SharePoint’s Big Refresh, Teams Quality-of-Life Fixes, Planner Overhaul, OneDrive Recycle Bin Change, and What July’s Price Rise Means for You
April is a month of visible change. SharePoint is getting its biggest redesign in years, Teams has landed a batch of quality-of-life fixes people have wanted for a long time, and Planner has been overhauled with better collaboration baked in. Meanwhile, OneDrive is quietly changing how deleted files work, and Microsoft’s July pricing increases are getting closer.
At the same time, Microsoft has tightened up who gets Copilot access inside Office apps. If your organisation hasn’t paid for Copilot licences, the experience inside Word, Excel, and PowerPoint is changing from 15 April.
This month focuses on practical wins you can use straight away, a closer look at SharePoint as a team knowledge hub, and a short health check on whether your file-sharing habits are as safe as you think.
As always, the aim isn’t more tools. It’s calmer, clearer day-to-day work.
If you only read one section, read this.
App: SharePoint | Status: Rolling out now (GA in May)
SharePoint is being reorganised around three simple ideas: Discover (find what you need), Publish (share news and updates), and Build (create sites and lists). The new layout is cleaner and easier to navigate, especially if you have never felt at home in SharePoint before. Once it reaches general availability in May, it will apply to everyone automatically with no opt-out. The redesign also includes new page templates, a better template gallery, and improved search across sites.
What this means for you: finding documents, news, and team sites should feel noticeably simpler. If you see the new layout already, your organisation is on the early rollout.
App: Teams | Status: Available now
For years, Teams users have been split into two camps: those who want Enter to send a message and those who want it to start a new line. Microsoft has finally added a setting that lets you choose. Go to Settings > General and pick your preference. No more accidental half-finished messages flying off mid-thought.
What this means for you: one small setting, far fewer embarrassing sends.
App: Teams | Status: Available now
A new Drafts quick view collects all your half-written messages across chats and channels into one place. If you start typing in a chat and get pulled away, you can now find and finish those messages later without hunting through conversations.
What this means for you: no more lost replies sitting in chats you forgot to go back to.
App: Planner | Status: Rolling out
Planner has been refreshed with a cleaner design, task chat with @mentions (replacing the old comments system), custom templates, and a new Goals view. Task chat means you can have real conversations about a task directly inside it, and only @mentioned people get notifications, which cuts noise significantly. However, some features have been removed: iCalendar feeds (syncing tasks to Outlook or Google Calendar), Whiteboard integration, and Loop components in Planner are all gone.
What this means for you: collaboration inside Planner is much better, but if you relied on iCalendar sync, you will need to adjust your workflow.
App: OneDrive | Status: Coming May 2026
From May, when a file is deleted from the OneDrive cloud, it will no longer appear in your local Windows Recycle Bin or Mac Trash. You will need to recover cloud-deleted files from the OneDrive web recycle bin instead (files stay there for up to 93 days). Files you delete locally on your device still go to your local bin as before. There is no opt-out for this change.
What this means for you: if you have a habit of checking the Recycle Bin to recover deleted files, you will need to go to the OneDrive website instead. Worth knowing before it catches you off guard.
App: Word, Excel, PowerPoint, OneNote | Status: Effective 15 April 2026
Microsoft is tightening who can use Copilot inside Word, Excel, PowerPoint, and OneNote. For organisations with fewer than 2,000 users (most SMEs), Copilot access stays but becomes “standard”, which means reduced performance at busy times and upgrade prompts. For larger organisations, Copilot is removed entirely from these apps unless you have a paid Copilot licence. Copilot Chat via the web (copilot.microsoft.com) and in Outlook remains unaffected.
What this means for you: if you have been using Copilot in Word or Excel without a licence, expect either reduced quality or a prompt to upgrade.
App: Teams | Status: Rolling out
If you start a quick Teams call from a chat or use “Meet Now”, you can now create shared meeting notes during the call. These notes are powered by Microsoft Loop, so everyone in the meeting can add to them at the same time. Any tasks you create in the notes automatically link to Planner and To Do. After the meeting, the notes stay in the Recap tab.
What this means for you: even unplanned calls can have proper follow-up.
App: Outlook (iOS and Android) | Status: Rolling out
When you cannot attend a meeting, a new “Follow” button in Outlook Mobile lets you stay in the loop. Tapping it prompts the organiser to record the meeting and ensures you receive key updates and follow-up items afterwards.
What this means for you: fewer missed updates when diary clashes happen.
App: Teams and Outlook | Status: Rolling out
You can now hold Ctrl and click to select several calendar events, or Shift-click to select a range. Once selected, you can take actions on all of them together. This works in both the Teams calendar and the new Outlook calendar on Windows.
What this means for you: managing a busy diary just got faster.
App: Teams | Status: Available now
The sidebar in Teams has been tidied up. Your most-used apps stay visible, and everything else moves into a tidy “View more apps” menu. You can also hide the app bar completely if you want more screen space.
What this means for you: less visual clutter, especially if your Teams felt overcrowded.
App: Teams | Status: Available now
Teams now automatically removes EXIF metadata (including GPS location and device details) from images you share in chats and channels. This happens by default with no action needed from you. Previously, sharing a photo from your phone could accidentally reveal where you took it.
What this means for you: better privacy when sharing images, especially from mobile.
App: Outlook | Status: Confirmed
Microsoft has pushed back the switchover deadline for new Outlook by a full year, from April 2026 to March 2027. Classic Outlook will be supported until at least 2029.
What this means for you: no rush to switch. You can move to the new Outlook at your own pace.
Try It Now
Goal: Stop accidentally sending half-finished messages.
If you don’t see it: Make sure your Teams app is up to date. This feature is available now for most users.
2. Follow a Meeting You Cannot Attend
Goal: Stay updated on a meeting without being there.
If you don’t see it: This is still rolling out. Check back in a week or two.
3. Find Your Draft Messages in Teams
Goal: Recover messages you started but never sent.
If you don’t see it: The Drafts view is rolling out and may not be visible in your tenant yet.
4. Mark All Teams Messages as Read
Goal: Clear your unread notifications quickly.
If you don’t see it: This keyboard shortcut is available now. Make sure you are using the latest Teams client.
5. Start Meeting Notes in a Quick Call
Goal: Capture notes and action items in an instant Teams meeting.
If you don’t see it: This is rolling out through April. If the Notes icon does not appear, your organisation may not have it yet.
SharePoint is your organisation’s shared filing system and intranet, built into Microsoft 365. Think of it as the place where team documents, policies, project files, and company news all live, accessible to the right people from any device.
Most small and medium businesses already have SharePoint included in their Microsoft 365 subscription but barely scratch the surface. Used well, it replaces messy shared drives, scattered folders, and email attachments with a single, organised space that everyone can find and trust. The difference between a team that uses SharePoint properly and one that doesn’t is usually measured in hours of wasted searching every week.
Client or project sites. Create a dedicated SharePoint site for each client or major project. Store proposals, contracts, meeting notes, and deliverables in one place. Everyone on the team sees the same, up-to-date files. When someone leaves, the knowledge stays.
Version control without the confusion. Every file in SharePoint keeps a full version history. If someone overwrites a document or makes a mistake, you can restore any previous version in a few clicks. No more “final_v3_REAL_FINAL.docx” naming. SharePoint keeps up to 500 versions automatically.
Simple approvals. Need a sign-off before a document goes out? SharePoint lets you set up basic approval workflows so the right person reviews and approves before anything is published or shared externally. Useful for client-facing documents, policies, or anything that needs a second pair of eyes.
A team news hub. SharePoint can host internal news posts, announcements, and updates. Instead of sending company-wide emails that get lost, publish to your SharePoint intranet. People can catch up when it suits them, and the content stays findable.
SharePoint is getting its biggest visual refresh in years (see “What’s New” above). The new experience organises everything around Discover, Publish, and Build, making it far easier to find content, share news, and create new sites. It also includes 31 new page templates for common needs like announcements, video, and news. It rolls out to everyone in May with no opt-out, so it is worth getting familiar now.
Common SharePoint Mistakes We Still See
Try This Quick Check (2 Minutes)
If any of those gave you pause, it is worth spending 15 minutes tidying up. A clean SharePoint saves everyone time.
Pin your most-used SharePoint sites to the left navigation in Teams. That way, your key documents are always one click away without opening a browser.
One-Minute Microsoft 365 Win: Annotate During Screen Shares
When someone shares a specific app window in a Teams meeting (not their full desktop), you can now draw, highlight, and annotate directly on the shared content. Perfect for walkthroughs, design reviews, or training sessions.
Try it: During a screen share, look for the annotation tools in the meeting toolbar. Draw attention to what matters without saying “no, the other button, a bit to the left.”
Works on Windows, macOS, and mobile.
Copilot Corner: Prompts to Copy
If your organisation has Microsoft 365 Copilot, try these prompts:
Basic prompts to try
SME-focused prompts
One quiet tip: Copilot Chat via the web (copilot.microsoft.com) remains free for all Microsoft 365 users, even after the 15 April access changes. It just cannot pull in context from your emails or files unless you have a paid licence.
Pin your most important Teams chats. Right-click any chat and choose “Pin.” Pinned chats stay at the top of your list so you never lose track of key conversations, no matter how busy your Teams gets.
Security Essentials: File Sharing and Permissions
This month’s theme: how you share files matters more than you think.
Do not share files with “Anyone with the link.” It is tempting to share a OneDrive or SharePoint file with the broadest possible link, but that means anyone who gets the link (even accidentally forwarded) can see your file. Use “People in your organisation” or share with specific people instead. Example: a proposal with pricing ends up forwarded to a competitor because the link had no restrictions.
Set expiry dates on sharing links. When you share a file externally, add an expiry date. This means access automatically revokes after the project or deadline passes. In SharePoint and OneDrive, click the sharing link settings and choose an expiry. Example: a client document shared for a two-week review should not still be accessible six months later.
Review your shared files occasionally. Go to OneDrive, click “Shared” in the left menu, then “Shared by you.” Check whether you still need to share those files. Remove access for anything that is no longer active. Example: you shared a spreadsheet with a contractor who finished three months ago, but they can still see it.
Check site permissions on your SharePoint team sites. Go to your team site, click the gear icon, then Site permissions. Review who has access. Are there people who have left the company? External guests who no longer need access? Example: a former employee still has access to client files because nobody removed them from the SharePoint group.
Be cautious with QR codes in emails. A growing tactic is to send emails with QR codes that lead to fake login pages. If an email asks you to scan a QR code to “verify your account” or “view a document,” treat it with suspicion. Go to the site directly through your browser instead.
Turn on multi-factor authentication (MFA) if you have not already. MFA means that even if someone steals your password, they cannot log in without a second step, usually a code on your phone. If your organisation has not enabled it, ask your IT contact.
Lock your screen when you step away. Press Windows + L (or Ctrl + Command + Q on Mac) every time you leave your desk, even for a moment. It takes two seconds and stops anyone nearby from seeing your emails, files, or chats.
The simple rule: share with the fewest people possible, for the shortest time necessary, with the least access they need.
SharePoint’s New Experience Goes Live for Everyone (May 2026)
The redesigned SharePoint (Discover, Publish, Build) will move from early access to general availability in May. Once it does, the new layout applies to all users automatically with no option to switch back. This is not a small tweak. It changes how you navigate sites, find documents, and publish news. If you use SharePoint regularly, it is worth spending five minutes exploring the new layout now (if you have early access) so the change does not catch you off guard.
OneDrive Recycle Bin Change (May 2026)
Cloud-deleted files will stop appearing in your local Recycle Bin. Recovery moves to the OneDrive web recycle bin (files stay there for up to 93 days). Files you delete locally on your device still go to your local bin as before. There is no opt-out. If your team is used to recovering files from the Windows Recycle Bin, let them know this is changing. Worth a quick heads-up email.
Catch Up View in Teams Mobile (Early May 2026)
A new consolidated view is coming to the Teams mobile app that gathers all the conversations needing your attention into one place. Instead of jumping between chats, meeting threads, and channels, you will see a single list of everything that needs a response or follow-up. If you often open Teams on your phone and feel overwhelmed by notifications, this is one to watch.
Planner in Shared and Private Channels (Mid-May 2026)
Planner tabs will soon be available in Teams shared and private channels, not just standard channels. This means project teams using private channels can have their task boards right where the conversations happen.
Quick Health Check for Owners: File Sharing and Permissions
Your team shares files every day. But when was the last time anyone checked how those files are being shared, or with whom? Five quick questions to sense-check.
The simple rule: sharing is easy. Unsharing is the part people forget. Build a habit of reviewing shared files at least once a quarter.
If any of those questions made you uncomfortable, reply and we will help you clean it up.
Important: Microsoft 365 Price Increases from 1 July 2026
Microsoft has confirmed global pricing increases taking effect from 1 July 2026. These apply to new subscriptions and renewals after that date.
| Plan | Current | From July | Change |
| M365 Business Basic | $6.00 | $7.00 | +17% |
| M365 Business Standard | $12.50 | $14.00 | +12% |
| M365 Business Premium | $22.00 | $22.00 | No change |
| M365 Apps for Business | $8.25 | $10.00 | +21% |
| M365 E3 | $36.00 | $39.00 | +8% |
| M365 E5 | $57.00 | $60.00 | +5% |
| M365 F1 (Frontline) | $2.25 | $3.00 | +33% |
What to do: If your renewal is coming up, renewing before 30 June locks in current pricing for the full term. Review your licences now. If you have unused seats or people on plans with features they do not use, this is a good time to right-size. UK pricing will mirror these percentage increases (GBP figures not yet confirmed by Microsoft).
If you would like help reviewing your licences before July, get in touch. Five minutes could save a meaningful amount.
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If anything in this edition sparked a question or you would like help setting up a feature, book a quick session with us at avensystech.com.
