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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. Microsoft is highlighting a few of the Microsoft announced upcoming updates from February:

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


Viva Topics To Be Retired

[MC718486 · Published Feb 22, 2024] Viva Topics will be retired as Microsoft focuses our efforts on building new knowledge and content experiences in Microsoft Copilot. 

When will this happen:

Viva Topics will be retired February 22, 2025. As of this date, Viva Topics will no longer be accessible by your users.

How this will affect your organization:

Topic pages that have been published by users will continue to exist as standard SharePoint pages. This means that while existing Topic pages will no longer be automatically enhanced by AI, users can still edit and publish updates as they would any other SharePoint page.

The Topics Center where the Topic pages are located will be converted into a standard SharePoint site and can be maintained and governed like any other SharePoint site.

For more detailed information on why Microsoft is making this change and its impact, please refer to the support documentation and FAQs.

What you need to do to prepare:

Topics will be available until February 2025, but Microsoft recommends you pivot your knowledge management strategy immediately to other tools in Microsoft 365. SharePoint continues to be a repository of knowledge, Viva Answers enables experts to answer questions, and Copilot & Microsoft Search enable knowledge discovery. Refer to the new Knowledge Page on the Microsoft 365 Adoption Hub for adoption and guidance advice.


Transitioning from Microsoft 365 Chat to Copilot in Teams

[MC718253 · Published Feb 21, 2024] You are receiving this message because our reporting indicates one or more users in your organization are using this M365 Chat in Teams.

Copilot licensed users will no longer be able to chat or use the M365 Chat app in Teams, when this change is implemented.

Microsoft will be rolling out notifications to customers in the old M365 Chat app in Teams in early March 2024, and the use of the old app will be discontinued by April 30, 2024.

M365 Chat to Copilot in Teams
Figure 1 – M365 Chat to Copilot in Teams

What you need to do to prepare:

Instead of using M365 Chat app in Teams, Microsoft recommends using the Copilot app in Teams. The experience will also be available in the Teams chat list for Copilot licensed users. This relates to the previous MC post ID: MC696854 (December ’23).

Previous chat history from M365 Chat will not be transferred to the Copilot app. Users are encouraged to copy/save any prompts or responses as needed.

Please refer to the blog for additional information:

Blog


Microsoft Teams: Meeting recap and meeting artifacts automatically shared in chat after meeting

[MC718761 · Published Feb 23, 2024] In Microsoft Teams, Microsoft is rolling out a new recap message in the meeting chat. 

This message is associated with Microsoft 365 Roadmap ID 381121.

When this will happen:

Targeted Release: Microsoft will begin rolling out early April 2024 and expect to complete by early April 2024.

Worldwide: Microsoft will begin rolling out early April 2024 and expect to complete by late April 2024.

GCC: Microsoft will begin rolling out early May 2024 and expect to complete by mid-May 2024.

How this will affect your organization:

Shortly after a meeting ends, a recap message will appear in the meeting chat with links to the meeting recap page and meeting artifacts such as the transcript, the recording, any files shared in the meeting, and the meeting Collaborative notes and Whiteboard (if used).

For users with access to intelligent recap, the recap message also will include meeting insights such as the list of speakers, name mentions of users in the meeting, and suggested tasks.

Teams users: 

Meeting Recap in Microsoft Teams
Figure 2 – Meeting Recap in Microsoft Teams

Teams users with access to intelligent recap: 

Access to Intelligent Recap
Figure 3 – Access to Intelligent Recap

What you need to do to prepare:

No action is needed to prepare for this change. You may want to notify your users about this change and update any relevant documentation as appropriate.


New Microsoft 365 app launcher for web apps

[MC718545 · Published Feb 23, 2024]  Microsoft is excited to announce an update to the Microsoft 365 app launcher for web apps.

When this will happen:

Targeted Release: Microsoft will begin rolling out early March 2024 and expect to complete by late March 2024.

Worldwide: Microsoft will begin rolling out to Worldwide in early April 2024 and expect to complete by late June 2024.

How this will affect your organization:

Included in this update:

  • Modern look: The new Microsoft 365 app launcher provides quick navigation across the Microsoft 365 web suite—all your familiar apps, in the same order, presented in a new modern design.
  • Search: App search for quickly finding more apps.
  • Consistency: The same apps are shown, in the same order, for each user.
  • Quick creation: One-click creation options for popular content types.
  • Suite-wide: The new app launcher will replace the existing app launcher in most Microsoft 365 web apps, including Microsoft365.com, Outlook, SharePoint, OneDrive, Word, Excel, PowerPoint, and many more.
  • New Microsoft 365 app tile: The link to Microsoft365.com is being moved from a dedicated link in the upper right to the first app shown in the app list.

Documents section deprecation: The Documents section showing a short list of recently accessed documents has had very low usage and is being removed from the app launcher.

New Microsoft 365 app launcher for web apps
Figure 4 – New Microsoft 365 app launcher for web apps

The new App Launcher will roll out to all users automatically—no action is necessary. After rollout, users will continue to see the same set of applications they are used to seeing, with a modern layout. Users will no longer see the short list of documents they have recently accessed.

With this rollout, no changes are being made to admin settings related to the app launcher.

What you need to do to prepare: No action is needed from you to prepare for this rollout. You may want to notify your users about this change and update any relevant documentation as appropriate.


Microsoft Teams: Describe it to design it in Teams Workflows

[MC718250 · Published Feb 21, 2024] 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: Microsoft will begin rolling out mid-April 2024 and expect to complete by mid-May 2024.

GCC Release: Microsoft will begin rolling out end June 2024 and expect to be complete by early July 2024

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

Additional information


Microsoft Teams: Personalize group chats with avatars

[MC717970 · Published Feb 20, 2024] In Microsoft Teams, Microsoft is introducing custom avatars for group chats. Group chat members will be able to upload their own image or select a built-in image or emoji, to add a layer of inclusivity and expression to their chat as well as helping visually identity chats with similar titles or participants.

This message is associated with Microsoft 365 Roadmap ID 119305.

When this will happen:

Worldwide, GCC, GCC High, and DoD: Microsoft will begin rolling out mid-March 2024 and expect to complete by late March 2024. 

How this will affect your organization: Users will be able to select the current group chat avatar and then change that avatar by selecting from new avatars and emojis. Users can also upload their own images.

Personalize group chats with Avatars
Figure 5 – Personalize group chats with Avatars
Personalize group chats with Avatars Image 2
Figure 6 – Personalize group chats with Avatars

What you need to do to prepare:

No action is needed to prepare for this change. You may want to notify your users about this change and update any relevant documentation as appropriate.


Microsoft Purview | Data Loss Prevention: Turning on DLP analytics

[MC718758 · Published Feb 23, 2024] In Microsoft Purview, Data Loss Prevention (DLP) analytics is a feature that enables you to analyze data protection challenges, gaps, policy, and posture enhancement possibilities in the organization. Use intelligent Purview features to explore these challenges and resolve them in a few easy steps.

After you turn on analytics, you can review analytics and recommendations will be generated each week on the overview page of DLP. The two prioritized cards show top recommendations. View all recommendations shows all generated recommendations and their status, which enables admins to take action. 

This message is associated with Microsoft 365 Roadmap ID 173161.

When this will happen:

Public Preview: Rollout completed in late September 2023.

Microsoft will begin rolling out mid-February 2024 and expected to complete by late February 2024.

How this will affect your organization:

Benefits

  • Analytics provides reports on top risks, blind spots, and policy improvement opportunities based on past 30 days data and one-click recommendations to mitigate these risks.
  • New recommendations each week.
  • Recommendations are also based upon recommended industry practices.

To turn on Analytics

Step 1: In Purview, go to Data loss prevention on the left navigation and select Overview

The task pane shows an option to turn on Analytics, as shown in screenshot 1. 

Please note after turning on Analytics, it takes up to seven days to generate recommendations. This feature leverages Purview’s intelligent capabilities to understand the logs and telemetry like classification, activity, user profile, policy configuration, alerts, and incident information to generate recommendations.  Screenshot 1:

Turning on DLP analytics in Microsoft Purview Overview
Figure 7 – Turning on DLP analytics in Microsoft Purview Overview

Step 2: Seven days after turning on Analytics, prioritized cards will be generated.

The two categories of recommendations include:

  1. Risk Spotlighting: Reveals the top risks in your tenant that need mitigation through a new policy. 
  2. Policy finetuning: Provides policy improvement opportunities. 

When you select View detection details, a side card opens that provides more details on risks found (screenshot 2). Use View activities to review supporting evidence. The side pane has a preconfigured policy for mitigating risk with the right configurations (screenshot 3). You can create a new policy or update the preconfigured policy with a few clicks. 

Analytics uses an intelligent algorithm that examines your tenant, identifies blind spots or risks that require urgent attention, and suggests suitable mitigations. The recommendations are prioritized by highest impact. The top two recommendations are shown as cards and the rest are available as a prioritized list for admins to take necessary actions. 

Screenshots 2 and 3:

Turning on DLP analytics Recommendation 1
Figure 8 – Turning on DLP Analytics Recommendation 1
Turning on DLP analytics Recommendation 2
Figure 9 – Turning on DLP Analytics Recommendation 2

Step 3: View all recommendations generated for your tenant and take actions.

Recommendations are generated at a weekly cadence and persist in the queue for four weeks unless admins action or dismiss them. 

For policy improvement recommendations that require an update to existing policies, a copy of the policy is automatically created when an admin actions the recommendation. Screenshot 4:

Microsoft Purview DLP Recommendations
Figure 10 – Microsoft Purview DLP Recommendations

Disabling Analytics

From the Task pane on the DLP overview page, you can disable Analytics in the Manage settings pane. After you disable Analytics, it might take up to 24 hours for the analytics to stop running. 

What you need to do to prepare:

No action is needed from you to prepare for this rollout. You may want to notify your users about this change and update any relevant documentation as appropriate. To learn more: Get started with data loss prevention analytics | Microsoft Learn


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