Sharing Office Agent Dashboards

Question

I am a contractor working for an organization that uses Microsoft Copilot 365. I have a Business Premium subscription. I'm using Office Agents to create a dashboard to share with the organization. I used the share feature and sent the agents link to their shared folder.

After the organization opened the link, the agent for this task started running, and the preview screen opened, but the download option is grayed out. Can you help me troubleshoot the problem?

Thank, You

Answer 1

Hi,

Based on your description, the agent appears to be opening and running successfully, which suggests the sharing link is working. The grayed-out Download option is typically related to permissions, licensing, or access to the generated output file rather than the agent itself.

To help me investigate further, could you please confirm the following:

• Is the Download button grayed out for all users or only specific users?
• Do the affected users have a Microsoft 365 Copilot license assigned?
• Was the agent created in your organization's Microsoft 365 tenant or in a separate contractor/guest tenant?
• What type of file is the agent generating (Excel, PowerPoint, PDF, etc.)?
• Are you able to download the output yourself from the same agent run?
• Do users receive any error messages when they attempt to access or download the generated content?

Additionally, please verify that:

• The users have been granted access through the agent's sharing settings.
• The users have permission to access the underlying SharePoint or OneDrive location where the generated file is stored.
• There are no organizational policies restricting agent sharing or downloads. Microsoft administrators can apply governance policies that affect agent accessibility and sharing.

One possible cause is that the agent was created in a different Microsoft 365 tenant than the users accessing it. In such scenarios, users may be able to open and run the agent but may not have sufficient permissions to download the generated artifacts.

In the meantime, please try the following workarounds:

1/ Validate Agent Sharing Permissions

• Confirm that the agent is shared with the intended users, groups, or teams.
• If possible, temporarily share the agent with a broader test group to determine whether the issue is permission-related. Microsoft states that users must be included in the agent's sharing settings to access and use it.

2/ Verify Access to the Output Location

• Check whether the generated files are stored in SharePoint or OneDrive.
• Ensure affected users have at least read access to the underlying document library or folder.
• If the file exists, try opening it directly from the storage location instead of downloading it through the agent interface.

3/ Test with Another User Account

• Have a licensed user with higher privileges (such as a site owner or administrator) test the same agent and download process.
• If the download works for that user, the issue is likely permission or policy related.

4/ Open the Agent in Microsoft 365 Copilot

• Instead of launching from the shared link, have users open the agent directly from the Microsoft 365 Copilot experience (if available) and attempt the download again.

5/ Use an Alternate Browser or InPrivate Session

• Test using Microsoft Edge or Chrome in an InPrivate/Incognito window.
• This can help eliminate browser cache, extension, or authentication issues.

6/ Confirm Cross-Tenant Access

• If the agent was created in a contractor tenant and shared with users in another organization, verify that guest access and cross-tenant collaboration settings are configured appropriately.
• As a test, create and run the agent within the customer's tenant (if possible) and compare the behavior.

7/ Recreate and Republish the Agent

• Create a simple test version of the agent that generates a small file.
• Share it with the same users and verify whether the Download option becomes available.
• This helps determine whether the issue is specific to the original agent or a broader environment configuration.

8/ Check Organizational Governance Policies

• Microsoft administrators can restrict agent sharing and usage through tenant governance policies. If such policies are in place, they may affect how shared agents behave for end users.

For more information, please refer to the following link:

• Agents admin guide for Microsoft 365
• Share and manage agents
• Agent builder share manage agents
• Control how agents are shared

I hope this information is useful. Additionally, as other users have raised similar concerns and may not be aware of where to share their feedback, I hope this response helps clarify the situation and suggests a potential next step. Highlighting this information can make it more visible to others in the community who may be facing the same issue, making it easier for them to find guidance and contribute their feedback as well.

Thank you again for your time and for raising this important usability concern. If you have any further questions or need additional assistance, please don’t hesitate to reach out.

I look forward to your thoughts on this.

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