MC892652 – Microsoft Outlook: Adding security to feedback policy checks across all user accounts (archived)

Microsoft Exchange Logo

check before: 2024-09-30

Product:

Exchange, Microsoft 365 Apps, Microsoft 365 for the web, Outlook

Platform:

Online, Web, Windows Desktop, World tenant

Status:

Launched

Change type:

Feature update, User impact, Admin impact

Links:

416296

Details:

Summary:
Microsoft Outlook is enhancing security by making feedback policy checks more restrictive across all user accounts. Eligibility for feedback submission will be based on the most restrictive policy value among a user's accounts. This change will start rolling out in late September 2024 for Targeted Release and in late October 2024 for General Availability. No admin action is required before the rollout.

Details:
Before this rollout, when we determine whether a user is entitled to submit feedback for Microsoft Outlook, we only look at the feedback policy for a user's primary account (also known as the global account). This message applies to new Outlook on Windows desktop and Outlook on the web.
After this rollout, we will make the feedback policy check more restrictive, which is more secure. We will base their eligibility on the most feedback restrictive policy value in all of the user's accounts. For example, if any of the user's accounts have feedback disabled by a policy, we will not show the Feedback button in the Help tab of the ribbon in Outlook for any of their accounts.
This message is associated with Microsoft 365 Roadmap ID 416296.
[When this will happen:]
Targeted Release: We will begin rolling out late September 2024 and expect to complete by late October 2024.
General Availability (Worldwide): We will begin rolling out late October 2024 and expect to complete by late November 2024.

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2024-09-19

updated:
2024-09-19

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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MS workload name

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linked item details

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summary for non-techies**

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Direct effects for Operations**

Loss of Feedback Submission
Users with any account that has feedback disabled will lose the ability to submit feedback across all their accounts, potentially leading to frustration and lack of communication with IT.
   - roles: End Users, IT Support
   - references: https://support.microsoft.com/office/contact-support-and-provide-feedback-in-new-outlook-for-windows-4a4bcc80-c71e-4e44-97c1-d0e62452ef4a, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=416296

User Experience Degradation
The removal of the Feedback button in the Help tab may lead to a negative user experience, as users will be unable to provide feedback or report issues effectively.
   - roles: End Users, Product Managers
   - references: https://support.microsoft.com/office/contact-support-and-provide-feedback-in-new-outlook-for-windows-4a4bcc80-c71e-4e44-97c1-d0e62452ef4a, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=416296

Increased Support Queries
The change may lead to an increase in support queries from users who are confused about the new feedback policy and its implications, straining IT resources.
   - roles: IT Support, Help Desk Staff
   - references: https://support.microsoft.com/office/contact-support-and-provide-feedback-in-new-outlook-for-windows-4a4bcc80-c71e-4e44-97c1-d0e62452ef4a, https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=416296

Configutation Options**

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Opportunities**

Enhanced User Security Training
With the introduction of more restrictive feedback policies, there is an opportunity to enhance user security training regarding data handling and feedback submission processes. This will ensure users understand the implications of feedback policies and the importance of maintaining security across all accounts.
   - next-steps: Develop and implement a training program that focuses on the new feedback policies and best practices for account security. Schedule training sessions and create documentation for users.
   - roles: IT Administrators, Security Officers, Training Coordinators
   - references: https://www.microsoft.com/security/blog/2021/06/16/5-steps-to-boost-your-security-awareness-training/

Streamlined Feedback Management Process
The new policy allows for a centralized approach to managing feedback submissions across multiple accounts, reducing the complexity of managing feedback for users with multiple accounts. This can streamline the process for IT support and enhance user experience.
   - next-steps: Review current feedback management processes and align them with the new policy. Update internal documentation and support materials to reflect the streamlined process.
   - roles: IT Support Staff, Feedback Managers, Operations Managers
   - references: https://techcommunity.microsoft.com/t5/microsoft-365-admin-center-blog/microsoft-365-admin-center-new-features-and-improvements/ba-p/1650521

Automated Notifications for Policy Changes
Implementing automated notifications for users when their feedback policy changes can improve user experience by keeping them informed. This proactive approach helps users understand their access to feedback features and reduces confusion.
   - next-steps: Develop a notification system that alerts users when their feedback policy changes, ensuring they are aware of the restrictions and can adapt accordingly. Test the system for effectiveness before full implementation.
   - roles: IT Administrators, User Experience Designers, Communication Managers
   - references: https://www.forbes.com/sites/bernardmarr/2020/06/29/how-to-improve-customer-experience-with-automated-notifications/?sh=5a8d8b8f7a3b

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**

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** AI generated content. This information must be reviewed before use.

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