How to block users from downloading files in the Teams or Outlook app on a windows desktop?

Additional Recommendations

1. Use Defender for Endpoint:
   • You can integrate Microsoft Defender for Endpoint to apply deeper device control and file protection measures, including monitoring suspicious file activity and blocking certain file types from being downloaded.
2. Secure Shared Channels and External Access:
   • If you are concerned about data being downloaded externally or to non-managed devices, configure external access policies within Teams to restrict or block file sharing with external users.

3. Limitations:

   • Teams and Outlook Desktop Apps: While Intune's App Protection Policies can prevent sharing data between apps (like blocking copy/paste), these are limited in functionality on the Windows desktop apps compared to mobile apps.
   • Granular File Restrictions: You may need to combine WIP, DLP, and Conditional Access to fully prevent file downloads or other data-sharing actions across apps like Teams and Outlook.

App Protection Policies (APP)

For controlling actions in apps like Teams and Outlook, you can use App Protection Policies (APP). However, as of now, these are more limited for Teams and Outlook on Windows compared to mobile environments.

Configure App Protection Policies:

1. Create an App Protection Policy:
   • Go to Endpoint security > App protection policies in Intune.
   • Click Create policy, and choose Windows 10 and later.
   • App Settings: Choose Microsoft Teams and Microsoft Outlook.
2. Configure Data Protection Settings:
   • In Data Protection, configure settings like:
     • Prevent saving documents to unmanaged locations.
     • Restrict copy/paste to and from Teams and Outlook.
     • Restrict file sharing.
     • Block printing from apps.
3. Assign the Policy:
   • Apply the policy to the targeted user or device groups.

3. Conditional Access Policies

You can also create Conditional Access Policies to enforce security compliance before allowing access to Teams and Outlook.

• Restrict File Downloading:
  • Use Conditional Access policies to block access to Teams or Outlook unless the device is marked as compliant, thus preventing untrusted devices from downloading data.
• Apply Data Loss Prevention (DLP):
  • Use DLP policies to prevent data sharing or downloading within Teams or Outlook by setting restrictions for documents containing sensitive data.

Windows Information Protection (WIP)

WIP allows you to restrict access to corporate data and block actions like copy/paste, download, or print in apps that are deemed untrusted.

Steps to configure WIP for blocking downloading and data sharing:

1. Create a WIP Profile in Intune:
   • Navigate to Microsoft Endpoint Manager Admin Center > Devices > Configuration Profiles.
   • Click Create Profile.
   • Platform: Windows 10 and later.
   • Profile: Endpoint Protection > Windows Information Protection (WIP).
2. Configure WIP Policy:
   • Protected Apps: Add Microsoft Teams and Microsoft Outlook as protected apps.
   • Network Boundary: Define your organization's trusted domains (e.g., company.com).
   • Data Sharing Settings:
     • Prevent cut/copy/paste between protected and non-protected apps.
     • Restrict file sharing: Disable the ability to download or share files outside protected apps.
3. Assign the Policy:
   • Assign the WIP profile to the devices or users that require the restriction.

Key WIP Restrictions:

• Block copy/paste between protected apps and non-protected apps.
• Prevent printing from protected apps.
• Disable sharing data with non-protected apps (which also impacts file downloads).

To block users from downloading files, copy/paste, and print within the Teams or Outlook desktop applications on Windows devices enrolled in Intune, you can leverage Windows Information Protection (WIP) and App Protection Policies. While App Protection Policies (APP) in Intune provide controls for apps like Teams and Outlook, there are certain limitations when it comes to controlling actions like downloading files and copy/paste in fully installed versions of these apps.