Microsoft 365 Gains New Windows 11 Productivity Boost with “companion Apps”: People, File Search & Calendar – A Deep Dive
(Last Updated: October 26, 2023)
For years, the promise of a truly integrated and streamlined digital workspace has been a driving force in software development. Microsoft is taking a critically important step towards that goal with the rollout of new “companion apps” – people, File Search, and Calendar – designed exclusively for Windows 11 and integrated with Microsoft 365. These aren’t simply redesigned versions of existing tools; they represent a fundamental shift towards contextual, readily-accessible productivity features.This article provides a extensive overview of these apps, their functionality, rollout strategy, and implications for Microsoft 365 users.
The Evolution of Productivity: Why Companion Apps?
In today’s fast-paced work surroundings, minimizing friction and maximizing focus are paramount. Traditional application suites, while powerful, often require users to navigate multiple windows and menus to complete simple tasks. Microsoft’s companion apps address this directly. They are designed to be lightweight, task-focused, and persistently available from the Windows 11 taskbar, offering instant access to frequently used data and actions. this approach aligns with the broader industry trend of “ambient computing,” where technology anticipates user needs and provides assistance without demanding constant attention.
As Microsoft detailed in their initial announcement on the Tech Community blog, the core principle behind these apps is to empower users to complete tasks quickly and effectively. This isn’t about replacing existing Microsoft 365 applications like Outlook or SharePoint; it’s about augmenting them with a layer of convenience and accessibility.
Meet the Companion apps: Functionality and Benefits
let’s break down each app and its key features:
People: This app moves beyond a simple contact list. It provides dynamic profile cards, allowing users to quickly access information about colleagues, including their role, contact details, and organizational chart position. The ability to initiate messages directly from the taskbar streamlines interaction and fosters collaboration. For large organizations, the organizational chart functionality is notably valuable, providing a visual depiction of reporting structures and team relationships.
File Search: Frequently enough cited as a major pain point for users, finding the right file can be a time-consuming process. File Search tackles this head-on by enabling users to locate files without needing to remember the exact filename. Crucially, it also supports file previews before sharing, reducing the risk of sending incorrect or outdated versions.This feature alone can substantially improve workflow efficiency and data accuracy.
Calendar: The addition of a dedicated Calendar companion app further reinforces Microsoft’s commitment to task-focused accessibility. It provides a speedy overview of upcoming appointments and meetings directly from the taskbar,allowing users to stay on top of their schedule without switching applications. This is particularly useful for individuals with busy calendars and frequent meetings.
Who Gets Access? the Current Rollout and Future Outlook
Currently, access to these companion apps is limited to users meeting specific criteria, as outlined on the Microsoft learn website:
Microsoft 365 Insider Program (Business): Participation in the Insider Program is currently required.
Microsoft 365 Desktop Apps: A valid Microsoft 365 subscription with desktop applications installed is essential.
Windows 11: These apps are exclusively available on Windows 11.
This phased rollout suggests Microsoft is initially targeting business and enterprise users.While home users would undoubtedly benefit from features like File search, the People and Calendar apps are likely to be more valuable in collaborative work environments. It’s reasonable to anticipate a broader release to all Microsoft 365 subscribers in the future, but Microsoft has yet to announce a definitive timeline.
Automatic Installation & Administrative Control
Microsoft is employing an automatic installation strategy for these companion apps on supported systems. This approach aims to maximize adoption and ensure users benefit from the new features without requiring manual intervention. However, recognizing the need for administrative control, Microsoft provides a mechanism for IT administrators to opt-out of automatic installation.
Administrators can disable automatic installation via the Microsoft 365 Apps admin center, navigating to Customization > Device Configuration > Modern Apps Settings and unchecking “Enable automatic installation of Microsoft 365 companion apps” after selecting Microsoft 365 companion apps (preview). It’s critically important to note that this prevents future installations but does not remove apps already installed. Users retain the ability to pin or unpin the apps from the taskbar and control their startup behavior.**Implications for IT
