Configuring Microsoft 365 Group Privacy with PowerShell

Configuring Microsoft 365 Group Privacy with PowerShell

Introduction

In the modern collaborative workspace, Microsoft 365 Groups play an integral role. They facilitate inter-departmental communications, project collaborations, and the seamless sharing of documents. However, as with all tools, their effective management is crucial, especially when it comes to data privacy and security.

The Challenge: Ensuring Group Privacy

A common challenge faced by many Microsoft 365 administrators is ensuring the right privacy settings for Microsoft 365 Groups. While creating groups, members might inadvertently leave them as ‘Public’, allowing any user within the organization to view the group’s content. This can pose a security risk, especially when these groups hold sensitive information.

So, the pertinent question arises: How can administrators efficiently change the visibility of these groups without navigating the maze of the Microsoft 365 admin center for each group individually?

PowerShell to the Rescue

PowerShell, a tool that every administrator should have in their arsenal, offers a solution. By utilizing specific cmdlets tailored for Microsoft 365, we can quickly and efficiently modify group settings en masse.

Here’s a simple yet powerful script to change the visibility of all ‘Public’ Microsoft 365 Groups to ‘Private’:


# Connect to Exchange Online
Connect-ExchangeOnline -UserPrincipalName <YourAdminUPN> -ShowProgress $true

# Retrieve all public Microsoft 365 Groups and change their visibility to private
$publicGroups = Get-UnifiedGroup -ResultSize Unlimited | Where-Object { $_.AccessType -eq "Public" }
foreach ($group in $publicGroups) {
    Set-UnifiedGroup -Identity $group.Identity -AccessType Private
    Write-Output "Updated group $($group.DisplayName) to private"
}

Breaking Down the Script

  1. Connect-ExchangeOnline: This cmdlet establishes a session with Exchange Online, a necessary step since Microsoft 365 Groups are mailbox-enabled objects in Exchange Online.
  2. Get-UnifiedGroup: This cmdlet fetches all Microsoft 365 Groups. The -ResultSize Unlimited parameter ensures we retrieve all groups without any default limitations.
  3. Where-Object: This filters out only the public groups from our fetched list.
  4. Set-UnifiedGroup: This cmdlet changes the visibility setting of each public group to private.

Conclusion

Data privacy and security are paramount, especially in today’s digital age. With tools like PowerShell and the right scripts in hand, Microsoft 365 administrators can ensure a more secure and streamlined collaborative environment. This particular script proves invaluable for organizations looking to bolster their data privacy practices without spending hours manually adjusting settings.

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Enhance your Workflow with Forms, Lists and Power Automate

Are you considering transitioning your organization from on-premise to online?

Are you already familiar with the basics of Microsoft 365?

If so, then it’s time to take the next step in smarter working with Microsoft 365 by utilizing Forms, Power Automate, and Lists.

Creating simple solutions is within reach!

One example of such a solution is a digital suggestion box, which can be built in three steps:

1. Create a form to collect ideas using Forms.

2. Set up a flow to store the ideas using Power Automate.

3. Create a list for all the ideas, including additional columns to track their progress, using Lists. Optionally, apply one of the many automation and integration possibilities.

Microsoft Lists:
Microsoft Lists provides lists for individuals and groups. These lists can be accessed from various devices and through different apps, including Microsoft Teams, allowing you to stay connected even when you’re on the go.

Adding columns and views to your lists is easy, and you can customize the formatting to make them visually appealing and organized.

Collaborating on a list is straightforward. Lists can be shared, have version history, and offer the ability to add comments to each item.

Integrations with other apps are easily accessible. With a few clicks, you can set up automatic email notifications for changes. Power Apps enables the creation of custom forms, while Power BI allows for quick reporting based on the list data. Power Automate enables automation based on the content of the list.

In a similar way, solutions can be created for tasks such as:

  • Requesting training sessions, including approvals.
  • Registering visitors, including confirmation emails.
  • Reporting system bugs, including status updates.

These types of solutions are enjoyable and achievable for advanced users. They enable more effective and efficient work processes.

  • Forms provide more comprehensive and structured input for a process.
  • Flows automate a portion of the work.
  • Lists offer an overview and generate new insights.
  • The data remains within the Microsoft 365 environment, which is already set up.
  • Licensing costs for third-party solutions can sometimes be eliminated.

Get started with a workshop

Initiating a structured approach to smarter working with Forms, Power Automate, and Lists is a great idea for any organization. It benefits users and promotes collaboration with IT.

AccessOrange can provide support in this endeavor, including workshops. A workshop involving advanced users and IT staff helps identify possibilities and opportunities in an engaging manner.

  • First, we provide a brief introduction to Forms, Power Automate, and Lists.
  • Next, participants create a digital suggestion box.

With proper guidance, this process is quick and satisfying, giving participants their first glimpse of the possibilities.

We then discuss the potential opportunities, and participants quickly come up with simple solutions they can create themselves.

After the workshop, we maintain contact because during the session, participants express their intentions to work smarter with Forms, Power Automate, and Lists.

  • Will they actually start implementing these ideas?
  • Would they benefit from IT support?
  • Will users or the IT department effectively manage the solutions?

After an initial period of use, these questions warrant further discussion with the participants who have started implementing the solutions and with the IT department.

 

Is this an interesting next step for your organization?

Together with my colleagues, I am committed to promoting smarter working with Microsoft 365 for users and administrators. We gladly provide workshops like these and offer ongoing support!

Andy Chan

Microsoft 365 Consultant

Let us help you Get Started

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Mastering Copilot in Outlook: Advanced Techniques for Streamlined Email Management

Building upon the fundamentals of using Copilot in Outlook, it’s time to delve into advanced techniques that will take your email management skills to the next level. In this article, we will explore a range of powerful features and strategies for leveraging Copilot effectively. By mastering these techniques, you can streamline your email workflows, boost productivity, and enhance communication efficiency within the Outlook environment. 

Harnessing Copilot’s Advanced Suggestion Capabilities

Copilot offers more than just basic grammar and style suggestions. It has advanced capabilities that can greatly assist with email composition. Let’s explore some techniques to harness Copilot’s full potential: 

  1. Contextual Suggestions: Copilot analyzes the content of your email and provides suggestions tailored to the specific context. Leverage these suggestions to craft more personalized and effective messages.
  2. Subject Line Optimization: Copilot can help you optimize your email subject lines to grab attention and increase open rates. Experiment with different subject line suggestions provided by Copilot to find the most impactful options.
  3. Tone and Politeness Refinement: Copilot goes beyond grammar correction and offers suggestions to refine the tone and politeness of your emails. Utilize this feature to maintain professional and respectful communication.

Customizing Copilot for Your Workflow

To make the most out of Copilot, it’s important to customize its settings according to your preferences and work style. Consider the following customization options: 

  1. Adjusting Suggestion Levels: Copilot allows you to choose the level of suggestion granularity. You can opt for more detailed suggestions or a streamlined experience depending on your needs.
  2. Fine-tuning Tone and Style: Tailor Copilot’s suggestions to align with your personal tone and writing style. Customize the preferences to ensure consistency across your emails.
  3. Managing Sensitive Information: If you handle confidential or sensitive information, configure Copilot to avoid providing suggestions that could compromise security. Prioritize privacy and data protection in your settings.

Expanding Copilot’s Usage Across Outlook Features

Copilot’s capabilities extend beyond email composition. Explore how to make the most of Copilot in other Outlook features to optimize your productivity: 

  1. Calendar Management: Copilot can assist in composing event invitations, meeting reminders, and other calendar-related communications. Benefit from its suggestions to ensure clarity and efficiency in your scheduling.
  2. Task Management: When creating task assignments or sending task-related updates, Copilot can help you craft clear instructions and concise messages. Use its suggestions to streamline task management.
  3. Contacts and Address Book: Copilot can assist in composing emails to contacts in your address book. Make use of its suggestions for more effective and engaging communication.

Learning from Copilot’s Feedback

Copilot not only provides suggestions but also offers feedback on your writing habits and patterns. Leverage this feedback to improve your overall email composition skills: 

  1. Pay attention to recurring suggestions: If Copilot consistently highlights certain areas for improvement, take note and work on refining those aspects of your writing style.
  2. Analyze readability scores: Copilot provides readability analysis for your emails. Monitor these scores to ensure your messages are clear and easily understandable by recipients.

Conclusion:

By mastering advanced techniques for using Copilot in Outlook, you can elevate your email management skills to new heights. Embrace the advanced suggestion capabilities, customize Copilot to align with your workflow, explore its usage across various Outlook features, and learn from its feedback. With Copilot as your intelligent assistant, you’ll be able to efficiently manage your emails, enhance communication, and maximize your productivity within the Outlook ecosystem. 

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10 Reasons to Migrate to Microsoft 365

‘Agility’ is a keyword in today’s world. The world is changing rapidly, and an organization cannot adapt sufficiently with traditional IT. For example, in recent years, the way of working has drastically changed worldwide. Most organizations have embraced the ‘hybrid principle’ – both internally and externally, people should be able to collaborate easily regardless of their location. In addition, it is becoming increasingly important to use time more efficiently. People want to automate repetitive tasks to focus on what they are good at and where they can add value.

Together, these factors form the basis for the transition to the cloud. Many organizations have now decided that this is a necessity. And that’s where Microsoft comes in. Because only Microsoft offers a complete set of possibilities for productive and secure collaboration: Microsoft 365.

Why does this set perfectly align with agility and hybrid needs? We’ll give you 10 reasons (plus one bonus reason!).

1. Improved collaboration

Safe collaboration and sharing of information? Microsoft 365 provides various tools that make this easy. Whether it’s real-time co-authoring in Word, seamless file sharing in SharePoint, or effective team communication through Microsoft Teams, you can streamline collaboration and boost productivity. Say goodbye to version control issues and scattered email chains – Microsoft 365 provides a centralized hub for teamwork, ensuring everyone stays on the same page, no matter their location. Experience a new level of collaboration efficiency and effectiveness with Microsoft 365.

2. Increased productivity

Working anywhere, from any device: that’s what you want because it increases productivity and efficiency. With Microsoft 365, it’s possible. For example, through the new Microsoft Loop, where you can dynamically collaborate on data in co-creation – from Word, Outlook, or the web (the Loop app).

3. Enhanced security

Cyberattacks: you want to protect your data, users, and devices against them. Microsoft 365 offers advanced capabilities that support productivity without limiting it.

4. Cost savings

If you want to keep control over your organization’s budget, migrating to Microsoft 365 can help. You save on hardware and software costs and reduce IT support expenses.

5. Scalability

Things change within your organization. Do you want to add or remove users? With Microsoft 365, you can easily do this because it is highly scalable. This way, Microsoft 365 grows along with the changes in the organization.

6. Simplification of IT management

For your IT team, it’s convenient to manage accounts, devices, and data from a central location. With Microsoft 365, your internal IT staff can do this very easily!

7. Continuous innovation

More productivity is always welcome. Microsoft 365 is continuously renewed and improved to achieve that.

8. Compliance

Meeting legal and regulatory requirements and important standards such as GDPR, HIPAA, and ISO? Microsoft helps you with that.

9. Improved mobility

‘Working anytime, anywhere’ is the motto in many organizations today. Microsoft 365 makes it possible and helps create a better work-life balance, regardless of the device (smartphone, tablet, laptop, etc.) you want to work on.

10. Integration

Simplifying business processes automation always involves integration between different applications and services. Microsoft 365 integrates with other products such as Dynamics 365 and the Power Platform (Power Automate, Power Apps, and Power BI). And with Microsoft Graph and Azure, more extensive integration possibilities are within reach.

11. Intelligence (bonus reason!)

Your productivity is even higher with Microsoft 365 through full integration of artificial intelligence in collaborating with information. For example, you can command to transcribe the minutes of a team meeting in Word or request a summary of all emails from the past week in Outlook. And that’s just the beginning! Microsoft 365 Copilot takes care of tasks with smart AI-based assistance.

How do you benefit from these advantages?

Perhaps it’s obvious: by properly storing your data in Microsoft 365 – across the axes of ‘people,’ ‘process,’ and ‘technology.’

Keep in mind that you’re going through a transition. You’re not just migrating your documents. You also need to organize your workplace and security.

Want to know more? Contact us for more information.

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Getting Started with Copilot in Outlook: Your Ultimate Guide to Enhanced Email Composition

In the fast-paced world of communication, composing emails efficiently and effectively is crucial. Microsoft Outlook, one of the most popular email clients, introduces an intelligent assistant called Copilot, which aims to revolutionize the way we write emails. In this comprehensive guide, we will explore the features and functionalities of Copilot in Outlook, and provide step-by-step instructions to help you get started on your journey towards enhanced email composition.

Understanding Copilot and its Features in Outlook

Copilot is an advanced AI-powered feature integrated into Microsoft Outlook. It acts as a virtual writing assistant, offering suggestions, recommendations, and automated assistance to compose emails more effectively. By leveraging natural language processing and machine learning algorithms, Copilot analyzes your email content, provides relevant suggestions, and assists with grammar, style, and formatting.

Enabling Copilot in Outlook

At the moment, Copilot for Outlook is only enabled for a selected set of Microsoft customers. We expect that it will be released soon, so we list out the steps below to activate Copilot once it comes available.

To take advantage of Copilot, you first need to enable the feature within Microsoft Outlook. Here’s a step-by-step guide to get you started:

  1. Open Microsoft Outlook and navigate to the “File” tab.
  2. Click on “Options” and select “Mail” from the left-hand menu.
  3. Scroll down to the “Compose messages” section and click on the “Editor Options” button.
  4. In the Editor Options window, select the “Proofing” tab.
  5. Check the box next to “Use Copilot to help me write better emails” and click “OK” to save the changes.

Exploring Copilot Suggestions and Recommendations

Once Copilot is enabled, you’ll begin to see its suggestions and recommendations while composing emails. These suggestions can help you improve grammar, style, and clarity in your writing.

Here’s how to utilize Copilot’s assistance:

  1. Start composing an email as you normally would in Outlook.
  2. As you type, Copilot will analyze your content and display relevant suggestions in real-time.
  3. Suggestions may appear as sentence rewrites, phrase alternatives, or stylistic improvements.
  4. Review the suggestions provided by Copilot and choose the ones that enhance your message.
  5. Incorporate the selected suggestions by simply clicking on them, and Copilot will insert them into your email.

Using Copilot to Compose Emails Effectively:

Copilot offers several features that can streamline your email composition process. Here are some key functionalities to help you compose emails more effectively:

  1. Writing Assistance: Copilot helps with sentence completion, grammar correction, and contextual suggestions to enhance your email’s overall quality.
  2. Readability Analysis: Copilot provides feedback on the readability of your emails, helping you ensure clarity and conciseness.
  3. Tone and Politeness Check: Copilot can analyze your email’s tone and suggest changes to maintain a professional and respectful communication style.
  4. Subject Line Suggestions: Copilot offers subject line recommendations to grab attention and improve email open rates.
  5. Writing Confidence Indicator: Copilot displays a confidence indicator for each suggestion, allowing you to make informed decisions while accepting or rejecting recommendations.

Customizing Copilot Settings

To tailor Copilot to your specific preferences, you can customize its settings. Here’s how:

  1. Open Microsoft Outlook and go to the “File” tab.
  2. Click on “Options” and select “Mail” from the left-hand menu.
  3. Scroll down to the “Compose messages” section and click on the “Editor Options” button.
  4. In the Editor Options window, select the “Proofing” tab.
  5. Click on the “Settings” button next to “Copilot” to access customization options.
  6. Here, you can adjust settings related to suggestions, readability analysis, tone check, and more.
  7. After making changes, click “OK” to save the customized Copilot settings.

Conclusion

Copilot in Microsoft Outlook is a game-changer for email composition, offering users intelligent suggestions and recommendations to improve writing quality and enhance productivity. By enabling Copilot, exploring its suggestions and recommendations, and customizing its settings, you can take full advantage of this powerful feature to compose emails more effectively. Embrace Copilot as your virtual writing assistant, and let it guide you towards creating impactful and well-crafted emails that leave a lasting impression.

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6 Powerful Free AI Tools to Grow your Business

Hey, entrepreneur! Are you always on the lookout for ways to expand, improve, and innovate your business? That’s often easier said than done because you don’t always have the necessary time, budget, or expertise to thoroughly explore everything.

Fortunately, there are increasingly more free AI tools that utilize artificial intelligence to assist you with various tasks and challenges. This way, you’ll ultimately have more time for other matters that require your attention.

Harness the power of AI for smarter entrepreneurship: that much you already knew. But how can you make it a reality without constantly depleting your bank account? Let’s walk you through the top 6 AI tools alongside ChatGPT!

1. Canva – more than just designs

Canva is truly ubiquitous! It’s an amazing tool that we ourselves use for designing social media graphics, for example. But did you know that Canva has also incorporated AI within its tool?

You can find the “Text to Image” feature under the Apps tab in Canva. Here, you input the type of image you’re looking for, and Canva generates four examples. You send short prompts, similar to how you use ChatGPT. Choose your favorite design or let Canva generate four new designs to use immediately in your project!

In addition to Canva, the creators of ChatGPT, OpenAI, also offer a similar solution called DALL-E. Definitely worth trying out!

2. Copy.ai – bid farewell to writer’s block

With Copy.ai, you elevate your web copy, flyer text, social media posts, and any other text you can imagine to a higher level! Writing text is one thing, but ensuring that it generates new customers is an entirely different matter.

Copy.ai provides you with new ideas for sentence structure, helps you choose the right words, and transforms your input into high-quality copy that truly resonates with your readers.

3. Fireflies.ai – never write minutes again

Time-consuming, tedious, and boring. What am I referring to? Exactly: writing minutes or transcriptions. Luckily, Fireflies.ai takes over this task for you!

Upload your MP3 or MP4 file, and Fireflies.ai will transcribe it neatly for you. This way, you can quickly share it with the rest of your team or incorporate it into your reports and documents.

4. Bing Chat – ChatGPT with internet access

You’re probably familiar with Bing as a search engine, often preinstalled when you purchase a Microsoft computer or laptop. And although we often switch it to Google, Bing actually has the upper hand here.

Think of Bing Chat as ChatGPT but with the latest data and information. Bing Chat has access to the internet, which opens up a plethora of possibilities:

– Allow Bing Chat to analyze your webpage and provide suggestions and improvements that you can implement right away.
– Conduct your searches through Bing Chat and receive the answers as a chat.
– Bing Chat shares the sources of the information it provides, so you always have the context and can verify if the answer is 100% accurate.

All of this is available for free! All you need is to download Microsoft Edge, which is easily accessible online.

Moreover, it’s expected that this functionality will soon be available in ChatGPT as well, and Google is moving in the same direction. Google has already announced this during the annual Google I/O event in May 2023.

5. Excel Formula Bot – your personal Excel assistant

Whether you’re a seasoned Excel user or only open it once a month, the Excel Formula Bot is your lifesaver. Simply tell the bot what you need, and it will provide you with the formula you’re looking for!

It’s perfect when you’re feeling lost and unsure which formula you need (or how it was structured exactly). But it

‘s also incredibly useful for seasoned Excel users who no longer have to type out lengthy formulas.

6. SlidesGo – AI-powered presentations

With SlidesGo, you can effortlessly create stunning PowerPoint presentations that leave a lasting impression.

It not only ensures that your presentations look beautiful but also aligns with your brand identity. This way, your message resonates better with your audience.

Bonus: If you’re still searching for the perfect company name, AI can assist you there as well. Enter a few words on namelix.com and instantly receive a list of suggestions, complete with a logo and color scheme, so you can get a feel for the brand that suits you best.

Of course, it’s important to remember that AI won’t simply take away your job: all these tools still require your personal and unique input to create something. Therefore, see them as a way to work more efficiently and save time for other aspects within your business.

Let us know!
Do you have any other recommendations? Free AI tools that you’ve used yourself or heard of? Let us know in the chat. We’re always looking for additions that can help other entrepreneurs too.

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The New Outlook is coming to you soon! Here are the benefits

Are you tired of wrestling with a clunky email interface? Do you spend more time searching for the right commands than actually reading and responding to emails?

If so, it’s time to upgrade to the new Outlook for Windows.

With its simplified ribbon, smarter search, and innovative calendar features, the new interface is designed to make your email experience faster and more efficient. In this post, we’ll take a closer look at the new Outlook for Windows and show you how to get started using its powerful features. Get ready to take your email productivity to the next level.

Key takeaways:

  • The new Outlook for Windows brings the latest features, intelligent assisted capabilities and a new modern and simplified design to your Outlook app.
  • You can join the preview of the new Outlook for Windows by switching the toggle on in the classic Outlook or the Windows Mail app. You can switch back whenever you want.
  •  You can customize the experience by exploring personalization options and settings, managing all your email and calendars in a single place, and becoming familiar with the ribbon and the navigation bar.
  •  You can check out some of the new features such as pinning and snoozing emails, scheduling when to send email, using categories and loop components, and accessing Todo.

Brief overview of the new Outlook for Windows interface

The new Outlook for Windows interface is a redesigned version of the popular email client, offering users a simplified and streamlined user interface. The interface features a stripped-down ribbon that prioritizes the most frequently used commands, making it easier and faster to access essential functions.

The new Outlook also includes a smarter search feature that uses natural language processing, enabling users to search for emails using everyday language. Additionally, the view switcher allows users to easily switch between different views, including Mail, Calendar, People, and Tasks, for more efficient task management.

Finally, the new calendar features allow users to add events directly from their email and suggest meeting times based on everyone’s schedules. Overall, the new Outlook for Windows interface is designed to improve productivity and make email management more efficient and streamlined.

Simplified Ribbon

The simplified ribbon is one of the standout features of the new Outlook for Windows interface. The ribbon is a menu system that contains various commands for performing tasks in Outlook, such as sending an email or scheduling a meeting. In the new interface, the ribbon has been redesigned to prioritize the most commonly used commands, while hiding the less frequently used commands in a hidden menu. This streamlined approach helps users quickly find and use the commands they need, without being overwhelmed by unnecessary options.

The simplified ribbon is also customizable, so users can add or remove commands to suit their specific needs. This level of customization allows users to personalize their Outlook experience and optimize it for their workflow. Additionally, the ribbon is context-sensitive, meaning it displays commands that are relevant to the task at hand. For example, if a user is composing an email, the ribbon will display commands for formatting the text, while if they are viewing their calendar, the ribbon will display commands for scheduling appointments. Overall, the simplified ribbon is an intuitive and efficient way to access Outlook’s powerful features.

Smarter Search

Smarter search is another key feature of the new Outlook for Windows interface. It uses natural language processing to allow users to search for emails using everyday language. This means that instead of having to enter specific search terms or filters, users can simply type a question or phrase, and Outlook will automatically interpret it and return relevant results.

For example, a user could type “emails from John last week” or “meeting invitations from Sarah” and Outlook would instantly filter and display the relevant emails. Smarter search also includes a feature called “top results,” which displays the most relevant emails at the top of the search results.

Smarter search is especially useful for users who receive a high volume of emails and need to quickly find specific messages. The natural language processing makes it easy to search for emails without having to remember exact dates, names, or other specific details. This feature saves time and effort, enabling users to quickly locate the information they need. Overall, smarter search is a powerful tool that improves the efficiency and effectiveness of email management in Outlook.

New Calendar Features

The new Outlook for Windows interface includes a number of features designed to make calendar management more efficient and streamlined. Especially the new “Board view” is useful as it combines your Tasks, your calendar, notes and Tips together in one overview, making planning your day even more easy than before.

 

One of the most notable features is the ability to add events directly from email. This feature allows users to quickly add an event to their calendar without having to switch to the calendar view or copy and paste information from an email.

Another useful feature is the ability to suggest meeting times based on everyone’s schedules. This feature is particularly helpful when scheduling meetings with multiple participants. Users can select the attendees and potential meeting times, and Outlook will automatically suggest the best time based on everyone’s availability.

The new Outlook also includes improved event details, with a more modern and streamlined design. Users can quickly view important information such as the event location, attendees, and any relevant notes. Additionally, the event details can be customized to include additional fields such as a specific time zone or conference call details.

Microsoft Todo also has been further integrated to automatically create Todo tasks by dragging and dropping emails.

Overall, the new calendar features in the Outlook for Windows interface are designed to make calendar management easier, more efficient, and more productive. These features save time and effort, enabling users to focus on their work and manage their schedules with ease.

Loop Components

With Microsoft Loop components everyone can edit and share their thoughts while staying in the flow of their work and the app they are using, Outlook or Teams –  Loop components can be copied and pasted across Outlook emails and Teams chats and they always stay in sync so everyone can stay up to date wherever and whenever they work.

The new Outlook is Faster!

The new Outlook for Windows interface has been designed to be faster and more responsive than the previous version. Microsoft has optimized the codebase and streamlined the interface to make it more efficient and responsive. Especially when you’re using a lot of outlook Groups (which often resulted in a sluggish Outlook) you will be glad to see the performance not suffering anymore as a result of these groups!

One of the most significant improvements is in the speed of search. The new Outlook for Windows interface includes a smarter search feature that uses advanced algorithms to quickly find the information you need. This feature is significantly faster than the search in the previous version of Outlook.

Additionally, the simplified ribbon and view switcher features in the new Outlook for Windows interface make it easier to navigate and find the information you need, saving time and improving productivity.

Coming to you Soon

Currently available to Insiders and soon rolling out to production. If your accounts are supported in the new Outlook for Windows, or if you are part of the Office Insider program, you will see a toggle in the upper right to Try the new Outlook.

Selecting this toggle will download the new app and let you switch to the preview.

 

 

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Top 5 Benefits of Teams Phone & Calling

In recent years, there has been a significant shift towards hybrid working, and technology has played a major role in this. With Teams Phone, users can easily make and receive calls, whether they are in the office, at home, or on the go, making it an important tool for this hybrid world. Not only does it allow you to work wherever you want, but it also increases the efficiency and flexibility of communication, ensuring that you are always reachable.

Teams Phone offers several benefits over traditional telephony, making it an attractive solution for modern businesses. Here are five important benefits of Teams Calling:

  1. Seamless integration with other Teams features: Teams Calling is integrated with other Microsoft Teams features, including chat, file sharing, and video conferencing. This means that users can seamlessly switch between different communication tools in one app, making it easier to collaborate and communicate efficiently.
  2. Location flexibility: With Teams Phone, users can easily communicate and collaborate regardless of their location, whether they are working from home, on the go, or in the office. Teams Calling also offers various useful features, such as voicemail and call forwarding to other team members, which helps streamline communication.
  3. Cost-saving: Teams Phoneoften offers lower costs compared to traditional telephony solutions because it is a cloud-based solution that doesn’t require expensive hardware or maintenance costs.
  4. Increased productivity: With Teams Phone, users can quickly and easily get in touch with colleagues and customers, which can increase productivity by reducing the time spent looking for the right contact or switching between different communication tools.
  5. New features and improvements: Microsoft continues to add new features and improvements to Teams Phone, making it increasingly attractive for businesses. From call recording to improved sound quality, Teams Phone continues to evolve to meet the needs of modern workers.

We have implemented Teams Phone with many of our customers to optimize their accessibility, allowing them to directly call employees instead of a central number, which has improved the scalability and efficiency of their communication. With Teams Phone, customers never have to wait long for an available employee as the call goes to the next available employee on the list.

Teams Calling Features

Microsoft has added some new features to Teams Phone, making it even easier to communicate and collaborate with colleagues and customers, both in the office and outside.

One of these new features is the ability to put a caller on hold and transfer them to another colleague. This is especially useful for companies with multiple departments or teams, as it allows for more efficient communication and can improve workflow.

Another recent addition is the ability to record conversations*. This can be useful, for example, for capturing important information during a call, training employees, or for legal purposes. It is also now possible to speak text messages instead of typing them, making it even easier to communicate quickly.


* Not available in all regions. Contact us for more information about call recording.

Finally, Microsoft has improved the sound quality of Teams Phone, using new technologies for noise and echo suppression. This reduces background noise and improves overall call quality, which is essential for effective communication.

Teams Phone is an essential tool for businesses looking to streamline their communication and collaboration processes. As a Microsoft Gold Partner, we are committed to providing our customers with the best possible Teams Phone experience. If you have any questions about Teams Phone or would like to learn more about how we can help your business, please don’t hesitate to contact us. Our team of experts is always ready to assist you.

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The New Microsoft Teams App is now in Preview – Read More about the new Features

Microsoft Teams has become a central hub for collaboration and communication for millions of people around the world. With the pandemic driving the need for remote work and virtual meetings, Teams has become an essential tool for businesses, schools, and organizations of all kinds. Now, Microsoft has announced a new preview of the Teams interface that aims to make the platform even more user-friendly and customizable.

Cleaner, More Modern Look

One of the most noticeable changes in the new Teams interface is the cleaner, more modern look. The new interface features more white space and updated icons, making it easier on the eyes and less cluttered. The cleaner look also extends to the chat and channel lists, with less visual noise allowing users to focus on the most important information.

Redesigned Navigation Bar

The new Teams interface is designed to provide users with a more streamlined and efficient experience. One of the most significant changes is the redesigned navigation bar, which allows users to switch between different sections of Teams more easily. The navigation bar now includes icons for the most frequently used sections, including chats, calls, files, and apps. Users can customize the order of these icons to prioritize the features they use most often.

Customizable Views

In addition to the redesigned navigation bar, the new Teams interface includes customizable views. This feature allows users to tailor the layout of their Teams experience to fit their needs. For example, users can choose to display their chat and channel lists side-by-side or collapse them to save screen space. This customization also extends to app access, with users able to directly access third-party integrations from the left-hand rail. This feature makes it easier for users to find and use the apps they need without having to navigate through multiple menus.

Improved Search Functionality

Microsoft has also improved the search functionality in the new Teams interface. Users can now find messages, files, and other content more easily with improved search filters and suggestions. Additionally, Microsoft has made it easier to access keyboard shortcuts, making it faster and more efficient to navigate Teams with the keyboard.

Command Bar

Another significant change in the new Teams interface is the introduction of the command bar. The command bar is a new feature that provides quick access to frequently used commands, such as starting a new chat or creating a new channel. This feature makes it easier for users to perform common actions without having to navigate through multiple menus or use the mouse.

Accessibility Improvements

The new Teams interface is designed to be more user-friendly for people with disabilities. Microsoft has made improvements to the accessibility of Teams, including the ability to customize the contrast and font size of the interface. Additionally, Microsoft has improved the compatibility of Teams with assistive technologies, making it easier for people with disabilities to use Teams to collaborate and communicate.

Multi-Language Support

Microsoft is committed to making Teams a more inclusive and equitable platform for all users. As part of this commitment, Microsoft has made the new Teams interface available in more languages than ever before. The new interface supports over 40 languages, making it easier for users around the world to use Teams in their preferred language.

Improved Account Switching

Collaborating efficiently across organizational boundaries can be a challenge, especially when managing multiple work or school accounts. One major issue is the inability to receive real-time notifications during calls or meetings between different accounts and organizations. Switching between accounts or organizations can also be disruptive, requiring frequent logins and logouts that interrupt workflow.

The new Teams interface addresses these challenges by allowing users to be actively signed into multiple accounts simultaneously and receive real-time notifications regardless of which one is currently in use. This means that users can seamlessly engage with individuals across multiple accounts and organizations without the need to drop out of a call or meeting, ensuring a smooth workflow.

How to get the Preview

The new Teams interface is designed to be more user-friendly, customizable, and accessible. With a redesigned navigation bar, customizable views, and a cleaner, more modern look, the new interface provides a more streamlined and efficient experience for users. The improved search functionality, command bar, and accessibility features make Teams more accessible and efficient for all users, including those with disabilities. The new Teams interface is currently available in preview, with Microsoft planning to roll it out to all users in the coming months. Users can try out the new interface by enabling the “Preview” in the Admin center.

Here is how you can preview the new Teams experience today:

1. Open the Teams desktop app on your Windows machine.

2. Turn on the Try the new Teams toggle at the top left corner of the Teams app.

3. Select Get it now from the pop-out dialogue. The new Teams will start installing.

4. Your Teams app will reboot to open the new Teams experience. Any subsequent actions you take will happen in the new Teams by default, like joining a Teams meeting from Outlook.

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Microsoft Authenticator Lite is coming to Outlook

With the rise of cyberattacks and data breaches, businesses and individuals are increasingly turning to multi-factor authentication (MFA) to secure their accounts. MFA is a security mechanism that requires users to provide two or more forms of authentication to access an account. One such form of MFA is the use of time-based one-time passwords (TOTP), which provide a unique code that expires after a short period and is generated by an app or device. Microsoft’s Authenticator app is one such app that provides TOTP and other MFA methods. However, not all users have the app installed, and it may not always be feasible to do so. That’s where Outlook’s Authenticator Lite feature comes in.

What is Authenticator Lite?

Authenticator Lite is a feature in Outlook that allows users to complete multi-factor authentication for their work or school account using their iOS or Android device. It provides users who haven’t downloaded the Microsoft Authenticator app with the ability to approve authentication requests and receive TOTP codes in Outlook. This feature brings the security of Authenticator to a convenient location and is especially useful for users who still use telecom transports for authentication.

When Will Authenticator Lite Be Available?

Rollout of this feature in Outlook began in March 2023, starting with public preview. The feature controls are available via MS Graph. It will move to general availability in late April 2023. On May 26th, this feature will be enabled for all users by default unless admins have taken action to disable or enable it before then. Any settings configured before May 26th will not be changed.

How to Enable Authenticator Lite

Admins can enable this feature by leveraging the Authentication Methods policy in Azure Active Directory. Starting mid-March, users can choose to enable this preview for their users from Azure Active Directory. It’s highly recommended to enable users who haven’t yet downloaded the Microsoft Authenticator app (or another strong authentication method) during the public preview.

If the feature is still set to ‘Microsoft managed’ on May 26th, the tenant will be eligible for feature enabling by Microsoft. To prevent automatic enabling, the state should be moved to ‘disabled’ or set user include and exclude groups before the date.

Why Use Authenticator Lite?

While it’s recommended to download the Authenticator app for the most up-to-date security features, Authenticator Lite is an excellent alternative for those who haven’t done so or can’t do so. It provides an additional layer of security to their account, and users can approve authentication requests and receive TOTP codes in Outlook, saving them time and hassle. It’s especially useful for those who still use telecom transports for authentication, as it adds a security enhancement to their existing authentication methods.

Conclusion

Multi-factor authentication is an essential tool in today’s cybersecurity landscape. With Authenticator Lite, Outlook brings the security of Authenticator to a convenient location for users who haven’t downloaded the app. It’s an excellent alternative for those who still use telecom transports for authentication, providing an additional layer of security to their account. Admins can enable this feature by leveraging the Authentication Methods policy in Azure Active Directory, and users can choose to enable this preview from mid-March. With the feature rolling out in public preview in March and moving to general availability in April, now is the perfect time to explore Authenticator Lite and provide additional security to your accounts.

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