How to Broadcast Messages Across Your Microsoft 365 Organization
You can now broadcast messages across your Microsoft 365 company with ease. The new Organizational Messages feature in the admin center lets you send company updates straight to every user’s device. Org-wide communication helps your company share updates quickly and handle crisis situations with speed. You reach everyone in your company, so no one misses important updates. With Microsoft 365, you can broadcast messages to support company updates, improve communication, and keep your company connected. Timely updates make sure your org-wide communication stays effective.
Key Takeaways
Microsoft 365 offers multiple tools like Organizational Messages, Teams, Viva Engage, and SharePoint News to broadcast company updates effectively to all employees.
Enable Organizational Messages in the admin center, assign clear roles for writers, approvers, and admins, and use the approval workflow to ensure messages are accurate and professional.
Target your messages to specific groups or the whole company and schedule updates to avoid overwhelming employees while keeping communication timely and relevant.
Use clear, simple language with direct calls to action in your messages to help employees understand what to do and increase engagement.
Track message delivery and engagement using Microsoft 365 reports to improve your communication strategy and keep your company connected and informed.
Broadcast Messages in Microsoft 365
Microsoft 365 gives you several powerful ways to broadcast messages and keep your company connected. You can use Organizational Messages, Teams, Viva Engage, and SharePoint News to reach all employees with important updates. Each tool offers unique strengths for different communication needs. With the right approach, you can make sure every employee receives company updates, whether you need to send a quick alert or share detailed information.
Organizational Messages Overview
Organizational Messages let you broadcast messages directly to employees’ Windows devices. You can send notifications, spotlight updates, or taskbar alerts. This tool works well for urgent company updates, adoption campaigns, or crisis communication. You do not need to write code or set up complex systems. You just assign roles, create your message, and choose your audience. Organizational Messages help you reach every employee, even those who may not check email or Teams channels regularly. This feature supports integration across Microsoft 365, making it easy to align your communication channels.
Teams and Viva Engage
Teams and Viva Engage give you dynamic channels for company-wide communication. You can broadcast messages in Teams to specific teams, departments, or the entire company. Viva Engage helps you build a community where employees can share feedback, ask questions, and connect with leaders. Microsoft’s case studies show that companies using Viva Engage saw a big jump in employee engagement and retention. For example, Domino’s used Teams and Viva Engage to connect 100,000 employees, helping store managers stay updated on business goals. Viva Engage analytics also help you measure how well your messages reach employees and adjust your strategy for better results. Leaders at companies like Westpac NZ and National Grid found that Viva Engage breaks down silos and gives every employee a voice. These tools reduce email overload and increase visibility for company updates.
SharePoint News
SharePoint News lets you create and share company updates on your intranet. You can post news articles, announcements, and resources for all employees. SharePoint News works best for detailed updates, policy changes, or ongoing projects. You can target messages to specific groups or broadcast them to the whole company. Integration across Microsoft 365 means you can link SharePoint News with Teams channels and email, making sure employees see important updates wherever they work. SharePoint News helps you build a central hub for company communication and keeps everyone informed.
Tip: Use a mix of these tools to maximize your reach. Broadcast messages through multiple channels to make sure every employee receives your updates, whether they prefer email, Teams, or their Windows device.
Microsoft 365 Admin Center Setup
Setting up broadcast messages in Microsoft 365 starts in the admin center. You can use this area to control how your company sends updates to every employee. This section will guide you through enabling Organizational Messages, assigning roles, and managing the approval workflow. You will learn how to make your company’s communication more effective than a company-wide email.
Enabling Organizational Messages
You can enable Organizational Messages directly in the Microsoft 365 admin center. Follow these steps to get started:
Sign in to the Microsoft 365 admin center with your admin account.
Go to the Reports section on the left menu.
Find and select Organizational Messages. This feature may appear as "preview" if your company is using the latest updates.
Click Enable to activate Organizational Messages for your company.
Note: If you do not see this option, check with your IT team. Some settings in Intune or other policies may block this feature. Make sure your company’s devices allow notifications and lock screen changes.
Once you enable Organizational Messages, you can start creating messages that reach every employee’s Windows device. This tool helps you send updates faster than traditional email.
Assigning Roles and Permissions
You need to assign the right people to manage messages in Microsoft 365. The admin center lets you control who can write, approve, or manage messages for your company. Here is how you can assign roles:
Writer: This person creates and drafts messages. You can add communication team members, HR, or other trusted employees.
Approver: This person reviews and approves messages before they go out. You can assign managers or leaders who understand your company’s needs.
Admin: This person manages the whole process. Usually, this is your Microsoft 365 global admin.
To assign roles:
In the admin center, go to Roles.
Select the role you want to assign (Writer, Approver, or Admin).
Add users from your company directory.
Save your changes.
Tip: Assign at least one writer and one approver. This setup keeps your messages clear and prevents mistakes. You can always add more people as your company grows.
The right roles help your company control who sends updates and who checks them before they reach employees. This process keeps your company’s communication safe and reliable.
Approval Workflow
The approval workflow in Microsoft 365 makes sure every message gets reviewed before it reaches your employees. This step protects your company from mistakes and keeps your updates professional.
Here is how the approval workflow works:
A writer creates a new message in the Organizational Messages section.
The message goes into a draft state.
The writer submits the message for approval.
The approver gets an email notification to review the message.
The approver can approve, reject, or add comments to the message.
Once approved, the message is scheduled or sent right away, depending on your company’s needs.
Remember: Urgent messages can be sent immediately after approval. For regular updates, you can schedule messages to appear at the best time for your company.
This workflow helps your company avoid sending incorrect information. You can track every message and see who approved it. You also get reports on how many employees saw your updates, which helps you improve future messages.
By following these steps, you make sure your company uses Microsoft 365 to broadcast messages safely and effectively. You reach every employee, keep your updates clear, and avoid the problems that come with company-wide email overload.
Targeting and Scheduling Broadcasts
Selecting Recipients and Groups
You can target your broadcast messages in Microsoft 365 to specific employees, groups, or the entire company. This flexibility helps you make sure the right people see the right updates. When you select recipients, you can choose by department, role, location, or even project teams. Targeted communication increases the relevance of your updates and helps employees take action.
When you use Microsoft 365 to broadcast messages, you help your company reach employees who may not check email or teams channels often. This approach ensures that company updates do not get lost.
Scheduling and Frequency
You can schedule updates in Microsoft 365 to appear at the best time for your company. Regular scheduling helps employees know when to expect new information. Many companies use communication calendars to plan updates and avoid sending too many messages at once. This method keeps employees from feeling overwhelmed by email or teams notifications.
Balance message frequency to avoid overload.
Use communication calendars for predictable updates.
Combine related updates into single messages to prevent fragmentation.
Monitor engagement with real-time analytics and adjust timing as needed.
AI-powered tools in Microsoft 365 can help you find the best time to send updates. You can also let employees set their own notification preferences. This flexibility improves engagement and helps your company deliver important updates without causing fatigue.
Urgent vs. Scheduled Messages
Sometimes, your company needs to send urgent updates. Microsoft 365 lets you broadcast messages immediately for crisis situations or time-sensitive company updates. You can use urgent messages for emergencies, security alerts, or critical changes. These messages appear right away on employees’ devices, even if they are not checking email or teams.
For regular company updates, you can schedule messages to appear at set times. This approach works well for routine communication, policy changes, or project milestones. By using both urgent and scheduled messages, your company can keep employees informed and ready to act.
Tip: Use urgent messages only when necessary. Too many urgent updates can reduce their impact and cause employees to ignore important information.
Org-wide Communication Best Practices
Message Clarity and Actionability
Clear and actionable messages help your employees understand what you expect. When you use org-wide communication in Microsoft 365, focus on making every message easy to read and direct. Short sentences, active voice, and bullet points improve clarity. Always state the main point at the beginning. Use calls to action so employees know what to do next. For example, you might ask employees to update their passwords or attend a meeting. You can also use mobile-friendly templates and BLUF (Bottom Line Up Front) subject lines to increase attention and open rates. Interactive feedback tools, like emoji bars or micro-surveys, help you check if employees understand your updates and improve employee engagement.
Tip: Before sending, review your message for clarity. Ask yourself if every employee will know what action to take.
Tracking and Reporting
Tracking the impact of your broadcast messages is key to improving org-wide communication. Microsoft 365 provides delivery reports, open rates, and click-through rates. These metrics show how many employees received and read your updates. You can also see which messages get the most engagement. Use these insights to adjust your communication strategy and boost employee engagement. Two-way features, such as reply management and surveys, let you gather feedback from employees. You can monitor message status—sent, scheduled, or failed—to ensure updates reach everyone in your company.
Avoiding Overload
Too many updates can overwhelm employees and reduce the impact of org-wide communication. To avoid overload, set clear policies for how often you send broadcast messages. Combine related updates into one message when possible. Limit urgent messages to true emergencies. Leadership can help by clarifying priorities and reducing unnecessary meetings. Training and support also help employees manage information better. With Microsoft 365, you can schedule updates and use targeting to send only relevant information to each group. This approach keeps employees informed without causing fatigue and supports a healthy communication culture in your company.
You can broadcast messages in Microsoft 365 by following a clear process: enable Organizational Messages, assign roles, target your audience, and track results. This structured approach helps you keep employees aware, engaged, and prepared for change.
Use audience targeting to avoid overload and reach the right groups.
Combine channels like Teams, SharePoint, and Viva Engage for better visibility.
Measure adoption and adjust your strategy for lasting success.
Explore Microsoft’s official documentation to deepen your knowledge and support your organization’s growth.
FAQ
How do you access Organizational Messages in Microsoft 365?
You can find Organizational Messages in the Microsoft 365 admin center. Go to the Reports section, then select Organizational Messages. If you do not see it, check your permissions or ask your IT admin.
Can you send messages to only certain departments or teams?
Yes, you can target specific groups, departments, or teams. Select your audience when creating a message. This helps you send updates only to those who need them.
What happens if a message needs urgent delivery?
You can mark a message as urgent. After approval, Microsoft 365 sends it immediately to users’ devices. Use urgent messages for emergencies or critical updates.
How can you track if employees read your broadcast messages?
Microsoft 365 provides reports on message delivery, open rates, and clicks.
You can review these metrics in the admin center to see how many employees received and interacted with your messages.
