MyAnalytics Outlook add-in

MyAnalytics helps you understand how you collaborate with colleagues and spend your time at work. The MyAnalytics Outlook add-in appears as a pane in Outlook. It presents you with information about your recent collaboration and communcation patterns and it suggests ways that you can work more effectively.

Note

To learn about the benefits of using MyAnalytics, see Better work habits.

Open the MyAnalytics Outlook add-in

The MyAnalytics Outlook add-in is automatically enabled for all users who have the MyAnalytics license.

To open the Outlook MyAnalytics add-in

In Microsoft Outlook

  • In the navigation bar of the Outlook desktop application, select the MyAnalytics logo.

    MyAnalytics add-in in Outlook

    The MyAnalytics add-in pane slides open in the right side of your email window.

In Outlook Web App

  1. For Outlook Web App, open an email message.
  2. Select the MyAnalytics icon in the top-right corner of your email message, next to the Reply button.

Note

Add-in commands are available only in Outlook 2016 and Outlook 2013 for Windows, Outlook 2016 for Mac, Outlook on the web for Exchange 2016, and Outlook on the web for Office 365 and Outlook.com. Support for add-in commands in Outlook 2013 requires three updates: March 8, 2016 security update for Outlook, March 8, 2016 security update for Office (KB3114816), and March 8, 2016 security update for Office (KB3114828). Support for add-in commands in Exchange 2016 requires Cumulative Update 5.

Informative cards in MyAnalytics

MyAnalytics draws email and meeting data from Outlook, notices patterns, and then the MyAnalytics Outlook add-in displays information in cards. Each card reports on an aspect of your behavior and suggests an action you can take. The following sections describe the cards that the add-in uses to communicate with you:

Add top collaborator card

Based on your communication pattern over the past few weeks, MyAnalytics automatically generates a list of individuals whom it considers to be your “top collaborators.” This list serves as a convenient source of contacts that you can use for other purposes.

MyAnalytics also maintains a list of “Important people” for you, which you can view in the MyAnalytics Dashboard. MyAnalytics can notify you, for example, if you’ve missed an email message from someone on this list, or if they might be expecting you to complete one or more to-do items. You can add people to and remove people from this list. For more information see, “Important people” under Microsoft MyAnalytics Outlook add-in.

To add a top collaborator

You use the Add top collaborator card to add the contact named on the card to your Important people list.

  1. In the MyAnalytics pane, select the Add top collaborator card.

    Add top collaborator card

    The contact is added to your list of important people.

  2. (Optional) You can view the updated list in your MyAnalytics dashboard.

To do card

MyAnalytics can remind you to do tasks that are called out in email messages. In an automatic process, MyAnalytics finds instances in which a task is promised or requested, such as the following:

  • An email you sent generates a To-do card for you if it contains a statement such as “I will send you the plans.”
  • An email you received generates a To-do card for you if it contains a statement such as “Please review the highlighted items.”

If you have one or more of these automatically generated tasks, a summary card is displayed in the MyAnalytics pane:

To-do card

Note

The To-do card is available only in English.

To get more details

You can obtain more details about your to-do items.

  1. In the MyAnalytics pane, select the summary card. This displays an individual card for each task. Each card shows the name of the email recipient, the subject line of the message that triggered the card, and the sentence in the message that promises something.

    To-do card

  2. To open the message, select the message subject line. In this example, the subject line starts “RE: Updated invitation.” The email opens to the message that includes these words.

To mark a to-do item as done, click Mark as done. To-do cards disappear after two weeks or after you mark them as done.

Unread emails from important people

Based on the list of important people, MyAnalytics displays cards to notify you of any unread email you have from Important people. Each card displays the sender’s name, the subject line, and the date of the message.

Catch up on unread emails

You can click the subject line of a message to open it, or mark all messages from the sender as read. To show you this list, MyAnalytics does not consider unread email that is in the Deleted Items folder nor email that is more than seven days old.

MyAnalytics notifies you of messages from Important people if these messages are in your Inbox or its subfolders.

Email from important people

Email read statistics

MyAnalytics 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 on, see Reporting details.) It displays this information in "cards," such as this one:

Still updating

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

Reporting details

MyAnalytics 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 and has not opted out of MyAnalytics.

Other exceptions

MyAnalytics 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.

Bcc: precision

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

To see information about a specific email message

  1. In your Sent Items folder in Outlook, select the email message.
  2. In the Home tab of the ribbon, select MyAnalytics. If the MyAnalytics panel is not already open, it opens now.

    At the top of the panel, a card displays information about the message that you selected. For example, the following card describes the status of the message with the subject line "Document for review":

    Ready for review

  3. To see more information about this message, select the card. For the selected message, you see a chart that shows the proportion of recipients who have opened your email, and the number of times people replied to it or forwarded it.

    Proportion of recipients who opened your email

    Based on the length of the message, MyAnalytics estimates how long a person needs to read it. It uses that number to decide whether people glanced, skimmed, or read the email, and informs you of this in a card.

    Details about email message

    Depending on how many people opened the email and how long they spent reading, MyAnalytics might suggest that you follow up on your email, or it might show tips to help improve email communication.

Further information

Important people list

Use the Important people card to manage relationships and keep in touch with priority members of your network. By using this card, you can add or remove people from your Important people list. This lets you receive notifications when you've missed an email from someone on your list or not followed up on a to-do task for that person.

When you open the MyAnalytics Outlook Add-in for the first time, MyAnalytics suggests five people, based on your most frequent email interactions. Over time, as you communicate with different people, MyAnalytics shows “Add top collaborator” cards that you can use to add new contacts to your Important people list.

Add to your Important people list

To view your Important people list

  1. In Microsoft Delve, open your MyAnalytics dashboard.
  2. Under Network, in the Your time investments area, select Important. The Your time investments area shows the people in your Important people list.

To add a person to your Important people list

  1. In Microsoft Delve, open your MyAnalytics dashboard.
  2. Under Network, in the Your time investments area, select All.
  3. Switch to map view.
  4. In the map, select the picture of the person you want to add to the list. This person’s card appears to the right of the map.
  5. In the person’s card, select Add to important. In the map, a star appears by the person’s picture. This indicates that the person has been added to the list.

To remove a person from your Important people list

  1. In Microsoft Delve, open your MyAnalytics dashboard.
  2. Under Network, in the Your time investments section, select All.
  3. Switch to the map view.
  4. In the map, select the picture of the person you want to remove from the list. This person’s card appears to the right of the map.
  5. In the person’s card, select Remove from important. In the map, the star is removed from the person’s picture. This indicates that the person is no longer on the list.

See MyAnalytics Tips for suggestions on how you can spend your time more efficiently.