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[https://www.gcpedia.gc.ca/wiki/Accessible-M365 Click here to return to Accessible-M365]
 
[https://www.gcpedia.gc.ca/wiki/Accessible-M365 Click here to return to Accessible-M365]
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== Purpose ==
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==Purpose==
 
To provide detailed updates on Microsoft 365 (M365) Official Languages Issues, and on how they are addressed to meet the Official Language requirements by the Government of Canada.
 
To provide detailed updates on Microsoft 365 (M365) Official Languages Issues, and on how they are addressed to meet the Official Language requirements by the Government of Canada.
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== Context==
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==Context==
 
The Government of Canada is committed to providing a workplace that respects both official languages at all times, and to maintaining a qualified and competent workforce that is capable of delivering services of the highest quality to its internal and external clients in the language of their choice.
 
The Government of Canada is committed to providing a workplace that respects both official languages at all times, and to maintaining a qualified and competent workforce that is capable of delivering services of the highest quality to its internal and external clients in the language of their choice.
 
The Official Languages Act dictates that English and French are the languages of work in federal institutions. By ensuring that M365 Products respect the Official Languages Act, the SSC Strategic Business Planning & Oversight (SBPO)-User Experience (UX) team is assisting the federal institutions:
 
The Official Languages Act dictates that English and French are the languages of work in federal institutions. By ensuring that M365 Products respect the Official Languages Act, the SSC Strategic Business Planning & Oversight (SBPO)-User Experience (UX) team is assisting the federal institutions:
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By ensuring that M365 Products align with the Official Languages Act, SBPO the UX team is contributing to the Government of Canada’s duty to accommodate and maintain an inclusive and linguistically barrier-free environment in the workplace. Therefore, tracking the M365 Official Languages Issues and resolving them is important as those issues can easily turn into high visibility cases.
 
By ensuring that M365 Products align with the Official Languages Act, SBPO the UX team is contributing to the Government of Canada’s duty to accommodate and maintain an inclusive and linguistically barrier-free environment in the workplace. Therefore, tracking the M365 Official Languages Issues and resolving them is important as those issues can easily turn into high visibility cases.
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== Official Languages Issues Reports==
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==Official Languages Issues Reports==
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===Teams Meeting Invitations - Outlook Add-In===
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=== Teams Meeting Invitations - Outlook Add-In ===
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=====Description=====
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===== Description =====
   
* Invitations sent to participants in Outlook by a meeting organizer are written in only one language, the organizer’s preferred language.
 
* Invitations sent to participants in Outlook by a meeting organizer are written in only one language, the organizer’s preferred language.
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* Adding a bilingual message was tested using existing Teams features as a potential stop gap; long term solution is to deploy a new Teams plug-in for Outlook that supports bilingual meeting invitations. Using a bilingual logo was tested; however, the solution is not viable as it would break current security controls (i.e., allowing automatic download of images from a URL). Microsoft created a formal Design Change Request (DCR); SSC awaits the new functionality.
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* Adding a bilingual message was tested using existing Teams features as a potential stop gap; long term solution is to deploy a new Teams plug-in for Outlook that supports bilingual meeting invitations. Using a bilingual logo was tested; however, the solution is not viable as it would break current security controls (i.e., allowing automatic download of images from a URL).  
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===== Status and Updates =====
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* Microsoft requested a Business Impact Statement from SSC for the requested corrections. Microsoft will decide which requests of the French portion of the Teams Meeting Invitations they will work on.
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* Microsoft will do additional corrections to the French  portion of the bilingual invitation.
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* SSC Official Languages team has reviewed and approved the requested French corrections to ensure that  they align with the '''''Official Languages Act'''''.
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* DCC UX instructed SSC CIO Communication to remove Teams Meeting Invitation-Outlook Add-in from the CIO Communique. A separate communique will be done for this issue.
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* The language setting chosen in MS teams will dictate what language the user will see.
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* Teams admins will be responsible for configuring some of the hyperlinks contained in the Teams invitations. Related instructions have been added to the Play.
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* Link to Play: [https://www.gcpedia.gc.ca/wiki/M365-playbook/business-integration#Official_Languages_Outlook_meeting_invitations Official Languages Outlook meeting invitations].  
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===== Risk =====
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=====Status and Updates=====
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* The SSC Official Languages team has reviewed and approved the requested French corrections to ensure they align with the Official Languages Act.
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* Microsoft created a formal Design Change Request (DCR) still open and in progress
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* Only two remaining features to be corrected in the french version of the Teams invitation: changing the City agglomeration from Ottawa Hull to Ottawa-Gatineau and change No to Numéro.
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* Microsoft is working on the issue
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* Users can manually revise invitation messages as a stop-gap measure, but SSC is looking for a long-term solution from Microsoft that provides a full bilingual service.
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Link to Play: Official Languages Outlook meeting invitations.
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=== Data Loss Prevention (DLP) Notifications ===
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===Data Loss Prevention (DLP) Notifications===
 
===== Description =====
 
===== Description =====
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* Partners can define M365 policies that prevent people from sharing sensitive information when using M365 products such as Teams, Email, Excel, Word, PowerPoint, OneDrive, and SharePoint.
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* Partners can define M365 policies that prevent people from sharing sensitive information when using M365 products such as Teams, Email, Excel, Word, PowerPoint, OneDrive, and SharePoint.
 
* Currently, notifications to users about data loss prevention are unilingual.
 
* Currently, notifications to users about data loss prevention are unilingual.
    
===== Status and Updates =====
 
===== Status and Updates =====
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* Microsoft is working on the issue
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* Microsoft confirmed that the issue is classified as a Design Change Request.
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* DCC-UX followed up with Microsoft for an update and is still waiting.
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===Group Access Review Notification===
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* Microsoft confirmed that the issue is classified as a Design Change Request. The task was assigned to a Technical Lead (Case# 31444691). The estimated completion target date is Q1 or Q2 2023 (2023-09-30). The work will start in Q1 (April 2023).
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===== Risk =====
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* Users may not be able to address data loss prevention (DLP) issues or understand why an action has been blocked. This will lead to Official Languages complaints and reduced ability of the GC to use DLP policies.
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=== Group Access Review Notification ===
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===== Description =====
 
===== Description =====
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* When renewing guest users, it is not possible to change the notification text to French, nor change the content to be bilingual. The '''Access Review Notification''' email is sent to the main tenant’s language choice only, and not to the user’s choice of language.
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* When renewing guest users, it is not possible to change the notification text to French, nor change the content to be bilingual. The Access Review Notification email is sent to the main tenant’s language choice only and not to the user’s choice of language.
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* The Access Review Notification email contains two links: Perform an Access Review and Azure Active Directory Access Review. When clicking on either link, it will open in the Edge browser in the language choice that was set by the user. The message is not bilingual.  
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* The Access Review Notification email contains two links: Perform an Access Review and Azure Active Directory Access Review. When clicking on either link, it will open in the Edge browser in the language choice that was set by the user. The message is not bilingual.
    
===== Status and Updates =====
 
===== Status and Updates =====
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Microsoft resolved the issue. However, the resolved option is an add-on under Microsoft Entra Identity Governance which is not available under E5 licences. SSC is still in discussion with Microsoft for requesting the private preview environment be accessible with E5 license, and be able to do the testing and confirm the resolution.
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* Microsoft has archived the service request awaiting the testing in private preview to be complete.
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=====Risk=====
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* SSC contacted GC partners to provide volunteers with admin access at the M365 Tenant level to help perform the testing with the Group Access Review Notification feature with Microsoft.
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The Group Access Review Notification is available only in English regardless of the fact the user has the settings in French.
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* Microsoft reported the feature is currently in development, but no estimated release date given yet.
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* Microsoft asked if DCC-UX is willing to be added into the private preview to test the feature once available (Case Number 2304120030002838)
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* Microsoft has assigned a support engineer to follow up on the issue.
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* DCC-UX is drafting a list of users who could be interested in accessing the private preview.
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* Microsoft has opened the ticket.
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* The issue was reported to Microsoft on 2022-04-11.
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===== Risk =====
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* The Group Access Review Notification is available only in English regardless of the fact the user has the settings in French​.
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=== Canadian French Dictate ===
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===Outlook Scheduling Pool===
 
===== Description =====
 
===== Description =====
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* Canadian French Dictate is a voice-to-text author that is used to create documents.
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Two components of Scheduling Poll do not translate in French. Even if all settings are in French on the computer. When in French when we look to have the “HOLD” time secure in the calendar, this part is not translated into French and  appears in the calendar. When a participant is voting, the organizer is getting the email in Outlook in English
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* In this case, it is used to create a Word document via the web-version of Word.
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* The French (Canada) Dictate feature does not work on the Web version of MS Word. Despite having all settings activated, the feature still does not work. It appears that this is a wide-scale SSC issue. This issue is concerning as it affects both Accessibility and Official Languages obligations.
      
===== Status and Updates =====
 
===== Status and Updates =====
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