It’s August, time for summer to be on its way out and fall preparations to begin. This month we have a lot of exciting announcements in the Modern Work realm! Take a look below for the latest Microsoft 365 Roadmap updates:
(Updated) Private drafts for SharePoint pages and news
This update will roll out to Targeted Release customers starting early August and to all customers by mid-September.
Microsoft is adding the ability to create private drafts for pages and news posts. A private draft is visible only to the page author, the people the author chooses to share it with, and site admins. It’s great for creating and editing content that’s not ready for others to see except the people you want to collaborate with. See more from Microsoft support.
SharePoint: New Site Templates for Team Sites
Three new teams site templates will be available in August (Targeted Release) and September (Standard Release).
- Crisis communication team – Centralize crisis communication, resources, and best practices
- IT help desk – Resolve technical requests, track devices, and share training materials
- New employee onboarding team – Guide new employees through your team’s onboarding process
To apply a template to an existing site: users can choose to browse site templates and can apply a template to an existing site at any time by accessing the template gallery from Site Settings and then select Apply a site template.
Speaking of templates…
(Updated) Select Lists templates include Power Automate flows
Lists ready-made templates are getting a boost. As part of our efforts to evolve Lists and enable more users to take advantage of automations, you now have the option to install pre-created Power Automate flows whenever you create a list from select list templates. The following templates will have reminder flows available to provision after you create your list: Work progress tracker, Content scheduler, and Recruitment tracker.
List creators who create a list from the Work progress tracker template, Content scheduler template, or Recruitment tracker template will see a modal prompting them to install the included Power Automate flow after their list has been created. The reminder flow is an automated flow that runs on a schedule in the background, so it does not appear in the Lists menu.
Users with a Microsoft 365 E3 license, Microsoft E5 license, or Power Automate per-user plan can create and use the reminder flow that is included with select ready-made Lists templates.
- Users without either of the above licenses may sign up for a 30-day free trial of Power Apps in order to access the feature.
Helpful links from Microsoft to help with List templates and Flow creation:
- Create a business application from a list template
- Manage a flow that was created from a list template
- Overview of solution-aware flows
- Power Platform solution concepts
Enforcement of Site Limits for SharePoint Lists, Libraries, and Subsites
SharePoint recommends a maximum of 2,000 lists and libraries per site, and 2,000 subsites per site. These have been long standing limits for SharePoint but have not been formally enforced. To ensure site performance and help customers have the best possible experience, Microsoft will implement a safeguard to prevent customers from exceeding these limits.
The enforcement of the limits will start in early November and will be completely enforced by late December.
On the API request to create a new list or document library, SharePoint will return the error code, ERROR_SHARING_BUFFER_EXCEEDED on the API request.
Libraries, lists, and subsites that have been created before the enforcement rollout and exceed the corresponding limit, will continue to function and their access will not be blocked. The change will only impact the creation of new lists, libraries or subsites outside the approved limits starting in November. These new additions will get blocked at the time of creation once the site reaches the corresponding limit.
What you need to do to prepare:
Share these limits with people who manage SharePoint sites in your organization. If the sites in your tenant are below the limits, this change will not impact you.
It is uncommon for the organic growth of site to reach these limits. However, there is a possibility that custom solutions can generate a high volume of lists and libraries. In that situation, our recommendation is to work with their solution providers to prepare an alternative solution in order to stay compliant with these limits.
Always refer to the Service Descriptions to get the most up to date limits.
(Updated) Collaborative Annotations on Presenter Shared Screen
Collaborative Annotation helps you collaborate with others while screen sharing in Teams meetings. For example, if you want to ask for feedback on a design or if you’re working with a group on a project, Collaborative Annotation helps you get work done faster and with more voices included. This feature is associated with Microsoft 365 Roadmap ID 86732.
Expected rollout depends on tenant type, but should be complete in standard tenants. See your message center for details.
How this will affect your organization:
During screenshare, meeting attendees with Presenter roles will see the Annotation button in meeting controls at the top-center of their screen.
To turn on Collaborative Annotation while you’re sharing your screen in a meeting, select the pen icon to Start annotation in meeting controls at the top-center of your screen, as shown below:
Note: You must be a Presenter role in a meeting to turn on Collaborative Annotation.
The red outline around the screenshare will turn blue, indicating Collaborative Annotation mode is on. All participants will see the Microsoft Whiteboard toolset at the top of the shared screen, as shown below. Everyone in the meeting can begin annotating right away in real-time.
Collaborative Cursors show the name of every attendee as they annotate and are turned on by default. Collaborative Cursors can be turned off by anyone attending the meeting from the Settings menu in the Collaborative Annotation toolbar.
To control who can annotate, the main Presenter can select Only I can annotate and unselect Everyone can annotate from the Settings menu in the Collaborative Annotation toolbar, as shown below:
To end the annotation session for everyone, select Stop annotation in meeting controls at the top-center area of your screen.
Collaborative Annotation is only available for full-screen sharing, not individual window sharing at this time.
Note: Annotation is powered by Microsoft Whiteboard. If Microsoft Whiteboard is disabled, it will also disable Annotations.
Pre-assign Channel members to Breakout Rooms
Expect to see this in early August and complete in mid-August. This Breakout Rooms for Channel Meetings feature enables meeting organizers to efficiently pre-assign channel members to Breakout Rooms (both auto and manual) ahead of a channel meeting start.
Please note, that Meetings with Breakout Rooms are limited to 300 participants. If the channel contains more than 300 members, pre-assignment will not be available. Meeting organizers will have the ability to assign participants to Breakout Rooms during the meeting.
For more info about breakout room management, see this article in Microsoft support.
Microsoft Teams: Start a Teams Chat with Distribution Groups, Mail-Enabled Security Groups, and O365 Groups
Expect to see this rollout happening in mid-August through late August.
You will now be able to start a Teams Chat with Distribution Groups, Mail-enabled Security Groups, and O365 Groups. This feature will respect the limits on members in a group chat, currently set to 250 members.
Organizations rely on Distribution Lists (DLs) as a tool to create groups of users that mirror organizational knowledge and workflows. Bringing this awareness to target audiences for specific content will enhance the core Teams experience. Allowing our customers to leverage DLs can increase workflow efficiency and bridge the gap between legacy knowledge of organization structure and a new Teams structure.
Viva Goals now Generally Available
There is a new Viva offering that is available now. We had heard that OKRs were going to be included in the Viva Suite some time ago, but now there is an official name: Viva Goals. This goal setting framework for Objectives and Key Results, popularized at Google, Intel, and other Fortune 500 companies for alignment it naturally creates between the work teams are doing and an organization’s top business priorities.
If you have Viva Suite licensing, this is already included in your licensing, but it can also be purchased as an individual SKU.
Viva Goals is available as an application in Microsoft Teams and as a web application. The Viva Goals web application has no prerequisites; customers can purchase and use Viva Goals with the web application without any other Microsoft product or subscription.
A Microsoft Teams product license is a prerequisite to use the Viva Goals application in Teams. Teams can be licensed with Microsoft 365 F1, F3, E3, A3, E5, A5; Office 365 F3, E1, A1, E3, A3, E5, A5; Microsoft 365 Business Basic, Business Standard, Business Premium; or Microsoft SharePoint K, Plan 1, or Plan 2 license.
For pricing details, a comprehensive list of what’s included in your existing subscription, and what’s unlocked with Viva Goals SKU or Viva suite SKU purchase, go to Microsoft Viva Goals. see this page.
For details on how to start rolling out Viva Goals in your tenant, go to our docs page for step-by-step configuration and admin guidance.
Define success by creating OKRs from scratch or using built-in templates
Whether you’re an old hand at OKRs or are using OKRs for the first time, we have features that make OKRs accessible.
More information about Viva Goals can be found on Microsoft’s website.
Microsoft has also announced Viva Engage
Viva Engage is an app in Viva built on the foundation of Yammer. It’s a social app for digital communities, conversations, and self-expression tools that builds on the existing capabilities of the Communities app for Teams and Microsoft 365 to connect employees and empower everybody to contribute and express themselves by meeting people where they are in Microsoft Teams and Microsoft 365. And as an integral part of the Microsoft Viva suite, Viva Engage contributes to Viva Connections and Viva Topics and over time will extend community, conversation, and knowledge experiences into other areas of Viva. See more info about Viva Engage in the announcement from Seth Patton..
Microsoft Entra Verified ID now generally available
Microsoft announced Entra Verified ID, which provides a faster, more trustworthy way to verify ID with decentralized identity management.
Here’s the announcement from Ankur Patel, who leads Growth for Identity Security at Microsoft.
The vision for Entra is:
Each of us needs a digital identity we own, one which securely and privately stores all its elements.
This self-owned identity must be easy to use and give us complete control over how our identity data is accessed and used.
Read more about Entra Verified ID here.
As we approach October, please remember Exchange Basic Authentication deprecation is coming soon.
Microsoft is removing the ability to use Basic authentication in Exchange Online for Exchange ActiveSync (EAS), POP, IMAP, Remote PowerShell, Exchange Web Services (EWS), Offline Address Book (OAB), Outlook for Windows, and Mac.
They are also disabling SMTP AUTH in all tenants in which it’s not being used.
This decision requires customers to move from apps that use basic authentication to apps that use Modern authentication. Modern authentication (OAuth 2.0 token-based authorization) has many benefits and improvements that help mitigate the issues in basic authentication. For example, OAuth access tokens have a limited usable lifetime, and are specific to the applications and resources for which they are issued, so they cannot be reused. Enabling and enforcing multifactor authentication (MFA) is also simple with Modern authentication.
When will this change take place?
New Microsoft 365 tenants are created with Basic authentication already turned off as they have Security defaults enabled.
Beginning in early 2021, Microsoft started to disable Basic authentication for existing tenants with no reported usage.
In September 2021, Microsoft announced that effective October 1, 2022, they will begin disabling Basic authentication for Outlook, EWS, RPS, POP, IMAP, and EAS protocols in Exchange Online. SMTP Auth will also be disabled if it is not being used. See full announcement: Basic Authentication and Exchange Online – September 2021 Update.
Apple has responded with an update for their native email app in iOS version 15.6. More info here.
This Power Automate video is a step-by-step tutorial on how to track column changes (version history) for SharePoint by using “when an item is modified trigger” in flow. We can track to see the column changes for the modified item, leverage the send an http SharePoint action to get previous values of item based on previous version & also leverage the “Get changes for an item or file” action to get the information of which columns have changed.
The video will showcase some interesting patterns to get the “Version History”. Video will have something for everyone from beginners to advanced users. Trying the CRAWL, WALK, RUN & SPRINT techniques in this video.
Video covers the following:
✅ When an item is modified trigger in flow
✅ Add trigger conditions in Power Automate
✅ Get SharePoint column changes based on Version Number in flow
✅ Get previous column values using versions SharePoint REST API
✅ Create HTML data with column change information
✅ Send email notification of SharePoint column changes tracked
#PowerAutomate #SharePoint #Versions #flow
Table of Contents:
00:00 – Introduction to Track SharePoint column changes in flow
00:41 – Run a flow when SharePoint item is modified
04:18 – Run flow based on trigger conditions when column is modified in SharePoint
10:00 – Track changes & Version History when SharePoint item is modified
28:30 – Send column changes information in HTML Format in Email
31:17 – Subscribe to Reza Dorrani channel
This video is a beginner’s guide to Solutions in Power Platform. I will provide an Overview of Solutions, cover concepts of building Power Apps and Power Automate flows inside solutions, bring your existing App & flows in solutions, export & import Solutions, setup Environment Variables, connect to SharePoint & Dataverse, Managed and Unmanaged Solutions, Solution Publisher, discuss how Environments & Solutions are linked, perform application lifecycle management (ALM) & move solutions across development, test (QA) and production environments & more.
Solutions are used to transport apps and components from one environment to another or to apply a set of customizations to existing apps. A solution can contain one or more apps as well as other components such as site maps, tables, processes, web resources, choices, flows, and more.
Solutions are the mechanism for implementing application lifecycle management (ALM) in Power Apps and other Power Platform products, such as Power Automate.
Video covers the following:
- Where to build Apps and flows?
- What are Solutions?
- Are Solutions premium?
- Environment Strategy
- Default environment challenges
- Application Lifecycle Management (ALM) in Power Platform
- Build a Solution – with new Apps and flows
- Build a Solution – with existing Apps and flows
- Environment Variables
- Export & Import Solutions
- Solution Publisher
In this PowerApps video, you will learn all about the combo box control.
A combo box control is one that allows users to make selections from provided choices. Supports search and multiple selections.
A combo box control allows you to search for items you will select. The search is performed server-side on the SearchField property, so performance is not affected by large data sources.
Video showcases examples for combo box searching, filtering, default selected items, selected items, connecting to data source, search & filter large data (Delegation), dropdown control vs combo box control, combo box as people picker using Office 365 Users search, validation, Fluent UI Combo box, setting default value, limitations, performance with large data set, combobox delegation warning, combobox max items, connect combo box with SharePoint list, use display fields, search on multiple fields, search text and much more.
Video covers the following:
- Introduction to combo box control in Power Apps
- Combo box control properties
- Default value settings
- Display & search multiple fields
- Combo box as people picker
- Power Apps Combo box items from SharePoint List
- Dropdown vs combo box
- Validation, Large data, delegation etc. for combo box
This video is a step-by-step tutorial on how to Send Email from PowerApps. We will explore the Microsoft 365 Outlook connector and see how we can send email using the Send Email V2 Function. We will set the subject, HTML body, To, Cc, Bcc, From, Attachments, Importance & much more.
We will send Images as Email Attachments using the Add Picture, Image & Pen Input controls in Power Apps. We will also leverage the PowerApps Attachment Control to send email attachments. This enables the user to send files & images as email attachments.
We will also send dynamic data in emails. Connect to Power Apps Gallery or collection or data source like SharePoint and send information to Email including SharePoint List Item Attachments. We will also look at how to style (brand) emails. Embed images into email body using base64 image converter or get the HTML from any email and use it to format our emails being sent from Power Apps.
We will also learn how to send an email from PowerApps with a button click, use the Email Screen Template & more.
Video showcases the following:
- Send Email from Power Apps
- Email Screen Template
- Send Pictures, Signatures, Images in Email HTML Body.
- Send Attachments from SharePoint as Email Attachments.
- Style Emails with Company logos and more.
- Power Apps Examples for Send Email
Looking for a Calendar Control in Power Apps? Then this step-by-step tutorial video on how to build a Calendar control in PowerApps within minutes is for you.
I will showcase a simple way to create a Calendar control in Power Apps using the Calendar Screen Template & connect it to SharePoint List. This out of the box screen template in power apps gives us a calendar control experience connected to Outlook calendar.
The Calendar control is built using multiple galleries and has all the logic in place to calculate days in each month, 1st and last date of the month, move calendar control between months and more. I will show how we can simply take the components of the calendar control from this screen template and build our own calendar control.
I will show how to connect the Calendar View (control) to a Gallery connected to a SharePoint List. The Calendar view will highlight events for specific dates. I will also show how to add a nested gallery in the calendar control itself to showcase all the events for a given date range, color code the Calendar items, connect the calendar to a form control & more.
Video covers the following:
- Build Calendar in Power Apps
- Calendar Screen Template
- Connect Calendar to SharePoint List
- Create nested gallery in Calendar Gallery to show multiple events per day.
- Color code Calendar items
- Calendar from SharePoint Data
Getting started with Microsoft Dataverse? Then this Introduction video on Microsoft Dataverse has you covered. You will learn how to create Dataverse Tables & Relationships, connect Tables to Canvas Power Apps, Add/Update Relational Data & more.
This video will provide an Overview of Dataverse for Beginners, cover Data Model, Dataverse Tables & Relationships and we will build a Power App from Dataverse data.
We will cover all types of relationships – Many-to-one, One-to-many, and Many-to-many (N:1, 1:N & N: N), define our data model, leverage Lookup columns & use both the Form Control & Patch function to add/update data in our Tables.
We will learn the following:
- What is Microsoft Dataverse?
- Connectors Vs Dataverse
- Dataverse features Overview
- Data Model – Tables & Relational Data Structure
- Creating Dataverse Tables, Columns, Relationships, Choices, etc.
- Demo of Dataverse Tables & Relationships in Power Apps
- Build a Power App from Dataverse data for Beginners
In this Power Apps Tutorial Video, I will showcase how to add SharePoint List Forms Customized PowerApps & Standalone PowerApps to Modern SharePoint Pages. We will look at the features available as part of the Power Apps Web Part & explore how to leverage the Embed Web Part to create a connected web part scenario with Power Apps & SharePoint List.
Upon selection of a list item, the PowerApps webpart will receive the property of the selected list item as a query string dynamic filter parameter & we will perform deep linking in Power Apps to showcase the Power Apps form for the selected item. The connected web part scenario will be showcased for both SharePoint List Forms customized with Power Apps & Standalone Power Apps.
In this video you will learn about:
- Type of SharePoint Power Apps – Standalone Vs Customized Forms
- How to add Power Apps in Modern SharePoint Pages
- Power Apps Web Part
- Power Apps in Embed Web Part (iframe) with connected SharePoint List
- Dynamic filtering with Power Apps Web Part in SharePoint Pages
- Deep Linking in Power Apps
In this video, I will show how to write back data to the data source from Power BI by using the Power Apps Visual.
Video tutorial shows how to add, update & delete data in data sources directly from Power BI reports by using the Power Apps Visual. The Power App will connect to the data source and perform the Write Back (CRUD) Operations. We will leverage SharePoint as a Data Source and perform the writeback.
I will also demonstrate how to leverage Dataverse for Write Back. Dataverse & SQL Support DirectQuery Import mode. This allows the Power App to initiate a near real-time refresh of the Power BI Visuals from Power Apps by using the PowerBIIntegration.Refresh() function.
The Power App will get its data from the Power BI dataset.
In this step-by-step tutorial video for beginners, I will show how to build Conditional & Dynamic Approvals in Power Automate.
To create an approval workflow, use the Approvals – Start and wait for an approval action in any Power Automate flow.
Power Automate Conditional Approvals: We will build conditional approval workflows for SharePoint based on a value. Scenario would be to trigger a user Manager Approval first if amount exceeds a certain limit and then route the approval to the next set of approvers.
Power Automate Dynamic Approvers: We will use a “For a selected item” SharePoint trigger-based flow, to call a workflow on demand to perform Approvals. The user will select the approvers needed for the workflow action directly within SharePoint itself.
Power Automate Dynamic Approval Type: We will also provide the user an option to select the Approval Type / Pattern – “First to respond” or “Everyone must Approve”.
- Conditional Approval in Power Automate
- Dynamic approvers selection by user to trigger the approval process
- Dynamic Approval Type selected by user