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ORGANIZATIONAL MESSAGES IN THE MICROSOFT 365 ADMIN CENTER

 * Article
 * 05/02/2024
 * 2 contributors

Feedback


IN THIS ARTICLE

    
 1. What can I do with organizational messages?
    
 2. Setup requirements
    
 3. Get started
    
 4. Manage
    
 5. Create a message
    
 6. Review activity
    
 7. Advanced features
    
 8. Setting tenant policies
    
 9. FAQ
    

Show 5 more

As an admin, you can now connect with your organization through customized
messages using organizational messages, available in the Microsoft 365 admin
center under Reports. This feature allows you to create and manage messages, and
review delivery reports, all from a central location. Organizational Messages
enhance in-product experiences, supporting remote and hybrid work scenarios,
such as providing educational materials for employees, information on Microsoft
365 service or license availability, and updates on organizational initiatives.
Use the power of organizational messages in the Microsoft 365 admin center to
streamline your outreach within Microsoft products.

To get started, go to organizational messages in the Microsoft 365 admin center.

Note

The preview experiences will start rolling out in preview on May 2, 2024.


WHAT CAN I DO WITH ORGANIZATIONAL MESSAGES?

Organizational messages’ centralized experience within Microsoft 365 admin
center includes the following features and capabilities:

 * Create messages from scratch (for example, free text entry)

 * Use premade template messages from Microsoft

 * Send messages to the Windows Spotlight location

 * Save draft messages

 * Reject or Approve customized messages

 * Add images or icons to messages

 * Specify custom destination URLs

 * Configure delivery schedules and parameters for messages

 * Assign targeting via Entra user groups and advanced targeting options

 * Manage messages created in Microsoft 365 admin center and other portals

 * Review message performance with time series data


SETUP REQUIREMENTS

Before working with organizational messages, make sure your team satisfies the
following requirements:

 * Tenant see Setting tenant policies.

 * Authors anyone in your organization who wants to create messages must have
   one of these following admin roles assigned to them within Microsoft 365
   admin center:
   
   * Global Administrator
   
   * Organizational Messages Writer

 * Approvers anyone in your organization who will be designated a responsible
   party for approving customized messages must have one of these following
   admin roles assigned to them within Microsoft 365 admin center:
   
   * Global Administrator
   
   * Organizational Messages Approver

 * Message recipients anyone in your organization who might receive messages
   from your authors must have access to the Microsoft products to which the
   messages are configured to be delivered. (End users aren't required to have
   any Entra roles to receive organizational messages.)
   
   * For example, any message configured to be delivered to a Windows channel,
     like Windows Spotlight, requires that recipients use Windows 11 Enterprise.

Important

Organizational messages preview experiences will not be restricted based on the
licenses held by participating tenants, authors, approvers, or message
recipients. However, some organizational messages experiences may be restricted
to particular Microsoft licenses in the future.


GET STARTED



There are three basic experiences to familiarize yourself with within the
organizational messages centralized experience:

 1. Manage – this is where you and your team will be able to see most of your
    organizational messages created in various portals, including
    Intune/Microsoft Endpoint Manager. Your team will also be able to execute
    various functions on each message, view details, and conduct approval flows
    in the ‘Manage’ area.

 2. Create a message – this wizard is where anyone with the above-described
    “Organizational Messages Writer” Entra role can go to create either fully
    customized or templatized messages.

 3. Review activity – This is where your admins can go to see the performance
    activity of messages that are or have been delivering to your users.


MANAGE

You can review and control the messages from anyone in their organization using
the main landing experience. Operations that admins can affect within the
‘Manage’ experience include:

 * Filtering based on message status (such as Active), location (such as Windows
   Spotlight), or objective (such as Adoption); filtering using search on
   message name.

 * Reviewing existing message details (such as language, targeting, among
   others).

 * Understanding aggregate performance data per message.

 * Cancelling, deleting, approving, copying messages.


HOW TO CONTINUE CREATING A DRAFT MESSAGE (MODIFY)

If you have the Organizational Messages Writer Entra role as described above,
you can edit or otherwise complete a saved ‘draft’ message in your tenant. To do
so:

 1. Filter Status to Draft.

 2. Select the message name of the message you want to edit.

 3. In the message details panel, select Modify.

 4. This takes you directly into the creation wizard where you can continue the
    creation of this draft message.


HOW TO APPROVE OR REJECT A ‘PENDING APPROVAL’ MESSAGE

If you have the Organizational Messages Approver Entra role as described above,
you can review and approve or reject messages from your colleagues that are in
the ‘pending approval’ state. To approve or reject a ‘pending approval’ message:

 1. Filter Status to Pending approval.

 2. Select the message name of the message you want to review.

 3. In the message details panel, read through all of the content provided by
    the author.

 4. If you believe this message is appropriate for delivering to users in your
    tenant, you can optionally add a comment and select Approve.

 5. However, if you believe the message is not ready or appropriate for
    delivering to your tenant’s users, you must add a comment in the text field
    and select Reject.


HOW TO OVERCOME A REJECTED MESSAGE (WITHDRAW)

If you have the Organizational Messages Writer Entra role as described above,
you can overcome a rejection from the approvers in your tenant. To do so:

 1. Filter status to Rejected.

 2. On the message name of the rejected message you want to overcome, select
    Withdraw.

 3. This sets the state of the rejected message to Draft.

 4. From there, you can go to the message details panel, select Modify.

 5. This takes you directly into the creation wizard where you can continue the
    creation of this draft message, once again sending for approval to return
    the message to approvers for review.

Note

 * Fully customized messages will require an approver to ‘approve’ any message
   before it is delivered to your users. However, selecting a premade message
   will not require any approval from your organization before it can be
   delivered to end users.
 * Approvers cannot approve or reject a message that they personally created.
 * ‘Rejecting’ a message will mark the message state as 'Rejected', requiring an
   author to ‘Withdraw’ the message and then ‘Modify’ the new draft.
 * Messages that are not reviewed (such as, approved or rejected) by approvers
   before the set 'End date' of the message will automatically be rejected by
   the system to ensure minimum duration of delivery of messages are as expected
   by authors.


CREATE A MESSAGE

Important

Organizational messages delivers messages to end users within the time windows
configured by admins via Microsoft 365 admin center experiences. However,
occasionally, messages may not be delivered as expected due to system or user
device conditions, such as urgent messages not being delivered to devices that
are disconnected from the internet. In such instances, our system will continue
trying to deliver messages as possible and appropriate.

Users with the Organizational Messages Writer Entra role described previously
will have access to the Create a message button and capability in the
centralized experience. Selecting this button will invoke the wizard, which
includes these primary creation steps:

 * Objective for selecting the nature or purpose of your new message.

 * Location for indicating to which in-product channel the message will be sent
   for your users.

 * Template for choosing the format of the message, ‘create your own’ or a
   premade message from Microsoft.

 * Customize for adding customization to the message, including full text and/or
   custom URLs.

 * Recipients for setting the groups within your organization that should
   receive the message.

 * Schedule for configuring the start and end dates as well as the frequency
   with which the system will send the message to the same user over time.

 * Finish for reviewing the message before scheduling or sending for approval by
   your organization’s approvers.


CHOOSING CUSTOM OR PREMADE MESSAGES

There are two primary forms of message creation that are enabled in this
experience:

 1. Fully customized creation (or 'create your own') – this is an open-ended
    format of entering in arbitrary content for messages, allowing your team to
    make messages that include your company name or other specifics that are
    unique to your company, group, or team. For example, an author can select
    ‘create your own’ and type all of the words of the message themselves.

 2. Premade messages (or ‘templatized’ messages) – this is a method of selecting
    and customizing content that is partially created by Microsoft for general
    purpose use. For example, Microsoft might provide various generic messages
    that your team can pick and add your logo and URL to drive awareness of a
    software update.


HOW TO SAVE AND CONTINUE DRAFT MESSAGE

 1. Notice that throughout the creation wizard, each step has a Save and close
    button.

 2. You can select Save and close at any point to save the message as a new
    draft.

 3. Once saved, you'll see your message at the top of the Manage table.

 4. To go back to making your message, select the draft message’s name to invoke
    the message details panel.

 5. Select Modify in the message details panel to continue creating that message
    in the creation wizard.


HOW TO CREATE A MESSAGE BY COPYING AN EXISTING MESSAGE

 1. Go the Manage experience and find a message you want to use as a starting
    point.

 2. Select Copy function.

 3. You'll be immediately placed within the creation wizard with relevant
    elements from the previous message copied over.

 4. Edit as you like and complete the creation wizard or save as a draft.

Note

 * For the same channel (such as Windows Spotlight), images provided by your
   team for the last created message will be automatically provided for your
   next message. However, you can override that image with a new image upload.
 * Once you select ‘Send for approval’ at the end of a fully customized message
   creation flow, anyone in your tenant that has the “Organizational Messages
   Approver” Entra role described above will be able to review and
   approve/reject your message.
 * If you save your draft before the ‘Schedule’ step and thus do not provide a
   custom message name, the Draft will have a programmatically generated name
   based on the date-time when you saved the draft. You can edit this message
   name by modifying the draft message.
 * Not all selections in the ‘Objective’ step might have premade messages
   available. However, all objectives will have the “create your own’ format
   available for full customization authoring.


REVIEW ACTIVITY

As you can see upon visiting the centralized experience, the basic Manage table
includes basic aggregate insights data for your messages (including Total
messages seen, Total clicks, and Clickthrough rate). However, the centralized
experience also includes advanced insights experiences, including:

 * Filtering on time range, status, and other aspects,

 * Graphing of selected date range,

 * Data export to CSV

You'll also see three time-series data charts at the top, showing daily changes
in the Total messages seen (or impressions), Total clicks, and Clickthrough rate
for your messages.


HOW TO EXPORT DATA

If you or your team would like to work with your tenant’s message performance
data, you can export it to a CSV file. To do so:

 1. Set the filters, including time range, for the data you’re interested in
    retrieving.

 2. Select the Export to CSV button and save the file locally.


ADVANCED FEATURES

Rolling out in spring 2024, organizational messages will also include two more
features that provide advanced capabilities for how admins can schedule and
direct their messages:


URGENT DELIVERY

For some time-sensitive communications, admins and other communicators might
need to get a message out fast. For example, when an event is occurring on a
corporate campus or a service outage has begun, admins might need to quickly
broadcast such events to all employees so they can be prepared. To support
communications in such events, admins in Microsoft 365 admin center will be able
to select the ‘Urgent messages’ button in the “Top Actions” section.




SETTING TENANT POLICIES

Note

If you recently onboarded your tenant to Microsoft Entra ID, it can take 36 to
64 hours before you're able to use the organizational messages features.

There are certain policies in Microsoft Intune that will block the delivery of
organizational messages to your end users if not configured properly. This
section describes how to adjust all policy settings for your tenant so that
delivery is always allowed and works as intended.


GENERAL INSTRUCTIONS

To make policy changes on your tenant, your Intune admin must:

 1. Sign in to the Microsoft Endpoint Manager admin center for your tenant.
 2. Configure the policies described below using a Microsoft Intune device
    restrictions profile template or the settings catalog.
 3. Make sure to adjust these policies in all new and existing policies that are
    targeted at end users and devices that may receive organizational messages.
 4. Enable Organizational Messages Policy

Note

This policy is required for devices running Windows 11, version 22H2, build
10.0.22621.900 and later. If you don't enable this policy, these devices can't
receive organizational messages.

 1. Go to Settings catalog > Experience > Enable delivery of organizational
    messages (User).
 2. To enable delivery of organizational messages, switch the toggle to Enabled.


ENABLE EXPERIENCES POLICIES

Note

If you use the Windows 11 MDM security baseline, you will need to change the
required policies to Not configured. These policies control organizational
messages configured by your team as well as other messages coming directly from
Microsoft. To continue blocking messages coming directly from Microsoft as
defined in the Windows 11 MDM security baseline, configure the Microsoft
messages policy found in the Organizational messages settings experience within
the admin center.

If using Settings catalog, follow these steps:

(This can be in a new or existing Windows configuration profile.)

 1. Go to Devices > Windows > Configuration profiles.
 2. Select Settings catalog.
 3. Select Add Settings.
 4. In Settings picker, select Experience category.
 5. In configuration settings, ensure the following are selected or set to
    ‘Allow’:
    * Add Allow Windows Spotlight (User)
    * Add Allow Windows Spotlight on Action Center (User)
    * Add Allow Windows Tips
    * Add Configure Windows Spotlight on Lock Screen (User)
 6. In configuration settings, ensure the following are de-selected:
    * Disable Cloud Optimized Content
 7. In configuration settings, ensure the following are selected or set to
    ‘Allow’:
    * Enable delivery of organizational messages (User)

If using Device Restrictions, follow these steps:

(This can be in a new or existing Windows configuration profile.)

 1. Go to Devices > Windows > Configuration profiles.
 2. In a new or existing template profile, select Device restrictions > Windows
    Spotlight.
 3. Ensure or Select ‘Not configured’ is set for the following:
    * Windows Spotlight
    * Windows Spotlight on lock screen
    * Windows Tips
    * Windows Spotlight in action center
    * Windows Spotlight personalization


FAQ


CAN YOU TELL ME MORE ABOUT DELIVERY EXPECTATIONS FOR THESE MESSAGES?

After your message has been scheduled by the Organizational Messages platform,
at the earliest, it will take a few hours before the message will be eligible to
be delivered to end user devices. For example, if you set the Start Date to be
now/today, you should expect a few hours before any end user devices in your
testing tenant receive the message payload.

Further, Windows 11 buffers messages on a set period for each of the channels.
(In other words, this experience is delivered on a ‘pull’ model.) So, expect
that your message might take 24 or more hours for targeted end users in your
testing tenant to receive and render the message as their devices might be
configured to request content at different times.

Once your message has been actively delivering for over 24 hours, you can return
to the Manage experience to review the latest delivery data for your message.


MY TEAM HAS MADE OTHER ORGANIZATIONAL MESSAGES WITHIN INTUNE, ADOPTION SCORE,
USAGE REPORTS, AND OTHERS. HOW DO THEY WORK WITH THIS?

The Organizational messages centralized experience is the ‘one-stop-shop’ for
organizational messages. You should be able to see and manage your other
messages from the centralized experience, regardless of where they were created.

Note

Adoption Score organizational messages on Office or Outlook channels are not
visible in the centralized experience.


HOW DO ADMINS GET THE REQUIRED PERMISSIONS?

Reach out to a Global admin and ask them to assign you Organizational Messages
Writer or Organizational Message Approver Entra role to you following these
steps:

 1. Global Admin of target testing tenant goes to Microsoft 365 Admin Center >
    Active Users.

 2. Search for or otherwise select target user in Active users table.

 3. Select the Manage roles button in the top navigation bar.

 4. Select Organizational Messages Writer or Organizational Messages Approver in
    the Other section, and then select Save changes.


WHY DO I NEED TO UPDATE MY MDM POLICIES?

The MDM policies listed under Prerequisites control whether the service
delivering the messages is able to access each location where organizational
messages could be delivered. Previously, the CSPs only affected consumer
scenarios and controlled whether Microsoft messaging can be delivered, however,
since we’re using the same service, the policies affect admin-created messages
as well.


HOW CAN I GET MY MDM SETTINGS FOR TROUBLESHOOTING PURPOSES?

 1. Run ms-settings:workplace

 2. In the Export your management log files section, select Export.

 3. Get the resulting file in C:\Users\Public\Documents\MDMDiagnostics.


HOW CAN I GET MY USER AND DEVICE ID FOR TROUBLESHOOTING PURPOSES?

 1. Launch MS Feedback Hub

 2. Select Settings in the bottom left-hand corner.

 3. Navigate to the Device Information section


WHERE CAN I FIND MORE INFORMATION ON THE CONFIGURATION SERVICE PROVIDER (CSP)
POLICIES RELATED TO ORGANIZATIONAL MESSAGES?

You can find more information in the following documents:

 * Experience/AllowWindowsSpotlight

 * Experience/AllowWindowsTips

 * Experience/AllowWindowsSpotlightOnActionCenter

 * Experience/DisableCloudOptimizedContent

 * Experience/ConfigureWindowsSpotlightOnLockScreen

 * Experience/AllowSpotlightCollection


WHAT DO THE DIFFERENT MESSAGE STATES MEAN?

All messages have a state that indicates their creation or delivery status,
including:

 1. Completed – message has successfully run its course as defined by Start and
    end dates.

 2. Pending – message is still being registered by the organizational messages
    services and thus is not delivering. Additionally, certain details of the
    message might be unavailable while in ‘pending’ state.

 3. Failed – message was not able to be properly registered by the
    organizational messages services for various reasons. These messages will
    need to be copied to retry the process.

 4. Cancelled – message was explicitly stopped by your tenant admin. This might
    have been during delivery of the message or prior (that is, in Scheduled
    state).

 5. Active – message is currently delivering to your users.

 6. Draft – message has not been completed or otherwise submitted for scheduling
    and/or approval. Any of your tenant’s writers can continue a draft to
    completion via the creation flow.

 7. Scheduled – message has been properly authored and is awaiting delivery (at
    which time it will be coded as ‘Active)

 8. Rejected – message was reviewed, and an Approver admin disallowed it from
    proceeding to a Scheduled or Active state.

 9. Pending approval – message is awaiting review by an Approver admin.





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ADDITIONAL RESOURCES



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Training

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ADDITIONAL RESOURCES



--------------------------------------------------------------------------------

Training

Learning path

Implement finance and operations apps - Training

Plan and design your project methodology to successfully implement finance and
operations apps with FastTrack services, data management and more.

Certification

Microsoft 365 Certified: Endpoint Administrator Associate - Certifications

Plan and execute an endpoint deployment strategy, using essential elements of
modern management, co-management approaches, and Microsoft Intune integration.




IN THIS ARTICLE



English (United States)
California Consumer Privacy Act (CCPA) Opt-Out Icon Your Privacy Choices
Theme
 * Light
 * Dark
 * High contrast

 * Manage cookies
 * Previous Versions
 * Blog
 * Contribute
 * Privacy
 * Terms of Use
 * Trademarks
 * © Microsoft 2024