MC1072411 – (Updated) Microsoft Outlook for iOS: Updated conversation actions (archived)

Product:

Exchange, Microsoft 365 Apps, Outlook

Platform:

iOS, Online, US Instances, World tenant

Status:

Launched

Change type:

New feature, Updated message, User impact

Links:

492627

Details:

Summary:
Microsoft Outlook for iOS will update conversation actions, moving them from the top right to the bottom of the screen, allowing users to customize their order and placement. This rollout starts in early June 2025 and completes by early January 2026. No admin action is required, but user notification is recommended.

Details:
Updated June 3, 2025: We have updated the timeline below. Thank you for your patience.
Note: If your organization does not support iOS, you can safely ignore this message.
Before this rollout, when viewing an email message, a user can access the available conversation actions in Microsoft Outlook for iOS in the top right corner of the screen. After this rollout, these actions will be at the bottom of the screen. The user will be able to customize the order and placement of the actions to suit their needs.
This message is associated with Microsoft 365 Roadmap ID 492627.
[When this will happen:]
General Availability (Worldwide, GCC, GCC High, DoD): We will gradually begin rolling out early June 2025 (previously early July) and expect to complete by early January 2026.

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2025-05-13

updated:
2025-06-04

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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Pictures

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summary for non-techies**

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Direct effects for Operations**

User Interface Change
The relocation of conversation actions from the top right to the bottom of the screen may confuse users who are accustomed to the previous layout, leading to potential delays in email management tasks.
   - roles: End Users, Support Staff
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=492627

User Experience Disruption
Users may experience frustration due to the change in muscle memory for accessing conversation actions, which could lead to decreased productivity during the adjustment period.
   - roles: End Users, Team Leaders
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=492627

Training and Documentation Needs
The change necessitates updates to training materials and documentation, which if not addressed, may leave users uninformed about the new features and functionalities, impacting their ability to use the application effectively.
   - roles: Training Coordinators, IT Support
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=492627

Configutation Options**

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Opportunities**

Enhanced User Training and Documentation
With the introduction of customizable conversation actions, there is an opportunity to create targeted training materials and documentation that can help users adapt to the new layout and features. This will improve user experience and reduce confusion during the transition.
   - next-steps: Develop training materials that highlight the new features, including video tutorials and FAQs. Schedule training sessions or webinars to guide users through the changes and gather feedback for further improvements.
   - roles: IT Managers, Training Coordinators, Help Desk Staff
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=492627

Feedback Mechanism for User Experience Improvement
Establishing a feedback mechanism to gather user insights on the new layout can help identify areas for further enhancement. This will allow the organization to continuously improve the user experience based on real user feedback.
   - next-steps: Implement a survey or feedback tool within the Outlook app or through internal communication channels to collect user opinions on the new features. Analyze the feedback and prioritize improvements based on user needs.
   - roles: Product Managers, User Experience Designers, IT Managers
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=492627

Automation of User Notifications
Automating the process of notifying users about upcoming changes in Outlook can streamline communication and ensure that all users are informed without manual intervention. This can enhance user preparedness and satisfaction.
   - next-steps: Explore automation tools or scripts that can send notifications via email or internal messaging systems to users about the changes in Outlook. Ensure that notifications are clear and provide links to training resources.
   - roles: IT Administrators, Communications Managers, Project Managers
   - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=492627

Potentional Risks**

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IT Security**

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explanation for non-techies**

Microsoft Outlook for iOS is undergoing a change that affects how users interact with their emails. Previously, when you wanted to perform actions like marking an email as unread, pinning it, deleting it, or archiving it, you would find these options in the top right corner of your screen. Now, these actions are moving to the bottom of the screen. This change is similar to rearranging the furniture in a room to make it more accessible and user-friendly.

Imagine you have a kitchen where all your cooking utensils are stored on high shelves. Every time you need a spatula or a pan, you have to reach up, which can be inconvenient. Now, picture reorganizing your kitchen so that everything you frequently use is within easy reach on the countertop. This is what Microsoft is doing with Outlook for iOS. By moving the conversation actions to the bottom of the screen, they are making it easier for users to access these functions without having to stretch their thumbs or fingers to the top of their devices.

Additionally, just like in a kitchen where you might want to arrange your utensils in a specific order that suits your cooking style, Outlook will allow users to customize the order and placement of these actions. This means you can decide which actions you want to see first and which ones can be tucked away in a menu, much like deciding which utensils should be in the drawer and which should be on the countertop.

This change will be rolled out automatically, and no administrative action is required. However, it's a good idea to inform users about this update so they can take advantage of the new customization options and adjust to the new layout. This way, they can continue to use Outlook efficiently and with ease.