check before: 2025-09-15
Product:
Microsoft Viva, Microsoft Viva Engage, Teams
Platform:
mobile, Online, World tenant
Status:
Change type:
Admin impact, Feature update, Updated message, User impact
Links:
Details:
Summary:
Microsoft Viva Engage is updating Community Announcement notifications to use a smarter, behavior-based delivery system starting mid-September 2025. Users will receive notifications via their most engaged channel first, with a secondary channel if unopened. Immediate email notifications remain available for urgent announcements. No admin action is required.
Details:
Updated September 4, 2025: We have updated the timeline and content. Thank you for your patience.
Introduction
We hear your feedback about ways we can improve the notifications experience in Viva Engage. It's always a fine balance between ensuring your users are notified of relevant content without notifications feeling too overwhelming or noisy. In response to your feedback, we're rolling out an intelligent notifications experience. Specifically, this change will improve how Community Announcement notifications are delivered. This smarter delivery approach optimizes notifications delivery based on a user's engagement behavior, helping to reduce notifications fatigue while ensuring timely visibility of announcements.
When this will happen
General Availability (Worldwide): We will begin rolling out this change in mid-September 2025 and expect to complete the rollout by early November 2025.
Change Category:
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Scope:
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Release Phase:
Created:
2025-08-28
updated:
2025-09-05
Task Type
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Docu to Check
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MS How does it affect me
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MS Urgency
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MS workload name
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summary for non-techies**
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Direct effects for Operations**
Notification Delivery Changes
Users may miss important announcements if they are not engaged with the selected notification channel, leading to potential delays in receiving critical information.
- roles: End Users, Community Admins
- references: https://www.microsoft.com/en-us/microsoft-365/blog/2025/09/04/announcing-microsoft-viva-engage-smarter-delivery-of-community-announcement-notifications/
User Engagement Fatigue
The new behavior-based delivery system may lead to confusion among users who are accustomed to receiving notifications through multiple channels, potentially resulting in decreased engagement with announcements.
- roles: End Users, Community Admins
- references: https://www.microsoft.com/en-us/microsoft-365/blog/2025/09/04/announcing-microsoft-viva-engage-smarter-delivery-of-community-announcement-notifications/
Immediate Notification Option
Admins may face challenges in ensuring urgent announcements are seen promptly if users do not check their primary notification channel frequently, risking critical information being overlooked.
- roles: Community Admins, End Users
- references: https://www.microsoft.com/en-us/microsoft-365/blog/2025/09/04/announcing-microsoft-viva-engage-smarter-delivery-of-community-announcement-notifications/
Configutation Options**
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Opportunities**
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Potentional Risks**
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Data Protection**
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IT Security**
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Hypothetical Work Council Statement**
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DPIA Draft**
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explanation for non-techies**
Microsoft Viva Engage is making a change to how Community Announcement notifications are delivered, using a smarter, behavior-based system. Think of it like a delivery service that knows your favorite drop-off spot. If you usually pick up packages from your office, the service will deliver there first. If you don't pick it up, they'll try your home next. Similarly, Viva Engage will send notifications through the channel you use most, like Teams, Mobile Push, or Email. If you don't open it there, it will try another channel.
This update aims to reduce the noise of too many notifications by sending them where you're most likely to see them. It's like a smart assistant that knows whether you prefer getting reminders on your phone or computer. The system looks at your past 30 days of activity to decide the best channel, but it doesn't keep this data permanently.
For urgent announcements, there's still an option to send immediate notifications through all channels, ensuring everyone gets the message quickly. This is like a priority mail option for important deliveries.
No action is needed from admins, but it's a good idea to let users know about this change to avoid confusion. It's also helpful to keep an eye on how users respond to these notifications and adjust communication strategies accordingly. This change is part of an effort to make notifications more efficient and less overwhelming, using technology to tailor the experience to each user's habits.
** AI generated content. This information must be reviewed before use.
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change history
| Date | Property | old | new |
| 2025-09-05 | MC Messages | Updated September 3, 2025: We have updated the timeline and content. Thank you for your patience.
Introduction We hear your feedback about ways we can improve the notifications experience in Viva Engage. It's always a fine balance between ensuring your users are notified of relevant content without notifications feeling too overwhelming or noisy. In response to your feedback, we're rolling out an intelligent notifications experience. Specifically, this change will improve how Community Announcement notifications are delivered. This smarter delivery approach optimizes notifications delivery based on a user's engagement behavior, helping to reduce notifications fatigue while ensuring timely visibility of announcements. When this will happen General Availability (Worldwide): We will begin rolling out this change in mid-September 2025 and expect to complete the rollout by the early November 2025. | Updated September 4, 2025: We have updated the timeline and content. Thank you for your patience.
Introduction We hear your feedback about ways we can improve the notifications experience in Viva Engage. It's always a fine balance between ensuring your users are notified of relevant content without notifications feeling too overwhelming or noisy. In response to your feedback, we're rolling out an intelligent notifications experience. Specifically, this change will improve how Community Announcement notifications are delivered. This smarter delivery approach optimizes notifications delivery based on a user's engagement behavior, helping to reduce notifications fatigue while ensuring timely visibility of announcements. When this will happen General Availability (Worldwide): We will begin rolling out this change in mid-September 2025 and expect to complete the rollout by early November 2025. |
| 2025-09-05 | MC Last Updated | 09/03/2025 23:22:22 | 2025-09-04T22:26:57Z |
| 2025-09-05 | MC Summary | Microsoft Viva Engage will roll out smarter Community Announcement notifications from mid-September to early November 2025, delivering alerts via one preferred channel based on user behavior, with a secondary channel if unopened. Immediate multi-channel email notifications remain available for urgent announcements. No admin action is required. | Microsoft Viva Engage is updating Community Announcement notifications to use a smarter, behavior-based delivery system starting mid-September 2025. Users will receive notifications via their most engaged channel first, with a secondary channel if unopened. Immediate email notifications remain available for urgent announcements. No admin action is required. |
| 2025-09-04 | MC MessageTagNames | Feature update, User impact, Admin impact | Updated message, Feature update, User impact, Admin impact |
| 2025-09-04 | MC Summary | Microsoft Viva Engage will roll out smarter Community Announcement notifications in September 2025, delivering alerts via the user's most engaged channel (Teams, Mobile Push, or Email) to reduce notification fatigue. Secondary notifications follow if unopened. This uses recent user behavior data and respects notification preferences. | Microsoft Viva Engage will roll out smarter Community Announcement notifications from mid-September to early November 2025, delivering alerts via one preferred channel based on user behavior, with a secondary channel if unopened. Immediate multi-channel email notifications remain available for urgent announcements. No admin action is required. |
| 2025-09-04 | MC Last Updated | 08/27/2025 23:41:49 | 2025-09-03T23:22:22Z |
| 2025-09-04 | MC Messages | Introduction
We hear your feedback about ways we can improve the notifications experience in Viva Engage. It's always a fine balance between ensuring your users are notified of relevant content without notifications feeling too overwhelming or noisy. In response to your feedback, we're rolling out an intelligent notifications experience. Specifically, this change will improve how Community Announcement notifications are delivered. This smarter delivery approach optimizes notifications delivery based on a user's engagement behavior, helping to reduce notifications fatigue while ensuring timely visibility of announcements. When this will happen General Availability (Worldwide): We will begin rolling out this change in early September 2025 and expect to complete the rollout by the end of September 2025. | Updated September 3, 2025: We have updated the timeline and content. Thank you for your patience.
Introduction We hear your feedback about ways we can improve the notifications experience in Viva Engage. It's always a fine balance between ensuring your users are notified of relevant content without notifications feeling too overwhelming or noisy. In response to your feedback, we're rolling out an intelligent notifications experience. Specifically, this change will improve how Community Announcement notifications are delivered. This smarter delivery approach optimizes notifications delivery based on a user's engagement behavior, helping to reduce notifications fatigue while ensuring timely visibility of announcements. When this will happen General Availability (Worldwide): We will begin rolling out this change in mid-September 2025 and expect to complete the rollout by the early November 2025. |
| 2025-09-04 | MC Title | Microsoft Viva Engage: Smarter delivery of Community Announcement notifications | (Updated) Microsoft Viva Engage: Smarter delivery of Community Announcement notifications |
| 2025-09-04 | MC How Affect | Previously, when an admin created a new Community Announcement, this would send a notification in Teams and Mobile Push immediately, followed by an email notification two hours later if the announcement was not opened already in Teams and/or Mobile Push. With this new update:
Users will now receive the notification in one channel only-either Teams, Mobile Push, or Email. This notification channel may differ by user and is selected based on where a user has opened Engage notifications most frequently in the past 30 days. If the announcement is not opened within two hours in the first notification channel, a secondary notification channel will be sent, also determined by where a user opens Engage notifications most frequently. We will continue to respect all user notification preferences and settings where applicable. If a notification channel is disabled or the app is not installed, it will not be selected as a potential notification channel for the Community Announcement delivery. Note that this change applies only to regular Community Announcements in Viva Engage and does not affect the "essential" Community Announcement feature (where admins can still select the checkbox to send emails immediately -this functionality remains unchanged). What you can do to prepare No admin action is required. However, we recommend: Informing your users about the new notifications change to reduce confusion Monitoring user feedback and engagement with Community Announcements' notifications delivery Reviewing internal communication strategies to align with the new notification's behavior Compliance AreaExplanation Does the change alter how existing customer data is processed, stored, or accessed?Yes. Notification delivery logic now uses user behavior data (last 30 days of notification engagement) to determine delivery channels. This data is used to personalize delivery but is not stored permanently. Does the change introduce or significantly modify AI/ML or agent capabilities that interact with or provide access to customer data?Yes. The system uses behavioral data to determine the most effective notification channel, which is a form of machine learning-based personalization. Does the change provide a new way of communicating between users, tenants, or subscriptions?Yes. The change modifies how users receive communications (Community Announcements) by introducing a dynamic, behavior-based delivery method. | Previously, when an admin created a new Community Announcement, this would send a notification in Teams and Mobile Push immediately, followed by an email notification two hours later if the announcement was not opened already in Teams and/or Mobile Push. With this new update:
Users will now receive the notification in one channel only-either Teams, Mobile Push, or Email. This notification channel may differ by user and is selected based on where a user has opened Engage notifications most frequently in the past 30 days. If the announcement is not opened within two hours in the first notification channel, a secondary notification channel will be sent, also determined by where a user opens Engage notifications most frequently. We will continue to respect all user notification preferences and settings where applicable. If a notification channel is disabled or the app is not installed, it will not be selected as a potential notification channel for the Community Announcement delivery. Note that this change applies only to regular Community Announcements in Viva Engage and does not affect the "immediate" Community Announcement feature (where admins can still select the checkbox to send emails immediately -this functionality remains unchanged). Can I still notify Community users via email immediately (along with other notification channels)? Yes! In Viva Engage, we offer an option to send an "immediate" Community Announcement. With this feature, Community admins can choose to send email notifications immediately after posting a Community Announcement, even if a user has opted out of receiving emails. All other notification channels will also send immediately along with email, including Teams and Mobile Push. Therefore, we recommend admins to use this feature when there is a Community Announcement that requires immediate attention from users. Community Admins can find this "immediate" Community Announcement option by firstly navigating to the announcement publisher and selecting the hyperlinked "option to send emails immediately" at the bottom of the publisher. Upon clicking this option, an additional pop-up box will open called "Immediate email delivery". By selecting this checkbox, this will ensure that all three notification channels - Email, Teams, and Mobile Push - will send to customers immediately after a Community Announcement is made. What you can do to prepare No admin action is required. However, we recommend: Informing your users about the new notifications change to reduce confusion Monitoring user feedback and engagement with Community Announcements' notifications delivery Reviewing internal communication strategies to align with the new notification's behavior Compliance AreaExplanation Does the change alter how existing customer data is processed, stored, or accessed?Yes. Notification delivery logic now uses user behavior data (last 30 days of notification engagement) to determine delivery channels. This data is used to personalize delivery but is not stored permanently. Does the change introduce or significantly modify AI/ML or agent capabilities that interact with or provide access to customer data?Yes. The system uses behavioral data to determine the most effective notification channel, which is a form of machine learning-based personalization. Does the change provide a new way of communicating between users, tenants, or subscriptions?Yes. The change modifies how users receive communications (Community Announcements) by introducing a dynamic, behavior-based delivery method. |
Last updated 3 weeks ago
