Olenick Advisory Bulletin: The Latest Updates for MS Outlook

Olenick Advisory: MS Outlook


COVID-19 has hit hard, and Microsoft wants to help users and customers by bringing some relief to their day-to-day tasks!

Microsoft has been heavily focused on time and task management for their users – they want to help their users be more productive. Microsoft is focusing on how they can help their users spend less time preparing for meetings and organizing their calendars to stay balanced.  

 

Microsoft is starting this process with multiple updates for Outlook. First, the updates will be rolled out to Outlook on the web and Outlook mobile. Check out the list of what’s coming, and how to use some of the new features below! 

 

Meeting Insights

Microsoft created this feature to help their users spend less time trying to find files and emails that may be relevant for upcoming meetings. Meeting Insights is in the calendar tab of Outlook – once a user clicks on the event details of a meeting, the list of emails, files, and more will pop up. Specifically in Outlook web, users can see messages, meeting details, and attendees’ responses. 

 

One-Tap Join

Microsoft is trying to help their users be on time for meetings. In the Outlook mobile application, users can join their meetings in just one-tap. The great thing about one-tap join is that it is less time consuming for users to join a meeting, and it also allows users to join Zoom or Webex meetings in one-tap as well. 

 

Microsoft Teams Meeting Default

In the Outlook mobile application, users can set a default for adding meetings to invites, emails, etc. This feature does the work for you. Immediately when users create a meeting invite on the Outlook mobile application, a Microsoft Teams link will automatically be added to the body of the paragraph. This is less clicks for a user, making it easier for them to schedule their meetings online! 

 

Personal Calendar

Microsoft notices that more and more people are remote these days. They also are noticing that workdays are beginning to become more flexible when it comes to the hours that they work – not everyone is working a 9-5 schedule. Microsoft adds this personal calendar option to help accommodate these individuals.  

 

The personal calendar can be added to a user’s work account! The great thing about this new feature is that the events that are added to the personal calendar will be shown as busy with no other information or details. Microsoft wanted users to have their privacy when adding a personal calendar to their work account.  

 

The personal calendar also doesn’t allow for other users to schedule a meeting during times that are booked on the personal calendar. For example, there might be a doctor’s appointment on the personal calendar, but on the work calendar at the same time slot there is no event. Outlook will recognize that there is something booked on the personal calendar and won’t allow for users to double book that time slot.  

 

In Outlook, users can also see their personal calendar next to their work calendar. There are 3 different views: Split view, Work Week, and Personal Week.

 

In split view, the work calendar will be show on the left and the personal calendar will be shown on the right, which helps users organize their two calendars at the same timeThis new feature allows for users availability to be more accurate.  

 

 In Outlook on the web, users can go to the calendar tab and click ‘Add Calendar’ to add their personal calendar in underneath the calendar thumbnail in the left hand panel:

MS Outlook Personal Calendar

 

Suggested Replies

In Outlook web and mobile, new Outlook AI helps users do things faster and easier. The Outlook AI now generates suggested replies which is an easy way for users to share their availability.

Scheduled Emails

Users can schedule when their emails are delivered. To avoid any annoyance during vacation, a user can compose their email at a convenient time and click ‘Send Later’ and then schedule a date and time:  

MS Outlook Scheduled Emails

 

Snooze Emails

In Outlook web and mobile, users can now snooze emails for a later time. Maybe the email isn’t relevant now, but it will be later. This feature is to help organize emails that will become relevant later.  

 

Create Tasks

Users can highlight a line of text in an email, right-click, and select ‘Create Task’. Once a user has created a task, they can then add it to their calendar and schedule when it’s to be completed. This will help users organize their days, tasks, and schedules immensely. 

 

Cortana 

Cortana is now integrated with Outlook. You can get a personalized email from Cortana to help you prepare for your day, stay on task, and attend meetings:

MS Outlook Cortana

 

Default Duration Times for Meetings and Appointments

Microsoft knows that everyone’s days sometimes fill up with back to back meetings. If a user is going into a meeting knowing it will only take a few minutes, users can now set the default time for a meeting starting at 0 minutes. This allows users to get back some time in their calendar, maybe for a coffee break or a snack! 

MS Outlook Default Meeting Duration

 

Hands-Free 

Now on Android, Outlook mobile lets users stay connected with a hands-free option. This allows Cortana to read aloud a user’s new email. This allows for users to multitask, but still stay up to date on all their emails. Everyone knows it’s easy for an inbox to become overloaded with unread emails! 

 

Meeting Hours 

Users can now update their meeting hours. This makes it easier when other users are trying to schedule meetings with other coworkers. Simply select the days for work and hours. This will be the available times that show up when a user tries to invite other users to a meeting.  

 

The Olenick Advisory Bulletin has significant information for up and coming Windows and Office updates. The Advisory Bulletin also includes resolved and unresolved issues pertaining to Windows and Office. To subscribe to our Advisory Services, please contact Scott Christensen at schristensen@olenick.com. 

 

Authors: Heather Kuhn & Courtney Troyer from the Olenick Desktop Engineering Team 


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