MC1020207 – (Updated) Microsoft OneNote Windows app: New “OneNote (Desktop) – Protected” virtual printer (archived)

Product:

Microsoft 365 Apps, OneNote, Windows

Platform:

Online, Windows Desktop, World tenant

Status:

Launched

Change type:

Admin impact, New feature, Updated message, User impact

Links:

402540

Details:

Summary:
Microsoft is introducing a new "OneNote (Desktop) - Protected" virtual printer for OneNote Windows desktop app users, compatible with Windows Protected Printing (WPP). This will roll out from late February to early April 2025. Admins must configure specific group policies to ensure successful installation. Existing workflows will remain unchanged.

Details:
Updated March 17, 2025: We have updated the content. Thank you for your patience.
Coming soon for Microsoft OneNote: The new OneNote (Desktop) - Protected virtual printer will roll out to all OneNote Windows desktop app users on x86 (32-bit) and x64 (64-bit) devices. We will automatically install the protected printer on all eligible devices (starting with Current Channel) with OneNote Windows app versions 2410 and later and devices running Windows 11 versions 26100 or higher. As a tenant admin, to ensure the successful installation of this printer on your organization's devices, you must configure specific group policies.
This message is associated with Microsoft 365 Roadmap ID 402540.
[When this will happen:]
General Availability (Worldwide): We will begin rolling out late February 2025 and expect to complete by early April 2025.

Change Category:
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Scope:
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Release Phase:
Current Channel, General Availability

Created:
2025-03-01

updated:
2025-03-18

Task Type

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Docu to Check

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MS How does it affect me

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MS Preperations

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MS Urgency

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MS workload name

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linked item details

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summary for non-techies**

Microsoft is introducing the "OneNote (Desktop) - Protected" virtual printer, which integrates with Windows Protected Printing (WPP) to enhance security without altering the user experience, automatically replacing the old OneNote printer on devices with the security system enabled.

Direct effects for Operations**

Installation Issues
If the group policies are not configured correctly, the new virtual printer may not install successfully, leading to disruptions in printing capabilities for users.
   - roles: IT Admin, End User
   - references: https://learn.microsoft.com/windows/msix/group-policy-msix, https://support.microsoft.com/windows/modern-print-platform-4f59fa38-3419-41c7-a6a7-8ca4e21f70bc

Workflow Disruption
Users accustomed to the existing OneNote (Desktop) printer may face confusion or disruption in their workflow if they are not informed about the change, especially if they attempt to use the old printer which will be uninstalled.
   - roles: End User, IT Support
   - references: https://support.microsoft.com/office/print-documents-and-files-to-onenote-3b6048a9-cd98-46b8-a121-87dfe861e977, https://techcommunity.microsoft.com/blog/microsoft-security-blog/a-new-modern-and-secure-print-experience-from-windows/4002645

Data Loss Risk
If users uninstall the new protected printer without syncing their notes, they risk losing unsynchronized changes, which can lead to data loss.
   - roles: End User, Data Manager
   - references: https://support.microsoft.com/office/print-documents-and-files-to-onenote-3b6048a9-cd98-46b8-a121-87dfe861e977, https://learn.microsoft.com/windows-hardware/drivers/devapps/print-support-app-design-guide

Configutation Options**

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Opportunities**

Enhanced User Experience with Protected Printing
The introduction of the 'OneNote (Desktop) - Protected' virtual printer enhances the user experience by ensuring secure printing capabilities, reducing the risk of data breaches during the printing process. Users will have a seamless transition to the new printer without changing their existing workflows, as the interface remains consistent.
   - next-steps: Communicate the benefits of the new printer to users and provide training on how to utilize the secure printing features effectively. Gather feedback post-implementation to address any concerns.
   - roles: End Users, IT Support, Security Officers
   - references: https://support.microsoft.com/windows/modern-print-platform-4f59fa38-3419-41c7-a6a7-8ca4e21f70bc, https://techcommunity.microsoft.com/blog/microsoft-security-blog/a-new-modern-and-secure-print-experience-from-windows/4002645

Simplified IT Administration with Group Policy Configuration
The requirement for specific group policy configurations to ensure the successful installation of the new printer provides an opportunity for IT administrators to streamline their management processes. By automating these configurations, IT can reduce manual intervention and potential errors during printer deployment.
   - next-steps: Review current group policy settings and update them as necessary to align with the new requirements. Document the process for future reference and training for IT staff.
   - roles: IT Administrators, System Administrators
   - references: https://learn.microsoft.com/windows/msix/group-policy-msix, https://learn.microsoft.com/windows-hardware/drivers/devapps/print-support-app-design-guide

Cost Efficiency through Reduction of Non-IPP Printers
By transitioning to the 'OneNote (Desktop) - Protected' printer, the organization can phase out non-IPP-based printers, which may incur additional licensing and maintenance costs. This aligns with the shift towards a more modern and secure printing infrastructure.
   - next-steps: Conduct an inventory of existing printers and assess the potential cost savings from eliminating non-IPP printers. Develop a phased plan for transitioning to IPP-based solutions across the organization.
   - roles: Finance Officers, IT Managers, Procurement Officers
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=402540, https://support.microsoft.com/office/print-documents-and-files-to-onenote-3b6048a9-cd98-46b8-a121-87dfe861e977

Potentional Risks**

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IT Security**

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explanation for non-techies**

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