have extract right permissions can view the agent and the agent description, but they can't install and use the agent." If your Word file had a sensitivity label applied (even automatically by your organization's default labeling policies), users without extract rights for that label won't get responses from it.

Quick test: Ask one of the failing users to check their Microsoft 365 license in their account settings. Then try uploading a plain text .txt file with the same content as your Word file (no formatting, no sensitivity label) and share that agent instead. If it works, it's either a sensitivity label on the docx or a file format issue with the Word document specifically.

Ref: https://learn.microsoft.com/en-us/microsoft-365/copilot/extensibility/agent-builder-add-knowledge

Best regards,

Valantis

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