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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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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 With this policy, you can limit guest user access; thus guests who are no longer active partners will not retain indefinite access to documents and files.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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Reminder of changes coming to Office support on October 13, 2020

As communicated previously in MC198427 (Dec ’19) Office 2016 for Mac and Office 2010 will reach their end of support on October 13, 2020. After this date, Microsoft will no longer provide technical support, bug fixes, or security updates for Office 2016 for Mac and Office 2010. You will still be able to use these versions of Office, but over time, organizations may face an increase in security risks and compliance issues. Also, as previously announced, after October 13, 2020, customers will need to be running Microsoft 365 Apps, Office 2019 or Office 2016 to connect to Office 365 services. Microsoft will not take any active measures to block legacy versions of the Office client from connecting to Office 365 services, but these older clients may encounter performance and/or reliability issues over time. For related Office client support timelines, see the Microsoft 365 and Office system requirements matrix. Key Points: Major: Retirement Timing: October 13, 2020 Action: review and assess [How this will affect your organization:] If your organization is still running Office 2016 for Mac or Office 2010 after October 13, 2020, they will no longer receive technical support, security fixes, or bug fixes from Microsoft. If your organization is running any Office client older than Office 2016, Microsoft will not take any active measures to block them from connecting to Office 365 services. However, legacy clients attempting to connect to a modern, always-up-to-date cloud service may experience performance and reliability issues. Customers will face an increased security risk, and may find themselves out of compliance depending on specific regional or industry requirements. Microsoft Help may not be able to resolve issues that arise due to unsupported service connections. [What you need to do to prepare:] Because of the changes listed above, we strongly recommend that you upgrade to one of the latest versions of Office as soon as possible: Microsoft 365 Apps, the subscription version of Office that comes with most Office 365 enterprise plans. Microsoft 365 Apps can be installed on up to five PCs or Macs, five tablets, and five mobile devices. Office 2019, which is a one-time purchase and available for one PC or Mac per license. A key difference between Microsoft 365 Apps and Office 2019 is that Microsoft 365 Apps is updated on a regular basis with new features. Office 2019 has the same set of features that it had when it was released in October 2018. Prior to deploying either version, please check the System requirements for Microsoft 365 and Office as well as the Microsoft 365 and Office system requirements matrix to ensure that the version you choose is supported on the operating system you are using. In order to identify users on Office 2010 and Office 2013 clients, deploy Microsoft 365 Apps or a supported non-subscription version of Office to those desktops, and ensure that they will have supported access to Office 365 services after October 13, 2020, there are two Microsoft Endpoint Configuration Manager dashboards (updated as part of version 1902) that you can use: the Configuration Manager Product Lifecycle dashboard allows you to see which versions of Office are running on your desktops, to determine which will need updated Office apps to help ensure a seamless connection to Office 365 services the Microsoft 365 Apps Upgrade Readiness report on the Office 365 client management dashboard helps to identify desktops in your organization that are ready to upgrade to Microsoft 365 Apps. Additional information: Office 2010 end of support roadmap. End of Support for Office 2016 for Mac Deployment guide for Office for Mac Office versions and connectivity to Office 365 services Microsoft 365 and Office system requirements matrix Microsoft Office End of Support Tech Community

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Manage OneDrive storage limits for users in the Microsoft 365 admin center

We’re adding the ability for admin to manage OneDrive storage limits for individual users in the Microsoft 365 admin center. This message is associated with Microsoft 365 Roadmap ID 65148 When this will happen This change has begun rolling out and will be complete by the end of July 2020. How this will affect your organization Admins will be able to manage OneDrive storage limits for individual users who have OneDrive enabled using the Microsoft 365 admin center. Admins can configure OneDrive storage settings by clicking Edit under Storage on the OneDrive tab of the user details. What you need to do to prepare You may consider updating your training and documentation as appropriate.

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Teams message translation will be enabled by default

We’re changing the default tenant policy setting for Teams inline message translation. Key points Timing: early August; complete mid-August Roll-out: tenant level Control type: admin control Action: review and assess by August 3, 2020. How this will affect your organization If you have not previously customized the messaging policy for your tenant or assigned your users a custom messaging policy, message translation will be enabled by default. Users in tenants where message translation is enabled will be able to translate chat or channel messages by clicking “Translate” from the message actions menu. Currently, message translation is available for Teams desktop client and the Teams web app. It recently rolled out for the Teams iOS app (MC216842, May 2020). What you need to do to prepare If you have not previously customized the default messaging policy or assigned your users a custom messaging policy, message translation will be enabled by default. If you do not want users in your tenant to be able to access or use message translation, you must proactively set the policy to disable message translation by August 3, 2020. The specific setting is: TeamsMessagingPolicy.AllowUserTranslation

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New file sharing experience in Teams

With this feature, users will have a file sharing and access control experience in Teams that is similar to their experience with other Microsoft 365 apps. Key points Microsoft 365 Roadmap ID 51230 Timing: mid-August; complete mid-September Roll-out: tenant level Control type: admin control Action: review and assess How this will affect your organization With this update, when users share a file from within Teams, they will have the option to create sharing links that provide access to anyone, people within your organization, people with existing access or specific people, including those in a 1:1 chat, group chat, or channels. Before users share a file in a chat and channels, they will be notified if recipients don’t have permission to view the file. The user can change permissions before they share the file (if they have permission to do so). What you need to do to prepare Teams honors the sharing controls defined in SharePoint. For example, if external sharing is disabled in SharePoint, then it is disabled in Teams as well. The default file link permission in Teams will be the same that is set at Tenant level, unless it is over ridden at site level. Review your file sharing options in the SharePoint admin portal to ensure that they align with the requirements in your tenant.

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