💡 Our Technical Review in summary
#### Summary
Starting in late October 2025, Microsoft will automatically deploy three new “companion apps”—People, Files, and Calendar—to Windows 11 devices running Microsoft 365 desktop clients. These lightweight, taskbar-integrated applications are designed to reduce context switching by providing quick access to Microsoft Graph data. A central feature of these apps is deep integration with Microsoft 365 Copilot, allowing users to ground AI prompts in specific contexts such as meeting details, collaborator profiles, or shared documents.
Starting in late October 2025, Microsoft will automatically deploy three new “companion apps”—People, Files, and Calendar—to Windows 11 devices running Microsoft 365 desktop clients. These lightweight, taskbar-integrated applications are designed to reduce context switching by providing quick access to Microsoft Graph data. A central feature of these apps is deep integration with Microsoft 365 Copilot, allowing users to ground AI prompts in specific contexts such as meeting details, collaborator profiles, or shared documents.
#### Impact
- Automatic Installation: The apps will be installed by default on Windows 11 devices with M365 desktop clients between late October and late December 2025.
- User Experience: Users will see new entries in their Start menu and Taskbar for People, Files, and Calendar. These apps allow for quick actions like starting chats, previewing files, and joining meetings without opening full desktop applications.
- AI Integration: These apps introduce new touchpoints for Generative AI. Users can use Copilot to summarize files, draft messages to colleagues based on their roles, and prepare for upcoming meetings directly within the companion interface.
- Administrative Control: While enabled by default, administrators have the authority to opt-out of the automatic installation via the Microsoft 365 App Admin Center.
- Pinning Configuration: If your organization has already configured Copilot pinning, note that these companion apps are managed separately. New pinning options for these apps will become available in mid-October 2025.
#### Action Required
- Evaluate Deployment: Determine if your organization wants these apps installed automatically. If you wish to opt out, you must navigate to the Microsoft 365 App Admin Center > Customization > Device Configuration > Modern App settings and uncheck “Enable automatic installation of Microsoft 365 companion apps.”
- Update Internal Documentation: Ensure help desk staff and internal resource portals are updated to include these three new apps, as they may prompt user inquiries regarding their sudden appearance on the taskbar.
- Review Pinning Settings: Starting mid-October 2025, visit the Microsoft 365 Admin Center to configure whether these apps should be pinned to the taskbar alongside Copilot.
- User Communication: Notify end users of the upcoming rollout to set expectations regarding the new icons and the enhanced Copilot capabilities within these tools.
Microsoft Official Update
Service: N/A
Category: planForChange
Severity: normal
Updated September 30, 2025: We have updated the content. Thank you for your patience.
[Introduction]
Starting in late October 2025, Microsoft will begin automatically installing the Microsoft 365 companion apps—People, Files, and Calendar—on Windows 11 devices that already have Microsoft 365 desktop client apps. These taskbar-integrated apps are designed to streamline everyday workflows, helping users stay focused, reduce context switching, and complete tasks faster.
With Copilot integration, users can ground their prompts in the right context—whether it’s a shared file, a meeting, or a collaborator. This integration allows users to catch up, summarize, and take action more efficiently.
This message is associated with Microsoft 365 Roadmap ID 486856.
[When this will happen:]
General availability: Rollout begins late October 2025 and is expected to complete late December 2025.
[How this affects your organization:]
Who is affected:
All users on Windows 11 devices with Microsoft 365 desktop client apps.
What will happen:
- Microsoft 365 companion apps (People, Files, Calendar) will be automatically installed.
- Admins can opt out of automatic installation via Device Configuration settings.
- If Copilot pinning is not yet enabled, admins will be able to pin both Copilot and companion apps starting mid-October.
- If you’ve already enabled Microsoft 365 Copilot pinning in the Microsoft 365 Admin Center, note that companion apps are not included in the pinning configuration at this time but you will be able to enable companions pinning starting mid-October.
- On devices where the apps are already installed, no visible change will occur.
- Installation is enabled by default and does not require user interaction.
- Apps will appear in the Start menu and provide quick access to people, files, and calendar data from the Microsoft Graph.
[What you can do to prepare:]
- Notify users about this change via an internal announcement to set expectations.
- Update any relevant internal documentation to reflect the availability of these apps.
- If you want to opt out of automatic installation:
- Go to Microsoft 365 App Admin Center.
- Navigate to Customization -> Device Configuration.
- Select Modern App settings
- Choose Microsoft 365 companion apps
- Uncheck Enable automatic installation of Microsoft 365 companion apps and Microsoft 365 Apps
- Learn more: Overview of Microsoft 365 companion apps – Microsoft 365 Apps | Microsoft Learn
- Check out the latest features here: Get Started with Microsoft 365 companion apps | Microsoft Support
App highlights:
People app features:
- Look up colleagues by name, skills, role, location and more.
- View profile cards, availability, and organizational charts.
- Send messages and start chats.
- Use Copilot to ask people-related questions like, What does this person work on? or Draft a message to catch up.
- Type freeform prompts for any colleague directly in the app.
File app features:
- Find Microsoft 365 and locally downloaded files.
- Preview file content and share with colleagues.
- Filter by person, file type, or activity (Created, Shared, Edited, or @Mentioned).
- Use Copilot to summarize, catch up, and act on files.
Calendar app features:
- Find events by organizer, attendees, or title.
- View agenda or day at a glance.
- Open meeting details and join directly from the calendar.
- Edit meetings, chat with participants, or copy the meeting link.
- Use Copilot to prepare for upcoming meetings or catch up on missed ones.
[Compliance considerations:]
| Question | Explanation |
|---|---|
| Does the change introduce or significantly modify AI/ML or agent capabilities that interact with or provide access to customer data? | Copilot integration enables contextual AI-driven assistance based on user data such as files, meetings, and contacts. |
| Does the change provide end users any new way of interacting with generative AI? | Users can interact with Copilot Companions directly from the taskbar using contextual prompts grounded in Microsoft Graph data |
| Does the change allow a user to enable and disable the feature themselves? | Users can pin or unpin the apps from the taskbar once available. |
