[m365weekly] #187

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Issue #187

☁️Productivity & Modern Workplace

Outlook PST files and OneDrive. When you move Documents to OneDrive, it disrupts Outlook’s ability to locate PST files, resulting in errors. This happens because Outlook doesn’t automatically update the file path for PST files. OST files, used for online-synced mailboxes, aren’t affected by this issue.

Trackable newsletters are coming to new Outlook and web. Starting August 2025, you’ll be able to create, distribute, and track internal email newsletters using new Outlook for Windows and Outlook for the web. This feature includes rich elements and engagement management tools. Colleagues can discover and subscribe to newsletters of interest via the new Explore page. This feature is not intended to be a substitute for email marketing platforms.

SharePoint vs. File Server: Which is Right for Your Business? SharePoint offers excellent collaboration, security, and Microsoft 365 integration, ideal for shared documents. It’s scalable with advanced features like document management. File servers are simpler and cost-effective for smaller setups but lack advanced tools. Moving to SharePoint can enhance efficiency and productivity.

[FEATURED STORY] DeepSeek fails security tests

Source: DeepSeek AI Fails Multiple Security Tests, Raising Red Flag for Businesses

The Big Picture. DeepSeek, a Chinese generative AI model, has faced significant criticism for failing multiple security tests, raising serious concerns for businesses and users. Researchers have identified vulnerabilities such as weak encryption, SQL injection flaws, and the ability to generate harmful content, including malware and viruses. The model’s susceptibility to jailbreaking and its tendency to produce toxic output have also been highlighted. Additionally, DeepSeek’s data transmission practices, including sending user data to Chinese state-linked entities, have raised privacy and national security concerns.

Why is it important? The security issues with DeepSeek are important for several reasons:

Regulatory Scrutiny: European data protection authorities have launched investigations into DeepSeek’s data handling practices, highlighting the need for stricter compliance with international data regulations.

National Security Concerns: DeepSeek’s data transmission to Chinese state-linked entities raises concerns about national security and user privacy, especially given China’s National Intelligence Law.

Enterprise Risks: The model’s high failure rates in generating malware and viruses pose significant threats to enterprise systems, making it risky for business applications.

☁️Copilot & AI

This Copilot Agent Will Change How You Find Case Studies. Streamline sales workflows with a Microsoft 365 Copilot agent linked to a SharePoint library. It organizes case studies, provides quick insights, and automates access, saving time and helping teams focus on impactful decisions.

Microsoft Mechanics Podcast: How to set up agents and Microsoft 365 Copilot Chat now included with Microsoft 365. Use Copilot Chat and agents in Microsoft 365 without needing a Copilot license. Quickly research, analyze files securely, and automate tasks with pay-as-you-go billing. Create agents to streamline workflows, configure access, pin Chat for convenience, and manage agents in Copilot Studio—all while optimizing productivity and keeping costs in check.

Clean similar text with Excel Desktop AI. Excel’s new “Clean Data” feature, available for Co-Pilot subscribers, identifies and resolves text inconsistencies, spacing issues, and potential misspellings. Accessible via the Data tab, it offers suggestions and applies fixes in bulk. While not perfect, it simplifies tasks like trimming spaces or normalizing text, making data cleaning more intuitive for users on desktop and Excel Online.

☁️Sysadmin Stuff

How to Add Site Collection Administrators to OneDrive in Microsoft 365. You can grant admin access to a user’s OneDrive by assigning them as a Site Collection Administrator. Start by pre-provisioning the user’s OneDrive. Then, use the Microsoft 365 admin center, SharePoint admin center, or PowerShell for individual or bulk updates. PowerShell is ideal for managing multiple OneDrive accounts efficiently.

Send Password Expiry Notification in Microsoft 365. Automate Microsoft 365 password expiry notifications with a PowerShell script. Notify users via email, export reports, filter licensed accounts, and schedule tasks in Task Scheduler. Supports MFA and certificate-based authentication. Boost security with tips like enabling MFA, banning weak passwords, and activating Self-Service Password Reset.

☁️Security & Data Governance

How to Migrate Gmail to Office 365: A Step-by-Step Guide. Switching from Gmail to Microsoft 365 offers scalable tools, advanced security, and seamless collaboration via Teams and OneDrive. Use admin-assisted methods or 3rd party tools for smooth transitions. Plan properly, and test before you start.

How to secure your Microsoft Teams External Access? Microsoft Teams’ updated External Access feature provides granular control over external communication, enhancing security and flexibility. IT admins can now apply tailored policies for specific users or groups instead of relying solely on global settings. This ensures secure collaboration with clients, partners, or vendors while meeting unique organizational needs.

Get Started with Microsoft Fabric in 2025. Microsoft Fabric simplifies analytics by unifying workloads with a single resource pool, offering a 379% ROI according to Forrester. Kickstart your journey with curated Microsoft Learn paths, hands-on beginner to advanced projects, video tutorials, and exam prep for certifications like DP-600.

☁️Noteworthy (long)reads

Does AI Get a Free Pass on IP? Understanding ‘Fair Use’ for AI. AI’s rapid data ingestion challenges traditional “fair use,” raising concerns about privacy and intellectual property. Its ability to infer sensitive details, often without explicit sharing, complicates legal and ethical boundaries. While regulators lag, businesses must adopt practices like data sanitization, transparency, and memory-limiting to safeguard user information. Licensing agreements signal a shift toward clearer standards in managing AI’s data use.

DATES TO KEEP IN MIND

October 14 2025 – Windows 10 (Home, Pro, Enterprise, Education, IoT Enterprise) end of support – source

October 14 2025 – Office 2016, Office 2019, Exchange Server 2016, Exchange Server 2019 end of support – source

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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