Insights Outlook add-in

Applies to: MyAnalytics elements are available in varying levels to users of different Microsoft Office 365 and Microsoft 365 plans. See MyAnalytics plans and environments for details.

Did you ever miss an important email or forget a commitment you made to your co-workers? Do meetings and emails tend to take over your calendar? Do you ever wish to see reminders for 1:1 meetings with your manager, direct reports, or other top collaborators? Would you like to be notified if an upcoming meeting doesn't have a quorum?

If your answer to any of these questions is yes, the Outlook add-in provides actionable insights to help you stay on top of your tasks and get more done.

This add-in is an extension of your Outlook experience and works within Outlook to help you gain focus time, maintain your work relationships, and improve your overall work-life balance.

Note

Only you can see your data, see Privacy FAQ for details.

What you might see

In Outlook, open the add-in by selecting the Insights icon in the Outlook Home ribbon. If you are using Outlook on the web, open an email message, select the ellipsis (...) in the top-right corner of your email message, and then select Insights.

You'll see Insights in the right panel in Outlook:

Insights panel

Email read statistics

Applies to: MyAnalytics elements are available in varying levels to users of different Microsoft Office 365 and Microsoft 365 plans. See MyAnalytics plans and environments for details.

Insights can tell you how many people have opened your emails and how long they spent reading them. In general, it informs you about emails that you sent to five or more Office 365 users who are internal to your company. (For more information about which email messages are reported about, see Reporting details.)

After you send an email message, it takes up to fifteen minutes before Insights can inform you about it. Insights groups similar information into a single summary card that you can select and expand to see a more detailed view.

Reporting details

Insights does not display read information about every email that you send. Please note the following circumstances.

Requirement: qualifying messages

Read statistics are shown only for qualifying messages. A qualifying message is an email message that is sent to five or more qualifying recipients. A qualifying recipient is a person who is in the same company as the sender, has a cloud mailbox, and has not opted out of Insights.

Other exceptions

Insights does not report about email messages in the following categories:

  • Email that was sent from a shared mailbox
  • Email that was sent to a mailbox that was configured for email forwarding. (Recipients of forwarded email are not included in the count of qualifying recipients.)
  • Email that was sent more than 14 days ago.
  • Email in which the total number of recipients (the sum of all of the recipients in the To:, Cc:, and Bcc: fields) is less than five.

Open rate

The Insights add-in reports the open rate of qualifying emails that you have sent. The following table describes how Insights reports the open rate of a particular email:

Number of people who read your email Open rate
0 or 1 readers

"Low"
n or n-1 readers, where n is the total number of recipients of the email that you sent

"High"
all other numbers of readers

the exact read percent

User privacy is the reason that the imprecise values ("Low" and "High") are reported for read activity. For more information, see the Email read rates section in the MyAnalytics privacy guide.

To see read information about sent emails

  1. On the Home ribbon, select the Insights icon. If the Insights panel isn't already open, it opens now.

    Note

    If you see a "Welcome!" message, select Get started.

  2. On the Insights panel, select one of the following two cards:

    a. In-context email open rate. This card provides read statistics for the one sent email that currently has focus in Outlook.

    In-context email open rate

    b. The Track email open rates card. This card provides read statistics for all other sent emails.

    Track email open rates

  3. To see read statistics, select the appropriate card.

    a. If you selected the In-context email open rate card, the panel displays read statistics for the sent email that currently has focus in Outlook. The panel states the subject line and shows a summary of the open rate, the open rate (sometimes expressed as a percentage), and the number of forwards.

    b. If you selected the Track email open rates card, the panel displays insights cards for each of your recently sent messages. These cards state the subject line, a brief summary of the open rate, the open rate (sometimes expressed as a percentage), and the number of forwards.

    Email open rates

Read statistics details

Note the following about the reporting of read-statistics data:

  • Length of availability. Read Statistics for an email are present only for a period of 14 days. (Read Statistics are not computed for mails that have been sent more than 14 days ago.)
  • Time until availability. It usually takes 15 to 30 minutes to compute precise results for read statistics for your emails.
  • Five-recipient limit. An email qualifies for read statistics only if it was sent to more than five recipients in the To, Cc and Bcc fields combined.

Follow up on your tasks

MyAnalytics can help you follow up on requests you asked of others in email. MyAnalytics will automatically find tasks you requested of others based on your sent mails. For example:

  • "Can you send me this year’s latest report?"
  • "Everyone, please complete your performance evaluations by the end of the week."
  • "Cancel my RSVP for Carrin Patman's lunch scheduled early next week."

For one or more of these types of requests in your sent email in the last 14 days, you'll see a follow-up summary card in your Outlook Insights panel.

To see your follow-up card

  1. On the Outlook Home ribbon, select the Insights icon.

  2. In the Insights panel, you’ll see the Follow up on your requests card.

    Follow-up card

  3. Select the card to see more details and to do one or more of the following:

    • Select the email subject line from which the task was extracted to open that specific email.
    • Select Follow up to open the latest instance of the email.
    • Select Mark as done if the task is complete. Follow-ups disappear after two weeks or after you mark them as done.
    • If this task isn’t a follow-up, select the ellipsis () at bottom right, and then select This isn’t’ a follow up.

    Follow-up card details

Note

This card is only available in English.

Meeting preparation

Meetings are vital for healthy collaboration. Better meeting practices can improve productivity, information sharing, innovation, decision-making, and team connectedness. Read more about best practices for running effective meetings in this playbook.

The meeting preparation card shows you a list of upcoming meetings that you have organized, and it helps you evaluate whether each meeting is ready to go.

To view and use the meeting preparation card

  1. On the Home ribbon of Outlook, select the Insights icon. If the Insights panel isn’t already open, it opens now.

  2. On the Insights panel, locate the Prepare for your meetings card:

    Meeting preparation card

    This card provides information about meetings that you have organized for this week and next week (up to 10 business days in the future) and it helps you evaluate the state of those meetings.

  3. Select the Prepare for your meetings card. This opens a panel that displays insights cards for each of your upcoming meetings:

    Meeting preparation panel

These insights cards inform you of the following:

Card section Notes Recommendations
(Card title) Meeting title and time of occurrence
Attendees The percentage of invitees who have accepted, and the number of invitees. Click See details for more information. Ensure that you have a quorum before the meeting. Consider sending a reminder to attendees if you haven’t heard from them.
Agenda Yes or No indicates whether the meeting invitation includes an agenda. Agendas often make a meeting run smoother. If your meeting requires an agenda, select Agenda in the card. This opens the meeting invitation, where you can add an agenda.
Attachments This section shows how many attachments the invitation has, it displays their titles and their storage location (online or locally), and it lets you click to see more details. It also provides a link that you can select to open the attachment, if the attachment is stored online.
Online meeting link Yes or No indicates whether the meeting invitation includes a link for joining the meeting online. Be an inclusive meeting organizer. If you have attendees who are working remotely, consider adding an online link to your meeting. To do this, select Online meeting link to add one.
Preparation time This section provides options to book either 15 minutes or 30 minutes of preparation time right before the meeting. This option only appears if there is an available slot. Booked time appears on your calendar and references the meeting, as “Preparation time for [meeting title].” You can also cancel the meeting-preparation time or delete it directly from your calendar. Be prepared. If you need travel time or have other tasks that need to be done immediately before the meeting to prepare for it, consider booking preparation time.

This card shows the Attachments section in its expanded state, which lets you see more details about the attachments:

Meeting preparation panel, expanded

Privacy by design

The Outlook add-in preserves all the data-subject rights afforded by GDPR. The insights you see in the add-in are only available to you. No admin or manager can see these insights. They are computed as needed, from the your email and meeting information, and are never stored outside your mailbox.

Additionally, the add-in begins processing data for insights only after the first time you open it. Learn more about how Microsoft protects your privacy.

Opt out of the Insights add-in

The way to opt out of the Insights add-in is to opt out of MyAnalytics. For instructions, see Opt out of MyAnalytics.

Remove the Insights add-in from Outlook

Follow these steps to remove the Insights add-in from your Outlook ribbon.

  1. On the Outlook Home Ribbon, select the Get Add-ins icon.

    Get Add-ins

  2. Select My add-ins.

  3. In Admin-managed, select the ellipsis (...) for Insights, and then select Remove.

    Remove Insights

Add the Insights add-in

Follow these steps to add the Insights add-in to your Outlook ribbon.

  1. On the Outlook Home Ribbon, select the Get Add-ins icon.
  2. Select Admin-managed.
  3. Find Insights, and then select Add.