plan for Microsoft 365 Apps updates

Managing updates for Microsoft 365 Apps (formerly known as Office 365 ProPlus) is a crucial component of an IT administrator’s responsibilities when overseeing a Microsoft 365 environment. Proper planning ensures that updates are delivered securely, efficiently, and with minimal disruption to end users. Here is a step-by-step approach to planning for Microsoft 365 Apps updates.

Understanding Microsoft 365 Apps Update Channels

Before you plan for updates, it’s important to understand the different update channels provided by Microsoft:

• Current Channel: Provides users with the newest features of Office as soon as they are available.
• Monthly Enterprise Channel: Provides users with feature updates on a predictable monthly cadence.
• Semi-Annual Enterprise Channel: Offers feature updates twice a year, focusing on stability and predictability for organizations.

Assessing Your Environment

Before you proceed with any plan, assess your environment. Determine factors like network bandwidth, number of devices, and user needs. Consider using tools like Microsoft Endpoint Configuration Manager or Group Policy to manage updates among devices.

Using Inventory Tools

Utilize inventory tools to identify the versions of Microsoft 365 Apps currently in use across your environment. This will help you understand which devices need updating and whether any compatibility issues might arise with newer versions.

Creating a Deployment Plan

Based on your assessment, choose an update channel that best meets your organization’s requirements for feature updates, security updates, and bug fixes. Your plan should allocate time to pilot the updates, validate compatibility with other apps, and identify any training needs for users on new features.

Configuring Update Settings

Once you have chosen the appropriate channel, configure update settings for your environment. You can manage these settings through tools like:

• Microsoft Endpoint Configuration Manager
• Group Policy
• Office Deployment Tool (ODT)
• Microsoft Intune

Example Configuration

Here is an example of what your update settings configuration might look like for the Monthly Enterprise Channel using Group Policy:

Policy Path: Computer Configuration \ Administrative Templates \ Microsoft Office 2016 (Machine) \ Updates
Policy Setting: Update Channel
Value: MonthlyEnterprise

Testing and Rollout

Roll out the updates in phases, starting with a pilot group of users. Monitor the results, obtain feedback, and make adjustments before deploying broadly. This allows for catching any potential issues early and making the necessary changes without impacting the entire organization.

Communication

Communicate with your users about the upcoming updates, particularly if they include significant changes or feature additions. Prepare support teams to handle questions and provide training if necessary.

Monitoring and Reporting

Continuously monitor the update process, checking for failures and addressing them promptly. Use the update history and status reports available in Microsoft 365 admin center or other management tools to track progress.

Addressing Compliance and Security

Ensure that updates do not compromise compliance with internal policies or regulatory requirements. It’s also essential to keep security at the forefront, ensuring that updates include the latest security patches.

Scheduling Automatic Updates

Finally, once the process runs smoothly, set up automatic updates to relieve IT staff from manual deployment tasks, if it fits the organizational needs.

By carefully planning for Microsoft 365 Apps updates, you can ensure a smooth and reliable delivery of new features and important security patches to your organization. Always refer to the latest Microsoft documentation as practices and tools are subject to change.