Distribute corporate news to your organization

When you have organization-level announcements, CEO messages, philanthropic highlights, quarterly growth reports, or any other important stories that you want to share with your entire organization, you can create an organization news site where “official” or authoritative news can be posted and then distributed to your organization. News can be distributed on the SharePoint start page, on your home site, or on any page of a site where you want the news to be displayed. It’s also tightly integrated into Viva Connections for Teams Desktop and in the Viva Connections Feed where people can engage with corporate news wherever they are.

When news is distributed from an organization news site, it gets special visual treatment (see the "NEWS @ CONTOSO" color block below).

Image of example organization news posts

Places news is distributed

News is distributed across SharePoint, Teams, and through Viva Connections.

image showing where news is distributed

Location Details
SharePoint start page Automatically displayed in the News from sites section, based on relevance to the user
SharePoint communication sites, team sites, and hub sites Displays on a page in the site when the News web part is used
Viva Connections for Microsoft Teams Desktop Displays news on the home site in a feed
Viva Connections Mobile app Displays in the Feed based on relevance to the user
Viva Connections Dashboard Add one or more cards that highlight news from the organization or different departments. Decide your audiences and where and when you want to share the news.
Email in Outlook News digest automatically sent with your branding.

Note

Viva Connections is in Public preview and will become more widely available to customers this Fall. Viva Connections is one of four Microsoft Viva modules.

Steps to distribute organization news

image showing steps to distribute organization news

To distribute news across your organization, follow these steps:

  1. Decide your audience and when and where you want to share the news.
  2. Create an organization news site.
  3. Create news posts on sites.
  4. Add the news web part on your home site or other sites where you want your news to appear, and set options for your news posts, like ordering, audience targeting, and more.
  5. Boost news for greater discoverability.
  6. Send news in email.
  7. Use Viva Connections to spread news in Teams: If you’re using Viva Connections for Teams Desktop, news that you add to your home site will be available in Teams.
  8. Spread news on the Viva Connections mobile app: Add one or more cards to your dashboard that opens a news story. Additionally, if you have the Feed enabled for your app, news will automatically display there, based on relevance to each user.

Decide your audience

You may have different audiences for different messages. Understanding your audience helps you determine where and how you want messages to be shown. For example, you can use news web parts on specific sites, and target your news to full-time employees or employees of specific groups.

Learn more about determining your audience.

Create an organization news site

SharePoint administrators can specify any number of organization news sites. For multi-geo tenants, organization news sites would have to be set up for each geo location. Each geo location could use the same central organization news site, and/or have its own unique site that shows organization news specific to that region.

To enable and specify the site for organization news, a SharePoint administrator must use the latest SharePoint Online PowerShell commands:

For more information see Create an organization news site.

Create news posts on sites

image showing a news post

Create news posts on your organization news site. Anyone with permission to create pages on the site can author news posts. A news post is actually a SharePoint modern page with special properties that allow the post to be distributed as news.

To learn how to create a news post, see Create and share news on your SharePoint sites.

To learn how to turn a page into a news post, see Change a SharePoint modern page into a news post or create a modern page from a news post.

Use the news web part to distribute news on the sites you want

image showing news web part

SharePoint news will automatically show on SharePoint Start page, and in the Viva Connections feed. If you want news to show on the page of a specific site (like on a home site), add the news web part to that page.

With the news web part, you choose your organization site as the source of your news, and you can audience target your news. By using audience targeting, you can show news content to specific groups of people. This approach is useful when you want to present information that is relevant only to a particular group of people. For example, you can target your news stories about a specific project to only team members and stakeholders of the project. You can also choose the layout of news and how to order the posts.

To learn how to use the news web part on a SharePoint page, see Use the News web part on a SharePoint page.

Boost news for greater discoverability

image showing news boost pane

Boost important news and announcements from your organization to prioritize their visibility and to increase readership. Boosted news posts display with a lightning bolt icon. You can order your boosted news to determine which shows first, and you can set an expiration date for the boosting of individual posts.

  • You can boost news posts from organization news sites only.
  • Boosted news posts are currently shown in auto news digests only. Soon, boosted posts will be shown in additional types and locations of news feeds.
  • A maximum of 10 news posts can be boosted at a time.
  • You must have edit permissions on the organization news site to boost news posts.

To learn more boosting news, see Boost news from organization news sites.

Send news in email

image showing an email digest

Many organizations send "newsletters" in email. With auto-news digest, emails are sent automatically to users with stories that are relevant to them that they may not have viewed yet. You can customize these emails with your own branding.

To learn more about the automatic news digest feature, see Automatically sending news post digests with branding.

You can also manually curate a news digest and send it when you want. To learn how, see Create and send a news digest.

To learn about email notification settings, see SharePoint email notifications.

Use Viva Connections for Teams Desktop to display news in Teams

image showing news on Viva Connections for Teams Desktop

When you use Viva Connections for Teams Desktop, your home site in Teams displays news just like it does when viewed in SharePoint. Coming in fall 2021, you'll be able to use the Viva Connections Feed web part in a Viva Connections Dashboard which will show news post within the feed. The Feed web part can be added to any SharePoint page.

To learn about adding Viva Connections, see Add Viva Connections for Microsoft Teams desktop.

Display news in the Viva Connections Teams mobile app

image showing news in mobile app

Arriving in fall 2021 is the Viva Connections mobile app. In this app, users will see a Feed that is personalized with relevant content for them, including news. The Feed automatically balances fresh and engaging content with corporate communications to keep users interested, while also ensuring that they see the most important messages. The Feed requires usage of modern SharePoint, and either SharePoint news or a Yammer community or, for the best experience, both.

You can also add one or more cards to your dashboard that opens a news story.

More Resources

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