MC1163778 – (Updated) Microsoft 365: Visual refresh of app icons (archived)

Product:

Copilot, Microsoft 365 Apps

Platform:

mobile, Online, Web, World tenant

Status:

Change type:

Admin impact, Feature update, Updated message, User impact

Links:

Details:

Summary:
Microsoft 365 is updating app icons for Word, Excel, PowerPoint, and others with a unified, symbol-led design reflecting Copilot integration. Rollout starts October 2025 across web, desktop, and mobile. This is a visual-only change with no impact on functionality or settings. No admin action required.

Details:
Updated October 24, 2025: We have updated the content below. Thank you for your patience
[Introduction:]
We're introducing refreshed Microsoft 365 app icons for Word, Excel, PowerPoint, and the rest of Microsoft 365 productivity tools. The newly designed Microsoft 365 icons reflect a strategic shift in Microsoft 365-unified, intuitive, and designed for flow across every canvas. As Copilot connects Microsoft 365 apps into a single, intelligent experience, the icons embody that transformation with cleaner shapes, vibrant colors, and a connected design system nodding to Copilot's influence. The icons are rolling out in the coming weeks across web, desktop, and mobile for both individuals and organizations.
Mobile app icons will no longer include letterplates. We understand this update may feel unexpected, but it reflects our move toward a symbol-led design that is inclusive, globally consistent, and visually cohesive. App names will continue to appear below each icon for clear navigation. There is no change to letterplates on web or desktop icons, but users will notice the removal of letterplates from launch screens.
There are no changes to app functionality or user settings.
[When this will happen:]
General Availability (Worldwide): Rollout begins in early October 2025 and will roll out in phases across web, desktop, and mobile platforms. Completion is expected by late October 2025.

Change Category:
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Scope:
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Release Phase:

Created:
2025-10-02

updated:
2025-10-25

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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Pictures

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summary for non-techies**

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Direct effects for Operations**

Visual Confusion
Users may experience confusion due to the presence of both old and new icons during the rollout, potentially leading to mistakes in app selection.
   - roles: End Users, Helpdesk Staff
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2025/10/24/microsoft-365-visual-refresh-of-app-icons/

Training Material Updates
Existing training materials and internal documentation may become outdated, requiring updates to reflect the new iconography, which could lead to inconsistencies in user training.
   - roles: Training Coordinators, Content Managers
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2025/10/24/microsoft-365-visual-refresh-of-app-icons/

User Experience Disruption
The visual change may disrupt user experience as users adapt to the new icons, potentially affecting productivity during the transition period.
   - roles: End Users, IT Support Staff
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2025/10/24/microsoft-365-visual-refresh-of-app-icons/

Configutation Options**

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Opportunities**

Enhanced User Training and Support Materials
With the visual refresh of app icons, there is an opportunity to update internal training materials and help documentation to ensure users are familiar with the new icons. This can enhance user experience by reducing confusion and improving navigation within the apps.
   - next-steps: Audit existing training materials and documentation for references to old icons, update them with new visuals, and distribute to all users. Consider scheduling training sessions to familiarize users with the new design.
   - roles: Training Coordinators, Helpdesk Staff, IT Support Teams
   - references: https://techcommunity.microsoft.com/t5/microsoft-365-blog/introducing-new-app-icons-for-microsoft-365/ba-p/3791870

Improved Communication Strategy
The rollout of new app icons provides an opportunity to enhance communication strategies within the organization. Informing users about the changes can mitigate confusion and improve overall user satisfaction.
   - next-steps: Develop a communication plan that includes email announcements, intranet updates, and FAQ documents addressing the changes. Ensure that helpdesk staff are well-informed to assist users effectively during the transition.
   - roles: Communication Managers, IT Managers, Helpdesk Staff
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2025/10/24/whats-new-in-microsoft-365-october-2025/

User Feedback Collection
As users experience the new icons, there is an opportunity to collect feedback on the design and usability. This feedback can inform future updates and improvements to the Microsoft 365 suite.
   - next-steps: Implement a feedback mechanism, such as surveys or focus groups, to gather user opinions on the new icons. Analyze the feedback to identify trends and areas for improvement in user experience.
   - roles: Product Managers, UX Designers, IT Support Teams
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2025/10/24/whats-new-in-microsoft-365-october-2025/

Potentional Risks**

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IT Security**

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explanation for non-techies**

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