[m365weekly] #180

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Issue #180

☁️Productivity & Modern Workplace

Outlook client will be switched to the new Outlook. Starting April 2026, Microsoft 365 customers will automatically switch to the new modern Outlook client, which aligns with the Outlook Web Access UI and offers similar features. This transition won’t affect users with Office perpetual licenses, Exchange on-premises accounts, or those where the policy hides the new Outlook toggle. By planning ahead, you can smoothly manage this shift to the updated Outlook experience

How to use OneNote Templates: Complete Guide. OneNote templates are pre-made page designs that help organize your notes efficiently, offering a structured starting point for tasks like lecture notes, project overviews, or just adding aesthetic touches. Sharing your custom templates with others is easy, and you can even save entire notebooks as templates to streamline larger projects.

How Organization Charts in Microsoft 365 Drive Organizational Efficiency. Microsoft 365’s organizational charts offer a visual guide to your company’s hierarchy, helping you identify reporting lines and key collaborators. Accessible in Teams, SharePoint, and Outlook, they rely on accurate Entra ID data to function.

[FEATURED STORY] When the phishing simulation author fails the test

Source article: I failed a phishing simulation.

Why it matters: Phishing simulations train us to spot real threats. The more realistic they are, the better prepared we become.

Key scenarios:

  • Microsoft Email: Mimicked a real phishing attempt but made clues more obvious. Staff still found it too real.
  • HR Email: Collaborated with HR to fake a hybrid work bonus. Many clicked, questioning its legitimacy.
  • Payroll Email: Sent on payday from a payroll system, with CEO approval. Errors were ignored by many.

Reality check: Phishers use public sources like LinkedIn to craft convincing attacks. If they used spell checkers or AI, these would be even tougher to spot.

Surprising offenders: IT pros were often the worst repeat offenders in our simulations.

Stopping repeat offenders: They considered escalating consequences, from training to dismissal, highlighting the high stakes—one click can compromise sensitive info and cause significant damage.

He failed: Distracted in an Uber, he clicked on a suspicious email attachment without proper scrutiny.

The takeaway: Failing a simulation is a learning opportunity. It’s better to fail a test than fall for a real attack.
Stay vigilant and appreciate the training.

☁️Copilot & AI

Is GPT better at translating than translation engines? GPT models perform surprisingly well in translations, especially from high-resource languages to English, but they aren’t generally better than neural machine translation (NMT) engines. Find out why in the article.

Building reusable AI Prompts in Copilot Studio to increase productivity. Co-pilot Studio in Microsoft Power Platform allows you to create custom AI agents and extend existing Co-pilots, enhancing user interaction across various platforms. AI Builder enables crafting of AI prompts and simplifies inputs using adaptive cards.

☁️Sysadmin Stuff

Entra Connect: Soft Match and Hard Match. When using Entra Connect to sync identities between your on-premises Active Directory and Microsoft Entra, the system first attempts a Hard Match, which associates a cloud object with an on-premises object using an Immutable ID. If a Hard Match isn’t possible, it tries a Soft Match based on email or UserPrincipalName. Proper configuration and understanding of attributes are crucial for seamless synchronization. (Article in the German language).

Revoke user access in case of an emergency with a single click. When you need to quickly revoke access for a compromised user account or during employee termination, Azure Logic Apps can automate this process with minimal coding.

Recover Mailbox Data with Delicensing Resiliency Feature in Exchange Online. Accidental license removal in Exchange Online can disrupt services, but the Delicensing Resiliency feature extends the grace period to 60 days, allowing for error correction. It applies to larger tenants with over 10,000 non-trial licenses and requires activation via PowerShell. Both admins and users receive notifications to help prevent data loss.

☁️Security & Data Governance

Cold-storage: upcoming changes for unlicensed OneDrive accounts. Starting January 27, 2025, unlicensed OneDrive accounts with active retention policies will be automatically archived after 93 days, incurring storage and reactivation fees. To manage costs and data effectively, consider revising retention policies, updating OneDrive usage guidelines, or using deletion policies to prevent unnecessary archiving.

Microsoft Security Copilot: 5 ways to leverage it. Microsoft Security Copilot is an AI-powered tool that enhances your cybersecurity by integrating smoothly with existing systems, offering real-time threat detection and automated responses. Its consumption-based pricing model lets you adjust costs to fit your needs while maintaining data privacy. Though there’s a learning curve, its accuracy and seamless integration make it a valuable asset for bolstering your security strategy.

☁️Noteworthy (long)reads

Low-Cost VPNs: Secure and Affordable Options for Budget-Conscious Users. If you’re seeking a budget-friendly VPN, several options offer robust features without the hefty price tag. PrivadoVPN, Mullvad, and Windscribe provide user-friendly interfaces, strong security protocols, and reliable performance, with plans ranging from free to modest monthly fees. For those focused on privacy and speed, LightningX, Proton VPN, and Ivacy VPN deliver high-speed connections, no-logs policies, and global server access, ensuring secure browsing and streaming at competitive prices.

The Impact of Generative AI on Technology Websites. Website traffic is declining significantly as generative AI tools like ChatGPT and Microsoft Copilot provide information directly to users, reducing visits to original content sources. This trend is impacting revenue for content-rich sites, leading to layoffs and potential closures. The convenience for users contrasts with challenges faced by these websites in maintaining sustainability.

DATES TO KEEP IN MIND

End of 2024 – Mail and Calendar Apps in Windows will be retired. The new Outlook will be installed on new Windows 11 devices.

October 2026 – Retirement of Microsoft Publisher app which has been a part of Office Suite for years.

☁️Classifieds

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☁️On a Less Serious Note

☁️ Last but not least …

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