MC788952 – (Updated) Updated handling of Microsoft Office documents in Microsoft Outlook for iOS and Android

Product:

Microsoft 365 Apps, Outlook

Platform:

Android, iOS, mobile, US Instances, World tenant

Status:

Change type:

Feature update, Updated message, User impact

Links:

Details:

Summary:
The update for Microsoft Outlook on iOS and Android now prioritizes standalone Microsoft Office apps over the Microsoft 365 app for opening document files. Rollout starts mid-September 2024 and ends mid-November 2024. Organizations should adjust app policies and inform users accordingly.

Details:
Updated October 22, 2024: We have updated the content. Thank you for your patience.
With this feature update, if both the Microsoft 365 app and the standalone apps for Microsoft Word, Microsoft Excel, or Microsoft PowerPoint are installed on a user's mobile device, the standalone app will be given preference for opening its respective file type over the Microsoft 365 app.
[When this will happen:]
General Availability (Worldwide, GCC, GCC High, DoD): We will begin rolling out mid-September 2024 (previously early August) and expect to complete by mid-November 2024 (previously mid-October).

Change Category:
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Scope:
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Release Phase:

Created:
2024-04-30

updated:
2024-10-24

Task Type

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Docu to Check

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MS How does it affect me

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summary for non-techies**

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Direct effects for Operations**

Change in Document Opening Behavior
Users will experience a shift in how documents are opened, potentially leading to confusion if they are accustomed to using the Microsoft 365 app. This may result in increased support requests and user frustration.
   - roles: End Users, IT Support Staff
   - references: https://techcommunity.microsoft.com/t5/outlook-blog/changes-to-file-open-behavior-for-word-excel-and-powerpoint/ba-p/4275937

Need for Policy Adjustments
Organizations may need to revise app management policies to accommodate the new preference for standalone apps, which could lead to temporary disruptions in document handling processes.
   - roles: IT Administrators, Compliance Officers
   - references: https://techcommunity.microsoft.com/t5/outlook-blog/changes-to-file-open-behavior-for-word-excel-and-powerpoint/ba-p/4275937

User Training and Documentation Updates
The change necessitates updates to user training and documentation, which if not done promptly, can lead to improper usage of the applications and decreased productivity.
   - roles: Training Coordinators, End Users
   - references: https://techcommunity.microsoft.com/t5/outlook-blog/changes-to-file-open-behavior-for-word-excel-and-powerpoint/ba-p/4275937

Configutation Options**

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Opportunities**

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Potentional Risks**

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IT Security**

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explanation for non-techies**

Microsoft has made a change to how documents are opened in the Outlook app on iOS and Android devices. Imagine you have a toolbox at home with various tools for different tasks. You might have a multi-tool that can do a bit of everything, but you also have specific tools like a hammer, screwdriver, or wrench that are better suited for certain jobs. In this analogy, the Microsoft 365 app is like the multi-tool, while the standalone apps for Word, Excel, and PowerPoint are like the specific tools.

Previously, when you received a document via email in Outlook on your mobile device, it would suggest using the Microsoft 365 app (the multi-tool) to open it, even if you had the specific app (the hammer, screwdriver, or wrench) installed. With the update, Outlook will now suggest using the specific app that is best suited for the document type you are trying to open. So, if you receive a Word document, it will prompt you to open it with the Word app instead of the Microsoft 365 app.

This change means that organizations may need to review their app policies. If you currently only allow the use of the Microsoft 365 app for opening documents, you might want to consider allowing the standalone apps as well. It's also a good idea to inform your team about this update so they know what to expect and can adjust their workflows accordingly. This is similar to letting everyone in the household know that the specific tools are now preferred for certain tasks, ensuring that the job gets done more efficiently.