Outlook - Prepare for Time Out of Office (Viva Insights) Tutorial

Get ready for your time away from the office with Viva Insights and Outlook! Discover how to improve productivity and well-being by scheduling out of office messages, managing meetings, and optimizing your tasks. Learn to personalize automatic responses, separate internal and external communication, and ensure a smooth transition back to work. Take control of your work data and make the most of your time off!

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Available in Microsoft365

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we'll demonstrate how to prepare for your time away

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from the office using viva insights and outlook.

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This feature helps you improve productivity and well-being by

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providing personalized recommendations based on your work data.

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We'll use it to schedule your out of office

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messages and manage any meetings you'll miss during your absence

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to get started. Click new message,

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then in the ribbon, click on the viva insights icon. A

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panel will open on the right giving you access to several features.

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Click on plan your time away

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here. You can select your out of office dates using the calendar,

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then click schedule.

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Now you can compose the automatic response that will be

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sent to anyone who emails you during your absence.

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A default message will already be provided, but you can customize it

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below that. You'll find the option. Send outside my organization.

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If you activate this, you can create a different message for external contacts,

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separating internal and external communication.

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Once your message is written,

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click save

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if you have meetings scheduled during your time away, click on resolve meetings,

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select the meetings you won't be attending

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and write a specific message to notify your colleagues that you won't be present.

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Once the message is ready, click, confirm

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finally in the book time to focus section,

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you can optimize your tasks on your last

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day to ensure they're completed before you leave.

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Add a title

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and duration for each task.

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You can also prepare for your return such as

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scheduling time to process emails or other tasks.

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Once you've completed all these settings, you can close the panel

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and go to your calendar,

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you'll see that your out of office dates are now clearly marked

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in your calendar based on the information you entered in viva insights.

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And here we are now,

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you know how to use viva insights to schedule your

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out of office messages and manage your time efficiently.

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