A significant new layer of control is poised to make its debut in the Microsoft Teams Admin Center: rules-based app control for Teams, an update that shifts how organizations manage third-party applications within the Microsoft 365 ecosystem. This feature, set to start rolling out in mid-July and expected to reach broad availability by early August, represents a long-awaited enhancement for IT admins tasked with balancing security, usability, and compliance in a rapidly evolving collaboration space.
Historically, Microsoft Teams has supported broad flexibility in integrating third-party and in-house apps through the Teams Admin Center. Admins could approve or block apps on a tenant-by-tenant basis, often relying on a patchwork of manual whitelist and blacklist policies. While this approach provided granular control, it came at the expense of efficiency and, sometimes, clarity—especially for larger organizations managing thousands of users across multiple departments.
A core pain point has been the absence of true rules-based bulk approval for Microsoft 365 certified apps. Such certified apps have already passed Microsoft’s security, privacy, and compliance standards, but admins still found themselves forced to manually approve each one or set global policies that might not reflect the nuanced needs of their organization.
With this update, administrators can define organization-wide criteria that apps must meet to be automatically approved and enabled for users. According to Microsoft’s statements and official documentation, these criteria will be based on predefined, verifiable safety and compliance benchmarks—such as Microsoft 365 Certification status, ensuring only those apps that have met an established threshold for trust and security are available for use.
One of the standout benefits is simplicity. The feature is designed to be “on by default,” eliminating the need for IT to parse complex policy settings for every app deployment. Admins who want finer control can still override or customize rules, but most organizations should experience a seamless, safer app onboarding process out of the box.
F licenses, aimed at frontline workers in retail, healthcare, and public sector roles, comprise a unique slice of Microsoft’s Teams user base. Admins managing knowledge workers or other enterprise segments with E licenses will, for now, have to wait—a restriction that some critics argue undermines the broad benefit of the feature.
It’s worth noting that Microsoft has a history of staged rollouts and often broadens features to other licensing tiers after initial testing and feedback. However, the absence of a clear timeline or commitment for E license support leaves many larger organizations in limbo.
By default, the core criteria-based approval will utilize Microsoft’s predefined “safe” criteria, but further customization is possible for advanced scenarios.
Because rules hinge on Microsoft 365 certification (itself a robust process), organizations can trust that only apps veted for enterprise use are made available. Still, some caution is warranted: while certification standards are extensive, they are not infallible. Organizations with particularly sensitive risk profiles may wish to apply additional scrutiny or customize rules to require additional checks before approval.
Still, the licensing limitation is an outlier. Both Slack and Google Workspace offer their respective automation and governance tools across a broader swath of their enterprise licensing spectrum, a point that could become a competitive sticking point if Microsoft doesn’t expand access soon.
Yet, for organizations outside the F (Frontline) license sphere, this advantage remains just out of reach. The restriction is particularly glaring given that many of the most complex and security-conscious organizations—prime beneficiaries of automated governance—rely on E licenses. Microsoft’s track record suggests broader access may follow, but organizations should monitor the situation closely and voice their needs through their Microsoft account representatives.
For enterprises able to leverage the feature from the outset, proactive preparation will be key. By auditing current policies, training staff, and aligning communication, IT teams can ensure this powerful new tool unlocks value rather than introduces risk.
The advent of rules-based app control reaffirms Microsoft’s commitment to blending flexibility with security in the modern workplace. For the thousands of organizations navigating the intersection of productivity and protection, it promises a smoother, safer path forward—so long as they remain vigilant, informed, and ready to act as features continue to evolve.
Source: Windows Report Rules-based app control is coming to Microsoft Teams Admin Center
The Current State of App Administration in Microsoft Teams
Historically, Microsoft Teams has supported broad flexibility in integrating third-party and in-house apps through the Teams Admin Center. Admins could approve or block apps on a tenant-by-tenant basis, often relying on a patchwork of manual whitelist and blacklist policies. While this approach provided granular control, it came at the expense of efficiency and, sometimes, clarity—especially for larger organizations managing thousands of users across multiple departments.A core pain point has been the absence of true rules-based bulk approval for Microsoft 365 certified apps. Such certified apps have already passed Microsoft’s security, privacy, and compliance standards, but admins still found themselves forced to manually approve each one or set global policies that might not reflect the nuanced needs of their organization.
Introducing Rules-Based App Control: A Policy Revolution
The new rules-based app control aims to fundamentally change this status quo. Admins will soon see an option within the Teams Admin Center, specifically underManage apps > Actions > Org-wide app settings > Microsoft 365 certified apps, that allows for the pre-approval of apps in bulk—using criteria rather than rigid, per-object toggles.With this update, administrators can define organization-wide criteria that apps must meet to be automatically approved and enabled for users. According to Microsoft’s statements and official documentation, these criteria will be based on predefined, verifiable safety and compliance benchmarks—such as Microsoft 365 Certification status, ensuring only those apps that have met an established threshold for trust and security are available for use.
One of the standout benefits is simplicity. The feature is designed to be “on by default,” eliminating the need for IT to parse complex policy settings for every app deployment. Admins who want finer control can still override or customize rules, but most organizations should experience a seamless, safer app onboarding process out of the box.
What Are Microsoft 365 Certified Apps, and Why Do They Matter?
At the heart of this system is the Microsoft 365 certification program. Apps listed as “certified” have undergone extensive security and compliance checks, including:- Formal documentation of data handling and access permissions
- Regular vulnerability assessments
- Proof of compliance with GDPR and other regulations
- Continuous monitoring for evolving threats
Who Gets It First? The Licensing Catch
Notably, the rollout comes with some licensing baggage. Early documentation from Microsoft suggested the rules-based app control would eventually become available to organizations with both E (Enterprise) and F (Frontline) licenses. However, recent support documents—cross-referenced with updated entries on Neowin and the Microsoft 365 Admin Center (notably message MC1085133)—indicate that, at launch, only those with F licenses will receive the feature.F licenses, aimed at frontline workers in retail, healthcare, and public sector roles, comprise a unique slice of Microsoft’s Teams user base. Admins managing knowledge workers or other enterprise segments with E licenses will, for now, have to wait—a restriction that some critics argue undermines the broad benefit of the feature.
It’s worth noting that Microsoft has a history of staged rollouts and often broadens features to other licensing tiers after initial testing and feedback. However, the absence of a clear timeline or commitment for E license support leaves many larger organizations in limbo.
How Does Rules-Based App Control Work—And What Does It Change?
From Manual to Automated
The traditional method involved a cumbersome dance: identify new apps, check their certifications, cross-reference organization policy, then manually approve or block each one. The new system introduces automation:- Rule Definition: Admins establish one or more rules specifying what types of apps may be auto-approved (e.g., “All Microsoft 365 certified apps”).
- Bulk Approval: When a new app enters the Teams environment and matches an active rule, it is automatically enabled for the organization, without further approvals needed.
- Org-Wide Consistency: Policies are enforced consistently across all users—regardless of department, geographic location, or device.
- Override and Customization: For those who require it, there is still an override mechanism, allowing for exceptions or for rules to be manually bypassed.
Control Settings Location and User Experience
Settings for rules-based app control will appear within the familiar Microsoft Teams Admin Center interface, specifically under the org-wide app settings section. This means organizations already accustomed to centralized Teams management will find the new options intuitive and easy to access.By default, the core criteria-based approval will utilize Microsoft’s predefined “safe” criteria, but further customization is possible for advanced scenarios.
Security and Compliance Implications
Rules-based control offers more than just efficiency improvements. Automated, criteria-driven app approval substantially reduces the risk of shadow IT (where users independently add apps outside of organizational control). It also bridges a long-standing gap between agility—in rolling out productivity tools—and the stringent demands placed on modern enterprises for compliance, risk management, and data sovereignty.Because rules hinge on Microsoft 365 certification (itself a robust process), organizations can trust that only apps veted for enterprise use are made available. Still, some caution is warranted: while certification standards are extensive, they are not infallible. Organizations with particularly sensitive risk profiles may wish to apply additional scrutiny or customize rules to require additional checks before approval.
Critical Analysis: Strengths and Potential Risks
Notable Strengths
- Improved Efficiency: Bulk, rules-based approval dramatically reduces administrative overhead, especially valuable in environments with hundreds or thousands of users.
- Enhanced Security: Centralized, criteria-based control lessens the risk posed by unauthorized or non-compliant apps while supporting Microsoft’s own vetting processes.
- User Empowerment Coupled With Safeguards: End users gain access to a wider array of productivity tools without lengthy delays, but only if those tools meet organizational and regulatory standards.
- Easy Rollback and Customization: Admins retain the power to override or refine rules as needed, ensuring the feature complements rather than overrides business policy.
Potential Risks and Limitations
- Licensing Exclusivity: As of the latest verified documentation, E license holders are excluded, at least initially. For many large enterprises, this means a potentially significant delay in reaping the benefits of automated app control—a limitation that could cause frustration given the otherwise universal logic of the feature.
- Overreliance on Certification: While Microsoft 365 Certification is robust, no certification program is impervious to evolving threats. Organizations should temper their reliance on automated approval with ongoing monitoring and incident response plans.
- Default Settings and Security Posture: The tool will be “on by default.” For most organizations, this is a plus, as it streamlines onboarding. However, organizations with deeply customized security policies may find it necessary to immediately audit and adjust default configurations to meet their unique needs, lest an app slip through the cracks via overbroad rules.
- Transparency and User Communication: As automated policies take effect, organizations should proactively communicate with end users and department heads to avoid confusion over why certain apps are (or are not) available. Misunderstandings here could result in shadow IT efforts or support desk surges.
What Organizations Should Do Now
While the rules-based app control feature is a welcome advance, its staged rollout and default activation mean IT leaders need to prepare. Key steps include:- Audit Current Policies: Review all active app permissions and policies in Microsoft Teams to ensure there are no conflicts with the forthcoming default rules.
- Monitor Message MC1085133: Stay updated via the Microsoft 365 Admin Center for changes in support scope, timing, and additional details that may affect your license tier.
- Train Admins and Key Staff: Ensure that IT admins, compliance officers, and help desk staff are trained on the new features, their expected behavior, and override mechanisms.
- Plan for End User Communication: Develop clear, accessible communication about changes to app availability, emphasizing the benefits for productivity and security.
- Prepare Custom Rules If Needed: For organizations with specialized needs or higher risk profiles, invest time in configuring custom approval rules and exceptions before the feature rolls out.
Comparing to Competitors—Does Microsoft Lead?
Microsoft is not the only major player to grapple with app governance in enterprise collaboration suites. Google Workspace and Slack both offer forms of app control, ranging from manual whitelists to API-driven automation. However, Microsoft’s approach—with its marriage of organization-level rules, default safety checks, and centralized interface—places it at the forefront for large enterprises prioritizing both agility and compliance.Still, the licensing limitation is an outlier. Both Slack and Google Workspace offer their respective automation and governance tools across a broader swath of their enterprise licensing spectrum, a point that could become a competitive sticking point if Microsoft doesn’t expand access soon.
Verdict: A Promising Step With Real-World Impact, but Watch the Fine Print
Rules-based app control in the Microsoft Teams Admin Center arrives as a timely, potentially game-changing feature for organizations seeking to navigate the dual pressures of rapid digital transformation and uncompromising compliance. By tethering app approvals to stringent Microsoft 365 certification and layering automation atop proven administrative controls, Microsoft positions Teams as a safer, more agile hub for collaboration.Yet, for organizations outside the F (Frontline) license sphere, this advantage remains just out of reach. The restriction is particularly glaring given that many of the most complex and security-conscious organizations—prime beneficiaries of automated governance—rely on E licenses. Microsoft’s track record suggests broader access may follow, but organizations should monitor the situation closely and voice their needs through their Microsoft account representatives.
For enterprises able to leverage the feature from the outset, proactive preparation will be key. By auditing current policies, training staff, and aligning communication, IT teams can ensure this powerful new tool unlocks value rather than introduces risk.
The advent of rules-based app control reaffirms Microsoft’s commitment to blending flexibility with security in the modern workplace. For the thousands of organizations navigating the intersection of productivity and protection, it promises a smoother, safer path forward—so long as they remain vigilant, informed, and ready to act as features continue to evolve.
Source: Windows Report Rules-based app control is coming to Microsoft Teams Admin Center
