check before: 2024-09-01
Product:
Exchange, Microsoft 365 Apps, Outlook, Purview Communication Compliance, Purview Information Protection
Platform:
Android, iOS, Online, US Instances, World tenant
Status:
Change type:
Feature update, User impact
Links:
Details:
Summary:
Outlook for iOS and Android will prompt users to open PDFs with sensitivity labels in the Microsoft 365 app starting early September 2024, with full rollout by late October. This update is automatic and requires no admin action but informing users is recommended.
Details:
When users in Microsoft Outlook for iOS or Android select a PDF file protected with Microsoft Purview Information Protection sensitivity labels, they will be prompted to open the file in the Microsoft 365 app.
[When this will happen:]
General Availability (Worldwide, GCC, GCC High): We will begin rolling out early September 2024 and expect to complete by late October 2024.
Change Category:
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Scope:
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Release Phase:
Created:
2024-09-05
updated:
2024-09-05
Task Type
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Docu to Check
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MS How does it affect me
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Direct effects for Operations**
User Experience with PDF Handling
Users may experience confusion or frustration when attempting to open PDFs with sensitivity labels in Outlook, as they will be prompted to switch to the Microsoft 365 app, which may not be installed on all devices.
- roles: End Users, IT Support
- references: https://techcommunity.microsoft.com/t5/microsoft-365-blog/microsoft-outlook-updated-handling-of-pdfs-with-purview/ba-p/3851230
Increased Dependency on Microsoft 365 App
The automatic prompt to open PDFs in the Microsoft 365 app may lead to increased dependency on this app, potentially causing issues for users who do not have it installed or are unfamiliar with its functionality.
- roles: End Users, IT Support
- references: https://techcommunity.microsoft.com/t5/microsoft-365-blog/microsoft-outlook-updated-handling-of-pdfs-with-purview/ba-p/3851230
Configutation Options**
Restrict PDF Handling with Sensitivity Labels
You can restrict how PDFs with sensitivity labels are handled in Outlook for iOS and Android by configuring settings in the Microsoft Purview Information Protection.
- technical instructions: 1. Go to the Microsoft Purview compliance portal. 2. Navigate to 'Solutions' > 'Information protection'. 3. Select 'Labels' and choose the label you want to configure. 4. Under 'File protection', adjust the settings for PDF handling as needed.
- references: https://learn.microsoft.com/en-us/microsoft-365/compliance/information-protection?view=o365-worldwide, https://learn.microsoft.com/en-us/microsoft-365/compliance/sensitivity-labels?view=o365-worldwide
User Notification and Documentation Update
Although no admin action is required, it is advisable to inform users about the upcoming changes to PDF handling in Outlook for iOS and Android.
- technical instructions: 1. Draft a communication to inform users about the change. 2. Update internal documentation to reflect the new process for handling PDFs with sensitivity labels. 3. Consider scheduling a training session or Q&A to address user concerns.
- references: https://learn.microsoft.com/en-us/microsoft-365/admin/admin-overview/communicate-with-your-users?view=o365-worldwide, https://learn.microsoft.com/en-us/microsoft-365/admin/admin-overview/faq?view=o365-worldwide
IT Security**
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