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Are you keeping up with Microsoft updates? The Microsoft Mondays: Microsoft Service Updates series from Total Solutions is here for your needs, and remember that Total Solutions also provides tailored, expert guidance during our consulting process. We are highlighting a few of the Microsoft announced upcoming updates from April:

[use the jump links to go to each update directly]

Keep an eye out for Microsoft Mondays for your Microsoft updates or speak with our technical team for your Microsoft needs.

* Updates posted here originally posted by Microsoft in the Microsoft 365 Message Center


Exchange Online to retire Basic Auth for Client Submission (SMTP AUTH)

[MC786329 · Published Apr 26, 2024]

Summary

Exchange Online will retire Basic Auth for Client Submission (SMTP AUTH) in September 2025. Users must switch to OAuth or other alternatives before this date, as applications using Basic Auth will no longer be supported. Steps to prepare and alternative options are provided.

Today, we are announcing that Exchange Online will permanently remove support for Basic authentication with Client Submission (SMTP AUTH) in September 2025. After this time, applications and devices will no longer be able to use Basic auth as an authentication method and must use OAuth when using SMTP AUTH to send email.

Basic auth is a legacy authentication method that sends usernames and passwords in plain text over the network. This makes it vulnerable to credential theft, phishing, and brute force attacks. To improve the protection of our customers and their data, we are retiring Basic auth from Client Submission (SMTP AUTH) and encouraging customers to use modern authentication methods that are more secure.

When this will happen:

We will be making this change in September 2025.

How this will affect your organization:

In September 2024, we will update the SMTP AUTH Clients Submission Report in the Exchange admin center to show if Basic auth or OAuth is being used to submit email to Exchange Online. In January 2025, we will send a Message Center post to tenants who are using Basic auth with Client Submission (SMTP AUTH) to alert them to the upcoming change. In August 2025, about 30 days before we disable Basic auth we will send another Message Center post to tenants who are still using Basic auth with Client Submission (SMTP AUTH).

During September 2025, we will remove support for Basic auth with the Client Submission (SMTP AUTH) endpoints:

  • smtp.office365.com
  • smtp-legacy.office365.com

Once Basic auth is permanently disabled, any clients or apps connecting using Basic auth with Client Submission (SMTP AUTH) will receive this response:

  • 550 5.7.30 Basic authentication is not supported for Client Submission.

What you need to do to prepare:

If your client supports OAuth, follow these steps: Authenticate an IMAP, POP or SMTP connection using OAuth

If your client doesn’t support OAuth and you must use Basic Auth with Client Submission (SMTP AUTH), you will need to switch to one of the following alternatives before September 2025:

  • If you are using basic authentication with Client Submission (SMTP AUTH) to send emails to recipients internal to your tenant, you can use Microsoft 365 High Volume Email. Please visit this site to learn more: Manage high volume emails for Microsoft 365 Public preview
  • If you are using basic authentication with Client Submission (SMTP AUTH) to send emails to recipients internal and external to your tenant, you can use Azure Communication Services Email. Please visit this site to learn more: Overview of Azure Communication Services email
  • If you have an Exchange Server on-premises in a hybrid configuration, you can use Basic auth to authenticate with the Exchange Server on-premises or configure the Exchange Server on-premises with a Receive connector that allows anonymous relay on Exchange servers. Please visit this site to learn more: Allow anonymous relay on Exchange servers

Regardless of the volume of email, if you must use Basic auth to send email with Exchange Online, then you must use one of the alternatives.

We understand that this change requires some adjustments, but we believe that this is a necessary step to enhance the security and reliability of our email service and your data.

Additional information

Blog


Upcoming changes to tenant settings for Power BI Copilot features

[MC785029 · Published Apr 24, 2024]

Summary

The Power BI setting for Copilot features will be enabled by default for all tenants starting late May 2024. Tenants can access Copilot more efficiently and manage settings through capacity admins. The Abuse monitoring feature has been updated for privacy. Visit the provided link for more details. To opt-out, follow the steps in the Power BI admin portal before May 20th, 2024.

The Microsoft Power BI setting, Users can use a preview of Copilot and other features powered by Azure OpenAI, will be enabled by default for all tenants.

When this will happen:

Worldwide: We will begin rolling out late May 2024 and expect to complete by mid-June 2024.

How this will affect your organization:

With the default enablement, tenants that have not previously modified the tenant setting for Copilot will now have access to it within PowerBI, allowing users to perform tasks using natural language more efficiently.

Additionally, the tenant setting will now be automatically delegated to capacity admins, streamlining the management process.

We have also updated the Abuse monitoring feature, which no longer stores your data to help enforce your privacy and security.

For more information about these changes, please visit Overview of Copilot in Fabric and Power BI.

What you need to do to prepare:

Important: If you prefer to have Copilot within Power BI turned off within your tenant, please follow these steps before May 20th, 2024:

  1. Visit the Power BI admin portal.
  2. Locate the setting: “Users can use a preview of Copilot and other features powered by Azure OpenAI”.
  3. Enable the feature and save your changes.
  4. Then, disable the feature and save again.

This process ensures that your tenant will not be automatically affected by the default enablement. Alternatively, you can enable the feature for a security group containing only the admins, maintaining control over its distribution.


Microsoft Teams: Describe it to design it in Teams Workflows (Updated)  

[MC718250 · Published Feb 21, 2024 – Updated: Apr 26, 2024]

Summary

Microsoft Teams users will be able to describe in detail how they want their automation to work and receive a suggested flow using the Workflow builder button in the Workflows app. This feature will roll out worldwide from mid-August to late August 2024 and will affect all users with the ability to create workflows. No action is needed to prepare for this rollout, and the feature will only support workflow descriptions written in English.

Updated April 26, 2024: We have updated the rollout timeline below. Thank you for your patience.

Can’t find a workflow template that matches what you need in Microsoft Teams? You will now be able to describe in detail how you want your automation to work and receive a workflow to match your needs. All you need to do is select the Workflow builder button at the bottom of the create dialog in the Workflows app in Microsoft Teams chat and channel overflow menu. 

Workflow builder will come to the Workflows app in Microsoft Teams chat and channel overflow menu first. Other entry points to Workflows will get this feature later.

This message is associated with Microsoft 365 Roadmap ID 382659.

When this will happen:

Worldwide: We will begin rolling out early July 2024 (previously late April) and expect to complete by late July 2024 (previously late May).

GCC Release: We will begin rolling out mid-August 2024 (previously early June) and expect to be complete by late August 2024 (previously late June).

How this will affect your organization:

All users with the ability to create workflows with the Workflows app in Teams will be able to describe the workflow they are trying to build and then receive a suggested flow. 

Prerequisites

A work or school Teams account with access to a Power Automate environment in Europe or the United States.

Limitations

Power Automate supports workflow descriptions written in the English language only. Descriptions written in other languages might work but are not supported.

Cloud flows are the only type of flow that you can create from a written description.

In the version rolling out, the AI might omit some parameters, even if you provide them in the description.

What you need to do to prepare:

No action is needed to prepare for this rollout. If your tenant uses the Power Automate app within Microsoft Teams, you may want to notify your users about this change and update any relevant documentation as appropriate.

To learn more: Create a cloud flow from a description (preview) – Power Automate | Microsoft Learn


Microsoft Outlook and Microsoft Teams: Respond to meetings with Follow

[MC786325 · Published Apr 26, 2024]

Summary

Outlook and Teams are introducing a new meeting response called ‘Follow’ for attendees who can’t attend but want to stay informed. It’s rolling out from late April 2024 to early July 2024, initially in the new Outlook for Windows and the web, not on Mac or mobile. Organizers will be notified of ‘Follow’ responses, and users will be marked as free but kept in the loop.

Coming soon in Microsoft Outlook and Microsoft Teams: We are introducing a new meeting response option called Follow that allows people invited to a meeting to let the organizer know they can’t attend but would like to stay informed. Follow goes beyond the traditional Accept, Tentative, and Decline responses. Follow is for busy individuals with high meeting loads and conflicting meetings. Follow is the ideal meeting response option when you can’t attend a meeting but still want to stay engaged and have access to post-meeting information in Teams. Meeting attendees can respond with Follow in the new Outlook for Windows and Outlook on the Web. Follow is not available on Outlook for Mac or Outlook Mobile at this time. Additional Follow features in Teams for meeting organizers are shown in the screenshots in this message.

This message is associated with Microsoft 365 Roadmap ID 154557.

When this will happen:

Targeted Release: We will begin rolling out late April 2024 and expect to complete by late May 2024.

General Availability: We will begin rolling out early June 2024 and expect to complete by early July 2024.

How this will affect your organization:

Meeting attendees can respond with Follow to any meeting invitation as long as the meeting has more than two attendees and where the organizer has requested a response.

Follow responses will:

  1. Inform organizers: Follow will let the meeting organizer know you can’t attend but want to stay engaged and have access to post-meeting information.
  2. Free up time: Follow will mark the meeting on your calendar as free so you can better prioritize your time. You will still retain access to the meeting and chat.
  3. Stay informed: Follow will remind meeting organizers to record and take collaborative notes during the meeting. You will receive a notification that the recap is available after the meeting (this feature will be available shortly after the GA rollout).

After rollout, invitation response options will be Yes, No, and Follow. Maybe will be accessible through the three-dot menu.

Meeting invitation email with new Follow option (Outlook for Windows and Outlook for web):

Microsoft Outlook new Follow option
Figure 1 – Microsoft Outlook new Follow option

Meeting organizer’s view of invitees who respond with Follow (Outlook for Windows and Outlook for web):

Meeting organizer's view invitees
Figure 2 – Meeting organizer’s view invitees

Reminder to the meeting organizer at the start of the meeting about people following the meeting (Outlook for Windows and Outlook for web):

Meeting Organizer Reminder of Meeting Followers
Figure 3 – Meeting Organizer Reminder of Meeting Followers

Note: After rollout, Follow responses are only available in new Outlook for Windows and Outlook on the web. If meeting organizers are using either of these Outlook versions, they will see Follow responses. However, if the meeting organizer is using classic Outlook for Windows, Outlook for Mac, or Outlook Mobile, the meeting organizer will see the response as Tentative, with a note that the invitee is following the meeting:

Follow Responses in New Outlook
Figure 4 – Follow Responses in New Outlook

What you need to do to prepare:

This rollout will happen automatically by the specified date with no admin action required before the rollout. You may want to notify your users about this change and update any relevant documentation as appropriate.

Support for users: Follow a meeting in Outlook – Microsoft Support


Microsoft Teams: Share contact information of people in Microsoft Teams chat (Updated)

[MC704192 · Published Jan 5, 2024 Updated: Apr 23, 2024] 

Summary

Microsoft Teams now allows users to share contact information of someone who is not in a chat, making it easier for others to get to know other collaborators. The rollout will begin mid-January 2024 and complete by late January 2024 for Targeted Release, and early February 2024 to late April 2024 for Worldwide, GCC, GCC High & DoD. No preparation is necessary, but internal documentation can be updated.

Updated April 23, 2024: We have updated the rollout timeline below. Thank you for your patience.

Users can now share the contact information of someone who is not in a chat to make it easy for others to confidently get to know other collaborators.

This message is associated with Microsoft 365 Roadmap ID 375627

When this will happen:

Targeted Release: We will begin rolling out mid-January 2024 and expect to complete by late January 2024.

General Availability (Worldwide, GCC, GCC High and DoD): We will begin rolling out early February 2024 and expect to complete by late April 2024 (previously early April).

How this will affect your organization:

Users can now easily share contact information in group chats and meeting chats.

Share Contact Information in Teams' Chats
Figure 5 – Share Contact Information in Teams’ Chats
Search for Contact in Meeting Chat
Figure 6 – Search for Contact in Meeting Chat
Select the Contact
Figure 7 – Select the Contact
Contact Information Selected
Figure 8 – Contact Information Selected

What you need to do to prepare: You may consider updating your internal documentation.


Microsoft OneDrive: Annotate PDFs with text boxes

[MC783215 · Published Apr 22, 2024]

Summary

Microsoft OneDrive introduces a feature for annotating PDFs with text boxes, rolling out mid-May to early June 2024. Users can edit PDFs in OneDrive and SharePoint by opening the file and using the ‘Edit’ and ‘Add Text’ commands. No admin action is required for this update.

This new Microsoft OneDrive feature allows you to annotate and save PDF files with text boxes when the files are stored in Microsoft OneDrive and Microsoft SharePoint. 

This message is associated with Microsoft 365 Roadmap ID 387807

When this will happen:

General Availability (Worldwide, GCC, GCC High, DoD): We will begin rolling out mid-May 2024 and expect to complete by early June 2024.

How this will affect your organization:

Users can access the annotation feature by opening the PDF in File Viewer and selecting Edit. To add text, follow these steps:

  1. Open the desired PDF file in OneDrive.
  2. Click Edit to enter edit mode.
Select Edit on PDF to Annotate
Figure 9 – Select Edit on PDF to Annotate

        3. Use the Add Text command on the left side of the screen to insert text.

Select Add Text
Figure 10 – Select Add Text

     4. With the text box selected, you can change the color and adjust the font size using the menu above the text box.

Add your Annotations
Figure 11 – Add your Annotations

     5. When finished, click Save changes in the top left corner to exit Edit mode and save your changes to the PDF.  

What you need to do to prepare: This rollout will happen automatically with no admin action required. You may want to notify your users about this change and update any relevant documentation as appropriate.


Copilot in OneDrive (Updated)

[MC714516 · Published Feb 10, 2024 Updated: Apr 23, 2024]

Summary

The rollout of Copilot in OneDrive, which allows users to ask questions and summarize files without opening them, has been updated to begin in late July 2024 and complete by late August 2024. It requires a Microsoft Copilot for Microsoft 365 license and supports various file types. Preparation may involve updating training and documentation.

Updated April 23, 2024: We have updated the rollout timeline below. Thank you for your patience.

Copilot in OneDrive will allow you to ask open-ended questions and get information from files in your OneDrive without having to open the files. It will also summarize one or multiple files.

Copilot in OneDrive requires a Microsoft Copilot for Microsoft 365 license.

This message is associated with Microsoft 365 Roadmap ID 381450

When this will happen:

Rollout will begin in late July 2024 (previously early May), and we expect to complete the roll out by late August 2024 (previously end of May).

How this will affect your organization:

Customers with a Microsoft Copilot for Microsoft 365 license will have access to Copilot in OneDrive.

Copilot in OneDrive will work on the following file types: DOC, DOCX, FLUID, LOOP, PPT, PPTX, XLSX, PDF, ODT, ODP, RTF, ASPX, RTF, TXT, HTM, and HTML.

What you need to do to prepare: You may consider updating your training and documentation as appropriate.


Check out previous Microsoft Updates that Total Solutions has posted here -> Microsoft Updates Archives – Total Solutions Inc.