Outlook - Respect Your Colleagues' Off Hours (Viva Insights) Tutorial

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Available in Microsoft365

Objectifs :

This tutorial aims to guide users on how to effectively use Viva Insights in Outlook to optimize interactions and respect colleagues' working hours.

Chapitres :

Introduction to Viva Insights
In this tutorial, we will explore how to use Viva Insights in Outlook. This feature is designed to help you optimize your interactions by considering the schedules of others, ensuring that you do not disturb coworkers outside of their working hours.
Adding Viva Insights to Outlook
To begin using Viva Insights, you first need to add it to your Outlook. Follow these steps: 1. Go to the left-hand navigation pane. 2. Click on 'Apps'. 3. Select 'Add Apps'. 4. Search for 'Viva Insights' from the list. 5. Select it and add it to your Outlook. Once the installation is complete, you can start using the feature.
Accessing Viva Insights
After adding Viva Insights, open any email or meeting invitation in Outlook. Click the Viva Insights button in the menu to launch its panel on the right side of your screen. You will see several cards that provide personalized recommendations, including: - Task management - Absence planning - Other helpful insights
Scheduling Meetings with Viva Insights
When scheduling a meeting, any times outside your colleagues' working hours will be grayed out. This visual cue makes it easy to identify when they are available. Additionally, if you attempt to send an email outside of your colleague's work hours, you will receive a prompt suggesting that you schedule the delivery with just one click. You can choose to send the email during their official working hours.
Conclusion
You now know how to add and use Viva Insights in Outlook. This tool helps you respect your colleagues' off hours and optimize communication, making your interactions more efficient and considerate.

FAQ :

What is Viva Insights in Outlook?

Viva Insights is a feature in Outlook that helps users optimize their interactions by considering colleagues' schedules and providing personalized recommendations for task management and absence planning.

How do I add Viva Insights to my Outlook?

To add Viva Insights, go to the left-hand navigation pane in Outlook, click on 'Apps', then 'Add Apps', search for 'Viva Insights' in the list, select it, and add it to your Outlook.

What happens if I try to send an email outside of my colleague's working hours?

If you attempt to send an email outside of your colleague's working hours, you will receive a prompt suggesting that you schedule the delivery for a time during their official working hours.

Can I see when my colleagues are available for meetings?

Yes, when scheduling a meeting, any times outside your colleagues' working hours will be grayed out, making it easy to see their availability.

What kind of recommendations does Viva Insights provide?

Viva Insights provides personalized recommendations related to task management, absence planning, and other helpful insights to improve communication and productivity.

Quelques cas d'usages :

Optimizing Meeting Scheduling

Using Viva Insights, professionals can schedule meetings more effectively by viewing colleagues' availability, ensuring that meetings are set during working hours, which enhances productivity and respects work-life balance.

Improving Email Communication

By utilizing the email scheduling feature in Viva Insights, users can send emails at optimal times, ensuring that messages are received during colleagues' working hours, thus improving response rates and communication efficiency.

Task Management Enhancement

Viva Insights offers personalized task management recommendations, allowing users to prioritize their work effectively and manage their time better, leading to increased productivity in various professional settings.

Absence Planning

With Viva Insights, teams can plan for absences more effectively by accessing insights on team members' schedules, which helps in resource allocation and project management.

Glossaire :

Viva Insights

A feature integrated into Outlook that provides personalized recommendations for task management, absence planning, and optimizing interactions by considering colleagues' schedules.

Outlook

A personal information manager from Microsoft, primarily used for email communication, calendar scheduling, and task management.

Working hours

The hours during which an employee is expected to be at work and available for communication.

Email scheduling

The process of setting a specific time for an email to be sent, allowing users to optimize communication based on recipients' availability.

Navigation pane

A panel in Outlook that allows users to navigate through different sections such as mail, calendar, and apps.

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This feature allows you to optimize

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your interactions by considering others schedules

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while ensuring that you don't disturb coworkers outside of their working hours.

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First, make sure viva insights is added to your outlook.

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Go to the left hand navigation pane,

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then click on apps. Click add apps,

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search for viva insights from the list, select

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and add it to your outlook to start using it

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after installation is complete. Open any email or meeting invitation in outlook.

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Click the viva insights button in the menu to launch

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its panel on the right side of your screen.

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You will then see several cards on the right.

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These cards offer personalized recommendations such as task management,

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absence planning and other helpful insights.

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When scheduling a meeting, any times outside your colleagues,

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working hours will be grayed out.

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This makes it easy to see when they are available.

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If you try to send an email outside of your colleague's work hours,

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you'll receive a prompt suggesting you schedule the delivery with just one click,

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you can choose to send the email during their official working hours

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and that's it.

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You now know how to add and use viva insights in

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outlook to respect your colleagues off hours and optimize communication.

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