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

Objectifs :

This tutorial aims to demonstrate how to effectively prepare for time away from the office using Viva Insights and Outlook. It focuses on improving productivity and well-being by providing personalized recommendations based on work data, scheduling out-of-office messages, and managing missed meetings during absence.

Chapitres :

Introduction to Viva Insights
In this tutorial, we will explore how to prepare for your time away from the office using Viva Insights and Outlook. This feature is designed to enhance productivity and well-being by offering personalized recommendations based on your work data.
Scheduling Out of Office Messages
To get started, click on 'New Message' in Outlook. In the ribbon, locate and click on the Viva Insights icon. A panel will open on the right side, providing access to several features. Click on 'Plan Your Time Away' to begin scheduling your out-of-office messages.
Setting Out of Office Dates
In the 'Plan Your Time Away' section, you can select your out-of-office dates using the calendar. After selecting the dates, click 'Schedule'. You will then be able to compose an automatic response that will be sent to anyone who emails you during your absence. A default message will be provided, but you have the option to customize it.
Customizing Your Automatic Response
Below the message field, you will find the option 'Send Outside My Organization'. If you activate this option, you can create a different message for external contacts, allowing you to separate internal and external communication. Once your message is ready, click 'Save'.
Managing Meetings During Your Absence
If you have meetings scheduled during your time away, click on 'Resolve Meetings'. Here, you can select the meetings you won’t be attending and write a specific message to notify your colleagues of your absence. Once the message is prepared, click 'Confirm'.
Optimizing Tasks Before Departure
In the 'Book Time to Focus' section, you can optimize your tasks on your last day to ensure they are completed before you leave. Add a title and duration for each task. Additionally, you can prepare for your return by scheduling time to process emails or other tasks.
Finalizing Your Settings
Once you have completed all these settings, you can close the panel and navigate to your calendar. You will see that your out-of-office dates are now clearly marked in your calendar based on the information you entered in Viva Insights.
Conclusion
Now you know how to use Viva Insights to schedule your out-of-office messages and manage your time efficiently. This tool not only helps in planning your absence but also ensures a smooth transition back to work.

FAQ :

What is Viva Insights?

Viva Insights is a Microsoft 365 feature that provides personalized recommendations based on your work data to help improve productivity and well-being.

How do I set my out of office message using Viva Insights?

To set your out of office message, click on the Viva Insights icon in the ribbon, select your out of office dates, compose your automatic response, and save your settings.

Can I customize my out of office message?

Yes, you can customize your out of office message. A default message is provided, but you can modify it to suit your needs.

What happens to my meetings while I'm out of the office?

You can use the 'Resolve Meetings' feature to select meetings you won't attend and notify your colleagues with a specific message.

How can I prepare for my return to the office?

You can prepare for your return by scheduling time to process emails and other tasks using the 'Book Time to Focus' feature.

What is the benefit of using Viva Insights for time management?

Using Viva Insights helps you manage your time efficiently by providing tools to schedule out of office messages, resolve meetings, and optimize tasks before your absence.

Quelques cas d'usages :

Managing Time Off in Corporate Settings

Employees can use Viva Insights to effectively manage their time away from the office by scheduling out of office messages and resolving meetings, ensuring that their absence does not disrupt workflow.

Customizing Communication for Different Contacts

Professionals can separate internal and external communications by customizing their out of office messages, allowing for tailored responses based on the recipient's relationship to the organization.

Enhancing Productivity Before Leave

By utilizing the 'Book Time to Focus' feature, employees can allocate time for completing tasks before their leave, improving overall productivity and ensuring a smooth transition.

Streamlining Meeting Notifications

Using the 'Resolve Meetings' feature, employees can efficiently notify colleagues about their absence from scheduled meetings, minimizing confusion and maintaining team communication.

Glossaire :

Viva Insights

A feature within Microsoft 365 that provides personalized recommendations based on work data to improve productivity and well-being.

Out of Office

A status indicating that a person is not available for work, often used in email settings to inform others of their absence.

Automatic Response

A pre-written message that is automatically sent to anyone who emails you during your absence.

Calendar

A tool used to schedule and manage appointments, meetings, and events.

Resolve Meetings

A feature that allows users to manage and notify colleagues about meetings they will miss during their absence.

Internal Communication

Messages exchanged within an organization, typically among employees.

External Communication

Messages exchanged with individuals outside of the organization.

Book Time to Focus

A feature that helps users allocate time for specific tasks to enhance productivity before leaving the office.

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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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