New Outlook: Transform Internal Newsletters with Viva Insights & M365 Copilot!

Key insights

• Microsoft Teams Meeting Invites: Teams will now send separate meeting invite emails based on each participant’s role, such as Attendee, Presenter, or Co-organizer. This update improves clarity and organization for large meetings by tailoring information to the recipient’s role.


• Viva Insights with Microsoft 365 Copilot: Viva Insights will be included in Microsoft 365 Copilot subscriptions starting mid-March 2025. Organizations will gain access to advanced analytics tools without needing a separate Viva Insights license.


• Copilot Usage Analytics: The integration of Viva Insights provides IT admins with richer analytics and reporting on Copilot usage. Admins can create custom reports with business data to track adoption and measure value effectively.


• Outlook Newsletters Feature: The New Outlook allows users to create, subscribe, and manage co-authored newsletters that support comments and leverage SharePoint Embedded. This feature enhances internal communication within organizations.


• Microsoft 365 Subscription Benefits: Subscribers receive an ad-free inbox, advanced security features, and premium functionalities like Copilot in Word, Excel, PowerPoint, OneNote, and Outlook. Personal and Family plans include up to 6 TB secure cloud storage.

Introduction to Microsoft 365 Updates

The latest episode of the "365 Message Center Show" delves into several exciting updates and features within Microsoft 365, focusing on enhancements to Microsoft Teams, Viva Insights, and the New Outlook. These updates are designed to improve user experience, streamline communication, and provide deeper insights into productivity metrics. This article will explore the key changes, benefits, and potential challenges associated with these updates, offering a comprehensive overview for organizations and users alike.

Microsoft Teams: Distinct Meeting Invites by Role

One of the standout updates discussed in the video is the introduction of role-specific meeting invites within Microsoft Teams. This feature aims to enhance clarity and organization in large meetings by sending separate invites to attendees, presenters, and co-organizers.

• Key Update: Teams will now send distinct meeting invite emails based on each participant’s role. Presenters and co-organizers receive dedicated calendar invites, separate from the general attendee invite.
• Benefits: This change improves clarity by tailoring information to each recipient’s role. It helps organizers manage separate invite lists, ensuring presenters receive all necessary details without overwhelming attendees with unnecessary information.
• Rollout Timeline: The targeted release begins in early March 2025, with general availability expected by late March. Government clouds will see the rollout in early April.
• End User Impact: Participants will notice more specific invite emails, making it clear who is a presenter or co-organizer and what their responsibilities are.
• Administrator Impact: No admin action is required, though it's advised to inform users about this change and update any relevant documentation.

This update addresses the common challenge of managing large meetings by ensuring that each participant receives only the information pertinent to their role. However, it also requires organizations to communicate these changes effectively to avoid confusion during the transition period.

Microsoft Viva Insights: Included with Microsoft 365 Copilot

Another significant update is the inclusion of Viva Insights with Microsoft 365 Copilot subscriptions. This integration provides richer analytics and reporting capabilities, enabling organizations to gain deeper insights into Copilot usage.

• Key Update: Viva Insights will be bundled into Microsoft 365 Copilot subscriptions starting mid-March 2025, offering advanced analytics without the need for a separate license.
• Benefits: IT admins and analysts can use Viva Insights’ tools to tailor prebuilt Copilot reports with business data, enhancing adoption tracking and value measurement.
• Notable Changes: The minimum license threshold for accessing the Microsoft Copilot Dashboard increases from 10 to 50 assigned licenses for new tenants. Additionally, the cohort analysis feature will be retired.
• Rollout Timeline: General availability begins mid-March 2025, with rollout completion by late April.
• End User Impact: No direct change to end-user experience; the update mainly affects organizational analytics capabilities.
• Administrator Impact: No immediate admin action is required, though admins should note the new 50-license requirement and the removal of the cohort analysis feature.

This update highlights the tradeoff between expanding analytical capabilities and the increased license requirement, which may pose a challenge for smaller organizations. However, the enhanced insights provided by Viva Insights can significantly benefit larger organizations seeking to optimize their use of Copilot.

New Outlook Newsletters

The New Outlook introduces a newsletters feature that allows organizations to create, subscribe, and manage co-authored newsletters. This feature supports comments and leverages SharePoint Embedded, offering a streamlined way to communicate internally.

• Key Feature: Organizations can now start newsletters using the Newsletters feature in New Outlook, supporting co-authorship and comments.
• Benefits: This feature facilitates better internal communication and collaboration, allowing teams to share updates and insights efficiently.
• Challenges: Organizations must ensure that users are trained on how to use this feature effectively to maximize its benefits.

The introduction of newsletters in Outlook addresses the need for efficient internal communication tools. However, it requires organizations to invest time in training users to ensure they can fully leverage this new capability.

Conclusion

The updates discussed in the "365 Message Center Show" episode 368 represent significant advancements in Microsoft 365's capabilities, focusing on improving communication, enhancing analytics, and streamlining internal processes. While these updates offer numerous benefits, they also present challenges that organizations must navigate to maximize their potential. By understanding these changes and preparing for their implementation, organizations can enhance their productivity and communication strategies, ensuring they remain at the forefront of technological advancements.

Keywords

New Outlook newsletters Viva Insights M365 Copilot internal communication Microsoft 365 productivity tools employee engagement workplace collaboration