Insights Outlook add-in

Applies to: Office 365 Enterprise E5, Office 365 A5, Office 365 E3, Office 365 E1, Office 365 Nonprofit E5, MyAnalytics add-on, Microsoft 365 E3, Microsoft 365 Business, Business Premium, and Business Essentials.

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: Office 365 Enterprise E5, Office 365 A5, Office 365 Nonprofit E5, and the MyAnalytics add-on

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 in which the individual recipient count on each of the To: and Cc: lines is less than 5 AND the Bcc: individual recipient count is also less than 5.
  • Email that was sent more than 14 days ago.

Bcc: precision

When you send email that has recipients on the Bcc: line, the precision of the email-read statistics is lowered.

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, locate the Track email open rates card:

    Track email open rates

  3. This card lets you see more information about recent emails that you've sent. To see this information, select the Track email open rates card.

  4. The panel displays insight cards for each of these 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

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 the 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 add-ins, select the ellipsis (...) for Insights, and then select Remove.

    Remove Insights