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M365 Updates

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Keep track of upcoming changes, including new and changed features, planned maintenance, or other important announcements.

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Introducing Microsoft Teams templates

This message is associated with Microsoft 365 Roadmap ID 67110 . When this will happen We will begin rolling this out the first week of October and expect the rollout to be complete by the end of October. How this will affect your organization Your users can choose from 13 pre-built or base templates when they need to create a new team. We built these base templates for different tasks, such as managing a project or an event or coordinating an incident response. Base templates have a predefined team structure with a set of channels, tabs, and apps; they can be duplicated but not edited. Your Teams admins can develop custom teams templates to enable users to create the right collaboration space quickly. Each custom template will have its own defined team structure, channels, tabs, and apps. Teams admins can start from scratch, start with an existing template, or duplicate an existing team as a template. What you need to do to prepare You might consider updating your user documentation and training. Learn more: Get started with Teams templates in the Teams admin console Create a custom team template in Microsoft Teams Create a template from an existing team in Microsoft Teams Create a new template from an existing team template in Microsoft Teams

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Organizational branding of Teams custom apps store

How this will affect your organization After you upload brand images and customize colors, your users will see this in their line of business app catalog. What you need to do to prepare If your organization publishes line of business apps, prepare the brand assets needed to be able to customize your tenant app store. You will need: Company logo (240×60) Background image (1212×100) or Background color Logomark (32×32)

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Introducing floating call controls in Teams meetings

We are changing the behavior of the floating call controls in Teams meetings so that they will always be visible for Android and iOS phones and tablets. When this will happen We will roll this out to the respective stores beginning late September and expect the rollout to be complete by the end of October.   How this will affect your organization   This feature makes it easier to access key controls such as mute/unmute. Users will no longer be able to dismiss floating call controls by tapping on the screen. Floating controls on a phone Floating controls on a tablet   What you need to do to prepare   You might consider updating your end user documentation and training.

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Microsoft Forms introduces a responder progress bar

Microsoft Forms will now show responders a progress bar on multi-page (multi-section) forms and quizzes if the forms owner enables the feature. This feature is associated with Roadmap ID 67120. When this will happen Rollout will begin mid-September and is expected to be complete by the end of September 2020.   How this will affect your organization   The progress bar improves usability by providing responders with a visual indicator of their status within the survey, e.g. “Page 1 of 3”.   What you need to do to prepare   You may want to update your internal guidance/help documentation if appropriate. This feature is off by default on new forms and quizzes. Form owners can choose to enable/disable this optional setting. Forms and quizzes at rollout will have the progress bar setting enabled. The progress bar feature is only shown on multi-page forms and can be easily disabled by the form owner in the settings pane for that form/quiz.

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New Feature: Manage how long guests can access SharePoint Online and OneDrive documents

Updated September 11, 2020: To ensure the best possible experience for our users, we are delaying some of our deployments to reduce the amount of change flowing into the services. Please see the updated roll-out timeline belowYou will soon be able to create a policy that automatically revokes access for external guests to SharePoint Online (SPO) sites and individual OneDrives after a defined period of time. This message is associated with Microsoft 365 Roadmap ID 43797. When will this happen We will begin rolling out to targeted release tenants by the end of September and standard release by mid-October. We expect to complete the rollout the end of November.     How this affects your organization   One of the strengths of SharePoint and OneDrive is that it facilitates sharing and collaborating among peers, not only within an organization but also with people outside the organization (guests). In order to better manage sharing, tenant admins will be able to create a policy to revoke guest access to SPO sites and individual OneDrives after a defined period of time. With this policy, you can limit guest user access; thus guests who are no longer active partners will not retain indefinite access to documents and files. This policy is not retroactive; it does not apply to guests who already have access to sites, documents and files. The policy applies to a user’s access to a given SPO site or individual OneDrive. When the access period reaches your policy threshold, such as 10 days, then the guest loses access to all content in that site. Guest access expires on a site-by-site basis, determined by when the guest was granted access to each site, whether that is an SPO site or an individual OneDrive. After a guest loses access to a site, any user with the ability to share content externally can re-invite the guest to each document or item as needed. SharePoint site administrators can extend access at any time, up to the limit of the tenant policy. For example, if the tenant policy is 10 days, and today is the 10th of the month, the SharePoint site admin could extend access for an external guest to the 20th of the month. There is no limit on the number of time a site admin can extend access. SharePoint site administrators will receive e-mail notifications advising of upcoming guest user access expirations.   What do I need to do to prepare for this change?   If you plan to enable this feature, be sure to inform your SharePoint site administrators and users about the new process so that they are prepared to manage guest access as needed. You can enable this policy, which applies to both SPO and OneDrive, in the SharePoint admin center. Until you enable the policy, there will be no change in how long new guests may access shared content.

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OneDrive Sync: Improved warning for locked Office files

Users will see a more descriptive alert when they are attempting to work with some locked Office files. This message is associated with Microsoft 365 Roadmap ID 66099. When this will happen The feature will be enabled gradually in early September as part of OneDrive sync app build 20.143+. We expect the rollout to be complete in late September.   How this will affect your organization   The new alert replaces a generic “Processing Changes” status in the OneDrive sync app in the following scenario. A user makes an edit to a file in the Office desktop app while they are offline or the OneDrive sync app isn’t running. They then close the Office desktop app. The user comes back online or the OneDrive sync app starts up again, and another user has the same file open in edit mode in the Office web app. The user with pending local changes would previously see “Processing Changes” as the status in the OneDrive sync app. With this change, they will see a warning letting them know they need to open the file in the Office desktop app in order for the local changes to sync.   What you need to do to prepare   You might consider updating your user training and documentation.

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Introducing the Lists app in Teams

We are pleased to launch the Lists app in Microsoft Teams for all Teams clients. This feature is related to Microsoft 365 Lists which is accessible via Lists home (MC218031, July 7, 2020). Key points Microsoft 365 Roadmap ID 64162 Timing: early September and complete by mid-October 2020 Roll-out: tenant level Control type: Teams admin control Action: Review and assess   How this will affect your organization   The Lists app in Microsoft Teams brings lists in team SharePoint sites into the collaboration and teamwork canvas of channels and facilitates conversations around list items. With this app, end users can work on their favorite lists from within Teams. After adding the Lists app, users can carry out all functions of Microsoft Lists (home) and SharePoint lists, including adding/editing columns, filtering, sorting, formatting, and exporting to Excel. Create a new list which will reside in the team site, and pin the list to the channel tab Pin any existing list they have access to the (the or a) tab Start a channel conversation about a list item after clicking the list to see a full stage view. Lists created using the Lists app and Lists created in SharePoint are identical.   What you need to do to prepare   This feature ships default ON; Lists is pre-installed for all Teams users and is available directly in the tab gallery of every team and channel. Teams admins can control the availability of the app using app permission policies. Consider notifying your end users about the availability of the Lists App and update your end user training and documentation should you enable this for your tenant.

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Move files and easily keep sharing

When your end users move a file from OneDrive to a SharePoint site collection, or from a SharePoint site collection to a OneDrive, or from a SharePoint site collection to another SharePoint site collection, they will have the option to easily continue sharing the file with their collaborators at the new destination. This message is associated with Microsoft 365 Roadmap ID 65907. When this will happen We will begin rolling this out to production in mid-August and expect to complete that rollout by early September. We expect to complete rollout to all environments by the end of September.   How this will affect your organization   Move and keep sharing is a new feature that allows your end users to easily re-share a file with all the direct collaborators (e.g., the users who had previously received a share for that file) should it be moved. If an end user chooses to do so, we will provide direct collaborators with the new link or with direct permissions that match those that they had at the source location. We will also send collaborators an e-mail that notifies them that the file has been moved should the owner reshare the file location. When your users move files across site collection boundaries, they will see this new option. It is unchecked by default.   What you need to do to prepare   Consider updating your end user training and documentation. Learn more: Introducing new OneDrive features to share and collaborate across work and life Move or copy files in SharePoint

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Notifications about Outlook mobile in Outlook

In March ’20 we sent MC207028 advising customers that Microsoft will start to notify users in Outlook that they can get Outlook for iOS and Android for certain customers in select markets. This message is to let you know that this change now applies to customers worldwide including customers that: Subscribed to education Office 365 and Microsoft 365 plans Are in the European Union and European Economic Area Key points: Timing: August 12, 2020 Control: Admin control via PowerShell for Outlook on the web Action: review and assess With deep integration across OneDrive, Teams and Office apps, Outlook is the best way to experience Microsoft 365 on a mobile device. Outlook mobile integrates Microsoft 365 enterprise-grade security to protect company data for a mobile workforce with built in protection against viruses, spam, phishing attacks and other threats. Many customers are not aware they can get additional functionality and commercial use rights to Outlook mobile as part of their Office 365 and Microsoft 365 services at no extra cost. Note: These changes do not apply for customers subscribed to government Office 365 and Microsoft 365 plans. How this affects your organization: Users who use Outlook with their work or school accounts but are not using Outlook mobile may see a notice that they can get Outlook for their phone. If they dismiss the notice or start to use Outlook mobile, the notification will not reappear. A quick link or scannable code will be provided to simplify downloading the app to the mobile device of their choice. What you need to do to prepare: If you prefer that users in your organization do not see notifications about Outlook mobile in Outlook on the web, you can block these notifications by using the MobileAppEducationEnabled cmdlet control. In a later release, this same cmdlet will be able to manage notifications in Outlook for Windows too but for now, you can complete this form to submit your request to block these notifications in Outlook for Windows. You will need to provide your tenant ID. Requests will take 7 days to take effect (you will not receive a confirmation that your request has been received or processed).

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New Power Platform features coming to Teams

We are adding new Power Platform features to make it easier for customers to create, deploy and manage key business apps and chatbots directly within Microsoft Teams. This message is associated with Microsoft 365 Roadmap ID 66407. When this will happen The rollout will begin in mid-August and be complete by the end of August. How this will affect your organization Select Microsoft 365 and Office 365 subscriptions that include Power Apps and Power Automate are expanding with the introduction of Microsoft Dataflex – a built-in, flexible datastore supporting relational, image and file data with a one-click experience for deploying solutions natively in Teams. Your users will be able to access these public preview features in Teams beginning in mid-August. With Dataflex, Power Apps will provide an integrated app studio that lets users build and deploy custom apps within Teams. Your end users will also be able to build and deploy custom chatbots in Teams with the introduction of Power Virtual Agents. We are also adding Power Automate capabilities, including the ability to trigger flows directly from Teams messages. This new Power Platform functionality for Teams is included at no additional cost with your Microsoft 365 and Office 365 licenses. Existing Power Platform functionality available for use in Office 365 more broadly outside of Teams remains unchanged. What you need to do to prepare Once this update is complete, you will see new service plans – Microsoft Dataflex and Power Virtual Agents for Teams – in the list of plans included with your subscription. These changes will not impact other features in your subscription, besides what is mentioned above. However, you may consider updating your internal documentation to reflect these additional capabilities, as needed. The following admin controls are available in Teams Admin center to enable/disable the new functionality in public preview – App permissions policies: Admins can turn the Power Platform maker/builder experience off or on in Teams by selecting Power Apps and/or Power Virtual Agents applications available under ‘Microsoft Apps’. This setting is available for a specific set of users or for the tenant all up. More information on App permissions policies can be found here – Manage app permission policies in Microsoft Teams Note: Admin controls to enable/disable new Power Platform deployment capabilities in Teams will not be available by public preview. This control will be introduced by GA in the Teams admin center. Existing Power Platform functionality within Office 365 remains unchanged.

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Service reminder: Skype for Business Online is retiring in 12 months

As Microsoft Teams has become the core communications client for Microsoft 365, this is a reminder the Skype for Business Online service will retire July 31, 2021.At that point, access to the service will end. Note: Neither the Skype consumer service nor Skype for Business Server deployments will be affected by the retirement of the Skype for Business Online service. Current Skype for Business Online customers will experience no change in service up to the retirement date. Support for the integration of third-party party Audio Conferencing Providers (ACP) into Skype for Business Online will continue through the end of service July 31, 2021. How does this affect me? You are receiving this message because your organization may be using Skype for Business Online. While your organization will no longer be able to use Skype for Business Online once the service is retired 12 months from now, you may continue to use Microsoft Teams as part of your existing Microsoft 365 licensing agreement. What do I need to do to prepare for this change? We encourage customers using Skype for Business Online to plan and begin the upgrade to Teams today. To help, Microsoft offers comprehensive transition resources including a proven upgrade framework, guidance for technical and organizational readiness, free instructor-led training, and FastTrack onboarding assistance for eligible subscriptions. Please click Additional Information to learn more.

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Speaker attribution in Live Captions

Teams already provides live captions as a way to follow along with what is being said in a meeting. We will soon add speaker attribution to captions so that everyone knows who is speaking. This message is associated with Microsoft 365 Roadmap ID 65949. When this will happen We will begin a gradual rollout in mid-August and expect the rollout to be complete by the end of August. How this will affect your organization Live captions improved accessibility of Microsoft Teams. Identifying who is speaking when there are multiple speakers in a meeting makes live captions more useful and improves comprehension. Note: Remarks made by participants joining from a conference room device will be attributed to the room rather than to an individual in the room. What you need to do to prepare Live captions with speaker attribution is available in new meeting and calling experiences.

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