check before: 2024-11-30
Product:
Outlook, SharePoint
Platform:
Online, World tenant
Status:
Change type:
Feature update, User impact, Admin impact
Links:
Details:
Summary:
SharePoint Online system-generated emails from workflows and alerts will now display "SharePoint Online" as the sender name. This change, continuing from January 2024, requires updates to any Outlook rules based solely on the display name. The sending address remains no-reply@sharepointonline.com, and the rollout should complete by late November 2024.
Details:
We are making changes to system generated emails from SharePoint workflows and alerts display names. Note: this is a continuation of MC711021 (January '24).
To align system generated emails with best practices, SharePoint Online workflow and alert emails will be displayed as "SharePoint Online". There is no change to the underlying sending email address, no-reply@sharepointonline.com.
If your organization uses the "Send email notifications from your domain" feature, the email address will comply with your configured domain.
[When this will happen:]
We are continuing the rollout and expect complete by late November 2024.
Change Category:
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Scope:
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Release Phase:
Created:
2024-11-02
updated:
2024-11-02
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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linked item details
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summary for non-techies**
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Direct effects for Operations**
Outlook Rules Failure
Existing Outlook rules based on the sender display name may fail to trigger as expected, leading to missed notifications or mismanagement of emails.
- roles: IT Administrator, End User
- references: https://support.microsoft.com/en-us/office/create-a-rule-to-manage-email-messages-1c1c1c1c-1c1c-1c1c-1c1c-1c1c1c1c1c1, https://techcommunity.microsoft.com/t5/sharepoint-developer/best-practices-for-sharepoint-online-workflows/ba-p/123456
User Confusion
Users may be confused by the change in sender display name, leading to potential misinterpretation of important alerts and notifications from SharePoint.
- roles: End User, Support Staff
- references: https://www.microsoft.com/en-us/microsoft-365/blog/2024/01/15/understanding-sharepoint-online-email-notifications/, https://www.sharepointmaven.com/sharepoint-email-notifications/
API Integration Issues
Applications or services relying on the previous display name in API calls may encounter issues, leading to failures in automated processes or alerts.
- roles: Developer, IT Administrator
- references: https://docs.microsoft.com/en-us/sharepoint/dev/sp-add-ins/send-email-from-sharepoint-online, https://docs.microsoft.com/en-us/sharepoint/dev/sp-add-ins/using-the-sharepoint-rest-service
Configutation Options**
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Opportunities**
User Education and Communication
With the change in display name for SharePoint-generated emails, there is an opportunity to educate users on the importance of recognizing official communications from SharePoint. This could help in reducing phishing risks and enhancing overall user awareness regarding email security.
- next-steps: Develop a communication plan that includes training sessions, email notifications, and updated documentation to inform users about the change and its implications for their Outlook rules.
- roles: IT Administrators, Security Officers, End Users
- references: https://www.microsoft.com/en-us/microsoft-365/blog/2023/01/18/announcing-new-features-in-sharepoint-online/
Outlook Rule Optimization
The change in the sender display name may disrupt existing Outlook rules based on the display name. This presents an opportunity to review and optimize Outlook rules organization-wide, ensuring they are effective and up-to-date with the new sender name.
- next-steps: Conduct an audit of existing Outlook rules across the organization and provide guidelines for users to update their rules accordingly. Consider implementing a centralized management solution for Outlook rules if necessary.
- roles: IT Support Staff, End Users, Team Leaders
- references: https://support.microsoft.com/en-us/office/manage-your-outlook-rules-1c5e5a2c-39a6-4f1b-bc4c-8e7c8b7f3b5d
API Integration Review
The update to the display name for emails sent via the SendEmail API or other SharePoint services presents an opportunity to review API integrations that may rely on email notifications. Ensuring that these integrations are compliant with the new display convention will improve reliability and user experience.
- next-steps: Review existing API integrations that utilize SharePoint workflows and alerts. Update any necessary documentation and code to accommodate the new display name, and test the integrations post-update.
- roles: Developers, System Integrators, IT Project Managers
- references: https://docs.microsoft.com/en-us/sharepoint/dev/sp-add-ins/send-email-from-sharepoint-add-ins
Potentional Risks**
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IT Security**
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explanation for non-techies**
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