Saviez-vous que lorsque vous modifiez un document dans Word (Version Microsoft 365), vous avez l’option d’envoyer une copie du fichier en format PDF avec Outlook?
Idéalement, lorsque vous voulez collaborer sur un document, vous devriez toujours choisir l’option d’envoyer un lien.
J’ai plusieurs clients qui, dans certains cas, tiennent à envoyer une copie PDF d’un document.
Avant de découvrir cette nouvelle option, ils enregistraient le fichier sous le format PDF et ensuite ils allaient dans Outlook pour créer un nouveau courriel, ils ajoutaient le PDF en pièce jointe.
Maintenant, ils envoient une copie PDF de leurs documents à partir de l’option de Partager dans Word!
Note : Le document Word doit être enregistré dans Microsoft 365 (SharePoint, Teams ou OneDrive).
Dans Word (Version Microsoft 365) cliquer sur Partager, et ensuite et sélectionner l’option Partager
Dans la page des paramètres de partage:
Cliquer sur les trois points …. (en haut à droite)
Cliquer sur Envoyer une copie
Sélectionner Fichier PDF
Cliquer sur Envoyer
Vous serez redirigé vers la page d’un nouveau courriel Outlook et une version PDF de votre document Word sera ajoutée en tant que PDF.
Il ne vous restera qu’à saisir le nom du destinataire et ajouter du texte dans le corps du courriel.
Si vous avez plusieurs comptes Microsoft 365, il vous est probablement déjà arrivé de créer une réunion Teams dans la mauvaise organisation lorsque la réunion est créée dans Outlook. Dans ce cas quand vous rejoignez la réunion, vous n’êtes pas le propriétaire. Et dans le pire des cas, vous êtes pris dans la salle d’attente, car lors de la planification vous avez permis seulement à certain comptes d’éviter la salle d’attente.
Microsoft a ajouté une fonctionnalité dans Outlook qui vous permet de sélectionner avec quel compte/organisation vous désirez créer la réunion Teams.
In today’s inclusive and diverse workplace, it’s important to respect and affirm individuals’ gender identities and expressions, including their preferred pronouns. Pronouns are the words we use to replace someone’s name in a sentence, such as “he”, “she”, or “they” in English. Using correct pronouns is essential for creating an inclusive environment where everyone feels valued and respected.
Microsoft is adding a new feature for adding pronouns to the profile cards in Microsoft 365. Users in your organization will soon be able to add pronouns directly to their profile cards in Outlook on the web (OWA) and Microsoft Teams.
This new feature is associated with Microsoft 365 Roadmap ID 86382 (Microsoft Teams) and 115511 (Outlook on the web).
Pronouns will be shown next to the name in the top section of the profile card in Outlook on the web and Microsoft Teams. After a user adds pronouns to their profile, the pronouns will be visible to everyone in your organization (including guest accounts having account in your organization). Users can’t control who can see their pronouns in Microsoft 365 in your organization. So, it’s not possible to hide pronouns from certain users in your organization. However, pronouns aren’t visible to people outside the organization.
Turn Pronouns ON or OFF from Microsoft 365 admin center
The pronouns feature is OFF by default for your tenant and requires configuration to turn on. As a Global Microsoft 365 administrator, you can turn ON pronouns feature that lets all users in your organization add their pronouns on their profile cards in Microsoft 365 (Microsoft Teams and Outlook Web).
Follow below steps to turn the pronouns feature ON or OFF from the Microsoft 365 admin center:
Select Settings from left navigation and then select Org settings (If Settings option is not shown by default, click on … Show all first)
From Org settings page, select the Security & privacy tab
Select Pronouns
To turn ON the pronouns feature, select the Turn on and allow pronouns checkbox from Pronouns pane. To turn OFF the pronouns feature, clear the checkbox
Select Save
Turn Pronouns ON or OFF from Microsoft 365 admin center
Note
If you change the Pronouns settings, it can take up to 7 hours to take effect.
If you allow pronouns and stop allowing them later, saved pronouns by users will be deleted from Microsoft 365. The data deletion process could take up to 30 days to complete.
If you turn ON the pronouns feature again before 30 days, any hidden pronouns that haven’t yet been deleted from Microsoft servers will become visible in Microsoft 365 profile cards in Microsoft Teams and Outlook on the web (OWA).
Microsoft 365 stores user pronouns in a hidden folder in user’s Exchange Online mailbox along with other data.
You can only enter up to 30 characters (including spaces) in your pronouns.
Add, update, or delete pronouns on Microsoft 365 profile cards
Follow below steps to Add, update, or delete pronouns on Microsoft 365 profile cards in Microsoft Teams and Outlook on the web:
Open your profile card in Microsoft Teams or Outlook on the web (OWA). To open your profile card in Microsoft Teams, select your profile picture from the upper right corner of Teams. To open your profile card in Outlook on the web (OWA), select your name or profile picture in Outlook Mail.
From your profile card, select + Pronouns or the pronouns listed below your name:
To add or change your pronouns, select from the examples (only available in English), or enter your own. To delete, remove your pronouns. In the example below, Elvia Atkins has chosen She/Her. The preview window also shows the chosen pronouns:
Select Save and then Got it. Changes will be updated immediately.
And that’s it! Now you know how to add, update, or delete pronouns on your Microsoft 365 profile card in Microsoft Teams. By using this feature, you can ensure that your colleagues and team members can address you with the correct pronouns, promoting inclusivity and respect in the workplace.
Microsoft a annoncé mardi une beta publique d’une nouvelle solution « Authenticator Lite » pour les applications Outlook Mobile. Elle sera disponible avec tout abonnement Azure AD, les administrateurs du tenant pourront l’activer ou le désactiver en utilisant le portail Entra via la page de configuration Authenticator ou via le Microsoft Graph.
L’objectif de généraliser l’usage de cet outil est qu’il offre une alternative aux méthodes d’authentification secondaires basées sur les SMS (ou un appel vocal). Il utilise des notifications push pour inviter les utilisateurs finaux à s’authentifier réputé bien plus fiable. Les utilisateurs auront également accès à un mot de passe à usage unique basé sur le temps via l’application.
Plus fiable car il existe, on le sait des méthodes « sociales » pour tromper l’utilisateur avec un SMS. On voit actuellement fleurir des attaques dites « MFA fatigue attacks », également connue sous le nom de MFA Bombing ou MFA Spamming – qui est une stratégie d’attaque d’ingénierie sociale où les attaquants envoient à plusieurs reprises des demandes d’authentification à deux facteurs à l’e-mail, au téléphone ou aux appareils enregistrés de la victime cible un attaquant peut envoyer ainsi une multitude de tentatives de connexion dans l’espoir qu’un utilisateur cliquera sur accepter au moins une fois… Un authenticator supprime ainsi ce problème, tout au moins actuellement (il faut être prudent dans ce domaine…).
La fiabilité limité des méthode de MFA traditionnelles n’est pas une surprise, Microsoft avait déjà affirmé dans cette annonce de 2020 que les invites textuelles et vocales utilisées pour le MFA étaient d’anciennes approches de réseau téléphonique public commuté qui étaient ;
« les moins sûres des méthodes de MFA disponibles aujourd’hui . Ces méthodes utilisent des protocoles qui ne permettent pas le cryptage, et donc les signaux peuvent être interceptés par toute personne ayant accès au réseau de commutation ou se trouvant dans la portée radio d’un appareil« .
Microsoft a l’intention d’activer Authenticator Lite pour tous les utilisateurs ayant des tenants utilisant ce paramètre le 26 mai 2023. L’entreprise indique dans sa communication que « s vous souhaitez modifier l’état de cette fonctionnalité, veuillez le faire avant le 26 mai 2023 ».
Microsoft a annoncé mardi une beta publique d’une nouvelle solution « Authenticator Lite » pour les applications Outlook Mobile. Elle sera disponible avec tout abonnement Azure AD, les administrateurs du tenant pourront l’activer ou le désactiver en utilisant le portail Entra via la page de configuration Authenticator ou via le Microsoft Graph.
L’objectif de généraliser l’usage de cet outil est qu’il offre une alternative aux méthodes d’authentification secondaires basées sur les SMS (ou un appel vocal). Il utilise des notifications push pour inviter les utilisateurs finaux à s’authentifier réputé bien plus fiable. Les utilisateurs auront également accès à un mot de passe à usage unique basé sur le temps via l’application.
Plus fiable car il existe, on le sait des méthodes « sociales » pour tromper l’utilisateur avec un SMS. On voit actuellement fleurir des attaques dites « MFA fatigue attacks », également connue sous le nom de MFA Bombing ou MFA Spamming – qui est une stratégie d’attaque d’ingénierie sociale où les attaquants envoient à plusieurs reprises des demandes d’authentification à deux facteurs à l’e-mail, au téléphone ou aux appareils enregistrés de la victime cible un attaquant peut envoyer ainsi une multitude de tentatives de connexion dans l’espoir qu’un utilisateur cliquera sur accepter au moins une fois… Un authenticator supprime ainsi ce problème, tout au moins actuellement (il faut être prudent dans ce domaine…).
La fiabilité limité des méthode de MFA traditionnelles n’est pas une surprise, Microsoft avait déjà affirmé dans cette annonce de 2020 que les invites textuelles et vocales utilisées pour le MFA étaient d’anciennes approches de réseau téléphonique public commuté qui étaient ;
« les moins sûres des méthodes de MFA disponibles aujourd’hui . Ces méthodes utilisent des protocoles qui ne permettent pas le cryptage, et donc les signaux peuvent être interceptés par toute personne ayant accès au réseau de commutation ou se trouvant dans la portée radio d’un appareil« .
Microsoft a l’intention d’activer Authenticator Lite pour tous les utilisateurs ayant des tenants utilisant ce paramètre le 26 mai 2023. L’entreprise indique dans sa communication que « s vous souhaitez modifier l’état de cette fonctionnalité, veuillez le faire avant le 26 mai 2023 ».
In today’s inclusive and diverse workplace, it’s important to respect and affirm individuals’ gender identities and expressions, including their preferred pronouns. Pronouns are the words we use to replace someone’s name in a sentence, such as “he”, “she”, or “they” in English. Using correct pronouns is essential for creating an inclusive environment where everyone feels valued and respected.
Microsoft is adding a new feature for adding pronouns to the profile cards in Microsoft 365. Users in your organization will soon be able to add pronouns directly to their profile cards in Outlook on the web (OWA) and Microsoft Teams.
This new feature is associated with Microsoft 365 Roadmap ID 86382 (Microsoft Teams) and 115511 (Outlook on the web).
Pronouns will be shown next to the name in the top section of the profile card in Outlook on the web and Microsoft Teams. After a user adds pronouns to their profile, the pronouns will be visible to everyone in your organization (including guest accounts having account in your organization). Users can’t control who can see their pronouns in Microsoft 365 in your organization. So, it’s not possible to hide pronouns from certain users in your organization. However, pronouns aren’t visible to people outside the organization.
Turn Pronouns ON or OFF from Microsoft 365 admin center
The pronouns feature is OFF by default for your tenant and requires configuration to turn on. As a Global Microsoft 365 administrator, you can turn ON pronouns feature that lets all users in your organization add their pronouns on their profile cards in Microsoft 365 (Microsoft Teams and Outlook Web).
Follow below steps to turn the pronouns feature ON or OFF from the Microsoft 365 admin center:
Select Settings from left navigation and then select Org settings (If Settings option is not shown by default, click on … Show all first)
From Org settings page, select the Security & privacy tab
Select Pronouns
To turn ON the pronouns feature, select the Turn on and allow pronouns checkbox from Pronouns pane. To turn OFF the pronouns feature, clear the checkbox
Select Save
Turn Pronouns ON or OFF from Microsoft 365 admin center
Note
If you change the Pronouns settings, it can take up to 7 hours to take effect.
If you allow pronouns and stop allowing them later, saved pronouns by users will be deleted from Microsoft 365. The data deletion process could take up to 30 days to complete.
If you turn ON the pronouns feature again before 30 days, any hidden pronouns that haven’t yet been deleted from Microsoft servers will become visible in Microsoft 365 profile cards in Microsoft Teams and Outlook on the web (OWA).
Microsoft 365 stores user pronouns in a hidden folder in user’s Exchange Online mailbox along with other data.
You can only enter up to 30 characters (including spaces) in your pronouns.
Add, update, or delete pronouns on Microsoft 365 profile cards
Follow below steps to Add, update, or delete pronouns on Microsoft 365 profile cards in Microsoft Teams and Outlook on the web:
Open your profile card in Microsoft Teams or Outlook on the web (OWA). To open your profile card in Microsoft Teams, select your profile picture from the upper right corner of Teams. To open your profile card in Outlook on the web (OWA), select your name or profile picture in Outlook Mail.
From your profile card, select + Pronouns or the pronouns listed below your name:
To add or change your pronouns, select from the examples (only available in English), or enter your own. To delete, remove your pronouns. In the example below, Elvia Atkins has chosen She/Her. The preview window also shows the chosen pronouns:
Select Save and then Got it. Changes will be updated immediately.
And that’s it! Now you know how to add, update, or delete pronouns on your Microsoft 365 profile card in Microsoft Teams. By using this feature, you can ensure that your colleagues and team members can address you with the correct pronouns, promoting inclusivity and respect in the workplace.
To offer more personalization to end users, Outlook on the web and the new Outlook for Windows will now have the ability to display a background image in the reading pane whenever emails are not selected. This feature will be turned off by default for commercial customers.
A user will be able to turn on a background image by going to Settings General Appearance from Outlook.
Available only in India. Outlook Lite now presents a modern, powerful SMS experience for users who prefer to have all their messaging needs in one compact platform/
There was a task to organize mailings in accordance with the list of user e-mails in an Excel spreadsheet. Each e-mail message should contain some data specific to each user…
Available only in India. Users can compose emails in 9 supported languages using their voice. They can also choose to translate it to another language before sending.
Product
Outlook
Release phase
Targeted Release
Release date
May CY2023
Platform
Android
Cloud Instance
Worldwide (Standard Multi-Tenant), GCC High, GCC, DoD
Outlook Sensitivity Labels Processed in Different Ways
An observant reader noticed that Outlook clients encrypt messages using sensitivity labels in different ways. If you look at Figure 1, you see three messages sent to the same person using Outlook Mobile, OWA (or Monarch), and Outlook for Windows. The Ultra Confidential sensitivity label protects all messages with encryption, but only the copy sent from Outlook for Windows is protected in the sender’s mailbox. The other copies sent from Outlook Mobile and OWA are protected when they arrive in the recipient mailbox.
Figure 1: Outlook lists three messages from different clients
The obvious question is why this situation happens. Shouldn’t all Outlook clients produce the same result? Alas, this is not the case. As explained in Microsoft documentation, “When a sensitivity label is configured with encryption, the encryption process depends on the client platform.” In effect, Outlook desktop is the only client that contains the code necessary to encrypt an outbound message.
Other Outlook clients rely on passing messages through the Exchange Online transport service. The transport service has super-user capabilities and can apply the necessary protection. When transport detects that a message has a sensitivity label with encryption that isn’t yet protected, it does the necessary work to protect the message by placing the message and its attachments in a rpmsg “wrapper” before sending the message on to the next hop in its journey.
Client Processing for Protected Messages
The rpmsg wrapper is how Outlook sensitivity labels impose rights management for protected messages. The receiving client must unpack the message from the wrapper and respect the rights assigned to the recipient by the publishing license that’s included in the wrapper. The receiving client sends the publishing license to the information protection service to obtain a use license that allows the client to open the message.
Clients perform the processing to allow users to read protected messages without being prompted for credentials. If the client can’t obtain a use license, it displays information from the rpmsg to direct the user to the Office 365 Message Encryption (OME) Portal. If the user can prove their rights to open the message by signing into the OME portal with an account included in the recipient list, they can view the message contents online.
The reason why two out of the three messages are unencrypted in the Sent Items folder is that these are the messages that clients didn’t protect. Outlook desktop protected the other message before it submitted the item to transport. In
all cases, the sender can be confident that the message was fully protected when it left the transport service for onward routing.
Clients and the MIP SDK
Microsoft could incorporate the code (using the Microsoft Information Protection SDK) to protect messages in OWA and Outlook mobile. However, this approach doesn’t seem to make sense. Apart from the extra complexity introduced into the client code base, OWA can only be used online. Outlook mobile clients could protect files, but they usually work in a connected mode (either Wi-Fi or a cellular network). Outlook desktop has always been able to work offline, so its developers incorporated the code to process protected inbound and outbound messages when working offline.
Growing Use of Outlook Sensitivity Labels
The number of messages protected by Outlook sensitivity labels is steadily increasing. I do not have firm data to back this assertion, just anecdotal evidence from customer interactions. Microsoft continues to pour engineering effort into making sensitivity labels more accessible and useful, so I expect the trend to continue. And when your tenant starts to use sensitivity labels to protect email, you’ll know why some Outlook clients protect messages in a different manner to others.
Learn about using Exchange Online, Outlook clients, and the rest of Office 365 by subscribing to the Office 365 for IT Pros eBook. Use our experience to understand what’s important and how best to protect your tenant.
The popup content displayed while reporting using phishing/junk actions in Outlook on the web can be controlled by admins using User Reported Settings in security.microsoft.com. Admins will be able to customize text and other aspects of phishing/junk pre and post reporting popups.
Plus addressing (sometimes called subaddressing) allows you to use unique dynamic SMTP e-mail addresses for your mailbox. It is typically used to protect against spam, track marketing companies, and categorize…
Without too much fuss, Microsoft introduced the preview of a new “surface” (way) for users to complete multi-factor authentication (MFA) challenges. The new method is a companion app for the Microsoft Authenticator app and is covered by Microsoft 365 roadmap item 122289 and is slated for roll-out in May 2023.
Azure AD already covers a variety of methods to satisfy MFA challenges. The methods are categorized from weak to strong in terms of their ability to resist attacks and conditional access policies can insist that a connection uses a certain strength of MFA response before it is accepted. “Authenticator lite” is rated as strong as the Authenticator app because it’s basically code taken from Authenticator and built into other Microsoft apps. In addition, Authenticator lite only supports push notifications with number matching and one-time codes, which are less likely to provoke MFA fatigue than the traditional “click here to approve” response.
Outlook Mobile Leads the Way
Outlook mobile (iOS 4.2309.0, Android 4.2308.0, or higher versions) is the first Microsoft 365 app to pick up the Authenticator Lite code. Some might ask why Microsoft choose Outlook as the test case. I think it’s because Outlook is likely the most heavily used mobile client. The last time Microsoft gave a number for Outlook mobile (April 2019), they reported that Outlook for iOS and Android had more than 100 million users. At that time, Office 365 reached 180 million monthly active users. Now Office 365 is up around 400 million monthly active users. Assuming Outlook mobile has kept pace, it has around 220 million monthly active users.
Building MFA responses into the most popular mobile client is a great way of making MFA easier for organizations to deploy. Microsoft wants customers to deploy MFA. They also want customers to use strong MFA responses and move away from methods like SMS text-based responses. The recent introduction of the Azure AD system-preferred authentication policy to force Azure AD to select the strongest available authentication method for a user when it issues a challenge is a pointer to the future. Who needs to resort to an SMS response when you can respond to a number challenge within Outlook? It makes absolute sense.
Update the Azure AD Authentication Methods Policy
If you’re interested in trying Authenticator Lite with Outlook mobile, the steps to make everything happen are covered in a Microsoft article. In summary:
First, use a Graph API PATCH request to update the Azure AD Authentication Methods Policy to update the companionAppAllowedState setting from disabled (the default) to enabled. The easiest way to do this is with the Graph Explorer (make sure to sign in with an administrator account because you’ll need to consent to the Policy.ReadWrite.AuthenticationMethod permission to update the policy. The relevant lines for the policy in my tenant look like those shown in Figure 1. The state is enabled and the policy is targeted at a group of users with an identifier of “all_users.” This is a special identifier that instructs Azure AD to apply the policy setting to all tenant users. If you want to limit the policy to a specific set of users, create a security group with those users as members and update the authentication methods policy with the group identifier.
Figure 1: Checking the settings of the Azure AD Authentication Methods policy
The updated policy might take a little time to become effective and people can respond to MFA challenges from Outlook. Only accounts enabled to use the Authenticator app (with the mode set to Push or Any) to respond to MFA challenges can use Authenticator Lite within Outlook, and responses are limited to number matching or one-time codes. It’s important to realize that if the Microsoft Authenticator app is present on a device, Outlook won’t attempt to use Authenticator Lite and instead refers all authentication challenges to the full Authenticator app.
It’s also important to realize that the code incorporated into Outlook supports fewer options than the full Authenticator app. For instance, it doesn’t support Self-Service Password Reset (SSPR). The Authenticator app is a more appropriate option for users who need functionality like handling MFA responses for other cloud services like Twitter and GitHub.
MFA Responses for the Masses
I like any action that reduces the friction of MFA deployment and operation for both organizations and users. Authenticator Lite falls into this category. Although I won’t use the new capability because I need the power of the full Authenticator app, I think that Authenticator Lite will meet the needs of most Microsoft 365 users when it comes to responding to MFA challenges.
Support the work of the Office 365 for IT Pros team by subscribing to the Office 365 for IT Pros eBook. Your support pays for the time we need to track, analyze, and document the changing world of Microsoft 365 and Office 365.
In some cases, Outlook clients may stop updating the Exchange Global or Offline Address Book with the error “Outlook cannot update Global Address Book 0x80200049” or 0x80070057. You can add…
New features are coming fast on Microsoft 365 and you have trouble following the official roadmap ?
Every month, I publish a new infographic presenting a tip, a new feature on Microsoft teams / Microsoft Viva / Microsoft 365 solutions that you can use today on your platform.
How can I use Viva Insights to set aside time before a meeting to prepare by reading relevant documents, completing requested tasks or any other action that requires preparation ?
,Context :
With the normalisation of hybrid working, both on-site and remote meetings have become part of every worker's daily routine. The problem is that they can pile up on the calendar, leaving little time for the employee to mentally prepare or take note of the tasks or documents that will be seen during the meeting.
So yes, you can decide to block out time in your calendar yourself, but if you have to do this manually for all the meetings in the week, it can be very time consuming. So how can you keep track of upcoming meetings and automate the process of booking time in advance to prepare for them?
,,Solution,
Inline Suggestions in Outlook are short data and AI-driven notifications that appear in Outlook while you are either reading or writing an email or meeting invitation.
These inline suggestions are actually mini virtual assistants that help you keep track of your daily tasks. As of today, there are 8 inline suggestions available and the one that interests us is "Book meeting prep time".
To get this feature, you need 3 conditions :
- Your administrator must have configured the "Insights Outlook add-in and inline suggestions" option on a global level.
- Your organisation must have assigned you a Viva Insights subscription
- You must have added the Viva Insights add-in to Outlook (web or desktop version).
By activating the Viva Insights module in Outlook, you can access a dedicated window that displays a list of upcoming meetings you have arranged or been invited to for the next seven days (including the current day) to help you review and schedule them.
If you are the organiser of the meeting and the meeting requirements below are met, Viva Insights can accept the meeting for you and offer to reserve a preparation slot in your calendar at a time of your choice: 15 minutes, 30 minutes or 1 hour just before, one day before or on the last working day of the week before the meeting.
Once you have selected one of these options, Viva Insights will search your calendar for a free slot and automatically schedule an appointment called "Prep time for [meeting name]".
Once the meeting has been scheduled, you can return to the Viva Insights window in Outlook to view the following information:
- the percentage of people who have accepted the meeting
- the number of people invited
- the number of people who have not responded
- the number of people who have declined the meeting
- the team link for the meeting, the documents, and so on.
If you are a participant in this meeting and the meeting requirements below are met, Viva Insights can accept the meeting for you and offer to reserve a preparation slot in your calendar at a time of your choice: 15 minutes, 30 minutes or 1 hour just before, one day before or on the last working day of the week before the meeting.
Once you have selected one of these options, Viva Insights will search your calendar for a free slot and automatically schedule an appointment called "Prep time for [meeting name]".
,9 things to keep in mind about Book meeting prep time in Viva Insights
1 - This feature is only available with the Viva Insights subscription
2- It is automatically displayed in Outlook Desktop and Web when a user receives and reviews a meeting invitation.
3- The meeting must have fewer than 12 attendees,
4- The meeting must last between 30 and 60 minutes,
5- The meeting must not be a recurring meeting
6- The meeting organiser or attendee must have enough time in their calendar to schedule a prep meeting before the meeting.
7- The meeting cannot be marked as private
8- The meeting cannot have a status of 'Free', 'Working elsewhere' or 'Out of town'.
What I think about it
This Viva Insights module is particularly interesting if you are in an organisation where many (too many) meetings are scheduled. Personally, I always take 10 minutes before a meeting to mentally prepare myself for what's to come, so this module will make my life easier.
However, at the time of writing, Viva Insights only reserves preparation time for the person who has activated the feature. It would have been particularly interesting to be able to invite some of the other people in the meeting to prepare important points to be discussed later in the meeting.
If you liked this tip and think it will be useful to others as well, feel free to share it.
If you’ve spent any amount of time collaborating on a document with people on a single artifact, the multiple ways in which you can co-edit files has been a massive leap forward in technology. I started my career as a technical writer and then a business analyst, and throughout my career spent countless hours chasing people for their input, and then had to merge, stare-and-compare, and edit. One of the more frustrating aspects of collaboration is that people duplicate content: people make an edit, then send their edited version as an email attachment rather than edit the shared version provided in SharePoint, OneDrive, or another cloud platform.
Please stop doing this! Turn revision marks on in your document, upload your file to one of your many cloud options, and send a link instead of an attachment!
Did you know that you can set your own default send option in your Outlook client? That’s right. Practice safe collaboration, people, and make this change today! This productivity tip is not in any way a new feature, but I find myself regularly telling people about it, so I thought I would share again here. This tip comes from the Microsoft support archives, and was one that I shared in the July 2019 Productivity Tips webinar, which you can watch in its entirety or download the slides, or jump to this exact tip in the video by clicking here.
New features are coming fast on Microsoft 365 and you have trouble following the official roadmap ?
Every month, I publish a new infographic presenting a tip, a new feature on Microsoft teams / Microsoft Viva / Microsoft 365 solutions that you can use today on your platform.
With Viva Insights, how can I know how many people read and opened an attachment in an email I sent internally?
,Context :
I am not a strong advocate of internal email communication in an organisation. However, people often ask me how they can easily confirm that a document or email has been read without having to ask the person directly.
So I looked into it and discovered a feature in Viva Insights that I didn't know about that would answer this question perfectly.
,,Solution,
Inline Suggestions in Outlook are short data and AI-driven notifications that appear in Outlook while you are either reading or writing an email or meeting invitation.
These inline suggestions are actually mini virtual assistants that help you keep track of your daily tasks. As of today, there are 8 inline suggestions available and the one that interests us is "Track email open rate".
To get this feature, you need 3 conditions :
- Your administrator must have configured the "Insights Outlook add-in and inline suggestions" option on a global level.
- Your organisation must have assigned you a Viva Insights subscription
- You must have added the Viva Insights add-in to Outlook (web or desktop version).
Once these conditions are met, when you send an email, Viva Insights can tell you how many people opened your email and the average time they spent reading it, and it can also tell you how many email recipients opened a document you shared in the email as a link or as an attachment (documents stored in SharePoint or OneDrive for Business).
You can get this data by opening the Viva Insights window associated with the email. The results are shown as a percentage. You can also see if anyone has forwarded the email.
The percentages are displayed on a scale between 25% and 75% if the number of recipients is up to 10 people. If there are more than 10 people, the percentages are displayed on a scale between 10% and 95%.
,8 things to keep in mind about track email open rate in Viva Insights
1 - It can take up to 30 minutes after sending the email before Viva Insights can give you details
2 - This feature is only available with the Viva Insights subscription
3 - This feature only works with persons who are internal to your organization
4 - Email that was sent from a shared mailbox are excluded
5 - Email that was sent more than 14 days ago are excluded
6 - Email in which the total number of recipients is less than five are excluded
7- Email sent to modern groups are exluded
8- You can only find out the open rate of a document that you have emailed if that document is located in SharePoint or in OneDrive for business.
If you liked this tip and think it will be useful to others as well, feel free to share it.
Connexion
