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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 Teams: Draggable Presenter Toolbar when screensharing

[MC791109 · Published May 8, 2024]

Summary

Microsoft Teams is introducing a new draggable Presenter Toolbar for screensharing, offering presenters more control and customization. It will roll out in stages from early June to late July 2024, with no preparatory action required for organizations. Presenters can reposition the toolbar and it will collapse when not in use.

Introducing a new draggable version of the Presenter Toolbar in Microsoft Teams that gives presenters more control over the shared screen space. Presenters can customize the location of the Presenter Toolbar based on the layout of the content being shared.

This message is associated with Microsoft 365 Roadmap ID 394270

When this will happen:

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

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

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

How this will affect your organization:

When sharing content during a meeting, presenters can reposition the Presenter Toolbar from its default location at the top of the screen to any other area of the shared screen by moving it to the preferred position. The Presenter Toolbar can be dragged from any non-interactive area as well as from a new drag handle.

Also, the Presenter Toolbar will use minimum space by collapsing when not in use after a timeout of 4 seconds. When collapsed, a red badge showing the sharing status will still be visible to clearly indicate the ongoing sharing session.

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 Copilot for Microsoft 365: Use Draft with Copilot in Microsoft Word based on text, list, or table selections

[MC791456 · Published May 9, 2024]

Summary

Microsoft 365 introduces Copilot for Word, allowing users to generate new content by selecting text, lists, or tables. The feature will roll out from late April 2024 to early August 2024, requiring no admin action for the update. For more details, users can visit the provided support link.

Users can use Draft with Copilot in Microsoft Word with the on-canvas Copilot menu when selecting text, a list, or a table to generate new content from Microsoft Copilot for Microsoft 365 and engage in a more interactive experience.

This message is associated with Microsoft 365 Roadmap ID 371373

When this will happen:

General Availability (Worldwide): We will begin rolling out in late April 2024 on web, in early June 2024 on Win32 and Mac, and in early July on iPad. Rollout is expected to complete by early August 2024.

How this will affect your organization:

Users of Copilot for Microsoft 365 in Word will be able to select and draft new content, and elaborate, enhance, or refine the content across texts, lists, and tables.

What you need to do to prepare:

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

For more information, see Draft and add content with Copilot in Word.


Microsoft Copilot for Microsoft 365: Relevance Tuning for Graph connectors  

[MC791455 · Published May 9, 2024]

Summary

Microsoft is introducing Relevance Tuning for Graph connectors in Microsoft Search and Copilot for Microsoft 365, allowing admins to assign importance weights to properties of Graph connections for more relevant search results. General Availability is expected from early to late May 2024. Admins may need to adjust property weights and consult data source owners for optimal relevance ranking. For more information, visit the provided Microsoft Learn link.

We are rolling out Relevance Tuning for Graph connectors for Microsoft Search and Microsoft Copilot for Microsoft 365. This will let admins apply importance weights to properties of Graph connections. Weights can be applied to textual properties that are not mapped to semantic labels and are set as searchable. The importance weights range from default to very high. The ranking model will consider the property weight when finding relevant content. With this new feature, admins can prioritize the properties that are most important for their organization and ensure that relevant content is returned for the given query.

When this will happen:

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

How this will affect your organization:

Organization users can now view more customized rankings of Search and Copilot for Microsoft 365 results.

Search in Copilot for Microsoft 365 helps ensure that users who are looking for Graph connector content find relevant content. New Search relevance models are updated and evaluated frequently, so they become successively available for all customers to improve search. Models learn from various user interaction data what results are most relevant for a given query. With AI, the models can predict and generalize for queries that have never been issued before and for content that does not exist yet. This is the current out-of-box (OOB) functionality.

This new feature offers an optional configuration that can be used if admins want to provide different weights for particular properties of importance on a Graph connection.

What you need to do to prepare:

If the relevance ranking is working as expected, no action is needed. If certain searchable text properties should have higher weights, use the UI settings to alter these weights. Consider consulting with the data sources owners about property weights. 

Admins may revisit the content source property schemas to identify whether there are properties that are relevant for relevance ranking.

For more information, see Register and update schema for the Microsoft Graph connection – Microsoft Graph | Microsoft Learn.


Microsoft Purview | Data Loss Prevention: Decoupling policy tips and email notifications for SharePoint and OneDrive

[MC791114 · Published May 8, 2024]

Summary

Microsoft Purview | Data Loss Prevention will soon allow separate configuration of policy tips and user email notifications for SharePoint and OneDrive, aligning with Microsoft Exchange behavior. Admins can enable either or both features, or neither. Rollout begins mid-May 2024 for Public Preview and mid-June 2024 for General Availability. Configuration can be done via PowerShell or DLP settings post-rollout.

Coming soon to Microsoft Purview | Data Loss Prevention: When an admin wants to enable user email notifications, policy tips also need to be enabled and vice versa. After this rollout, notifications and policy tips will be decoupled, and admins can configure the following rules to enable:

  1. Only a user email notification
  2. Only a policy tip
  3. A user email notification and a policy tip
  4. No policy tips or user email notifications

After this rollout, policy tips and user email notifications will align with the behavior currently available with Microsoft Exchange.

This message is associated with Microsoft 365 Roadmap ID 394279.

When this will happen:

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

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

How this will affect your organization:

After rollout, to configure policy tips and user email notifications, you can use PowerShell or Purview | Data Loss Prevention.

In PowerShell

After rollout, use the new parameter called -NotifyUserType with the cmdlets New-DlpComplianceRule and Set-DlpComplianceRule.

Use New-DlpComplianceRule to create a new rule. Use Set-DlpComplianceRule to update an existing rule.

  • Default value: NotSet
  • To enable a policy tip: PolicyTip
  • To enable a user email notification: Email
  • To enable a user email notification and a policy tip: Email,PolicyTip

Example 1: New-DlpComplianceRule -Name "PT rule" -Policy "Policy Name" -ContentContainsSensitiveInformation @{Name="India Unique Identification (Aadhaar) Number"} -NotifyUserType PolicyTip -NotifyUser SiteAdmin,LastModifier,Owner

Example 2: Set-DlpComplianceRule -Identity "Rule Name" -NotifyUserType Email

To check that the value is set correctly, check the following and check the parameter value for NotifyUserType:

Get-DlpComplianceRule -Identity "Rule Name" | fl

In Data Loss Prevention (DLP)

Before rollout:

Before Rolling out Data Loss Prevention - Microsoft Purview
Figure 1 – Before Rolling out Data Loss Prevention – Microsoft Purview

After rollout:

After Rolling out Data Loss Prevention - Microsoft Purview
Figure 2 – Figure 1 – After Rolling out Data Loss Prevention – Microsoft Purview

DLP examples

Rule 1: Configured to only trigger a user email notification:

Figure 3 - Trigger a User Email Notification - DLP
Figure 3 – Trigger a User Email Notification

Rule 2: Configured to only trigger a policy tip:

Configured to only trigger a policy tip
Figure 4 – Configured to only trigger a policy tip

Rule 3: Configured to trigger a user email notification and a policy tip:

Configured to trigger a user email notification and a policy tip
Figure 5 – Configured to trigger a user email notification and a policy tip
Policy tip in Microsoft SharePoint
Figure 6 – Policy tip in Microsoft SharePoint

What you need to do to prepare: This rollout will happen automatically by the specified dates with no admin action required before the rollout. You may want to update any relevant documentation as appropriate.


Microsoft Purview: Improved Custom Trainable Classifier now in Public Preview

[MC791100 · Published May 8, 2024] 

Summary

Microsoft Purview’s improved Custom Trainable Classifier is now in Public Preview, offering faster training, simpler sample gathering, automatic testing, and clearer creation flow. It supports English files and will replace the existing feature, with a full rollout by late June 2024. Unpublished classifiers will be unavailable; users should publish them to retain.

We are excited to announce an improved version of the Custom Trainable Classifier creation.

Today, you can create custom trainable classifiers to use as content conditions in Purview auto-labeling, DLP, or retention policies, where Microsoft’s out-of-the box classifiers do not suit your needs. This is done by training a custom trainable classifier from your own proprietary documents. Once created, they can also be visible in Content Explorer as part of our data at rest scanning. Documentation for the existing feature: Get started with trainable classifiers | Microsoft Learn.

Files supported:

  • English language only.
  • Supported file types.

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 mid-June 2024 and expect to complete by late June 2024.

How this will affect your organization:

Our improved version will replace the existing instance of this feature, the benefits are:

  • Faster training time, with no need for a background model to be created prior to the custom classifier creation.
  • Simpler sample document gathering – only a positive sample set, and negative sample set is required at the beginning of training.
  • Automatic testing – No longer is a test set of both positive and negative samples required at the testing stage. Now this is automatic.
  • More clarity around the trainable classifier creation flow and results.

New results screen:  

Microsoft Purview - New Results Screen
Figure 7 – Microsoft Purview – New Results Screen

Please note that existing custom trainable classifiers that were created prior to this feature and currently unpublished will no longer be available.

What you need to do to prepare:

If you have unpublished custom classifiers today, that you would like to keep, then please publish them.

Additional Resources

Additional information


Microsoft Purview | Generative AI: Hub in public preview

[MC790798 · Published May 6, 2024]

Summary

The message details the public preview of Microsoft Purview Generative AI Hub, which helps organizations secure data in AI applications. It offers insights, data protection policies, and compliance controls. The preview begins in early May 2024, with general availability in mid-November 2024. Organizations should prepare by reviewing the admin documentation. The hub will be visible in the Microsoft Purview portal and includes analytics, policies, and activity explorer tabs. Roadmap ID 188510 is associated with this update.

Microsoft Purview: Generative AI (GAI) is being adopted at an unprecedented rate. AI fuels innovation and productivity but also poses risks – organizations are concerned about the risky AI use and sensitive data loss through AI apps. The AI hub is a central location in Microsoft Purview that helps organizations secure data in AI, including Microsoft AI applications such as Copilot for Microsoft 365 and non-Microsoft AI applications. With this set of capabilities, organizations can safely adopt AI without having to choose between productivity and protection.

Use Cases 

  • Viewing insights and analytics into AI activity in your organization.
  • Using policies to protect data and prevent data loss in AI prompts.
  • Implementing compliance controls to apply optimal data handling and storing policies.

 This message is associated with Microsoft 365 Roadmap ID 188510

When this will happen:

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

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

How this will affect your organization:

Microsoft Purview AI hub will be visible within the Microsoft Purview portal and the Microsoft Purview compliance portal and will consist of three tabs (analytics, policies, and activity explorer).

Analytics will display getting started steps, recommendations, and insights into AI usage:

Figure 1

Microsoft Purview - Hub in public preview
Figure 8 – Microsoft Purview – Hub in public preview

Figure 2

Microsoft Purview - Dashboards
Figure 9 – Microsoft Purview – Dashboards

Figure 3

Policies will display recommendations and policies that have been created by Microsoft Purview AI hub:

Microsoft Purview AI Hub - Recommendations and Policies
Figure 10 – Microsoft Purview AI Hub – Recommendations and Policies

Activity explorer will display events related to AI:

Figure 4

Microsoft Purview - Events related to AI
Figure 11 – Microsoft Purview – Events related to AI

What you need to do to prepare:

Get ready for this change by reviewing the admin documentation – Considerations for Microsoft Purview AI HubAdditional information


Microsoft Teams: New file image previews in messages

[MC790792 · Published May 6, 2024]

Summary

Microsoft Teams will soon introduce file image previews in chats and channels, enhancing content interaction. This feature allows users to see a small preview of attached files like images, PowerPoint, or PDFs. Rollouts begin in June 2024, with different completion dates for various user groups. No admin action is needed before the rollout.

Coming soon in Microsoft Teams: An enhanced content consumption experience in Teams chats and channels. We are about to release a series of features that will help you to identify, consume, and act on content such as files, lists, and SharePoint pages/posts. In this first release in the series, we will roll out file image previews in chats and channels, to help users better identify a file in the conversation stream. When a file (such as a JPG or PNG image file, a Microsoft PowerPoint file, or a PDF) is attached to a message in chat or a channel, users will see a small image of the file without opening the file.

When this will happen:

Targeted Release: We will begin rolling out early June 2024 and expect to complete by early June 2024.

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

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

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

General Availability (DoD, USSec, and USNat): We will begin rolling out late July 2024 and expect to complete by late July 2024.

How this will affect your organization:

Image preview benefits

  • Quickly scan for and find the file you need
  • Preview part of the file content before opening it
  • Save time and bandwidth by avoiding unnecessary file downloads and file opens

To use the new file image previews, users will upload or share a file in a chat or a channel, and then see an image preview of the file content (and its metadata) in the message. Users can also select the image preview to open the file.

When a message has multiple images attached, users will be able to select one image, and then click the right arrow to page between the other attached images.

If the recipient does not have the access to the file or if the file is marked Confidential, image previews will not be shown.

Teams message with image previews for three attached files:

Microsoft Teams - New file image previews in messages
Figure 12 – Microsoft Teams – New file image previews in messages

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 SharePoint Online: New Banner web part (updated title area) in Pages and News

[MC791596 · Published May 9, 2024]

Summary

Microsoft SharePoint Online is introducing a new Banner web part for Pages and News, allowing users to remove or add multiple banners to a page. Targeted Release begins late May 2024, with General Availability starting mid-June 2024. The update includes new Banner layouts and affects page templates and title synchronization. No admin action is required before the rollout.

Coming soon to Microsoft SharePoint Online: Improvements to the title area at the top of Pages and News:

  • Users will be able to remove the title area, which is no longer mandatory on a page.
  • The title area will be rebranded as a Banner web part with new layouts. Users can add one or more banner(s) to any column of a page, including a full-width section.

This message is associated with Microsoft 365 Roadmap ID 386904.

When this will happen:

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

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

How this will affect your organization:

After this rollout, users will see two new Banner layouts: Author and Fade. SharePoint Page and News authors can choose to add no banners, one banner, or multiple banners to the page. The first banner at the top of the page (in full-width section) is considered as a title, which is automatically synchronized to the page Title on the command bar at the top of the screen. Additional banners will function as headings in the page.

Note: You must enter a page title in the first banner or on the command bar before you can Save and close or Publish the page.

Microsoft SharePoint - New Banner Layouts
Figure 13 – Microsoft SharePoint – New Banner Layouts

After the rollout, users will see an updated title area in the SharePoint page templates. When users create a new page using a SharePoint page template, they will see a new Banner at the top. In some situations, the old title area will not rename automatically to match the new Banner, but users will still be able to select new layout options:

  1. When users edit an existing page with a title created before this rollout, users will be able to remove or keep the title area.
  2. When users make a copy of an existing page with a title created before this rollout, users will be able to remove or keep the title area in the copied page.
  3. When users create a new page using a custom template with title area, users will be able to remove or keep the title area.

Note: After removing a title area, users will be able to select Undo or choose a Banner to restore the title.

The pre-rollout title areas and Banners will be supported in email. When users send a Page or News as email, the layout will change slightly: the banner image will appear above the banner text.

What you need to do to prepare:

This rollout will happen automatically by the specified dates 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: Avatars wardrobe updates available soon

[MC791597 · Published May 9, 2024]

Summary

New professional wardrobe styles for avatars are coming to Microsoft Teams, with a rollout expected to complete by mid-May 2024. This update will be available for various Microsoft Teams and Microsoft 365 licenses and will require no admin action prior to rollout. Users can customize their avatars in the Avatars for Teams app. Some may experience color changes in their avatar’s outerwear, which can be easily customized.

In Microsoft Teams, new professional wardrobe styles are coming to the Avatar builder. Refresh your avatar’s look in the Avatars app with the latest updates for your next meeting.

A group of Mesh avatars in different poses, wearing new avatar wardrobe:

Mesh Avatars in Microsoft Teams
Figure 15 – Mesh Avatars in Microsoft Teams

When this will happen:

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

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

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

How this will affect your organization:

Requirements 

This update will be available in Microsoft Teams on Windows PC and Mac, and Microsoft Mesh on Quest.

License Requirements

This update will apply to the following licenses: Microsoft Teams Enterprise, Teams Essentials, or one of the following Microsoft 365, Office 365, or Business SKUs with Teams included: Microsoft 365 Business Basic, Microsoft 365 Business Standard, Microsoft 365 Business Premium, Microsoft 365 E3/E5, and Office 365 E1/E3/E5.

Guidance

Users can update their avatar wardrobe in the Avatars for Teams app by selecting an avatar, clicking Customize, and navigating to the wardrobe section to view the updated avatar catalog.

Some users may experience a change in color on their outerwear choice as this update rolls out. Customizing the color choice is simple, and can be done in the Avatars for Teams app. After choosing an avatar, click Customize and navigate to the Wardrobe section, then select Outerwear from the left menu. Click the color wheel to view the color palettes and select the color of choice. Click Save to apply the changes to the avatar.

Limitations

Previously available colors may no longer be accessible in the avatar builder. The update includes a refresh of wardrobe items and their default colors to offer more polished and professional customization options.

What you need to do to prepare:

This rollout will happen automatically by the specified date with no admin action required before the rollout. 

Additional Information:

Help and support


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