Meeting organizers, set an option to automatically start the recording for a Teams meeting when the first person from your org joins the meeting. Sounds good. Though there are a few things to look out for.
This week on the 365 Message Center Show
In this episode:
– Include device audio when sharing on Teams for iOS and Android
– OneDrive: Sharing experience – “Shared with”
– Teams Meeting Auto Recording
– Teams Guest Access Setting Behavior Update
– Microsoft Teams: New assignment experience in modal window for Breakout Rooms
📢 Quick mentions – short updates and reminders to prepare for major updates
– Microsoft 365 Information Governance – Retention policies for Teams private channels messages
– Teams Follows Office Preview
– SharePoint Email notification settings
📞 Call back – Discuss one or two updates that we've covered in older episode, which are arriving in tenants.
– Quick Create – Easily Create Power BI Reports from Lists
Join Daniel Glenn and Darrell as a Service Webster as they cover the latest messages in the Microsoft 365 Message Center.
Check out Daniel and Darrell's own YouTube channels at:
Daniel – https://www.youtube.com/DanielGlenn
Darrell – https://www.youtube.com/modernworkplacescenarios
Episode 201 Transcription
This transcript was created automatically. Apologies for any spelling or other types of errors.
Transcript
Daniel Glenn
Hello everyone and welcome to this week's episode where we are going to talk about the new changes to teams, guest access behaviors, a new visual indicator of who you've shared content within OneDrive, and Microsoft Teams doing auto recording of meetings, let's roll.
Daniel Glenn
The following episode was recorded live on YouTube. Check out our website at message Center dot show for all of our episodes.
Darrell Webster
Well, that sounds like a good lineup. Daniel, I'm looking forward to hearing about it.
Daniel Glenn
Me too I'm. I will say though Daryl 201, which is what this weeks episode number is, it just does have the same ring to it as 200. But we are back. We decided to keep going and.
Daniel Glenn
Really, really excited to have you with us on this journey. Please go ahead and hit the subscribe like smash that big thumb up button, you know, tell all your friends.
Daniel Glenn
And to join us.
Darrell Webster
We should like we should like come up with all the like old euphemisms and ways to describe, tell friends, send out all your chain letters, and make sure that people have to.
Right?
Daniel Glenn
Send it, acknowledge it and send it to 10 other people or bad luck for the rest of the year.
Darrell Webster
Or you will have bad luck.
Darrell Webster
Alright well, hey Daniel, this first message. This first message include all device audio when sharing on teams for iOS and Android. This is MC 263536. Before I tell you that the message.
Darrell Webster
A related update last year was actually the most popular video I had, especially over the the whole COVID thing and everyone looking to try and use Microsoft Teams and teachers and all sorts of people trying to figure out how to use it. That was my most popular video was how to share audio.
Daniel Glenn
I bet I'm not surprised 'cause it it was. It's not something that's very intuitive, so I'm I'm not.
Darrell Webster
It actually it actually changed.
Daniel Glenn
Surprised at all.
Darrell Webster
Twice we went to one and it defaulted back again, but this was the next follow on question was hey can we do this from our mobile and so that was ping to ping ping Ping did I did I try and answer any of those questions? No because the feature didn't arrive and now it's coming.
Darrell Webster
Yay, and so this actually means that those of us who do try to present from our phones and try to share videos or anything with audio, we can flick a switch and we'll be able to share the audio via via your mobile, which is really good.
Darrell Webster
And so this actually means that those of us who do try to present from our phones and try to share videos or anything with audio, we can flick a switch and we'll be able to share the audio via via your mobile, which is really good.
Darrell Webster
I did say that the message number deny, that's right, so this includes your iPads and iPhones and Android devices. It is going to be.
Darrell Webster
We will begin and complete the rollout in late June, so it's here.
Daniel Glenn
Now it's.
Darrell Webster
Yeah, just a quick preview of what it looks like. I think this is an Android view of thing 'cause it's doesn't quite look like my iPad view.
Darrell Webster
You know, but when you go to turn to share something, you'll just be looking for that switch. Let's just have a quick look at that from a Larger screen perspective. You go that little audio button so when you go to share your screen, let your eye travel along to that switch and turn that on. If you need to use it.
Daniel Glenn
And this I think this is good for hey everyone, look at this video I just recorded. You know of you know someone on the floor of in a slant uh manufacturing plant or and your sales you're in. Whether it's retail sales or something else and.
Hey, I just took this picture or it took this video of.
This interaction or I took this video of the machine doing whatever it is, let me share it with you while you're in this meeting and you share it and you want people to hear the noises of of whatever I mean.
There's a lot of use cases for this, I think it's it's a good, I don't. I don't think it's a huge deal, but I think.
It's a good thing because there are some applications to this.
Darrell Webster
Yeah, that's the thing to keep in mind too. Is the feature minimum feature requirements that iPad has to be running or iPhone has to run it. I always studying in Android 10 or later.
Darrell Webster
But let is? That's it for that message? Uh, what's next on our list, Daniel.
Daniel Glenn
One drive sharing experience. Dash shared with this is MC 263839 so you're familiar with the dialog box of doing it. Trying to send a link or sharing content.
Daniel Glenn
In OneDrive, but now you're going to be and this is rolling out early July and expect to complete rollout mid July for targeted release and then mid July to late July for.
Daniel Glenn
Standard now we're going to get a visual indication of who this content is shared with. Now, of course, if it's shared with a bunch of people, then you know we're not going to be able to see everybody's faces, but these are those profile pictures for people will be shown down at the bottom, so you can kind of just get a quick glance of who has.
Daniel Glenn
Access and you'll also get this visual indicator once you go through and do the sharing and it'll be part of the.
Daniel Glenn
The control you know when you're looking at it. So if you click on and it doesn't look very intuitive.
Daniel Glenn
Of of that area in this screenshot, but you click on shared with air in that area and it's going to take you to the manage access paying to you know if you want to manage, remove people or whatever. So pretty simple, but I think pretty effective of anything we can get visual that.
Daniel Glenn
You know, when quick glance we can see who has access. It's nice so.
Darrell Webster
That'll be useful for small time sharing, probably not, as you say, for large groups. And is this shared with this team that team every other group team?
Daniel Glenn
Right?
Darrell Webster
Yeah, just just small time stuff. Yeah, good feature though.
Daniel Glenn
Yeah, I'm so I I. I totally agree with you.
Next update, let's go back to teams.
Darrell Webster
Yeah, I will find it. What was it well, dear?
Darrell Webster
Teams meeting and hold dear. Oh, there it is. Oh oh oh oh, there it is OK James. A meeting recording auto meeting recording. This is MC 263666 for those of you who are into numbers and superstitious. Don't worry about it. It's just a message.
Daniel Glenn
To hear
Daniel Glenn
Oh dear.
Darrell Webster
OK, it's just a message.
Darrell Webster
It's a good message if you are.
Darrell Webster
If you're the sort of person that forgets to record your meetings, yeah. So the the basics of this feature is that you, as a meeting organizer, can sit to have your meeting start recording as soon as you join the meeting, the meeting organizer, or as soon as someone from your organization.
Darrell Webster
Joins the person who starts the recording, as usual, will become the owner of the recording and that will be stored in their OneDrive.
Darrell Webster
Now this is only available for private meetings as I can see at the moment.
Darrell Webster
Uh, I think this has been updated with additional info.
Darrell Webster
No, I I think it's just private meetings at this stage and so those recordings will be stored in one drive and and you won't be able to do it in a in a channel meeting where it gets stored within a team. I think in this state.
Daniel Glenn
But we had some discussions about this, right? Darryl? Regarding 365 team. We met and we were talking about something else initiative.
Daniel Glenn
We will be announcing soon, but this is an example that we kind of started off with and I think we had some. Well, what about scenarios?
Right, uh, one that I'll mention is something that you kind of talked about is the person who joins.
Gets the recording and they're wonderful, and it's like, wait a minute so it doesn't even have to be the organizer, it it could be any random person you know that joins the meeting from your organization is going to get the recording in their OneDrive, so that's kind of weird. Now we have the the recording.
Darrell Webster
Early game.
Daniel Glenn
The meeting summary and it'll link to it and all that, but that's kind of an interesting byproduct of this. What else did we kind of kind of talk about in and that was, uh, interesting?
Darrell Webster
Well yeah, I mean related to that and that's I mean we're all in such a.
Darrell Webster
Kind of a way of introducing our meetings that when we go to head record before we do so, we tell people.
Darrell Webster
Now I know there's a banner that comes up and says hey, this meeting is being recorded. Leave if you want to, but we usually get to announce that now if you join a meeting early and you start to have a better chat and a bit of banter and.
Darrell Webster
You talk anyway. How was the weather and now just connecting with people before the meeting?
Darrell Webster
That's going to get recorded because someone has joined the meeting. It starts recording.
Darrell Webster
Uh, maybe when you join in your.
Darrell Webster
Not expecting it that you don't get that warning. So sure. OK Daniel, I think you had a good suggestion about this too there that it should warn you and that pre join screen.
Daniel Glenn
Yeah, that was the thing I was thinking. What if they when you're in that pre join screen where you're having to pick your audio? Do you want to turn on your video? I really think there should be a banner this meeting.
Daniel Glenn
Is is set to pre record set to record or something like that? I think that that would be helpful in that situation where wait this a million recording? Oh I need to leave for what I'm using.
Darrell Webster
I I noticed that then that same day we were testing things out and it's actually a feature that zoom has.
Darrell Webster
So when you do join a meeting and there is auto recording turned on that it will tell you.
Darrell Webster
But yeah, back back.
Darrell Webster
But back back.
Daniel Glenn
Yeah, and then the other sorry, go ahead.
Darrell Webster
Well, back to that that it really chat, you know, chatter and banter. Uh, if you wanted to repurpose that recording so that it's easier for people to catch up with the meeting, they've gotta find their way to wherever it started.
Daniel Glenn
Yeah, what meeting starts with? Hello everyone item number one today is none of it you, even if it's someone you just talked to you, you, you know, I might say something like, well, long time, no see, you know.
Daniel Glenn
And and you you have this kind of banter and and you you know now people who go back are not going to be able to.
Daniel Glenn
I mean they're gonna have to Fast forward or or then anyway. The one other thing that I wanted to mention is this is in the meeting options, which means the the organizer has to schedule the meeting send the meeting because you can't get in the meeting options before you actually send the meet.
Daniel Glenn
And then go back into meeting options and turn on record automatically. So just something to be aware of that it's not record automatically. You know for every meeting it's for this meeting. You know that you've organized.
Darrell Webster
Yeah, I think in the media too. There was this big scare about oh, it's going to be a policy that you'll turn it on and it affects every single meeting now it's overdue as a meeting organizer, but it's yet another thing.
Darrell Webster
As you say, Daniel, that you'll have to remember to to turn on after you've sent the meeting and buy it.
Darrell Webster
But anyway, just to sum up, when that will be coming out, it's going to be a useful feature, like let's not just talk all the negative side of it.
Darrell Webster
It's going to be good for the planned times when you want to turn that on and make sure that it's going to be recorded.
Daniel Glenn
Think about standup meetings. I mean you know doing standups and and you do need to be punchy and quick, and I think it'll be great for them.
Darrell Webster
Yeah, this will be rolling out to production and GCC. Uh, beginning late June and DoD and GCC high.
Late July.
Complete August, Oh yeah, it's coming and and have fun with it.
Daniel Glenn
Yeah, it's I think it's good, uh?
Darrell Webster
Alright, well Daniel sticking with teams guest access.
Daniel Glenn
Teams guest access setting behavior update MC2 Sixty 409.
Daniel Glenn
Five and this will be rolling out late July. I will say this is a message that at first glance and someone was talking about it and mentioned it, they were afraid of this because it was wait a minute. I don't know, they really didn't understand what was happening, basically.
Daniel Glenn
Right now there's a master switch that says I want to allow gas guest access into Microsoft Teams. This isn't this is separate from allowing guests in your tenant. This is just in teams.
Daniel Glenn
And if for some reason you have that on and people are added into teams and they're working, you know and you go and turn that off right now.
Daniel Glenn
What happens is it removes those guests from that team, but they're not removed from 'cause you gotta remember those.
Daniel Glenn
Teams are powered by Microsoft 365 groups. Those guests are not removed from those groups, they're just removed from teams, so it's a bit wonky.
Daniel Glenn
They're you know they're disconnected, meaning the 365 group they're still in there, but they're not in the team somehow.
Daniel Glenn
And then if you go back and turn that switch that master switch back on in teams, then there's a process that goes and syncs the group back to the team and the guest gets back, added back into the team. So it's a bit weird.
Daniel Glenn
So the new behavior will be the person will not be removed from the team if you go and turn that master switch off, right?
Daniel Glenn
There's there's still going in the group because that's the way it happens now. And of course, that's not what you're doing when you're clicking that master.
Daniel Glenn
Switch that person is going to be still in the team. They won't have access 'cause you've just turned it off, but they'll still be there and they'll be able to.
Daniel Glenn
People can at mention them see what they've you know that they're part of it and all that, but be able to. You know at mention them and keep going.
Daniel Glenn
And then if it's turned back on, then they'll immediately have access.
Daniel Glenn
Right back into that team. If you that master switch, you turn it back on.
Daniel Glenn
Yeah, so it's really kind of a trying to fix a confusion part where now it they get removed from the team but not the group and it's the the the list of of members is all messed up so.
Daniel Glenn
Last thing I'll mention about this is.
Daniel Glenn
Uh, I like the first sentence in the what you need to do to prepare. Please familiarize yourself with the guest access feature. OK, well, that's probably what we should do.
Daniel Glenn
And to understand what's going on the so anyway. So that's how it's changing. It's not. It's not I. I don't think this is a big deal, but it may be something where people have gotten used to guests being removed.
Daniel Glenn
I don't know if you're turning that master switch on and off for some reason, but maybe people.
Daniel Glenn
Have gotten used to.
Daniel Glenn
Those guests being out, and if you in the future you know they won't be removed, but.
Darrell Webster
Yeah, you're right, it was quite a confusing message and I can see how people would think. Oh no, they are turning guest access back on for everybody. I thought we made a decision to turn it off.
Daniel Glenn
Yeah, right?
But doesn't. Doesn't that make sense though? Do you think Daryl to to leave the guest in there so that it's syncing with?
You know that it it's the same as the group. I mean, if you're going to leave them in the group, they should be left in the team, right?
Darrell Webster
Yeah, and like.
Darrell Webster
Why would you switch it off anyway? Like is it going to be some big master off switch where you're like? Oh no break glass in case of emergency and eject all guests on teams booth.
So yeah.
Daniel Glenn
I was honestly here's here's what I think, Darrell. I think this is a one time thing. I think people spin up teams use it for a while. People are inviting guests and then someone finds out.
Daniel Glenn
In security or leadership and they go, you're allowing external people to talk to us, turn it off now and so someone goes and clicks the button and then later they have a conversation about how to manage it, how to have governance, and then they go turn it back. And you know, implement governance.
Daniel Glenn
And all that’s what I feel like I feel like that's probably and so in that case you don't want those people removed from the team you were collaborating with them, right?
So you know, keep at mentioning them and all that, and then when.
They get access back. They'll see that. That's that's all.
Darrell Webster
Yeah yeah, 'cause it is a big job to get people back into teams.
Daniel Glenn
It it is, Yep.
Darrell Webster
It helps.
Daniel Glenn
So our next message, Daryl, should we go with another product or should we stay with teams?
Darrell Webster
Oh look, I'm I'm gonna stick with teams. I'm going to stick with teams. Uh, this message, it's all about a update to breakout rooms and a new assignment experience. A modal window.
Darrell Webster
MC 260-4091 modal windows are so cool so on mode.
Darrell Webster
Uh, uh, not terrible, but this is when we're trying to assign people to breakout rooms and instead of seeing it in a panel over on the left hand side where it's rather right hand side with all the participants 11 ice floating modal window where we've got a bit more room to choose the people.
Darrell Webster
And assign them to the different rooms and so organizers configuring those breakout rooms will see that new UI. Let's have a closer look here.
Darrell Webster
Uh, it's Tuesday.
Darrell Webster
From here.
Darrell Webster
Is our modal window.
Darrell Webster
Floating in the middle and we can go through and see who are the people that are unassigned and quickly.
Darrell Webster
Just tap away there and add them to different rooms and so I do like that and I think it's all part of making it easier, not just for.
Darrell Webster
Well, probably more so. For schools that will be using breakout rooms more often than than the enterprise, but anything that helps us to manage this as is proven.
Daniel Glenn
Well, you can think trainings too. We use breakout rooms for our all company meetings, right? We do. Yeah we do breakout rooms to discuss a topic and then those top. The discussion is then summarized in those rooms and then we all come back together so.
Daniel Glenn
We use them and and I think a lot of companies are using it and so I like this to being able to.
Daniel Glenn
In this modal, you know, be able to not only assign people in closed rooms, but also when rooms are open.
Daniel Glenn
Moving people around. I mean, you're going to be able to do that modal, so I I like it.
Darrell Webster
It's just a really a UI change and just learning how to to use the new UI and a few additional choices.
But it's really just about assigning easier, so this is rolling out mid July and expect the rollout to be completed by late July.
Daniel Glenn
Soo, you know what time it is?
Darrell Webster
It's time for quick mention so keep it quick.
Daniel Glenn
Please do
Maybe we should call it rapid.
Darrell Webster
Rapid mentions.
Daniel Glenn
Not just.
Daniel Glenn
I'm just joking.
Daniel Glenn
No, just rapid mentions, so this is 1 right? Yeah, we just start talking fast and see people have to slow down the podcast. You know who to actually hear what they're saying.
All right?
Daniel Glenn
This is Microsoft 365 information governance dash retention policies for teams, private channels, messages.
Daniel Glenn
So in this and OMC 263844, this is something that I know people who are in that user intention policies have been waiting for previously.
Daniel Glenn
You if you use a retention policy on a team, it does not apply to a private channel. OK, because private channels are just different.
Daniel Glenn
And how are they different? I know I'm glad you asked. One major reason is that the messages in a private channel are actually indexed into the users that are part of that private channel mailbox. Did you know that? Good glad you're keeping up so because it's totally different.
Daniel Glenn
Then they just had to do some engineering the back end, but now we're going to be able to have a retention policy scoped to a private channel messages. It'll be a separate policy.
Daniel Glenn
In the teams channels and and chat policies area. So because it those messages are in the users mailbox, they have to have that policy applied to them and so the suggestion is to apply the policy to everybody because you don't know who's going to be in those and to in private channels.
Daniel Glenn
It's rolling out late June, so now ish and complete by late July.
Daniel Glenn
So I hope that was was rapid enough, Sir.
Darrell Webster
Yeah, that's that's good. Alright, let's move it on to the teams follows Office preview MC 264092. Simply put, if you are in office preview in that group where you're getting office features early.
Darrell Webster
Then you will also be receiving teams features early now. It used to be and it's it hasn't been really been around for long, but it used to be a separate switch and so.
Darrell Webster
Great feature, but it makes sense that if you've got people that are experiencing office features early and preview and testing them out and seeing how is this going to land with people in my area of the organization, then you'll be able to do the same thing with teams.
Darrell Webster
It's so good to see some consistent experience with out there. This is a feature that will be on.
Darrell Webster
By default, for all tenants with users in the teams current channel and and see Action review, assess and disable, if desired, by July 24th.
Darrell Webster
So yeah, looking forward to seeing that coming up and hopefully that'll help manage some of that earlier doctor Excitements together.
Darrell Webster
Daniel last one.
Daniel Glenn
Point with a little P email notification settings MC 264094 and yes I have already hit the thumbs down on this message and said share point is spelled with a capital P.
Daniel Glenn
This will be rolling out early July and expected to be completed by the late July and you get email messages from SharePoint.
Daniel Glenn
You get them from likes and comments. You get them from. If someone replies to your comment, someone at mentions you in a comment.
Daniel Glenn
So those are good examples of you also can get digest and notifications on lists, so there are.
Daniel Glenn
Hey, you've not been able to really manage those notifications in a central way, but now on the SharePoint start page, so think that's where it's going to be on the SharePoint start page you can, there'll be a setting settings link that you can go to and you can turn off those.
Daniel Glenn
For comments and replies and likes and that digest of news posts you've missed, I actually think that was, that's why.
Daniel Glenn
On that unfortunately a lot of people are going to. They're going to turn off. I think that's a very powerful feature, and I I use it all the time because I don't go to the Internet homepage.
Daniel Glenn
Probably as much as some would like me too, but I get an email, a digest of news that I did not read, so I actually liked that one and I would wish people would turn that off.
Daniel Glenn
Leave it on, but I think a lot of people have mentioned, hey, I want to turn those things off. This is a convenient way to do that.
Daniel Glenn
That is it.
Daniel Glenn
For the quick mentions, we have the corporate I'm waving my hands.
Darrell Webster
We haven't called back.
Darrell Webster
No, no, I I didn't actually spend time trying to find that old message. Daniel, what was the number?
Daniel Glenn
Daniel Glenn
OK, this one is yes MC 248201. This is quick create easily create power BI reports from lists. We talked about this when it was initially announced in eight.
Daniel Glenn
Well and it is a the breakout if you remember there was one menu to automate stuff and we had, you know we had power automate power apps all in there and then Power BI came along like hey I'm you know I I want to join.
Daniel Glenn
So what we've got? We've got a separation of automate menu in lists and a integrate, and now within the integrate menu and we're going to show you a demo of this.
Item for power BI.
And so I'm in a in a list here and there's now power BI and I can visualize the list here in four. And it brings up power BI when I click on it.
Daniel Glenn
Wonderful this is power BI's automated. I just created a report for you.
And it's pretty pretty cool.
Daniel Glenn
You know, if you have your data all right, you know and you can edit this if you want to.
Daniel Glenn
Yes, I mean, but now I can publish it back to the list. Now we talked about when it was announced that there's some caveats to all this. Anybody can click that that link if you publish to the list, you have to have.
Daniel Glenn
Power BI Pro license or.
Uh, we won't go into licensing right now, but you have to be able to publish and so you have to have power BI Pro and then anyone and so it will publish the list and will be there.
Daniel Glenn
So if anyone goes and clicks on that, they also have to have the license to be able to see the report, but anyone can go in.
And look at this, it's just I have to have a license to publish it and once it's published it'll show up here under integrate Power BI. It'll show up here. It currently says no reports available for my.
Fine, but they'll be able to. I think this is great if you're using Microsoft List. If you're using SharePoint List, that's all that is.
If you're using list for to capture your content, to organize it to keep track, this is powerful. This is really good stuff. You're not having to go to power BI. Create a report, you know.
Point to the list and then you know getting suggestions or making up your own stuff. It it does it immediately quickly. So anyway, you can go back.
I can't remember which show we did that in, but all you can just search for that. The title quick create and you'll be able to find it on our on our site but yeah.
Daniel Glenn
I'm totally excited about this functionality, and again, it's really nice, especially not just to get the report, but I can. Also, you know I have the normal power BI functionality here I can draw.
Fill in, you know, and see what what is going on straight here. So I want to do, uh, quickly you know a quick analysis of what's going on.
I can do it right here. Think about when you're in a meeting and you're talking about this content. Oh let's, let's fire up a report and take.
A look at it, I mean.
Darrell Webster
So if I understood you right.
Uh, you need the license to publish it. In other words, you can do it on behalf of your own and make it available and say go here and you can look at the reports. But if you know what you're doing, you can go in and just run this yourself.
Daniel Glenn
Yeah, so if you run it, you're going to get this. So if another user comes in and does that same thing I just did, they're gonna get the same report, right?
Daniel Glenn
They can edit it, but they can't publish it for themselves, right? And it is the cool thing about this is.
Darrell Webster
Right?
Daniel Glenn
Uh, you or the thing to remember about licenses is sharing.
Daniel Glenn
Once you share, you have to have a license that's that's kind of the baseline. So if you share or you are receiving a share, then you have to have a license within Power BI.
Daniel Glenn
Now you know I can share in other ways, like printing and all that. I just want to talk about. I'm talking about active sharing.
Daniel Glenn
All right, that's our call back.
Darrell Webster
Nice one and it was a good show too. Daniel 201 just continued from where we left.
Darrell Webster
Off it was yeah 201.
Darrell Webster
Continued from 200.
Darrell Webster
And yeah, it's thank you for continuing to to support us. We will continue to.
Darrell Webster
We share the awareness of messages, talk about the changes and try and give our opinions and thoughts around how you might prepare your people for change.
Darrell Webster
If you want to continue to keep up to date with this kind of content, then you know what to do.
Subscribe like just show that you you actually got something great out of this video and you can help other people find it.
You'll also find us at MessageCenter.show. Well, thank you again and we'll see you next time. Bye for now.
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