Microsoft 365 Updates: May 2021
AMT’s Monthly Microsoft 365 Updates keep you up to date with new features and important announcements from Microsoft. Microsoft 365 has a continuous roll-out of changes. We filter out the announcements that we think will be most relevant to our customers and send them out in an easily digestible form. Here are the Microsoft 365 May updates.
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New: Launch your portal using the SharePoint Portal launch scheduler
This new feature will help your organisation coordinate and mange new portals where high volumes of traffic are expected, such as company-wide sites and HR portals. The Portal launch scheduler enables site owners to batch groups of users into waves. During the launch of each wave, you can gather user feedback, monitor portal performance, and pause the launch to resolve issues before proceeding with the next wave. Additionally, the scheduler provides an automatic redirect for existing sites if needed.
Targeted release: Microsoft will begin rolling this out in late May and expect to complete rollout mid-June.
Standard release: Microsoft will begin rolling this out in mid-June and expect to complete rollout mid-July.
New Feature: Manage how long guests can access SharePoint Online and OneDrive documents
One of the strengths of SharePoint and OneDrive is that it facilitates sharing and collaborating among peers, not only within an organisation but also with people outside the organisation (guests).
In order to better manage sharing, tenant admins will be able to create a policy to revoke guest access to SPO sites and individual OneDrives after a defined period of time. With this policy, you can limit guest user access; thus guests who are no longer active partners will not retain indefinite access to documents and files.
- This policy is not retroactive; it does not apply to guests who already have access to sites, documents and files.
- The policy applies to a user’s access to a given SPO site or individual OneDrive. When the access period reaches your policy threshold, such as 10 days, then the guest loses access to all content in that site. Guest access expires on a site-by-site basis, determined by when the guest was granted access to each site, whether that is an SPO site or an individual OneDrive.
- After a guest loses access to a site, any user with the ability to share content externally can re-invite the guest to each document or item as needed.
SharePoint site administrators can extend access at any time, up to the limit of the tenant policy. For example, if the tenant policy is 10 days, and today is the 10th of the month, the SharePoint site admin could extend access for an external guest to the 20th of the month. There is no limit on the number of time a site admin can extend access.
SharePoint site administrators will receive e-mail notifications advising of upcoming guest user access expirations.
SharePoint admin center: New homepage insights dashboard
As a SharePoint or Global admin, you will now have access to the new home page dashboard. This new dashboard is an upgrade to your existing home page. You will see the existing information along with new cards such as:
- SharePoint storage usage
- SharePoint site usage
- SharePoint file activity
- OneDrive usage
- OneDrive file activity
- Search active sites
- Sensitivity labels
- Term store operations
You can also add relevant cards from the Microsoft 365 admin center to the home page in the SharePoint admin center, such as:
- Service health
- Message center
- Microsoft 365 active users report
In addition, features or actions that will help you manage your intranet better will now be surfaced as a ‘recommendation’ on the home page. These recommendations are tailored to each organisation and will help you learn about improvements that you may not know about.
SharePoint news in the Yammer feed
Over the next few weeks, Yammer users will see SharePoint News in their Yammer Home Feed along with Yammer content. This new post type will show on both web and mobile.
The order of priority for content in the Yammer Home Feed is:
- A featured conversation (if available).
- Content the user has subscribed to and content that’s recommended for them.
- Content that’s trending across the organization, determined by likes and replies.
As each content type is populated, there’s a 3 percent chance of seeing a SharePoint News post if there’s one available.
Power Apps can now display images from Microsoft Lists
New apps that use the SharePoint connector to add a list as a data source may display images from the list if they are present in the list. Existing apps can also be updated to show images.
Microsoft Teams: Profile menu update, relocating profile menu links to a new menu in the title bar
The Me Menu will be focused on account management, with account and tenant switching moved to level one of the menu.
Settings, Zoom Controls, Keyboard Shortcuts, About, and Check for Updates is moving from the Me Menu to a new menu in the title bar.
Large gallery view and Together Mode for web meetings in Edge and Chrome browsers
This release will improve the experience for users who join Teams meetings in Edge and Chrome browsers by positioning up to 50 invitees into a virtual space by removing each individual background people have and replacing them with a common background.
Turn on Large gallery from uBar.
Turn on Together mode from uBar.
PowerPoint Live: Present to Teams from PowerPoint for Mac
Users can click the Present in Teams button in PowerPoint for Mac to present their slides into an ongoing Teams meeting in the PowerPoint Live mode.
There are two entry points users can choose from, one in the top right corner and the other under the Slide Show tab.
- Have the latest Teams desktop app installed.
- Have the latest PowerPoint for Mac installed
- Store the presentation on OneDrive for Business or SharePoint.
- Join a Teams meeting before clicking the Present in Teams button in PowerPoint for Mac.
- Be using an Office 365 E3/A3, Office 365 E5/A5, or Microsoft 365 for Government license.
Customise the properties for the Yammer Communities app in Teams
There are no automatic changes for end users. The Microsoft Teams admin will now be able to customise different properties on the Communities app. Customising the app is perfect for companies that have given their Yammer network custom branding that fits with their corporate identity. Additionally, you can change the Yammer app icon to one that reflects communities, or change the app name to “Yammer”.
Microsoft Information Protection: Exact Data Match to support auto labeling
Tenant admins will be able to use EDM sensitive information types in their auto-labeling policies for SharePoint Online, One Drive for Business, and Exchange Online. In addition, tenant admins can create new or update existing auto-labeling policies to use EDM sensitive information types, either from the Microsoft 365 compliance center or by using a cmdlet.
Migrate content from Dropbox to Microsoft 365
This release will enable you to migrate your Dropbox folders, files, and users to OneDrive, SharePoint, and Teams in Microsoft 365 and collaborate all in one place.
As you connect to a Dropbox for Business account, the service begins discovering users and their files. The service will automatically map to an individual’s OneDrive accounts, but you can also manually map to a specific OneDrive user account, SharePoint site, or a Teams channel.
If you want to migrate your content from Dropbox into Microsoft 365, you can use this tool to copy your content from Dropbox to Microsoft 365.
Scan discovery: View the files and folder quantity, assessment, before moving to the Migrate tab where you’ll see the source and progress.
Microsoft Search Usage reports for Modern Site Collections
Users will be able to see reports that include graphs and tables to help visualise data generated from Microsoft search requests initiated from SharePoint modern site collection search boxes.
When rollout is complete, you will see new set of reports in Modern site collection > Site Settings > Microsoft search > Configure search settings > Insights.
Search administrators will be able to view data from the previous 31 days and/or monthly from the previous year.
Exchange: Update to Exchange Online Reply-All Storm Protection
Last year, Microsoft introduced the Reply-all Storm Protection feature to help protect your organisation from unwanted reply-all storms. This update, coming soon, allows admins to customise various settings for it.
Roll-out for all Microsoft 365 environments will begin in early May and should be completed by early June.
Floor Plans for workspace booking in mobile devices
The addition of floor plans to your reserved workspaces will enable your users to easily see where a workspace is located. To add floor plans, in the Microsoft 365 admin center, go to Answers, and then select Floor plans.