Microsoft 365 roadmap roundup – 14th June 2021

Here’s all the new and updated Microsoft roadmap items from the past week:

Please make sure to subscribe to get early access to new posts straight to your inbox!


Use these buttons to switch between each product’s roadmap updates.

SharePoint

Includes updates for SharePoint, SharePoint Syntex and Microsoft Viva.

  • Launched (1)
  • Rolling out (0)
  • In development (14)

🍾 LAUNCHED

  • SharePoint: Integration of Power Automate and Power Apps for DoD tenants – Power Automate and Power Apps will be available for SharePoint DoD customers. Users can automate common tasks, customize forms, create apps from lists, and use the Power Apps web part. Roadmap ID: 81985

🚂 ROLLING OUT

N/A

⌛ IN DEVELOPMENT

Release – June 2021

  • 🆕 Microsoft Viva: Refinements to related sites displayed on topic pages – Differentiate between sites that have been pinned by a person, and those that have been suggested for the Topic. Roadmap ID: 82042
  • 🆕 Microsoft Viva: Sort topics in web part – In the Topics web part, add the ability to sort topics where you have confirmed your connection. Roadmap ID: 82043
  • 🆕 Microsoft Viva: Updates to multi-geo support – We can process content that is in all regions and query from all regions. We support region moves. We keep the data in the corresponding regions according to data sovereignty. Roadmap ID: 82044
  • Microsoft Lists: @mentions in comments – Get a colleague’s attention to an item in a list by @mentioning them within list comments. That person will receive a notification and a link that takes them directly back to the item, to review the comment and take the requested action. Roadmap ID: 68811
  • SharePoint: Updates for Microsoft Teams connected team sites – Every Microsoft Teams team is connected to a SharePoint team site. If you create a private channel, it gets a unique team site. You will see specific updates, including updates to site features, site permissions alignment, site classifications and sensitivity labels, and improvements to the user interface. Roadmap ID: 81945
  • Microsoft Search: Find a meeting recording based on what was said – For a Teams meeting that was recorded to OneDrive & SharePoint and was also transcribed live during the meeting you can now search in Microsoft Search to find the meeting recording file based on the transcript. Roadmap ID: 82003

Release – July 2021

  • 🆕 Microsoft Lists: Support for Progressive Web App (PWA) – You can now install the web version of Microsoft Lists as a Progressive Web App (PWA) in Microsoft Edge, Google Chrome, Firefox or other browser that supports Progressive Web Apps. Roadmap ID: 82041
  • 🆕 Microsoft Viva: Exclude content from topic discovery based off applied sensitivity labels – Use Microsoft Information Protection (MIP) sensitivity labels to control which files should not be included in topic discovery. Roadmap ID: 82047
  • Microsoft Lists: offline mode – Similar to taking files offline, people will have the ability to take Microsoft Lists offline – so you can work with your information in scenarios where you may have low-to-no internet access. Roadmap ID: 68809
  • Microsoft Viva: Topics in Microsoft Search in Bing – Display topic cards in search results when Microsoft Search is invoked from a Bing search. Roadmap ID: 72180

Release – August 2021

  • 🆕 Microsoft Viva: Accelerated publishing for topic curation – Edits on topics or new, manually added topics will appear in Manage Topics view and for end users to discover within minutes. Roadmap ID: 82045
  • 🆕 Microsoft Viva: Use Syntex taxonomy to generate topics – Select terms from the taxonomy service to initiate creation of Viva topics, using the term definitions and tagged files. Roadmap ID: 82049

Release – September 2021

  • 🆕 Microsoft Stream: Updated Web player for video & audio files across Microsoft 365 – The web player for audio and video files that are stored in OneDrive and SharePoint (including when those files are embedded in Teams, Yammer, and SharePoint), is updated with a new user look and feel, and adheres to greater levels of accessibility for keyboard navigation and screen readers. Roadmap ID: 82039
  • 🆕 Microsoft Viva: Integrate Microsoft Search bookmarks with topic cards and pages – With this new feature, you’ll be able to integrate the search bookmarks into topic cards and pages – allowing users to continue to find those sources augmented with the topical content on the page or card. Roadmap ID 82046

Copy of this page option missing in SharePoint

This post describes an observation of how the copy of this page option will be missing for certain pages in SharePoint Online and how to get around it.

Modern pages are great in SharePoint Online…they look good, are easy to author and can be shared really easily once published. However, there are some quirks to the user experience when creating and copying pages, in particular the copy of this page option.

The issue

In the old days of SharePoint 2010, you could only copy or move pages through site content and structure – unless you used PowerShell. Well nowadays it’s as simple as a couple of clicks from the ribbon: 

  • Press + New
  • Select copy of this page
Copy of this page option available in SharePoint Online.

Or at least that’s what I thought! The problem occurs with the default homepages within modern SharePoint sites. When you go to try to make a copy of the homepage you will find the option is not available.

Copy of this page option missing from menu.

Workaround

The way I’ve managed to get around this issue is to make a copy of the homepage in the Site Pages library, then rename it to something more meaningful. To do this:

  • Open the Site Pages library
  • Select the Home.aspx page
  • Press Copy to
  • Leave the copy to location as the Site Pages library > press copy here
  • Press the three dots next to the copied page > rename
  • Give your page a new name > press rename
Copy the homepage, then rename it to something more meaningful.

That’s it, you can now work on a copy of the page in the same way you would using the copy of this page option.


Microsoft 365 roadmap roundup – 7th June 2021

Here’s all the new and updated Microsoft roadmap items from the past week:

Please make sure to subscribe to get early access to new posts straight to your inbox!

Listen to the audio version of the Microsoft 365 roadmap roundup!

The audio companion to the M365 roadmap roundup is available for all major podcasting apps here.


Use these buttons to switch between each product’s roadmap updates.

SharePoint

Includes updates for SharePoint, SharePoint Syntex and Microsoft Viva.

  • Launched (2)
  • Rolling out (3)
  • In development (40)

🍾 LAUNCHED

  • SharePoint: Focus mode for modern SharePoint pages – SharePoint page authors and viewers will be able to focus on page content by using the Expand content button on the command bar to hide the site header, site navigation, and global navigation bar. Roadmap ID: 70800
  • Microsoft Viva: Topic management dashboard – You can track the stats over time for topics through the lifecycle of suggested, confirmed, published, and removed with the new visual topic management dashboard. Roadmap ID: 81977

🚂 ROLLING OUT

  • New SharePoint admin center home page – Updates to the SharePoint admin center to align it to the Microsoft admin center, including more tiles and graphs. Roadmap ID: 57318
  • SharePoint and Teams: folder in site visibly connected to channel – It will be easier to tell which folders within your library have an associated Teams channel & chat associated to it – right from within the SharePoint user interface. Roadmap ID: 30686
  • SharePoint admin center: updated homepage dashboard – Update for the homepage in the SharePoint admin center with more and more cards and graphs appear over time – so you can see insights on files, usage security, recommendations, training and so on. Roadmap ID: 68812

⌛ IN DEVELOPMENT

Release – June 2021

  • 🆕 Microsoft Lists: Number column symbols – When leveraging a Number column, select common number symbols (dollar, euro, yen, percentage) or create a custom symbol, plus decide if you want the symbol to be on the left or right of the number. Roadmap ID: 70671
  • 🆕 Microsoft Lists: Custom list templates – Microsoft have announced that they will be supporting custom list templates – the ability for organizations to define custom list templates. Note, you will be able to manage which templates are available to which people, based on their job role. Roadmap ID: 70753
  • Microsoft Lists: forms customization – Adjust what information shows on the out-of-box forms and include custom header and footer imagery and information. Roadmap ID: 64165
  • Microsoft Lists: sticky first column – As you scroll left and right, the first column of your list remains in place; similar to the sticky header that is already a part of Lists. Roadmap ID: 64168
  • SharePoint: Auto-News Digest – SharePoint Auto-News Digest sends automated email to employees in you company about the latest News posts that they have not yet read. Roadmap ID: 64685
  • Microsoft Lists and SharePoint document libraries: Gallery view – Configure your lists and library items using a dynamic Gallery view – choosing how your documents and list items appear. Roadmap ID: 57304
  • Microsoft Lists: mobile app (iOS) built on SharePoint – You’ll be able to create new lists, edit list items and easily share with other people. The Lists app will first come to iOS and Android shortly after. Roadmap ID: 64161
  • SharePoint Online search query volume limits when using app-only authentication – When this change is implemented, queries using the Site.Read.All permissions level or greater will be throttled at 25 QPS. The search query will return with a 429 response and you can simply retry the query. Roadmap ID: 64963
  • Microsoft Lists: updated Yes/No column experiences – powered by SharePoint – List items with a Yes/No column, in and out of Quick Edit mode, will appear using the new experience design format – making it easier to create and more accessible to consume. Roadmap ID: 67119
  • SharePoint: Text web parts automatically added to new sections in modern pages – Microsoft are now adding text web parts automatically for you when you add new sections to a modern page. Roadmap ID: 67146
  • Microsoft Lists: column settings in Grid view – The capabilities when in Lists “Grid” view (previously Quick Edit) will now allow people to pin a column to the filter’s pane, format the column, show/hide columns, and hide their column(s). Roadmap ID: 68714
  • SharePoint: Collapsible sections on modern pages – You’ll have the ability to show page sections in an accordion view (collapsed or expanded) or as tabs. The accordion view will be collapsed by default, but can be set to show expanded. Roadmap ID: 67147
  • Microsoft Lists: Support for thousands separator in Number column – When Lists owners and members leverage the Number column, they can now choose if the comma should appear or not. Roadmap ID: 68716
  • Microsoft Lists: @mentions in comments – Get a colleague’s attention to an item in a list by @mentioning them within list comments. That person will receive a notification and a link that takes them directly back to the item, to review the comment and take the requested action. Roadmap ID: 68811
  • SharePoint admin center: site creation source – SharePoint admins will now be able to see where sites were created from – be it PowerShell, via the SharePoint admin center, from Teams, from SharePoint “Create site” – and to be able to see more clearly who created the site. Roadmap ID: 68813
  • SharePoint admin center – Migration Manager: Box migrations (public preview) – With their recent Mover acquisition, Microsoft are excited to expand capabilities to allow moving content from third-party cloud storage providers starting with Box.com. Roadmap ID: 68816
  • Microsoft Teams: Improvements to the “Create a Microsoft Team from SharePoint” experience – Enhance existing Microsoft 365 Groups with Teams functionality, directly from SharePoint team sites. Roadmap ID: 68861
  • SharePoint: Updated Tag column for images – Image tags are automatically created and includes descriptive labels when they are uploaded into SharePoint within Microsoft 365. This improves Microsoft Search results. With the new update, people will be able to manually add or remove tags from this column using freeform text or from the managed metadata service (your company taxonomy). Roadmap ID: 68902
  • SharePoint: Scenario-Based Site Templates – Use scenario-based site templates that leverage existing SharePoint capabilities (e.g. pages, lists, libraries, branding) to build your own sites faster and get inspired. Roadmap ID: 70574
  • SharePoint: Page Analytics – View rich page analytics on SharePoint Pages, including page views, page viewers and page traffic. Roadmap ID: 70635
  • Microsoft Lists: Grid view keyboard improvements – When you edit in grid view (previously ‘Quick edit’), you will have a faster editing experience that adheres to greater levels of accessibility. Roadmap ID: 70670
  • Microsoft Lists: visual UI for read-only fields – Lists fields will show people when a field is edit-only and screen reader support when a field is read-only. Roadmap ID: 70672
  • Microsoft Lists: Configure Person column profile pictures – When using a Person column (for individuals or groups), you will have more control to show as text-only or using available user’s profile pictures with the visual ‘pill’ formatting. Roadmap ID: 70673
  • Microsoft Lists: List Setting to disable/enable commenting – New list-level settings to disable/enable commenting. Roadmap ID: 70706
  • Microsoft Lists: Enabling commenting to Lists app in Teams – Bringing web commenting experience to Lists app in Teams. Add/delete a comment on list items to collaborate and share better within the Teams canvas. Roadmap ID: 70707
  • SharePoint: People cut out tab for stock images – The stock images tab inside the image file picker will now include images of people without a background. Roadmap ID: 70720
  • Microsoft Lists app in Teams: Rules – Create simple if/then rules, based on changes to list information, to set reminders and send notifications directly from within Microsoft Teams. Roadmap ID: 70749
  • SharePoint: Events web part will display event images – Page authors in SharePoint who use the Events web part will be able to turn on an option to show event images within the web part. Roadmap ID: 70791
  • SharePoint: Scoping Control for SharePoint Online – Scoping control is available for SP page, site, list and library, for users to search faster with specified scope. Roadmap ID: 70792
  • SharePoint Syntex: Content type synchronization enhancements – Changes to the way content type publishing works in SharePoint, moving from a “push everywhere” model to a “pull as needed” model to help improve reliability and performance of the service. Roadmap ID: 70795
  • SharePoint: Portal launch scheduler UX – The Portal Launch Scheduler is designed to help you follow a wave / phased roll-out approach by managing the redirects for the new portal. Roadmap ID: 70799
  • SharePoint: SharePoint News Boost – You can boost the visibility of a news article for a set time, until an employee has seen your content, or until a viewer has seen the item in their feed a set number of times. Roadmap ID: 70810
  • SharePoint: Audience Targeting capability for Events Web Part – We are adding the ability to target specific audiences per event within the Events Web Part. With it, you target specific events to different audiences, helping you provide more personalized experiences on SharePoint pages. Roadmap ID: 70815
  • SharePoint Syntex: Form processing – support for custom Power Platform environments – When using Form Processing model, you’ll be able to specify that AI Builder and Dataverse storage can be hosted in custom Power Platform environments. Previously, this was limited to the default tenant environments. Roadmap ID: 72176
  • Microsoft Viva: Topics in Microsoft Search in Bing – Display topic cards in search results when Microsoft Search is invoked from a Bing search. Roadmap ID: 72180
  • Microsoft Viva: Improvements for Topic Management – This update will empower Knowledge Managers, providing additional metadata for sorting and filtering through the list of topics, including additional quality and usage columns, and segmentation to help manage topics at scale. Roadmap ID: 72182
  • SharePoint: Swap root site from SharePoint admin center for customers with 10k+ seats – Customer tenants with more than 10K seats or more can now swap their SharePoint root site from within the SharePoint admin center user interface. Roadmap ID: 72224
  • SharePoint: Updates for Microsoft Teams connected team sites – Every Microsoft Teams team is connected to a SharePoint team site. If you create a private channel, it gets a unique team site. You will see specific updates, including updates to site features, site permissions alignment, site classifications and sensitivity labels, and improvements to the user interface. Roadmap ID: 81945
  • SharePoint Syntex: Automatically set sensitivity labels in document understanding models – You can now tag documents automatically with MIP sensitivity labels in document understanding models. Roadmap ID: 81975
  • SharePoint Syntex: Use regular expressions to match patterns for extracting metadata in document understanding models – You can now use regular expressions (RegEx) in explanations, allowing model trainers to provide more complex metadata extractor and recognition patterns. This addition includes a set of regex explanation templates that can be used or edited like the other templates. Roadmap ID: 81976

Microsoft 365 roadmap roundup – 31 May 2021

Here’s all the new and updated Microsoft roadmap items from the past week:

Please make sure to subscribe to get early access to new posts straight to your inbox!

Listen to the audio version of the Microsoft 365 roadmap roundup!

The audio companion to the M365 roadmap roundup is available for all major podcasting apps here.


Use these buttons to switch between each product’s roadmap updates.

SharePoint

Includes updates for SharePoint, SharePoint Syntex and Microsoft Viva.

  • Launched (1)
  • Rolling out (3)
  • In development (9)

🍾 LAUNCHED

  • SharePoint: Admin center – Migration Manager: Google migrations – With Microsoft’s recent Mover acquisition, we are excited to expand our capabilities to allow moving content from Google into Microsoft 365. Roadmap ID: 82014

🚂 ROLLING OUT

  • New leadership connection site template – The template brings together conversations from Yammer, news, resources, and showcases upcoming events. Roadmap ID: 71752
  • OneDrive and SharePoint: Immersive Reader support – Users can edit Word files directly into Immersive Reader from inside OneDrive and SharePoint. Roadmap ID: 81954
  • SharePoint: Microsoft Lists: Updated sharing experience – Create unique sharing links for lists based on who and how you wish to share them, while adhering to any sharing settings per established IT and governance planning and policies. Roadmap ID: 81965

⌛ IN DEVELOPMENT

Release – May 2021

  • 🆕 SharePoint: Swap root site from SharePoint admin center for customers with 10k+ seats – Customer tenants with more than 10K seats or more can now swap their SharePoint root site from within the SharePoint admin center user interface. Roadmap ID: 72224

Release – June 2021

  • 🆕 SharePoint: Page details updates – This update to the page details panel will allow page authors to delete a page and change the page’s URL. Roadmap ID: 81994
  • 🆕 SharePoint: Email notification settings – With this feature, users can unsubscribe or re-subscribe to their favourite SharePoint email notifications. Their preference will be respected for these email notifications. Roadmap ID: 81993
  • 🆕 Yammer and SharePoint for Business: Yammer Conversations Web Part V3 – 3 new configurations to the Yammer Conversations SharePoint Web Part: new horizontal layout, new filter option to show only Questions or All Conversations, and a new configuration option to show or hide the Yammer publisher. Roadmap ID: 81998

Release – July 2021

  • 🆕 Microsoft Search: Find a meeting recording based on what was said – For a Teams meeting that was recorded to OneDrive & SharePoint and was also transcribed live during the meeting you can now search in Microsoft Search to find the meeting recording file based on the transcript. Roadmap ID: 82003
  • SharePoint: Admin center – Migration Manager: Egnyte migrations – Microsoft have expanded their capabilities to allow moving content from Egnyte into Microsoft 365. Roadmap ID: 82016
  • SharePoint spaces: Embed Web Part and Annotation – Show SharePoint pages or HTML embed content as an interactable overlay on a SharePoint space. Roadmap ID: 70732
  • SharePoint spaces: 360° tour annotation icon customization – Customize icons in 360° image tours with choice of icons, colours and size. Roadmap ID: 70733

Release – September 2021

  • 🆕 Microsoft Stream: Variable playback speed (0.5-2x) for Microsoft Teams meeting recordings – For Teams meeting recordings saved to OneDrive & SharePoint you’ll now be able to change the playback speed (0.5x – 2x) while watching the video. Roadmap ID: 82002

Microsoft 365 monthly update – April 2021

The Microsoft 365 monthly update includes updates and recently recent features across all of Microsoft 365. Press a button to read about an individual technology or continue reading for more. You can take a look back at previous monthly updates here, plus take a look at our weekly roadmap roundup.


SharePoint

In SharePoint: Immersive reader, audience targeting for events, site templates, iPad support for Lists, InTune policies for Lists, visualize Lists with Power BI

Immersive reader for SharePoint pages and news posts

Immersive Reader, currently built into Word, OneNote, Outlook, Teams and other Microsoft apps, will soon be available for SharePoint pages and news posts.

Immersive Read is now available for SharePoint pages and news posts.

Find out more:

Audience Targeting for Events Web Part

You now have the ability to target specific audiences per event within the SharePoint Events Web Part. Meaning you can target specific events to different audiences – aligning with in-place options to personalize your intranet experience.

thumbnail image 3 captioned When you turn on audience targeting, you can make it so certain events within the Events web part appear, or don't, for certain people and/or groups.
Audience Targeting for Events Web Part.

Find out more:

SharePoint site templates

This new SharePoint release of scenario-based site templates will help you expand what’s possible with content, pages, and web parts while helping you quickly get started building your own site. Each template contains pre-populated content and web parts that are fully customizable to meet the needs of your organization.

NOTE: This currently does not include a way to save a customised site as a template, to create custom site templates (aka site designs, or site scripts click here).

thumbnail image 4 captioned You'll find Microsoft-provided templates when you create new sites in Microsoft 365, alongside any custom templates you may have deployed.
SharePoint site templates.

Find out more:

iPad support for Microsoft Lists for iOS

Microsoft have announced Lists for iOS now supports iPad. AKA, no more Lists at 2x. You’ll get a beautiful native experience to track, manage and share your information.

thumbnail image 5 captioned Microsoft Lists for iOS on an iPad, showing the main home screen with Search, and Favorites and Recent lists (left), and working on an individual ‘New Candidates’ list (right).
iPad support for Microsoft Lists for iOS.

Find out more:

Manage Microsoft Lists for iOS using InTune app protection policies (APP)

The Microsoft Lists iOS app is now configurable as a public app in Intune app protection policy (APP) through the Microsoft Endpoint Manager admin center.  This allows app to be targeted to ensure that the data accessed is protected by app protection policies.

Find out more:

Visualize List data with Power BI

Microsoft have announced the arrival of a new guided experience in Lists that will make it easy to create business intelligence reports in Power BI using your list data as your source.

  • NOTE: Users with a Microsoft 365 E5 license or Power BI Pro license will have access to the full report authoring and viewing experience.
  • Users without either of those licenses will be prompted by Power BI to sign up for a 60-day free trial of Power BI Pro when they attempt to save a new report or edit or view an existing report. Users with a Power BI free license may only visualize their list data but cannot publish nor view reports.
Visualize list data with Power BI.

Find out more:


Teams

In Teams: Breakout room retention/ participant reassignment, invite-only meeting options, Polls updates, creation/ expiration policies, audio permissions, external presenter in Live Events, custom backgrounds in iOS, casting, product feedback, native notifications, app updates, preconfigured website tab, app customisation, new reports, frontline worker updates

In Teams (Government): Meeting options updates, audio permissions, Planner labels, update Teams Rooms app, out of office

Breakout room retention/ participant reassignment

Organizers can now reassign participants even when rooms are opened. Previously, you could only reassign when rooms were closed. Breakout room assignments also now persist over multiple sessions. These features are useful for efficiently managing discussions and ensuring the right participants are in each breakout.

thumbnail image 1 of blog post titled 
	
	
	 
	
	
	
				
		
			
				
						
							What’s New in Microsoft Teams | April 2021
Breakout room retention and participant reassignment is now available in Microsoft Teams.

Find out more:

Invite-only meeting options

A new meeting setting is now available in Teams meeting options that automatically sends those who were not originally invited by the organizer to the lobby. For example, if an invitee forwards a meeting invitation to a colleague, when that person tries to join, they’ll be directed to wait in the lobby until the host selects to admit them. 

thumbnail image 2 of blog post titled 
	
	
	 
	
	
	
				
		
			
				
						
							What’s New in Microsoft Teams | April 2021
New invite-only meeting options are now available in Microsoft Teams.

Find out more:

Polls in Teams meetings has advanced capabilities for expanded options, intelligent suggestions and analytics

Attendees and guest attendees on mobile devices can now participate in Polls in Teams meetings. Also, discover intelligent poll suggestions to prepare relevant poll questions quickly and analyze responses to take swift action post-meeting.

thumbnail image 3 of blog post titled 
	
	
	 
	
	
	
				
		
			
				
						
							What’s New in Microsoft Teams | April 2021
Polls in Teams meetings has advanced capabilities for expanded options, intelligent suggestions and analytics.

Find out more:

Enhanced meeting creation and expiration policies

For added security and compliance, Teams meetings and join links are disabled for users whose scheduling permissions have been revoked. Previously, a user could continue to reuse their old meeting join links after their scheduling capabilities have been disabled. This policy update automatically expires those old meeting links so they can’t be reused.

Screenshot of the Renew Now button to renew a team in team settings
Team expiration and renewal in Microsoft Teams.

Find out more:

Improvements to audio permissions settings for attendees

As a meeting presenter and organizer, you can now manage attendee audio permissions with greater flexibility. Attendees no longer need to request to speak for you to allow them to unmute, and you also have the ability to prevent individual attendees from unmuting.

Allow attendees to unmute toggle
Improvements to audio permissions settings for attendees in Teams Meetings.

Find out more:

External presenter support for Live Events

For Live Events created in Teams, you can allow anonymous users who do not have an Microsoft Service Account (MSA) or Azure Active Directory (AAD) identity to be a presenter. You can now also manage a live event as a Producer in a separate Teams window, so you can simultaneously support the event, while still collaborating with others on Teams.

Select Allow external presenters under Invite presenters
Allow anonymous presenters in a live meeting.

Find out more:

Custom Backgrounds on iOS for Teams meetings

Custom backgrounds are now available on iOS. Select from Microsoft provided backgrounds or one of your own directly from your iOS mobile device. Now you can make your video meetings more fun and personal while you’re on the go.

The options available for backgrounds on mobile video
Custom Backgrounds on iOS for Teams meetings.

Find out more:

Teams casting from Android and iOS Teams App

For quick ad-hoc meetings that don’t require a formal scheduled meeting, users can leverage Teams casting to wirelessly connect to a Teams Room and display content from their mobile device. Users can broadcast their screen and share content stored locally on their device or accessible via Teams or OneDrive.

Tap Displays
Cast content from a mobile device to a Microsoft Teams Room.

Find out more:

Product feedback tool in Microsoft Teams

Teams automatically reviews the feedback that you submit, and provide help documentation related to the topic, if available. Additionally, once enabled by Teams administrator, you have the option to share your email address when submitting feedback in Teams, to allow for Microsoft to follow-up with you.

Windows 10 native notifications in Teams

You can now choose the style of your notifications: built-in Teams or Windows native notifications. The latter brings a suite of benefits, like respecting focus assist mode which enables you to avoid distracting notifications when you need to focus, and integrating with Windows 10 action center to helps you review your notifications in one place. If you have a Windows build 10.0.17763.288 or higher, you can make this change in Teams notifications settings.

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							What’s New in Microsoft Teams | April 2021
Windows 10 native notifications in Teams.

Find out more:

Update to Microsoft Teams mobile app on Android and iOS

Visual updates: The Teams mobile app has a new visual look and feel that delivers new headers, icons, and styling along with the ability to automatically switch to dark theme when you set your device to dark.

Organize chats in mobile app: In the Teams mobile app, you are now able to pin chats and filter the Chat list. This is great for when you quickly want to get back into important conversations! Pinned chats are also rolling out on Android shortly.

Emoji library and GIFs in mobile app on Android and iOS: In the Teams mobile app, there is an expanded library of emojis, and the ability to trim GIFs directly in the app.

Visual update to Microsoft Teams mobile app on Android and iOS.

Find out more:

Preconfigured website tab in Team Templates

As an admin you can now add a URL of your choice to the website tab in a team template. When the end-user creates a team using the pre-built template, it will include the preset website you specified, making it easier to distribute standardized content to the entire organization.

thumbnail image 14 of blog post titled 
	
	
	 
	
	
	
				
		
			
				
						
							What’s New in Microsoft Teams | April 2021
Preconfigured website tab in Team Templates.

Find out more:

App customization and branding

App developers are able to specify if they want to provide the option for their customers to customize the app. If the developers provide this option, admins are able to customize app properties like app name, descriptions, icons and more to deliver a branded app experience right within Teams.

thumbnail image 15 of blog post titled 
	
	
	 
	
	
	
				
		
			
				
						
							What’s New in Microsoft Teams | April 2021
App customization and branding in Microsoft Teams.

Find out more:

New usage reports

Teams user usage report: The Teams user usage report provides you a view into your Teams activities and usage. You can generate insights and metrics on a per-team and cross-team basis to understand your interaction with peers and across the organization. 

Anonymous user usage reports: As a Teams admin you have the option to anonymize user data, protecting user privacy while viewing, downloading, sharing, and accessing the Teams usage report data. Once enabled, personally identifiable information like username, email addresses, and Active Directory IDs are anonymized.

Screenshot of the Downloads tab showing exported reports to download
New usage reports in Microsoft Teams.

Find out more:

Updates for frontline workers

Time Clock APIs: New APIs (Application Programming Interface) for Time Clock allows integrations into your organization’s Time & Attendance system. to enable rules for how early or late someone can clock-in/out and new processes like a health screening survey that must be completed before clocking-in for the day. 

Learn more

Shift Settings & Permissions: With the Teams Shifts Policy, an organization can now allow users who aren’t the owner of a Teams site to be able to edit and manage Shift schedules, approve swaps, and authorize time off requests. 

Learn more

Enhanced tasks publishing capabilities: Microsoft have enhanced task publishing so operations and corporate teams can more clearly manage and plan their task distribution to frontline locations. As a member of a publishing team you can now see separate Drafts, Published, and Unpublished sections to easily see which task lists are at which stage of their lifecycle. 

Learn more

Teams (Government)

Manage meeting options
Organizers are now able to modify the user experience across desktop, mobile, and web by using the new Meeting Options to customize their meeting safety and security settings. Meeting Options can be accessed in the Teams meeting invitation details in Outlook and Teams Calendar. Available in GCC-High.

Invite-only meeting options
A new meeting setting is now available in Teams meeting options that automatically sends those who were not originally invited by the organizer to the lobby. For example, if an invitee forwards a meeting invitation to a colleague, when that person tries to join, they’ll be directed to wait in the lobby until the host selects to admit them. This helps prevent those uninvited from joining the meeting. Available in GCC. Learn more

Enhanced meeting creation and expiration policies
For added security and compliance, Teams meetings and join links are disabled for users whose scheduling permissions have been revoked. Previously, a user could continue to reuse their old meeting join links after their scheduling capabilities have been disabled. This policy update automatically expires those old meeting links so they can’t be reused. Available in GCC.

Improvements to audio permissions settings for attendees
Meeting presenters and organizers can now manage attendee audio permissions with greater flexibility. Attendees no longer must request to speak for the organizer or presenters to allow them to unmute, and presenters and organizers can prevent individual attendees from unmuting instead of all attendees at once. Available in GCC. Learn more

More labels in Planner
Labels are a quick, visual way to categorize similar tasks in Planner and we’ve increased the number of labels to help you get even more organized. You can now add up to 25 labels in all different colors to your tasks in Planner web, mobile, and in Microsoft Teams. Available in GCC, GCC-High and DoD. Available for GCC, GCC-High and DoD. Learn more

New way to update the Teams Rooms app
You can now use Teams meetings and calling functionality in your Teams Rooms on Windows. IT Admins can easily perform a manual update. Simply download and run an offline app update PowerShell script to your Teams Rooms devices. Follow the steps in this article to get started. Available in GCC-High.

Out of Office Setting
Let others know that you are not available by scheduling your Out of Office in Teams. During this time, your presence status changes to “Out of Office” and your status message is displayed when someone reaches out to you via chat. Additionally, your Outlook calendar and automatic replies are updated accordingly. Available for GCC.


OneDrive

In OneDrive: PDF Bookmarks on Android, Page rotation for PDF viewing on iOS and Android, 64-bit OneDrive, Dialog on First-Time deletion of File(s)

Bookmarks for PDF viewing on Android

etting back to your important PDFs in your mobile devices just got easier. Use the new bookmark option in OneDrive for Android to add bookmarks to your important content so you can pick up where you left off. 

Now when you open a PDF on your Android device you would be able to add or remove bookmarks by  tapping the bookmark icon (on the top of your screen)  or by long-pressing anywhere on the page you want to tag. 

thumbnail image 3 captioned Access bookmarked pages in the thumbnail view
Bookmarks for PDF viewing for OneDrive on Android.

Find out more:

Page rotation for PDF viewing on iOS and Android

You can now leverage the page rotation tool to rotate one page or multiple pages so you don’t have to switch your device’s screen orientation when reading a document in OneDrive.   

thumbnail image 4 captioned Rotate PDFs on iOS and Android
Page rotation for PDF viewing in OneDrive for iOS & Android.

Find out more:

64-bit OneDrive (Public Preview)

64-bit OneDrive sync client for Windows is now available as a public preview! You can now for use with OneDrive work, school, and home accounts.  

Find out more:

Dialog on First-Time deletion of File(s)

When a user deletes a file(s) for the first time, they will be shown a dialog to educate them that their file is in the OneDrive recycle bin where it can be restored. This will show up on subsequent deletes until the user checks the box stating they do not wish to see it again. Admins can turn off this notification all together with a group policy setting.

Dialog on First-Time deletion of File(s) in OneDrive.

Find out more:


Power Apps

In Power Apps: Azure File Storage/ Excel Online (Business) Connector upgrade, F&O apps ISV Studio, data source environment variables, code components in Portals, mixed reality components GA, quick actions

Updates to the Azure File Storage and Excel Online (Business) connectors

Microsoft have announced improvements to the Azure File Storage and Excel Online (Business) connectors to make them more useful and robust. Additionally, the features between these two connectors have been re-arranged for greater clarity and ease of use.

Azure File Storage Connector: The Azure File Storage connector allows users to interact with their files in an Azure Storage account. Microsoft have removed the “blob” designation from this connector. This designation blocked Power Apps users from getting at the actions available for the connector. 

Excel Online (Business) Connector: The Excel Online (Business) Connector allows users to work with Excel files in document libraries that are supported by Microsoft Graph (OneDrive for Business, SharePoint Sites, and Office 365 Groups). 

Find out more:

F&O apps now available in ISV Studio

The ISV Studio team have announced the release of F&O application telemetry in ISV Studio! ISV Studio is a technical benefit of the ISV Connect program and is designed to be the platform that allows an ISV to monitor the success of their published apps by providing telemetry into:

  • Usage analytics (Monthly/Daily/Weekly active usage)
  • Total Installs by Tenant/Date/Geo
  • Install Failures (Power Platform/D365 CE only)
F&O apps now available in ISV Studio.

Find out more:

Data source environment variables

Microsoft have announced a vast new set of capabilities that provide enterprise grade application lifecycle management for the data sources that canvas apps and cloud flows connect to. Environment variables are a powerful tool for a variety of ALM scenarios as they allow you to externalize input parameters from the components that use them.

Environment variables are now natively built into authoring experiences across canvas apps and cloud flows as well as solution authoring and solution import experiences

Data source environment variables gif
Data source environmental variables in Power Apps.

Find out more:

Code components within Power Apps Portals (preview)

Support for code components within Power Apps portals is now available with portals version 9.3.3.x and package version 9.2.2103.x. as these updates are rolling out. In this preview release the feature provides support for Field type of code components allowing fields on portal forms to be replaced with code components.

Code components in Power Apps Portals.

Find out more:

Power Apps Mixed Reality Components General Availability

Microsoft have announced the general availability of mixed reality (MR) features in Power Apps, which include the View in 3D, View in MR, View Shape in MR, and Measure in MR components. You are able to leverage low-code development to drag-and-drop these mixed reality capabilities directly in your apps today from the Media and Mixed Reality sections of the insert pane.

Power Apps Mixed Reality Components General Availability.

Find out more:

Quick actions are now customizable in model-driven Power Apps

Quick actions are commands that help you complete your task without losing context of your work. New capabilities released around search, starting with a search bar in the front and center of model-driven Power Apps. This search bar is powered by Dataverse relevance search, that shows results as you type and has robust intelligence built in.

For usability reasons, quick actions are capped at FIVE commands per table. Quick actions show up only in the context of search – alongside suggestions and in results page on the primary column.

Quick actions in model-driven apps.

Find out more:


Power Automate

In Power Automate: Dataverse integration, Direct purchase RPA, trigger flows from Power BI, AI Builder update, Power Automate Desktop update, 11 new connectors, process advisor updates

Changes to Power Automate’s native integration with Microsoft Dataverse

The Common Data Service (current environment) connector, featuring a native integration between Power Automate and Dataverse, will now be known as Microsoft Dataverse, and appear with the new icon and color shade as shown below. Now we know that old habits die hard – and that’s why you will still be able to search using the old name for a while. Lastly, the names of triggers and actions, and their options and descriptions will be updated to match the revised terminology.

The new Microsoft Dataverse connector.

Find out more:

Direct purchase on Power Automate RPA attended is now available

You can now directly purchase the Power Automate per user plan with attended RPA for yourself, or even for all members in your team without need to be an M365 tenant/org admin! Anyone who has a valid organization email account is now able to purchase RPA directly.

Power Automate per user plan with attended RPA.

Find out more:

Trigger flows from Power BI reports

There is now a new way in which you can combine Power BI data and flows by allowing users to manually trigger a flow from any Power BI report. This new capability uses the Power Automate visual in Power BI and a new “Power BI button clicked” trigger on the Power BI connector.

Get the Power Automate Visual
Trigger flows from Power BI reports.

Find out more:

AI Builder April 2021 update

Several new additions have been announced for Microsoft AI Builder which improve document automation capabilities and extend Microsoft’s footprint across products and geographies.

  • Improved table extraction in form processing
  • Support of table data in document automation
  • Identity document reader public preview release
  • AI Builder in Teams
  • Availability in India, France, Germany, and UAE
Improved table extraction in form processing in AI Builder.

Find out more:

Power Automate Desktop April 2021 update

Several new features and updates are included in the April 2021 update for Power Automate Desktop:

  • Refresh button is available in console
  • Save as new flow functionality is available in the flow designer
  • The action copying mechanism has been improved
  • Desktop recorder now supports image-based recording
  • Improved interaction with Java-based apps and applets
Save as functionality
Save as new flow functionality is available in the flow designer.

Find out more:

11 new connectors released

11 new connectors have been released for Power Automate, offering connectivity to services that offer company financial data insights, IoT devices, and task management – taking the total number of connectors available on the platform to near 500.

Find out more:

Process advisor updates

Several enhancements to Process advisor in March 2021 to improve process creation including a guided first run experience, recording improvements, manage activity names plus more.

Guided first run experience in process advisor.

Find out more:


Power BI

In Power BI: Power BI Report Server Feature Summary, reports in Teams tabs, reports from SharePoint lists, deployment pipelines API, Power BI in Jupyter notebooks, on-premises data gateway, add/ edit data sources, May feature summary, small multiples, template apps one-click update, new sharing exp, backup/ restore support, goals,

Power BI Report Server May 2021 Feature Summary

This month’s new version of Power BI Report Server is out now with lots of new enhancements, including a new field list, new and improved shape options, and several visual formatting features.

Find out more: Power BI Report Server May 2021 Feature Summary

Power BI reports in Microsoft Teams tabs

The Power BI team are making it easier to find Power BI tabs you’ve used in Team channels. An update to the home experience in the Power BI app for Microsoft Teams will allow users to see a new “In Teams” pivot on Power BI home.

View all the tabs you use in Microsoft Teams.
Power BI reports in Microsoft Teams tabs.

Find out more: View all the Power BI tabs you use in Microsoft Teams

Quickly create reports from SharePoint lists

The Power BI team have announced integration within SharePoint lists. This experience empowers SharePoint list and Microsoft List users to easily explore their list data with just a few clicks. 

Find out more: Quickly create reports from SharePoint lists

Deployment pipelines API

The deployment pipelines tool helps BI teams release content in a fast pace and with higher quality. The Power BI team are releasing a new set of REST APIs that allow developers to automate the deployment of content within an existing deployment pipeline. This includes all the types of deployment that exists today, including selective deployment and deploying all the content in a workspace.

Deployment pipelines API for Power BI.

Find out more: Deployment pipelines – automation and Azure DevOps/GitHub integration

Power BI in Jupyter notebooks

You can now tell compelling data stories with Power BI in Jupyter notebooks. Get your Power BI analytics in a Jupyter notebook with the new powerbiclient Python package.

The new package lets you embed Power BI reports in Jupyter notebooks easily. You’ll be able to export data from visuals in a Power BI report to the Jupyter notebook for in-depth data exploration. You can also filter the report for quick analysis or use bookmarks to apply a saved view.

Embed Power BI in Jupyter GIF
Power BI in Jupyter notebooks.

Find out more: Announcing Power BI in Jupyter notebooks

On-premises data gateway May 2021 update is now available

The Power BI team have announced that we have just released the May update for the On-premises data gateway (version 3000.82.6).

Find out more: On-premises data gateway May 2021 update is now available

Add and Edit Power BI data sources on Power Platform Admin Center

The Power BI team have announced two enhancements to gateway management operations on Power Platform Admin center. We have added the new features listed below:

  • Edit data source
  • Add data source

Find out more: Add and Edit Power BI data sources on Power Platform Admin Center

Power BI May 2021 Feature Summary

This months Power BI feature summary is out now including a ton of updates for reporting, analytics, modeling and more!

Find out more: Power BI May 2021 Feature Summary

Small Multiples (Preview) – Roadmap Updates

The small multiples preview feature has been turned on by default in Power BI Desktop. The updated version of small multiples includes many updates since the feature was first released in preview back in December 2020.

Find out more: Small Multiples (Preview) – Roadmap Updates

Announcing template apps one-click update

Template apps are marketplace offers which provide Power BI Pro or Premium users with out-of-the-box reports for common data sources. Now, when you install a template app update, you can choose to update the organizational app as well, enabling you to update the app, navigate to it directly, and continue your work!

Announcing template apps one-click update.

Find out more: Announcing template apps one-click update

New sharing experience

The Power BI team have announced a new sharing experience that allows sharing reports via links. Previously in the old experience, we supported sharing reports by granting direct access. For the new experience, reports can be shared via links in addition to direct access sharing.

Graphical user interface, text, application Description automatically generated
New sharing experience in Power BI.

Find out more: Announcing the new sharing experience

Support for backup and restore of Power BI datasets

Now in public preview, Backup and Restore for datasets in Power BI Premium and Premium per User (PPU) lets you use SQL Server Management Studio (SSMS)Analysis Services cmdlets for PowerShell, and other tools to perform backup and restore operations in Power BI via XMLA endpoints in much the same way as you would for tabular models in Azure Analysis Services (Azure AS).

Support for backup and restore of Power BI datasets.

Find out more: Backup and restore datasets with Power BI Premium (preview)

Query Plan Visual for Power Query Online

Now in public preview, Query Plan visual will allow you to understand what’s happening under the hood of your query with more details than the Step Folding indicator. While Step Folding indicators provide a “check engine light” for every Power Query user, the new Query Plan provides a much more detailed view for advanced users. Similar to how SQL Server’s “” capability can let you see the optimized form of the Query Plan in Power Query Online will let you see how the Mashup Engine will process your query.

Query plan visual for a simple sql query
Query Plan Visual for Power Query Online.

Find out more: Query Plan Visual for Power Query Online

Goals in Power BI

Now in public preview, Goals in Power BI Premium is a data-driven, collaborative, and adaptable way to measure key business metrics and goals built directly on top of Power BI. Goals enables teams to easily curate business metrics that matter most and aggregate them in a unified view.

Goals in Microsoft Teams
Goals in Power BI Premium.

Find out more: Introducing Goals in Power BI

On-premises data gateway April 2021

Microsoft have announced the April update for the On-premises data gateway (version 3000.79.6). This release includes:

  • Test single sign-on (SSO) configuration
  • GA -SSO for Refresh and DirectQuery
  • PowerShell enhancements
  • Compatible with the April PBI desktop

Find out more:

Power BI April 2021 Feature Summary

In this month’s Power BI feature summary there are updates for the preview Power Automate visual, previews for Small Multiples and DirectQuery for Power BI datasets and Azure Analysis Services are getting some new features plus lots more!

Power BI April 2021 Feature Summary

Find out more:

Charticulator visual (Public Preview)

Microsoft have announced a new custom visual in AppSource: the Microsoft Charticulator visual. Previously to use Charticulator, a user would flip between the web app at charticulator.com and Power BI (PBI). Now, users can create a wide range of custom chart designs right within PBI using our brand-new Microsoft Charticulator custom visual.

Announcing the new Charticulator visual (Public Preview).

Find out more:

Object-Level Security (OLS) is now generally available in Power BI Premium and Pro

Object-level security (OLS) enables model authors to secure sensitive tables or columns from report viewers– sensitive data, for example includes personally identifiable information (PII). This added layer of security prevents users without the appropriate access levels from discovering business critical or sensitive personal information. 

Configure object-level security using the tabular editor.

Find out more:

New sharing experience for Power BI reports

Sharing reports in Power BI will be as easy and familiar as sharing in Office. Microsoft are introducing a new sharing capability in Power BI that will allow reports to be shared via links in addition to direct access sharing.

New sharing experience for Power BI reports.

Find out more:

What’s new in Dataflows April 2021

Several new features have been announced in Dataflows allowing users to more seamlessly ingest, prepare, and refresh data that can be widely reused by others across the Power Platform and Azure.

Dataflows authoring page
Terminology updates for Dataflows.

Find out more:


Microsoft 365 roadmap roundup – 24 May 2021

Here’s all the new and updated Microsoft roadmap items from the past week:

Please make sure to subscribe to get early access to new posts straight to your inbox!

Listen to the audio version of the Microsoft 365 roadmap roundup!

The audio companion to the M365 roadmap roundup is available for all major podcasting apps here.


Use these buttons to switch between each product’s roadmap updates.

SharePoint

Includes updates for SharePoint, SharePoint Syntex and Microsoft Viva.

  • Launched (0)
  • Rolling out (0)
  • In development (5)

🍾 LAUNCHED

N/A

🚂 ROLLING OUT

N/A

⌛ IN DEVELOPMENT

Release – June 2021

  • 🆕 SharePoint: Editing Modern Pages in Teams Experience – Edit Modern SharePoint Pages that are pinned to Teams channels & conversations. Roadmap ID: 82969
  • 🆕 SharePoint: Integration of Power Automate and Power Apps for DoD tenants – Power Automate and Power Apps will be available for SharePoint DoD customers. Users can automate common tasks, customize forms, create apps from lists, and use the Power Apps web part. Roadmap ID: 81985
  • 🆕 SharePoint: Display images from Microsoft Lists in Power Apps – Power Apps image controls will now display images that are stored in Microsoft Lists Image columns. They can be displayed in four sizes: small, medium, large, or full. Roadmap ID: 81986

Release – July 2021

  • 🆕 Azure Active Directory, OneDrive, and SharePoint for Business: Azure B2B integration with OneDrive and SharePoint is now generally available – The Azure B2B Integration with OneDrive and SharePoint is now generally available. This integration is currently disabled by default but can be enabled using the SharePoint Online Management Shell. Roadmap ID: 81955
  • 🆕 OneDrive and SharePoint for Business: Library Dropdown – We’re adding a dropdown that allows you to easily switch between multiple document libraries associated with a Team or Site. Roadmap ID: 81990

Microsoft 365 roadmap roundup – 17 May 2021

Here’s all the new and updated Microsoft roadmap items from the past week:

Please make sure to subscribe to get early access to new posts straight to your inbox!

Listen to the audio version of the Microsoft 365 roadmap roundup!

The audio companion to the M365 roadmap roundup is available for all major podcasting apps here.


Use these buttons to switch between each product’s roadmap updates.

SharePoint

Includes updates for SharePoint, SharePoint Syntex and Microsoft Viva.

  • Launched (4)
  • Rolling out (3)
  • In development (10)

🍾 LAUNCHED

  • SharePoint: Company-Branded Auto News Digest – For SharePoint news users, we are launching an update to the Auto-News Digest feature. Now users will receive a company branded Auto-News Digest. Roadmap ID: 70606
  • SharePoint: Immersive reader is coming to modern SharePoint pages and new posts – The Microsoft Immersive Reader, which is currently built into Word, OneNote, Outlook, Teams and other Microsoft apps, will be available for SharePoint pages and news posts. Roadmap ID: 70737
  • SharePoint Syntex: Document understanding model – extractors position awareness – An explanation enhancement to specify document region where an entity may appear in a content understanding model. Roadmap ID: 70605
  • SharePoint Syntex: Retention label support for Form Processing – Option to assign a default retention label to content captured with an applied form processing model. Roadmap ID: 70608

🚂 ROLLING OUT

  • SharePoint: App Bar – The SharePoint app bar brings a consistent navigation experience to every site on your intelligent intranet, featuring quick access to important sites across the organization with global navigation, personally relevant sites, and the news feed. Roadmap ID: 70576
  • SharePoint and OneDrive: Share dialog – adding Link settings to the quick permissions. Roadmap ID: 81958
  • SharePoint: Admin center – Migration Manager: Dropbox migrations – With Microsoft’s recent Mover acquisition, we are excited to expand our capabilities to allow moving content from Dropbox into Microsoft 365. Roadmap ID: 82015

⌛ IN DEVELOPMENT

Release – May 2021

  • 🆕 Azure Active Directory, OneDrive, and SharePoint for Business: Azure B2B integration with OneDrive and SharePoint is now generally available – The Azure B2B Integration with OneDrive and SharePoint is now generally available. This integration is currently disabled by default but can be enabled using the SharePoint Online Management Shell. Roadmap ID: 81955
  • 🆕 SharePoint: Microsoft Lists: Updated sharing experience – Create unique sharing links for lists based on who and how you wish to share them, while adhering to any sharing settings per established IT and governance planning and policies. Roadmap ID: 81965
  • 🆕 SharePoint Syntex: Automatically set sensitivity labels in document understanding models – You can now tag documents automatically with MIP sensitivity labels in document understanding models. Roadmap ID: 81975
  • 🆕 SharePoint Syntex: Use regular expressions to match patterns for extracting metadata in document understanding models – You can now use regular expressions (RegEx) in explanations, allowing model trainers to provide more complex metadata extractor and recognition patterns. This addition includes a set of regex explanation templates that can be used or edited like the other templates. Roadmap ID: 81976
  • SharePoint admin center: updated homepage dashboard – Update for the homepage in the SharePoint admin center with more and more cards and graphs appear over time – so you can see insights on files, usage security, recommendations, training and so on. Roadmap ID: 68812
  • Microsoft Viva: Improvements for Topic Management – This update will empower Knowledge Managers, providing additional metadata for sorting and filtering through the list of topics, including additional quality and usage columns, and segmentation to help manage topics at scale. Roadmap ID: 72182

Release – June 2021

  • SharePoint: Admin center – Migration Manager: Egnyte migrations – With Microsoft’s recent Mover acquisition, we are excited to expand our capabilities to allow moving content from Egnyte into Microsoft 365. Roadmap ID: 82016
  • Microsoft Viva: Topic management dashboard – You can track the stats over time for topics through the lifecycle of suggested, confirmed, published, and removed with the new visual topic management dashboard. Roadmap ID: 81977

Release – August 2021

  • SharePoint Syntex: Availability for GCC – General availability for SharePoint Syntex in GCC. Roadmap ID: 70610

Release – December 2021

  • 🆕 SharePoint: Admin center: Migration Manager: Dropbox migrations for Government Clouds – With our recent Mover acquisition, we are excited to expand our capabilities to allow moving content from Dropbox into Microsoft 365. Roadmap ID: 83456

How to build a knowledge base in SharePoint

This post will detail step-by-step how to build a knowledge base using the modern authoring experience in SharePoint Online.

Contents

Intro

SharePoint and knowledge bases have gone hand in hand for many years. If you have been involved with SharePoint for any length of time it is not an uncommon request to be asked to build a knowledge base at some point. With the advent of AI and machine learning within Microsoft 365, plus the introduction of Knowledge & Content Services (formerly Project Cortex), SharePoint Syntex and Microsoft Viva Topics, you may think the need to build a traditional knowledge base has gone the way of the dodo.

Well the pricing of the above services means that my organisation won’t readily adopt these new things, so for now at least continuing to leverage metadata rich lists & libraries will have to suffice! Here’s how I built a knowledge base in SharePoint Online…

IT Knowledge base image

Site features

  • Custom site theme/design
  • Mega-menu navigation
  • PnP modern search V3
  • Custom page templates
  • Site Pages library with additional metadata
  • Lookup value lists
  • Change log list

Web parts used

  • Image with colour block
  • Search box
  • Highlighted content
  • Image/ text
  • Page properties (KB articles)
  • Search results web part
  • Searh filters web part

Approach

I wanted to leverage the modern page authoring experience for creating pages, as there are several people adding content to the knowledge base (KB). So with that in mind the knowledge base is built around the Site Pages library, using the metadata applied to each knowledge base article to drive dynamic web parts throughout the site such as search, page properties and the highlighted content web part.

Within the KB, all KB articles get categorised by the type of technology, application and product they fall under. These work for my KB as I can fit KB articles within these headings. For example:

KB article: How to fix the sync connection in SharePoint 2010

TechnologyApplicationProduct
MicrosoftSharePoint ServerSharePoint 2010

Site Pages library

As mentioned above, the Site Pages library is the lynchpin to the entire knowledge base. Starting with the Pages library, I created columns to capture additional metadata about each KB article. Here are the columns I created:

Technology: lookup column, values held in custom list
Application: lookup column, values held in custom list
Product: lookup column, values held in custom list
Knowledge Type: choice column
Topic: Managed Metadata column
Contact: Person or Group

Technology, Application & Product are what drive each view within the Site Pages library. I have created a view for each Technology and Application, which are used for web parts embedded within the relevant pages (for example: Microsoft).

Product is used as a way to formalise the type of KB articles that are created (for example: Procedure), with Topic effectively being a way to tag KB articles with a wider variety of terms to aid searching and filtering.

Custom site theme/ design

I originally provisioned the site based on the news, resources, actions template in the SharePoint look book. From here I created a simple custom site theme following the excellent blog post how to configure and apply a custom theme in SharePoint Online by Greg Zelfond.

The only thing I did different is I used a different website to generate my theme which you can use here. This theme generator site allows you to access more of the colours that are used when creating a theme to potentially create a multi-coloured theme. For more information of this check out another great post by Laura Kokkarinen here.

Use a theme generator to create a custom theme for your SharePoint Online site.

Homepage

The homepage of the knowledge base is broken down into three key areas: search, recently added and the browse area.

Search: Search web part as part of the PnP modern search solution V3. Connected to a custom search results page (more information below).

Recently added: Highlighted content web part that only shows pages from this site, filtered by recently added earlier this year.

Browse: Three column section consisting of images, text and button web parts. I used the images from the look book template to get the correct sizing for the images above. When updating the images I noticed they didn’t update immediately which I wrote about how to fix here.


The navigation for the KB has been created using the mega menu option within the Change the look > Navigation options. The links have all been created manually for each section, with each link going to either a dedicated page or a view created from the Site Pages library.

Mega menu navigation in the IT KB.

Search web part

The search for the knowledge base is all based on web parts from the PnP modern search solution V3. From the homepage there is a search web part. Before configuring the search web part on the homepage you will need to create and configure the search results page and web part as it is required as a data source. I followed the guidance from the PnP modern search solution documentation to configure the search web part with the following properties:

The search web part configuration on the knowledge base homepage.

Search results

The search results is a dedicated page created within the knowledge base that includes the search box, search results and search filters web parts. The search box web part is configured in exactly the same way as on the homepage and just serves as a consistent way to see your search results and search again if required.

The search results web part has been added to a separate, one-third left section underneath the search box web part shared with the search filters web part. The search results web part has the following settings:

Connect to source: Page environment
Page environment’s properties: Search
Search: Search query
Use a default search query: No
Query template: {searchTerms} Path:{Site.URL} FileType=aspx
Result source identifier: No
Sort order: Created, size
Sortable properties: None
Connect to a search refiners web part: On
Use refiners from this component: Filter
Connect to search verticals: Off
Enable query rules: On
Include personal OneDrive results: Off
Selected properties: {searchTerms} Path:{Site.URL} FileType=aspx
Refinement filters: None
Show paging: On
Number of items per page: 30
Number of pages: 4
Hide navigation: No
Hide navigation if disabled: Yes
Results layout: Simple list

Search filter web part

The search filter web part has been added to the search results page with no additional configuration changes made. Don’t forget (like I did), to get the search filter web part to start to work with your search results, you need to turn it on within the search results web part – under connect to a search refiners web part!


Page templates

I’ve used page templates within the knowledge base to standardise the layout of each KB article. At the time of writing there are only two templates to choose from: an application template or new KB article.

Example KB article page template

The KB article page template includes a page properties web part that shows the Knowledge Type, Contact and Topic.

The layout of each KB article page template is as follows:
One-third right section: Text web part (left), Page properties web part (right)
One column section: Two text web parts
One column section: Two text web parts

How to create a page template

  • Create or open the page you want to use as your template
  • Press the down arrow next to the save button > Save as template

Page templates will now appear under saved on this site when creating a new page. Templates are also saved in a “Templates” folder within the Site Pages library.

Create page templates to standardise how knowledge is created.

More information on how to manage and delete templates can be found here.

Issues & next steps

Dependant drop-down lists, Power Apps and the Site Pages library

One area I would like to improve on is including the ability to have dependant drop-downs for Technology, Application and Product when applying metadata to KB articles. When creating the KB, I did work on two ways to achieve this- but they both fell short in the end.

My first attempt was to customise the Site Pages library new and edit forms using Power Apps. I used this article by Microsoft on how to create dependent drop-down lists in a canvas apps as a starting point, but had to make some changes to account for the additional third level of drop-down. Although I got this working within the context of PowerApps, I had to abandon this method as creating new pages in the Site Pages library via Power Apps is not supported. My experience was that once I customised the form in Power Apps, it pretty much broke the Site Pages library. I was unable to create new pages and it would default to an old style wiki page and not let me create modern site pages.

Custom forms for document libraries only supports editing custom metadata. Editing or managing file(s) is not supported.

https://docs.microsoft.com/en-us/connectors/sharepointonline/

After this failed, I also tried an older way of doing this by using JQuery and SPServices as described here.

Initially I got this to work too, but it was also a pretty poor solution when working with modern pages as the only way to actually get to the dependent drop-downs was by pressing “Edit all” which took you to the classic version of the edit properties page.

Aside from this, you also have to jump through several hoops to add in the old content editor web part, which are too numerous to describe in this post but have linked to one of them.

There was also a recent change to how classic forms work with modern lists that stopped this method working all together. Although this seems to be resolved, my understanding is you have to set your list to run in the classic experience in order to get this method to work – so I’ve scrapped this too!

I currently have no solution for dependant drop-downs, but am open for suggestions that are low code or relatively easy to implement. Feedback so far from users is that they aren’t all that bothered about it as the process to apply metadata is easy.

Images not updating when refreshing

As I was in the process of updating the KB homepage I noticed that when replacing some of the images or other assets that make up the page, they weren’t visibly updating after a forced browser refresh. I wrote a separate post called how to force images to update in SharePoint Online which details how to resolve this.

Updating the modern search solution

When I began building the KB I deployed what is now version 3 of the modern search solution. Since then the PnP team have created PnP Modern Search V4, I’ve personally decided not to update my search solution as at the time of writing V4 doesn’t support suggested keywords which is a part of my solution.


Microsoft 365 roadmap roundup – 10 May 2021

Here’s all the new and updated Microsoft roadmap items from the past week:

Please make sure to subscribe to get early access to new posts straight to your inbox!

Listen to the audio version of the Microsoft 365 roadmap roundup!

The audio companion to the M365 roadmap roundup is available for all major podcasting apps here.


Use these buttons to switch between each product’s roadmap updates.

SharePoint

  • Launched (2)
  • Rolling out (2)
  • In development (39)

🍾 LAUNCHED

  • 🆕 Microsoft Lists for iOS: iPad support – Microsoft is expanding device support on iOS to now include iPad. Roadmap ID: 70748
  • 🆕 Microsoft Lists: iOS Intune support (MAM CA) – Microsoft is currently working on getting the Lists app for iOS into the Intune console, for Mobile App Management (MAM) policies. Roadmap ID: 70752

🚂 ROLLING OUT

  • SharePoint: Microsoft Lists: Visualize with Power BI – Visualize your list in Power BI. This is a new view and author experience that auto-generates an initial report for you based on the information in your list. You can specify fields to create from, or update the visuals shown in the report. If you want more advanced report authoring capabilities, you can move into Edit mode and further refine. To create a report from a list, click the Integrate menu, choose Power BI and then you will see “Visualize the list”. Roadmap ID: 72175
  • SharePoint: Simplified MUI editing for multilingual communication sites – This new feature allows the same user, with the right permissions, to update site navigation, site title, site description and site footer in all the languages enabled in your communication site. Roadmap ID: 79847

⌛ IN DEVELOPMENT

Release – May 2021

  • SharePoint: Admin center – Migration Manager: Google migrations – With Microsoft’s recent Mover acquisition, we are excited to expand our capabilities to allow moving content from Google into Microsoft 365. Roadmap ID: 82014
  • 🆕 OneDrive and SharePoint: Immersive Reader support – Users can edit Word files directly into Immersive Reader from inside OneDrive and SharePoint. Roadmap ID: 81954
  • 🆕 SharePoint and OneDrive: Share dialog – adding Link settings to the quick permissions. Roadmap ID: 81958
  • Microsoft Lists: forms customization – Adjust what information shows on the out-of-box forms and include custom header and footer imagery and information. Roadmap ID: 64165
  • Microsoft Lists: sticky first column – As you scroll left and right, the first column of your list remains in place; similar to the sticky header that is already a part of Lists. Roadmap ID: 64168
  • SharePoint: Auto-News Digest – SharePoint Auto-News Digest sends automated email to employees in you company about the latest News posts that they have not yet read. Roadmap ID: 64685
  • Microsoft Lists and SharePoint document libraries: Gallery view – Configure your lists and library items using a dynamic Gallery view – choosing how your documents and list items appear. Roadmap ID: 57304
  • Microsoft Lists: mobile app (iOS) built on SharePoint – You’ll be able to create new lists, edit list items and easily share with other people. The Lists app will first come to iOS and Android shortly after. Roadmap ID: 64161
  • New SharePoint admin center home page – Updates to the SharePoint admin center to align it to the Microsoft admin center, including more tiles and graphs. Roadmap ID: 57318
  • SharePoint Online search query volume limits when using app-only authentication – When this change is implemented, queries using the Site.Read.All permissions level or greater will be throttled at 25 QPS. The search query will return with a 429 response and you can simply retry the query. Roadmap ID: 64963
  • Microsoft Lists: updated Yes/No column experiences – powered by SharePoint – List items with a Yes/No column, in and out of Quick Edit mode, will appear using the new experience design format – making it easier to create and more accessible to consume. Roadmap ID: 67119
  • SharePoint: Text web parts automatically added to new sections in modern pages – Microsoft are now adding text web parts automatically for you when you add new sections to a modern page. Roadmap ID: 67146
  • Microsoft Lists: column settings in Grid view – The capabilities when in Lists “Grid” view (previously Quick Edit) will now allow people to pin a column to the filter’s pane, format the column, show/hide columns, and hide their column(s). Roadmap ID: 68714
  • Microsoft Lists: Support for thousands separator in Number column – When Lists owners and members leverage the Number column, they can now choose if the comma should appear or not. Roadmap ID: 68716
  • Microsoft Lists: offline mode – Similar to taking files offline, people will have the ability to take Microsoft Lists offline – so you can work with your information in scenarios where you may have low-to-no internet access. Roadmap ID: 68809
  • Microsoft Lists: @mentions in comments – Get a colleague’s attention to an item in a list by @mentioning them within list comments. That person will receive a notification and a link that takes them directly back to the item, to review the comment and take the requested action. Roadmap ID: 68811
  • SharePoint admin center: updated homepage dashboard – Update for the homepage in the SharePoint admin center with more and more cards and graphs appear over time – so you can see insights on files, usage security, recommendations, training and so on. Roadmap ID: 68812
  • SharePoint admin center: site creation source – SharePoint admins will now be able to see where sites were created from – be it PowerShell, via the SharePoint admin center, from Teams, from SharePoint “Create site” – and to be able to see more clearly who created the site. Roadmap ID: 68813
  • SharePoint admin center – Migration Manager: Box migrations (public preview) – With their recent Mover acquisition, Microsoft are excited to expand capabilities to allow moving content from third-party cloud storage providers starting with Box.com. Roadmap ID: 68816
  • Microsoft Teams: Improvements to the “Create a Microsoft Team from SharePoint” experience – Enhance existing Microsoft 365 Groups with Teams functionality, directly from SharePoint team sites. Roadmap ID: 68861
  • SharePoint: Updated Tag column for images – Image tags are automatically created and includes descriptive labels when they are uploaded into SharePoint within Microsoft 365. This improves Microsoft Search results. With the new update, people will be able to manually add or remove tags from this column using freeform text or from the managed metadata service (your company taxonomy). Roadmap ID: 68902
  • SharePoint: Page Analytics – View rich page analytics on SharePoint Pages, including page views, page viewers and page traffic. Roadmap ID: 70635
  • Microsoft Lists: Grid view keyboard improvements – When you edit in grid view (previously ‘Quick edit’), you will have a faster editing experience that adheres to greater levels of accessibility. Roadmap ID: 70670
  • Microsoft Lists: visual UI for read-only fields – Lists fields will show people when a field is edit-only and screen reader support when a field is read-only. Roadmap ID: 70672
  • Microsoft Lists: Configure Person column profile pictures – When using a Person column (for individuals or groups), you will have more control to show as text-only or using available user’s profile pictures with the visual ‘pill’ formatting. Roadmap ID: 70673
  • Microsoft Lists: List Setting to disable/enable commenting – New list-level settings to disable/enable commenting. Roadmap ID: 70706
  • SharePoint: People cut out tab for stock images – The stock images tab inside the image file picker will now include images of people without a background. Roadmap ID: 70720
  • SharePoint spaces: Embed Web Part and Annotation – Show SharePoint pages or HTML embed content as an interactable overlay on a SharePoint space. Roadmap ID: 70732
  • SharePoint: Immersive reader is coming to modern SharePoint pages and new posts – The Microsoft Immersive Reader, which is currently built into Word, OneNote, Outlook, Teams and other Microsoft apps, will be available for SharePoint pages and news posts. Roadmap ID: 70737
  • Microsoft Lists app in Teams: Rules – Create simple if/then rules, based on changes to list information, to set reminders and send notifications directly from within Microsoft Teams. Roadmap ID: 70749
  • SharePoint: Calendar view in Lists web part – The List web part for SharePoint in Microsoft 365 allows you to display a list from your team or site on a page and customize it with your own title, view, and even size. Roadmap ID: 70750
  • SharePoint: Events web part will display event images – Page authors in SharePoint who use the Events web part will be able to turn on an option to show event images within the web part. Roadmap ID: 70791
  • SharePoint: Scoping Control for SharePoint Online – Scoping control is available for SP page, site, list and library, for users to search faster with specified scope. Roadmap ID: 70792
  • SharePoint: Portal launch scheduler UX – The Portal Launch Scheduler is designed to help you follow a wave / phased roll-out approach by managing the redirects for the new portal. Roadmap ID: 70799
  • SharePoint: SharePoint News Boost – You can boost the visibility of a news article for a set time, until an employee has seen your content, or until a viewer has seen the item in their feed a set number of times. Roadmap ID: 70810
  • SharePoint: Audience Targeting capability for Events Web Part – We are adding the ability to target specific audiences per event within the Events Web Part. With it, you target specific events to different audiences, helping you provide more personalized experiences on SharePoint pages. Roadmap ID: 70815
  • New leadership connection site template – The template brings together conversations from Yammer, news, resources, and showcases upcoming events. Roadmap ID: 71752

Microsoft 365 roadmap roundup – 26 April 2021

Here’s all the new and updated Microsoft roadmap items from the past week:

Please make sure to subscribe to get early access to new posts straight to your inbox!

Listen to the audio version of the Microsoft 365 roadmap roundup!

The audio companion to the M365 roadmap roundup is available for all major podcasting apps here.


Use these buttons to switch between each product’s roadmap updates.

SharePoint

  • Launched (1)
  • Rolling out (0)
  • In development (5)

🍾 LAUNCHED

  • SharePoint lists and libraries: Sticky column in Quick Edit – As users scroll horizontally across a list in Quick Edit mode, the far-left column remains in place – improving context while viewing and editing. Roadmap ID: 64866

🚂 ROLLING OUT

N/A

⌛ IN DEVELOPMENT

Release – April 2021

  • SharePoint: Audience Targeting capability for Events Web Part – We are adding the ability to target specific audiences per event within the Events Web Part. With it, you target specific events to different audiences, helping you provide more personalized experiences on SharePoint pages. Roadmap ID: 70815
  • SharePoint: Admin center – Migration Manager: Google migrations – With Microsoft’s recent Mover acquisition, we are excited to expand our capabilities to allow moving content from Google into Microsoft 365. Roadmap ID: 82014

Release – May 2021

  • SharePoint: Admin center – Migration Manager: Dropbox migrations – With Microsoft’s recent Mover acquisition, we are excited to expand our capabilities to allow moving content from Dropbox into Microsoft 365. Roadmap ID: 82015
  • SharePoint and Teams: folder in site visibly connected to channel – It will be easier to tell which folders within your library have an associated Teams channel & chat associated to it – right from within the SharePoint user interface. Roadmap ID: 30686

Release – June 2021

  • SharePoint: Admin center – Migration Manager: Egnyte migrations – With Microsoft’s recent Mover acquisition, we are excited to expand our capabilities to allow moving content from Egnyte into Microsoft 365. Roadmap ID: 82016