MC958905 – UI Changes to the Microsoft 365 app (archived)

Product:

Copilot, Copilot Chat, Microsoft 365 admin center, Microsoft 365 Apps, Microsoft 365 Copilot, Microsoft 365 suite, SharePoint, Windows

Platform:

Developer, Online, Web, World tenant

Status:

Change type:

Feature update, User impact, Admin impact

Links:

MC958903

Details:

As noted in MC958903, we are updating the Microsoft 365 app name and icon to Microsoft 365 Copilot in mid-January 2025. In addition, we are evolving the app's UI to support future AI-first experiences. Key changes include reducing the top app header, consolidating all app-level tools and settings into the App toolbar on the left, and retiring features like Help me create and My Day from the app.
[When will this happen:]
These changes will begin rolling out in the Microsoft 365 Copilot app (web, Windows) starting in mid-January 2025. This is a phased rollout, so not all users will receive the update simultaneously.

Change Category:
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Scope:
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Release Phase:

Created:
2024-12-17

updated:
2024-12-17

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**

UI Changes Impact on Navigation
The removal of the top header and the 'Back' button may confuse users, leading to difficulties in navigation and increased time to complete tasks.
   - roles: End Users, Support Staff
   - references: https://techcommunity.microsoft.com/t5/microsoft-365-blog/announcing-microsoft-365-copilot/ba-p/3751230

Loss of Features
The retirement of 'Help me create' and 'My Day' features may disrupt users' workflows, as they will lose functionalities that aid in document creation and task management.
   - roles: End Users, Project Managers
   - references: https://techcommunity.microsoft.com/t5/microsoft-365-blog/announcing-microsoft-365-copilot/ba-p/3751230

Search Experience Changes
While the search functionality remains, the change in placement may lead to initial confusion, affecting users' ability to quickly find content.
   - roles: End Users, Content Managers
   - references: https://techcommunity.microsoft.com/t5/microsoft-365-blog/announcing-microsoft-365-copilot/ba-p/3751230

Branding and Logo Removal
The absence of the organization logo in the app may affect brand visibility and user recognition, leading to a less personalized experience.
   - roles: End Users, Marketing Team
   - references: https://techcommunity.microsoft.com/t5/microsoft-365-blog/announcing-microsoft-365-copilot/ba-p/3751230

User Awareness and Training Needs
Without proper communication about the changes, users may feel unprepared and frustrated, leading to decreased productivity and increased support requests.
   - roles: IT Administrators, End Users
   - references: https://techcommunity.microsoft.com/t5/microsoft-365-blog/announcing-microsoft-365-copilot/ba-p/3751230

Configutation Options**

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Opportunities**

Enhanced User Navigation
With the new UI consolidating tools into the left App toolbar, users can benefit from a more streamlined navigation experience, reducing the time spent searching for settings and tools. This can lead to increased productivity as users can access frequently used features more quickly.
   - next-steps: Conduct user training sessions to familiarize users with the new navigation layout and gather feedback on their experience to further refine the interface.
   - roles: End Users, Productivity Managers, IT Support Teams
   - references: https://techcommunity.microsoft.com/t5/microsoft-365-blog/microsoft-365-copilot-the-future-of-ai-in-productivity/ba-p/3864920

Improved AI Integration
The consolidation of AI-rich experiences such as Microsoft 365 Copilot Chat and Copilot Pages will provide users with a cohesive platform for leveraging AI in their workflows. This can enhance user engagement and promote the use of AI tools for document creation and brainstorming.
   - next-steps: Develop a strategy to promote the use of AI features within the organization, including workshops and informational resources that highlight the benefits and use cases of these tools.
   - roles: Content Creators, Team Leaders, Project Managers
   - references: https://www.microsoft.com/en-us/microsoft-365/blog/2024/11/12/introducing-microsoft-365-copilot/

Streamlined Feedback Mechanism
By relocating the feedback button to the bottom left toolbar, users can more easily provide input on their experience with the app. This could lead to improved app performance and user satisfaction as their feedback can be collected and acted upon more efficiently.
   - next-steps: Establish a regular feedback loop where user insights are reviewed and prioritized for future updates, ensuring that user voices are heard in the development process.
   - roles: Product Managers, User Experience Designers, IT Administrators
   - references: https://learn.microsoft.com/en-us/microsoft-365/enterprise/microsoft-365-copilot-feedback?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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