MC793654 – (Updated) Updates to natural language-based search in Microsoft 365

Product:

Microsoft 365 Apps, Microsoft Search, OneDrive, Outlook, SharePoint, Teams

Platform:

mobile, Web, Windows Desktop, World tenant

Status:

Change type:

Admin impact, Retirement, Updated message, User impact

Links:

Details:

Summary:
Microsoft 365 is updating its search feature, phasing out some Natural Language-Based Search support by late September 2024. Users will need to rely more on keyword-based searches across various Microsoft 365 products. Tools like search filters will help users transition to this new method.

Details:
Updated September 4, 2024: We have updated the rollout timeline below. Thank you for your patience.
Microsoft 365 is upgrading its search functionality by phasing out certain aspects of Natural Language (NL)-Based Search support. However, the standard keyword-based search functionality will remain unchanged and will continue to be the primary method for accessing information within Microsoft 365 products.
[When this will happen:]
We will begin rolling this out in early July 2024 and expect to complete by late September 2024 (previously mid-August).

Change Category:
XXXXXXX ... free basic plan only

Scope:
XXXXXXX ... free basic plan only

Release Phase:

Created:
2024-05-17

updated:
2024-09-05

Task Type

XXXXXXX ... free basic plan only

Docu to Check

XXXXXXX ... free basic plan only

MS How does it affect me

XXXXXXX ... free basic plan only

MS Preperations

XXXXXXX ... free basic plan only

MS Urgency

XXXXXXX ... free basic plan only

MS workload name

XXXXXXX ... free basic plan only

Direct effects for Operations**

Search Functionality Change
Users will struggle to find information as natural language queries will no longer work effectively, leading to frustration and decreased productivity.
   - roles: End Users, Support Staff
   - references: https://support.microsoft.com/en-us/office/updates-to-natural-language-based-search-in-microsoft-365-0c819cb0-980c-47c3-8e67-5c4fec6b6b87?preview=true

Increased Training Needs
Users will require additional training to adapt to keyword-based searches, which may lead to temporary inefficiencies and increased support requests.
   - roles: End Users, Training Coordinators
   - references: https://support.microsoft.com/en-us/office/updates-to-natural-language-based-search-in-microsoft-365-0c819cb0-980c-47c3-8e67-5c4fec6b6b87?preview=true

User Experience Degradation
The transition from natural language to keyword searches may lead to a negative user experience, as users may find it harder to express their search queries.
   - roles: End Users, UX Designers
   - references: https://support.microsoft.com/en-us/office/updates-to-natural-language-based-search-in-microsoft-365-0c819cb0-980c-47c3-8e67-5c4fec6b6b87?preview=true

Increased Search Time
Users may experience longer search times as they adjust to the new keyword-based search method, impacting overall efficiency.
   - roles: End Users, Team Leaders
   - references: https://support.microsoft.com/en-us/office/updates-to-natural-language-based-search-in-microsoft-365-0c819cb0-980c-47c3-8e67-5c4fec6b6b87?preview=true

Potential for Miscommunication
Misunderstandings may arise from the inability to use natural language queries, leading to potential miscommunication in team collaborations.
   - roles: End Users, Project Managers
   - references: https://support.microsoft.com/en-us/office/updates-to-natural-language-based-search-in-microsoft-365-0c819cb0-980c-47c3-8e67-5c4fec6b6b87?preview=true

Configutation Options**

Disable Natural Language Search
Administrators can disable Natural Language Search features in Microsoft 365 applications to enforce keyword-based search usage.
   - technical instructions: Navigate to the Microsoft 365 admin center > Settings > Org settings > Search and intelligence > Disable Natural Language Search.
   - references: https://docs.microsoft.com/en-us/microsoft-365/admin/admin-overview/admin-overview?view=o365-worldwide

Implement Search Filters
Encourage users to utilize search filters to refine their search results effectively after the transition from NL-based to keyword-based searches.
   - technical instructions: In Outlook, use the 'From' filter by clicking on the filter icon and selecting 'From', then enter the desired name.
   - references: https://support.microsoft.com/en-us/office/use-search-filters-in-outlook-1c3b2b4e-4b8e-4b8b-8c3b-1b3c4b4e1c3b

Train Users on Keyword Searches
Provide training sessions or materials to help users adapt to keyword-based searches and understand how to construct effective queries.
   - technical instructions: Create a training module that includes examples of keyword searches and how to use search filters effectively.
   - references: https://support.microsoft.com/en-us/office/search-in-outlook-1b1c1b4e-4b8e-4b8b-8c3b-1b3c4b4e1c3b

Monitor Search Usage
Use Microsoft 365 usage analytics to monitor how users are adapting to the new search methods and identify areas needing additional support.
   - technical instructions: Access the Microsoft 365 admin center > Reports > Usage > Select 'Search' to view analytics.
   - references: https://docs.microsoft.com/en-us/microsoft-365/admin/report-usage-reports?view=o365-worldwide

Feedback Mechanism
Establish a feedback mechanism for users to report issues or challenges faced during the transition to keyword-based searches.
   - technical instructions: Set up a dedicated email or form for users to submit their feedback regarding search functionality.
   - references: https://support.microsoft.com/en-us/office/submit-feedback-in-office-365-0c819cb0-980c-47c3-8e67-5c4fec6b6b87

Potentional Risks**

XXXXXXX ... paid membership only

IT Security**

XXXXXXX ... paid membership only