Office 365 Update. May 2020

About this Office 365 Update

We like to inform our customers on a strategic level and of course preferably in person. However, we also would like to keep you up to date monthly, with all the news coming from about Office 365. With this update, we hope to achieve that you have a better and clear understanding on how those new updates could impact your business, and what you can do with/about them.

We marked each message sent by Microsoft with a flag to mark their importance, interpreted by Portiva professionals that use their experience to weigh these new or updated experiences for our customers.

This update is created each month with great care by: Rick Hilferink Teamlead Managed Services [email protected]

New features that are relevant and interesting for your organization

Changes/updates that have direct impact on user / admin experience, important to know!

Noticeable but less important updates

With stickers we provide you with specific advice on how to handle that specific change or new feature.

New features Changes/Updates Less important

Office 365 Update

Office 365 Update. May 2020

Office 365 General updates

New Feature: Option to end meetings and appointments early in

With more meetings being held online, we are adding an option to end all meetings and appointments earlier when you schedule a meeting in Outlook on the web.

We all have Similar to Outlook for Windows, we are adding the "end appointments and meetings experience with back earlier" setting in Outlook on the web. This setting allows users to end all the events to back meetings since they schedule earlier, with a pre-determined time for events that are under or over 60- Covid-19 kicked in. min. This buffer helps users take breaks in back-to-back meetings. This can be enabled This new feature helps in their . This setting can be turned on in Outlook on the web or you save and create Outlook for Windows and will replicate between them. personal time, before and after online meetings. Make sure to promote this new feature for your end- users and also point out the same feature

in Outlook for Windows!

Office 365 Update

Office 365 Update. May 2020

New Feature: Outlook on the web - Send later

Users will be able to delay the delivery of an individual message or use rules to A small addition to delay the delivery of all messages using Outlook on the web. This feature is Outlook on the Web. already available in Outlook for Windows and Outlook for Mac. Delayed delivery of

emails. You could add it to your training/adoption materials.

Feature update: Microsoft Search comes to SharePoint and OneDrive

We introduced Microsoft Search last year with the goal of producing more relevant results for in-organization search. Microsoft Search brings together results from data sources in Office 365, including SharePoint, Microsoft OneDrive for Business, and

Microsoft Exchange . A standardized search Search results show only the documents that the user has permission to see. experience for all your When Microsoft Search has rolled out to your tenant, the search will be in a apps in Office 365 and consistent location at the top of SharePoint and OneDrive as well as Office.com apps. SharePoint Online. Adjust your training materials, no further action required.

In Office apps, users will see Microsoft Search box in the header bar: In Bing, users will use the same search box that they do for web searches. Microsoft Search in SharePoint is the modern search experience in SharePoint Online.

Office 365 Update

Office 365 Update. May 2020

• Users will see the Microsoft Search box on the SharePoint start page, hub sites, communication sites, and modern team sites. • Users will see the classic search box on publishing sites, classic team sites, and in the SharePoint Search Center.

Upload Center is being replaced by the in-app Needing Attention experience

The goal is to retire the Upload Center after August 2020 in the Monthly channel and

after January 2021 in the Semi Annual Targeted channel. The upload center is a Instruct users to go to File > Open > Files Needing Attention to Open/Discard files criticized tool which that did not save successfully. often caused for headaches due to the errors it produced when files are saved. This will now be replaced with similar functionality but integrated within the productivity tool itself. This would be important to communicate about, due to the user experience impact.

Office 365 Update

Office 365 Update. May 2020

Update to Sharing Links that block downloads

Users can currently create SharePoint and OneDrive sharing links that block the download of Office files. This sharing link allows recipients to read the file but not download it.

This update expands the list of supported file types to include PDF files, images, and audio files, for example. This update is in response to customer requests.

An extension of the The experience of creating a read-only/download-blocked sharing link is unchanged. feature that allows Users must uncheck “Allow editing” for the “Block download” toggle to be accessible. you to send and share

links to files, but block end-users from downloading them. Make sure to adjust your training/adoption materials.

Office 365 Update

Office 365 Update. May 2020

Option to create all meetings online for Outlook on the web and Outlook mobile

When this feature is enabled, users can update their settings so all meetings created through Outlook on the web and Outlook for iOS and Android will be created as online meetings and will contain the appropriate Teams or information for joining the meeting. This feature is not compatible with third-party online meeting providers.

• If users choose not to enable this option, each time they create a meeting they will have the option to add an online meeting provider to that meeting. You can change the • If users choose to have all their meetings automatically created as online meetings, default behaviour

they can still disable the online meeting toggle (Teams or Skype) when creating a when creating a

meeting if desired. meeting, to become • The online meetings setting roams between Outlook on the web and Outlook for an online / teams iOS and Android so when a user enables it in one, it is honored in the other ones. meeting by default for Outlook on the Web. A user can set the default to create all meetings automatically as online meetings in Calendar settings in Outlook on the web, as shown here.

Office 365 Update

Office 365 Update. May 2020

Screen recording available in

A feature for screen recording is now available in Microsoft Stream. Video creators can

use options to record any window or screen, add mic or system audio, and include Make sure to check webcam video. There is no need to download any new software, the tool is web based out this new feature and works with latest version of Edge or Chrome. by visiting the link below the visual. A great way to record your screen while giving instructions for

example and increase the adoption of new tools and/or features.

Visit this link for more information.

Office 365 Update

Office 365 Update. May 2020

Microsoft Teams updates

Updated feature: Adding background images and effects in Teams meetings

Tenant administrators will be able to assign a user-level policy to control how users

engage with background effects in Teams meetings. For example, you may choose to If your organization allow your users to customize their background by uploading their own images. would like to disable the custom If you wish to disable this feature, you can run a cmdlet: backgrounds, this

Import-Module SkypeOnlineConnector cmdlet will save your $Cred = Get-Credential day. If you need $CSSession = New-CsOnlineSession -Credential $Cred Import-PSSession -Session $CSSession -AllowClobber assistance with this Grant-CsTeamsMeetingPolicy -Identity "email address" -PolicyName "BlurOnly" settings, please

Current VideoFiltersMode options available are - contact us, we can 'Bl urAndDefaultBackgrounds' | 'BlurOnly' | 'AllFilters' | 'NoFilters'; help.

Updated Feature: Invite a group or distribution list to a Teams meeting

When scheduling a meeting in Teams, you will be able to invite both distribution lists An addition to Teams and modern groups as well as individuals. meetings. Make sure After adding a list or group, Teams will to inform your end-

users about it and how • Deliver the meeting invitation to all members of list and they can leverage this • Send the invitation to group members based on their subscription to group events. feature.

Office 365 Update

Office 365 Update. May 2020

Both distribution lists and modern groups will be discoverable within the picker when scheduling Teams meetings.

New Feature: Teams support in the SharePoint Migration Tool

The SharePoint Migration Tool (SPMT) will soon let users migrate to in addition to SharePoint and OneDrive. Users will be able to select a team that they own and then define the channel they want to use as the destination.

An addition to the When this will happen • We will begin rolling this out to Targeted Release customers in early May. SharePoint migration • We will begin rolling this out to Standard Release customers in mid-May. tool, you can now • The rollout will be complete by the end of May. migrate to Microsoft

Teams as well. Inform your power users and How this affects your organization admins about it! If you Current users of SPMT will notice a new option when selecting their destination. are planning to migrate large chunks of data to Office 365, get in contact with Portiva, we have years of experience!

Office 365 Update

Office 365 Update. May 2020

Contextual search (Ctrl F) is coming to Teams

Currently, Teams users are unable to search within a particular chat or channel. With this new Contextual search experience, users will be able to search within a specific chat or a channel by pressing Ctrl+F (Windows) or Cmd+F (Mac).

Once initiated, the search query and results will be limited to the focused chat or channel. Contextual search will come to Microsoft Teams. Users will simply be able to

search within the chat

they are currently in or search within the channel they are currently in. Adjust your adoption materials.

Office 365 Update

Office 365 Update. May 2020

SharePoint Online updates

(Updated) Feature Update: Publishing commands added to Pages library

We are adding a publishing button to the command bar; visual cues that a file has changed; and related messaging to the file card in the Pages library. After selecting a page or news post with unpublished changes (either to content or metadata), editors can now publish or republish directly from the Pages library command bar. Previously this could only be done from the Show

actions (…) menu under More. Adjustments to the

user interface in the

SharePoint Online

page editing

When end users who have editing privileges visits the Pages library, they will experience. be able to see at a glance which pages and news posts have unpublished Communicate it to

changes via this icon your content creators When editors hover over a and adjust the training page or news post with materials accordingly. unpublished changes, they will see a file card with additional details, including a call to action to publish. Access the details pane by selecting “See details” on the file card or the information icon in the upper right of the command bar.

Office 365 Update

Office 365 Update. May 2020

Feature Update: New layout for site footer

There is a new site footer layout for SharePoint communication sites. The new A small adjustment to Extended layout features an enhanced experience for viewers and provides more the footer layout navigational control for site authors. Footer layouts hold two levels of navigation and within SharePoint can be edited in the Change the look panel without losing formerly saved links and Online. Inform your labels at any time. site authors and content creators.

New Feature: SharePoint home sites

By making a communication site the home site, that site will have a highly visible and unique entry point in the landing experience of the SharePoint mobile app. In Changes to the user addition, your home site will be automatically setup to be experience within the

an organizational news site and have organization-wide SharePoint mobile app search configured. after making your communication site, a If you would like to enable a home site on a new or home site. Inform your existing SharePoint communication site, run this site authors and PowerShell command in the latest version of content creators. the SharePoint Online Management Shell: Set-SPOHomeSite -HomeSiteUrl

Office 365 Update

Office 365 Update. May 2020

New Feature: Schedule pages and news posts in SharePoint Content scheduling SharePoint site owners will have the option to enable scheduling on their sites; it is will be available for disabled by default. content authors in

SharePoint Online. Make sure to inform

them about this new When scheduling is enabled, page authors will be able to set a date and time for their feature. No further pages and news posts to publish. action required.

Updated feature: Migration Manager moves out of public preview

Migration Manager lets you migrate your on-premises file share content to . Through a simple interface within the SharePoint admin center, admins can

manage thousands of migration tasks across multiple machines. This product is If you would like to intended for global and SharePoint administrators. With the move to GA, we are migrate your file share removing the "Preview" label from Migration Manager. Migration Manager GA data towards introduces performance improvements and accessibility compliance for core Microsoft 365, the scenarios. In addition, you can now Migration Manager is now available. Inform Specify a document library and a folder for your migration destination • your admins! • Paste a destination URL for a SharePoint, OneDrive, or a Teams location; the task wizard will automatically scan the document library and the folder for you. • Sort and search tasks. • Add up to 5,000 tasks.

Office 365 Update

Office 365 Update. May 2020

Security & Compliance updates

Cyber Security awareness kit for end user training

In response to evolving customer needs, Microsoft is releasing a cybersecurity awareness kit in partnership with Terranova Security. This kit contains three full end

user phish and privacy education courses, two videos about how attackers are using Be sure to check out the changing situation to target employees, and several blog posts, posters, the Cyber Security newsletters, and infographic sheets. awareness kit for end user training, created

Please access your kit here: sip.security.microsoft.com/attackSimulatorTrainings by Microsoft. Additionally Portiva The kit contains one zip file, and links to three courses that organizational offers a similar but administrators can distribute to their end users, if they choose. These courses are more extensive and hosted online but are also included as HTML files in the zip files so that admins can localized experience, deploy and manage those courses in whatever way is most efficient for their tailored to your organizations. organizational needs. Get in contact with us Deploying each unzipped directory to an Information Server (IIS) hosted on an for more information! organizationally managed server takes only moments and provides admins with a lot more control over network access and authentication and authorization. If the admin chooses, they can distribute the below links to their end users as well. Any authenticated Microsoft 365 user should be able to take the courses here:

Mass Phishing Training Protecting Home Computer Training Privacy Training

Microsoft is making these resources available to all of our customers for at least three months. Your use of these resources is governed by the terms detailed in the End User

Office 365 Update

Office 365 Update. May 2020

License Agreement included in the zip kit. We hope you'll be able to leverage this kit to educate and inform your organization so that you can stay safe from all the risks associated with phishing campaigns.

Office 365 Update