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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 May:

[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


Microsoft Outlook: Microsoft Copilot app in classic Outlook for Windows

[MC790241 · Published May 4, 2024]

Summary

The Microsoft Copilot app will be available in classic Outlook for Windows, starting with a Public Preview in early May 2024 and achieving General Availability by early June 2024. This feature comes with a qualifying Copilot license and requires no admin action before rollout.

Coming soon: The same Microsoft Copilot experience you can get from the Microsoft Teams app, at copilot.microsoft.com (“Work mode”), and in many other places soon will be available in classic Microsoft Outlook for Windows. This feature is enabled by default for any users with a qualifying Copilot license.

This message is associated with Microsoft 365 Roadmap ID 388753.

When this will happen:

Public Preview: We will begin rolling out early May 2024 and expect to complete by mid-May 2024.

General Availability (Worldwide): We will begin rolling out late May 2024 and expect to complete by early June 2024.

How this will affect your organization: After the rollout, users will see the Copilot app in the left app bar of classic Outlook for Windows:

Copilot for Microsoft Outlook
Figure 1 – Copilot for Microsoft 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.

Learn more: What’s New in Copilot | April 2024 – Microsoft Community Hub


Microsoft Purview | Data Loss Prevention – Enhanced incident communication with DLP email templates

[MC789887 · Published May 2, 2024]

Summary

Microsoft Purview Data Loss Prevention is introducing a new ‘send email notification’ remediation action and customizable email templates. These enhancements, available in Public Preview in late May 2024 and General Availability in late June 2024, allow for dynamic and efficient incident communication, with an audit trail for actions taken. No admin action is required before the rollout. Microsoft 365 Roadmap ID 373310 is associated with this update.

Coming soon for Microsoft Purview Data Loss Prevention (DLP): Enhance your DLP incident management with the new send email notification remediation action and customize email templates in Purview DLP and Defender. Use dynamic variables and tokens to easily create and maintain consistent and efficient email communications, complete with an audit trail.

Utilize these email templates to take actions such as:

  • Informing end-users or their managers about incidents, severity, or the analyst’s recommendations.
  • Managing remediation efforts by sending follow-up notifications to end users with due dates.
  • Keeping analysts informed about incident updates and assignments.
  • Notifying approvers of pending items with ease.

This message is associated with Microsoft 365 Roadmap ID 373310

When this will happen:

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

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

How this will affect your organization:

1. Go to DLP Settings (on top right on any DLP Overview or Policies or Alerts pages in Microsoft Purview -> Email templates

2. Create an email template. Leverage tokens for email body and subject as much as possible.

Figure 1:

New DLP Email Template
Figure 2 – New DLP Email Template

3. You can click on the template name to see the details on the right side.

Figure 2:

More Details about Templates
Figure 3 – More Details about Templates

4. Go to DLP Alert in Microsoft Purview or Microsoft Defender -> Event -> Actions-> Send email notification -> Create a new template or choose an existing email template -> Preview & send

Picture3

DLP Alert in Microsoft Purview
Figure 4 – DLP Alert in Microsoft Purview

5. Click on “Send email” or Save changes & Send email

6. Email recipients will receive an email

Picture4

Data Loss Prevention Notification
Figure 5 – Data Loss Prevention Notification

7. You can also find audit trails for below actions in the Audit

a. Template triggered: DLP Info -> Remediation Activity

b. New-CustomDlpEmailTemplate

c. Set-CustomDlpEmailTemplate

d. Remove-CustomDlpEmailTemplate

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 admins about this change and update any relevant documentation as appropriate.


Microsoft Outlook: Microsoft Copilot app in new Outlook for Windows and Outlook for the web  

[MC789879 · Published May 2, 2024]

Summary

The Microsoft Copilot app will soon be available in new Outlook for Windows and the web, with the rollout starting early May 2024 and completing by mid-May 2024. This feature will be enabled by default for users with a Copilot license. No admin action is required before the rollout.

Coming soon: The same Microsoft Copilot experience you can get from the Microsoft Teams app, at copilot.microsoft.com (“Work mode”), and in many other places soon will be available in new Microsoft Outlook for Windows and Microsoft Outlook for the web. This feature is enabled by default for any users with a qualifying Copilot license.

This message is associated with Microsoft 365 Roadmap ID 388754.

When this will happen:

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

How this will affect your organization: After the rollout, users will see the Copilot app in the left app bar of new Microsoft Outlook for Windows and the web:

Copilot Left App Bar in Microsoft Outlook for Windows
Figure 6 – Copilot Left App Bar in Microsoft Outlook for Windows

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.

Learn more: What’s New in Copilot | April 2024 – Microsoft Community Hub


Microsoft Teams: Message reactions in right-click menu

[MC789611 · Published May 2, 2024]

Summary

Microsoft Teams will soon allow users to react to messages directly from the right-click menu. This feature will be available in Teams for web and desktop, starting with a Public Preview in late April 2024 and General Availability in mid-May 2024. No admin action is required for this update.

Coming soon: In Microsoft Teams: users will be able to right-click any message and react to it directly from the right-click menu. With this rollout, we are adding reactions to the right-click menu to give users another way to react to messages. This rollout applies to Teams for the web and Teams for desktop T2.1.

When this will happen:

Public Preview: We will begin rolling out late April 2024 and expect to complete by early May 2024.

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

How this will affect your organization:

After this rollout, all messages where the right-click menu was present before rollout will have the new reactions. Before the rollout, users could hover their cursor over the message to choose a reaction, and this option will continue to be available after rollout. Reactions in the right-click menu:

Reactions in Right-Click Menu in Microsoft Teams Chat
Figure 7 – Reactions in Right-Click Menu in Microsoft Teams Chat

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.

We will update this comm before rollout with revised documentation.


Microsoft Teams: Meeting recordings are now saved in organizer’s Microsoft OneDrive (Updated)

[MC772558 · Published Apr 8, 2024 Updated: May 1, 2024] 

Summary

Microsoft Teams meeting recordings will now be saved to the organizer’s OneDrive by default, with rollout dates varying from early June to late August 2024, depending on the service availability. Admins can use PowerShell policy ‘TeamsRecordingRollOutPolicy’ for special cases. No significant user impact is expected, but admins may need to update documentation.

Updated May 1, 2024: We have updated the rollout timeline below. Thank you for your patience.

We are rolling out a change to Microsoft Teams meetings recordings, which will be saved by default to the meeting organizer’s Microsoft OneDrive account. (Now, meeting recordings are saved to the OneDrive account for the person who initiates the recording.)

This message is associated with Microsoft 365 Roadmap ID 116251.

When this will happen:

General Availability (Worldwide): We will begin rolling out early June 2024 (previously mid-May) and expect to complete by mid-June 2024 (previously late May).

General Availability (GCC): We will begin rolling out mid-June 2024 and expect to complete by late June 2024.

General Availability (GCC High): We will begin rolling out mid-July 2024 and expect to complete by late July 2024.

General Availability (DoD): We will begin rolling out mid-August 2024 and expect to complete by late August 2024.

How this will affect your organization:

This rollout will ensure recordings are governed by the organizer’s meeting setup and policies, like other meeting artifacts (meeting invitation, transcript, and so on). If the organizer does not have OneDrive provisioned, the OneDrive account is out of capacity, or the recording fails to upload successfully, the recording will be accessible from the recording link in the meeting chat (current behavior for these cases).

This rollout will also be supported by the PowerShell user-level policy TeamsRecordingRollOutPolicy that admins can use for special situations to continue to save recordings in the recoding initiator’s OneDrive account. For example, when existing workflows need to be migrated or when Teams accounts have delegate permissions, and so on.

This rollout will not have any significant end user impact. From an IT admin perspective, the rollout will drive better compliance and may need some oversight because the change is desirable.

What you need to do to prepare:

To temporarily override this rollout, use the PowerShell policy TeamsRecordingRollOutPolicy. Three months after the rollout, we will stop honoring the override policy, to ensure consistent storage.

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


Microsoft SharePoint document libraries: Improved Version history controls | Preview opt-in

[MC789209 · Published Apr 30, 2024]

Summary

Microsoft SharePoint is introducing improved version history controls to enhance data protection and storage management. Admins can set intelligent version deleting options and default organization limits. The Public Preview begins in May 2024, with General Availability starting in August 2024. New capabilities include automatic and manual version limits, consistent default settings, and detailed version storage reporting. Users can view and adjust file version expirations. Admins should review updated documentation to prepare for these changes.

Updated May 1, 2024: Note: If you receive an error “The requested operation is part of an experimental feature that is not supported in the current environment”, this indicates that the feature has not reached your tenant yet.

Version history, a critical part of Microsoft SharePoint’s built-in data protection, tells users how a file has evolved over time. Users can easily revert to an older version if business needs change or if files are damaged by user error or malware. Version storage controls allow you as admins to set an appropriate level of recoverability and auditability for your organization. Based on strong customer feedback, we will release enhanced version storage controls so you can meet your needs efficiently and at scale.

This message is associated with Microsoft 365 Roadmap ID 145802.

When this will happen:

Public Preview: We will begin rolling out early May 2024 and expect to complete by late June 2024. Admins can opt into the Public Preview by running the SharePoint Online Management PowerShell cmdlet Set-SPOTenant -EnableVersionExpirationSetting $true. Please make sure that your SharePoint Online Management Shell is updated to version 16.0.24810.12000 or higher so you can run the specified cmdlets. For guidance, refer to Get started with the SharePoint Online Management Shell.

General Availability (Worldwide): We will begin rolling out late August 2024 and expect to complete by mid-October 2024.

How this will affect your organization:

What’s New?

We are introducing new version controls that help admins and content owners reduce storage footprint driven by low-value file versions. Previously, document library owners could set count-based version limits at the library level. With this rollout, we are introducing new automatic version limits that consider important factors such as age and restore probability to offer more intelligent version deleting options. We’re also adding manual settings for version expiration and count limits.

Here is a summary of the new capabilities introduced with this rollout:

  • New Version history limit options to meet your organization’s recovery objectives and version storage targets. Set version limits to:
    • Automatically optimize version recovery and storage without estimating limits; or
    • Manually limit versions by count or version age.
  • Set default organization Version history limits on new document libraries and Microsoft OneDrive accounts for consistent version storage setting on all new libraries and OneDrive accounts created through the organization.
  • Set Site or Library level Version history limits to meet specific content needs by breaking inheritance from organization defaults.
  • Report on version storage use of a site or library by generating a CSV report to analyze current usage trends or impact analysis.
  • Delete versions from a site or library to reduce existing version storage footprint or align with new limits.

After this rollout completes, you can expect these changes:

1. New Version history limits settings in SharePoint admin center: Admins can set global defaults for all new libraries created in the organization. By default, the organization-level Version history limit will be set to Manually delete versions. Within the Manual limits, the default Number of major versions is set to 500 and the Time period is set to Never expire.

SharePoint Version History Limits
Figure 8 – SharePoint Version History Limits

2. New Version time limit setting for Document libraries: In addition to existing Version count limits, users can set Version time limits to delete versions based on age. Version time limits will be on the library’s Version settings page. No change will be made to existing version limits applied to the library.

3. New Expiring in column on a file’s Version history view: Users will be able to:

  • View an expiration applied to a file’s versions based on the library settings
  • Set individual file versions to never expire

What you need to do to prepare:

Review updated documentation:

To send feedback or questions about this change, select Like or Dislike at the top of this message in the Microsoft 365 message center.


Microsoft SharePoint: New Section Level Content Align on pages

[MC789318 · Published Apr 30, 2024]

Summary

Microsoft SharePoint is introducing a new feature that allows authors to align content across columns at the top, center, or bottom of a section. This option is available for 2-column and 3-column sections and will be rolled out worldwide from mid to late May 2024. No action is needed to prepare for this update.

Coming soon: Authors will be able to control their content alignment across adjacent columns to the top, center, or bottom of that section.

These alignments can be found in your section properties for 2-column and 3-column sections. For single column sections, alignment options are unavailable since content will create the minimum amount of vertical space to house it by default, making additional configuration redundant. 

This message is associated with Microsoft 365 Roadmap ID 387808

When this will happen:

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

How this will affect your organization:

Authors can now control their content alignment across adjacent columns to either the top, center, or bottom of that section.  Content Alignment options added in section properties:

Microsoft SharePoint: New Section Level Content Align on Pages
Figure 9 – Microsoft SharePoint: New Section Level Content Align on Pages

Content alignment options unavailable for one column sections:

One Column Sections
Figure 10 – One Column Sections

What you need to do to prepare You do not need to do anything to prepare for this update, but you may want to let your users know about this improvement.


Microsoft Teams: Create avatars from photo

[MC789315 · Published Apr 30, 2024]

Summary

Microsoft Teams will introduce a feature to create avatars from photos using AI technology, rolling out in mid-May to mid-June 2024. It requires a quad-core processor, 4 GB RAM, and is available for various Microsoft Teams and Office 365 licenses. Users can create up to three avatars and need Teams 2.1 or newer on Windows PC or Mac. To prepare, enable Mesh Avatars in the Teams Admin Center.

In Microsoft Teams, you will be able to take or upload a photo and let our AI-enabled technology generate your digital avatar.

When this will happen:

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

How this will affect your organization:

This feature is available in Microsoft Teams on Windows PC and Mac. To activate this option and enter immersive spaces on a PC, the system must meet the following minimum requirements:

  • A quad-core processor.
  • At least 4 GB of RAM.

The availability of this feature extends to a range of licenses, ensuring a broad spectrum of users can benefit from its capabilities. Eligible licenses include:

  • Microsoft Teams Enterprise
  • Microsoft Teams Essentials

Additionally, this feature is accessible to subscribers of the following Microsoft 365, Office 365, and Business product suites that incorporate Teams:

  • Microsoft 365 Business Basic
  • Microsoft 365 Business Standard.
  • Microsoft 365 Business Premium
  • Microsoft 365 E3/E5
  • Office 365 E1/E3/E5

Set up: In the Avatars for Teams app, users can easily create an avatar from a photo by clicking the ‘+’ sign, then choosing ‘Create from photo’. Each user can have up to three avatars. To make a new one when you have three, simply delete an existing avatar first. The Start page showcases two options to create your avatar. The first option is to create it from base avatar (the original manual process), and the second option is to create it from photo:

Microsoft Teams Avatars
Figure 11 – Microsoft Teams Avatars

Current limitations: The Create avatar from photo feature requires Teams 2.1 or newer and is available exclusively on Teams for Windows PC and Mac. It is not supported in Immersive Spaces or the Mesh Standalone app.

What you need to do to prepare:

To enable the Create avatar from photo feature in Microsoft Teams, turn on Mesh Avatars via the Teams Admin Center.

Additional Resources:

Learn more about how to manage apps in the Microsoft Teams admin center:

This feature will also be available in Microsoft Teams 2.1 (i.e., new Teams) for Public Preview.  


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