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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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Forms: Specific user sharing for response collection

Form owners will see a new response collection option when navigating to Share > Send and collect responses . When a Form owner selects Specific people in my organization can respond, they can then specify one or more individuals or user groups by using theiremail address. Forms on the desktop Forms on mobile The specified people or groups can then view and submit a response to the form/quiz. Other users will be prevented from seeing the form. This allows a form owner to manage the response collection more precisely than using the current anyone or organization wide options. Because of its more restrictive permissions, this setting is optimal for forms with more sensitive content or in cases where the responses are meant to be more controlled.   What you need to do to prepare   The new option is accessible to owners when the feature is available in your tenant but is not active until an owner selects it. This option will exist on old forms/quizzes as well as new ones. You might consider updating your user documentation and training materials.

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Microsoft 365 admin center Network connectivity preview

The Network connectivity category within the Microsoft 365 admin center allows you to see a network assessment that evaluates the impact of your network design on Microsoft 365 user experience in a 0 – 100 scale. This is calculated based on network attributes which have been proven through support cases to affect user experience the most. The network assessment is best evaluated at a specific office location, but an organization wide network assessment is also provided. In addition, specific network insights are provided which identify network design improvements that could be made to align with the published network connectivity principles and improve network performance. This message is associated with Microsoft 365 Roadmap ID 67153 When this will happen The feature is available in preview now and can be accessed by signing up in the Microsoft 365 admin center. It is planned to be generally available by April 2021.   How this will affect your organization:   There’s no impact to your organization and all of the new reporting is limited to being visible in the Health -> Network connectivity menu in the Microsoft 365 admincenter.     What you need to do to prepare:   There’s nothing you have to do. To get more value from the feature you would need to enable one of the three office location identification methods that are available.

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Hide notification previews on Microsoft Teams mobile apps to protect sensitive data

You can now keep organizational data confidential on Teams iOS and Android apps lock screens by blocking data from appearing in notification previews. This message is associated with Microsoft 365 Roadmap ID 66744. When this will happen This feature is available on Teams iOS (v. 2.0.22) and Android (v. 1.0.0.2020091301) apps.   How this will affect your organization   Admins will be able to block organizational data from appearing in Teams mobile notifications (e.g. message preview, channel, or sender name) on both iOS and Android end-user lock screens by enabling the Intune Application Protection Policy (APP) setting Org data notifications with a value of Block org Data. Outlook for iOS and Android already support this Intune APP setting and protect sensitive data in notifications. Notifications with unblocked and blocked data   What you need to do to prepare   This new policy setting, Org data notifications is available in Intune with a default value of Allow. To hide notification previews for Teams mobile apps, admins need to change the value of Intune APP to Block org data. Note: tenants that have the setting Org data notifications configured with a value of Block org Data where APP includes Teams do not need to take additional action. Please see: App protection policy settings, Android App protection policy settings, iOS Deploying Outlook for iOS and Android app configuration settings

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Announcing general availability of Microsoft Compliance Manager

As announced at Ignite, Compliance Manager (formerly Compliance Score) is moving out of public preview and the tasks you previously found in Compliance Manager (via the Service Trust Portal) are now housed within the Microsoft 365 compliance center under Compliance Manager. We announced the public preview of Compliance Score in November 2019. This message is associated with Microsoft 365 Roadmap ID 60771. When this will happen Rollout will begin in mid-September and is expected to be complete by the end of September.   How this will affect your organization   Compliance Manager consolidates the functionality of Compliance Score and Compliance Manager preview solutions. You can see your compliance score, add a template and assessment, and manage improvement actions. You’ll see some updates to your visual experience in the Microsoft 365 compliance center as these solutions are now housed within the same portal. Any existing assessments created during the public preview of Compliance Score will continue to be available for use.   What you need to do to prepare   Learn more about the benefits of Compliance Manager and review Compliance Manager technical documentation for setup and implementation guidance. New licensing terms will be going into effect with general availability of the solution. Review the Microsoft 365 licensing guidance for security and compliance to see what is available for your subscription level. Visit the Microsoft 365 compliance center to begin using the new Compliance Manager experience.

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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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