check before: 2024-11-01
Product:
Entra, Microsoft 365 admin center, Microsoft Viva, Microsoft Viva Amplify, SharePoint
Platform:
Online, World tenant
Status:
Change type:
Feature update, User impact, Admin impact
Links:
Details:
Summary:
New automatic footers will be added to emails sent from Microsoft Viva Amplify and SharePoint when sharing SharePoint News posts. These footers will include the customer logo, a Microsoft-generated statement, and a privacy statement link. Rollout begins early November 2024 and completes by mid-November. No admin action is required before the rollout. Organizations should update configurations and inform internal communicators.
Details:
Email sent from Microsoft Viva Amplify and from Microsoft SharePoint when SharePoint News posts are shared will contain a new required footer. Effective immediately, we will add this footer to all email sent from these products.
[When this will happen:]
General Availability (Worldwide): We began rolling out early November 2024 and expect to complete by mid-November 2024.
Change Category:
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Scope:
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Release Phase:
Created:
2024-11-14
updated:
2025-01-15
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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Pictures
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summary for non-techies**
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Direct effects for Operations**
Automatic Email Footer Implementation
New required footers will be automatically added to emails, which may lead to confusion among users who are not aware of the change, potentially affecting communication clarity.
- roles: Internal Communicators, End Users
- references: https://learn.microsoft.com/entra/fundamentals/how-to-customize-branding
Branding and Privacy Statement Configuration
If organizations have not configured their logo and privacy statement, the default Microsoft branding will be used, which may not align with the organization's identity and could lead to trust issues with recipients.
- roles: IT Administrators, Marketing Team
- references: https://learn.microsoft.com/entra/fundamentals/how-to-customize-branding
Potential Duplication of Information
Internal communicators may have manually added footers or privacy links, leading to duplication and inconsistency in email communications if they are not informed of the automatic footer change.
- roles: Internal Communicators, Compliance Officers
- references: https://learn.microsoft.com/entra/fundamentals/how-to-customize-branding
Configutation Options**
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Opportunities**
Enhance Brand Consistency
With the automatic addition of company logos and statements in email footers, organizations can ensure that all communications maintain brand consistency, which can improve user trust and recognition.
- next-steps: Review and configure the logo and privacy policy in the Entra admin center to align with brand guidelines. Communicate the importance of brand consistency to all relevant teams.
- roles: Marketing Team, Communications Team, IT Administrators
- references: https://learn.microsoft.com/entra/fundamentals/how-to-customize-branding
Streamline Internal Communication Processes
By automating the footer addition, organizations can reduce the need for manual updates to email templates, thus streamlining communication processes and reducing the risk of errors or inconsistencies in email footers.
- next-steps: Conduct a review of current email communication practices and identify areas where manual footers are being used. Train staff on the new automated process to ensure compliance and understanding.
- roles: Communications Team, IT Administrators
- references: https://learn.microsoft.com/en-us/microsoft-365/admin/setup/add-your-organizations-logo?view=o365-worldwide
Improve Compliance with Privacy Regulations
The inclusion of a privacy statement link in email footers can help organizations comply with privacy regulations by ensuring that recipients have easy access to the organization's privacy policy, enhancing transparency.
- next-steps: Ensure that the privacy policy is correctly configured in the Entra admin center. Review and update the policy as necessary to meet compliance standards and inform staff about its importance.
- roles: Compliance Officer, Legal Team, IT Administrators
- references: https://learn.microsoft.com/en-us/microsoft-365/compliance/privacy?view=o365-worldwide
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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