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What are inline suggestions in Outlook?
Inline suggestions in Outlook are brief data and AI-driven notifications that appear in Outlook while you are either reading or composing an email or a meeting invitation.
Inline suggestions can help boost your productivity and that of your team by displaying useful suggestions, tips, and best practices around managing email and running meetings. They help inform and guide you in making effective email and meeting decisions. They can also help you reclaim focus hours and build better collaboration habits, in addition to other practical benefits. Types of inline suggestions lists some of what you might see in Outlook.
Note
Only you can see your data, see Privacy FAQ for details.
How inline suggestions work
Insights includes the following types of inline suggestions.
Delay email delivery: When composing an email in Outlook, you might see a suggestion to schedule email delivery at a later time. MyAnalytics can schedule email delivery that aligns with the working hours of the recipients in their respective time zones. This helps minimize disruptions to recipients outside their working hours. These suggestions are currently only available to Office 365 E5 users.
To delay email delivery
When you see a suggested delivery time, such as Thu, Nov 07 10:00 AM (as shown in the graphic), select Delay send to confirm message delivery at that time.
An insight opens to show the scheduled time. You can select:
Send (within the email) to send the email at that scheduled time.
Edit time (within the insight) to change the suggested delivery time, and then select Send (within the email) to send the email at the new time.
Cancel (within the insight) to cancel the scheduled delivery time, and then select Send (within the email) to send the email now.
After you send the email, it's kept in your Outlook Sent items folder until the scheduled delivery time, when it's automatically delivered for you.
Before the message is sent, you can open the message and select:
Send now to ignore the scheduled delivery time and send the email now.
Cancel delay delivery to stop the scheduled delivery time, which moves the email to your Outlook Deleted items folder.
Outstanding tasks: When reading an email or a calendar invitation, you might see a suggestion to review outstanding tasks for a recipient.
You can select See my tasks to see and follow up on the potentially outstanding task in Insights. As shown in this graphic, you can open the related task (Re: group manager docs) for more details, or select Mark as done or Not a task to remove it from your task list.
Why don't I see any inline suggestions?
Inline suggestions are available in the latest versions of Outlook for the web and Outlook for Windows with Microsoft 365 or Office 365 licenses. In Outlook for Windows, inline suggestions will show up while reading or composing email and while you have a meeting invitation open. In Outlook for the web, inline suggestions only show while reading email and meetings. These suggestions are not currently available in Outlook for Mac, Outlook for iOS, and Outlook for Android.
Also, verify that the Insights add-in is installed in Outlook. If it is not installed, you can add it by following the steps in Add the Insights Outlook add-in.
Providing feedback
You can provide feedback for a suggestion by selecting Feedback in the suggestion. If you send a thumbs down, you'll see less of that suggestion. Or you can always give us general feedback on anything with the smiley face icon at the upper-right of the Insights Add-in panel.
Types of inline suggestions
The following are a few of the suggestions you might see in Outlook.
Get more time to focus
| Where it shows up | What it says | How it helps |
|---|---|---|
| Reading pane (meeting invitation) | Looks like you have a lot of meetings this/next week. Would you like to reserve some time for focused work? See available times | Reminds you (the meeting attendee who has a heavy meeting load) to book time for focused work |
| Reading pane (meeting invitation) | This meeting conflicts with your scheduled focus time. Do you want to move your focus block? See available times | Helps you to protect your focus time block, by suggesting that you move a booked focus session to another time when a meeting request conflicts with it. |
Stay up-to-date with important relationships
| Where it shows up | What it says | How it helps |
|---|---|---|
| Reading pane (email) | You may have outstanding tasks for sender. Would you like to review now? See my tasks | Reminds you that there might be outstanding task items for the sender. |
Reduce after-hours work and team impact
| Where it shows up | What it says | How it helps |
|---|---|---|
| Composing email | There are some open times during your working hours to catch up on email. Book time | Suggests that you book time during the day to do email instead of catching up after hours. Or if you prefer to work on email outside working hours, use the delay delivery suggestion to schedule delivery of email when more recipients are in their working hours. The Delay delivery option enables you to get work done when you want without impacting or disturbing your team outside of their working hours. |
Build better collaboration habits
| Where it shows up | What it says | How it helps |
|---|---|---|
| Scheduling meetings | Could this meeting be 45 minutes? Build in some buffer time and save attendees time. Shorten meeting | Suggests that you shorten hour-long meetings to 45 minutes. |
Opt out of inline suggestions
To opt out of inline suggestions in Outlook, select the Insights icon on the Outlook Home ribbon.
If you are using Outlook on the web, the Insights icon is in the ellipsis menu when reading an email message or when sending a new message.
Select the Settings (gear) icon in the Insights Add-in panel.
In Settings, for Productivity inline suggestions, change the setting to Off.
If I am opted out, can I opt back in?
Yes; if you opt yourself out, you can opt back in any time to regain access to inline suggestions.
-->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. Also see How do I find my plan?
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?
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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, plan time away from work, and improve your overall work-life balance.
Note
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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. (For easier access in Outlook on the web, you can pin the Insights Add-in to the quick access pane. See Pin the add-in for details.)
You'll see Insights similar to the following in the right pane in Outlook:
When you get back, Insights helps you catch up on important email and review new documents and activity that occurred while you were away:-->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. Also see How do I find my plan?
Insights can tell you how many people have opened your email and the average time they spent reading that email. In general, it informs you about email that you sent to five or more Office 365 users who are internal to your organization. (For more information about which email messages are reported about, see Reporting details.)
After you send an email message, it can take up to 30 minutes before Insights informs you about it. If the email is sent from a delegated mailbox with 'send on behalf' permission, the delegate can see the read statistics.
Insights shows the open rate for the sent email that is open in Outlook. It also groups open rate information for qualifying sent items 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, such as in 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 a cloud mailbox. Distribution lists are expanded before counting qualifying recipients.
Exceptions to qualifying messages
Insights does not report about email messages in the following categories:
- Email that was sent from a shared mailbox
- 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.
- Email sent to modern groups. (If users are following the modern group, they are included in the count.)
Open rate
The Insights add-in reports the open rate within 30 minutes of when qualifying email was sent by you, as shown in the following table. Note the following:
For open rates lower than the minimum threshold, the threshold value is reported. For example, when 20% of 10 email recipients open the email, Insights displays the open rate as < 25%.
If the actual open rate falls between the 'Minimum' and 'Maximum' values shown in the table, then the actual open rate is reported.
For open rates higher than the maximum threshold, the threshold value is reported. For example, when 98% of the email recipients open the email, the maximum value in the table will be > 95%.
Number of recipients Open rate reported 5 - 10 Minimum: 25%
Maximum: 75%11 - 20 Minimum: 10%
Maximum: 90%> 21 Minimum: 5%
Maximum: 95%
MyAnalytics respects user privacy; this is why approximated values are reported and individual recipient information is not shown. For more details, see the Email read rates. To see who opened an email, use Outlook's request read receipts.
To see read information about sent emails
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.
On the Insights panel, select one of the following two cards:
a. In-context email open rate. This card provides read statistics for the sent email that you currently have open in Outlook.
b. The Track email open rates card. This card provides read statistics for all sent emails.
The panel in the card that you selected (in either step 2a. or step 2b.) states the email subject line and shows a summary of the open rate, the open rate (sometimes expressed as a percentage), and the number of forwards.
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.'
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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
On the Outlook Home ribbon, select the Insights icon.
In the Insights panel, you'll see the Follow up on your requests card.
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.
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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
On the Home ribbon of Outlook, select the Insights icon. If the Insights panel isn't already open, it opens now.
On the Insights panel, locate the Prepare for your meetings 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.
Select the Prepare for your meetings card. This opens a panel that displays insights cards for each of your upcoming meetings:
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:
Pin the add-in
If you're using Outlook on the web, you can pin the Insights add-in to the quick access pane for easier access.
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To pin the add-in to the quick access pane
In Outlook on the web, select the Settings (gear) icon to open the Settings panel:
In the Settings panel, select View all Outlook Settings.
Be sure Mail is selected in the left panel, and in the center panel, select Customize actions:
In the right pane, in the Message surface area, select Insights:
In the right pane, in the Toolbar area, select Insights:
Save your new settings:
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 Outlook add-in
Open your dashboard.
Select the Settings (gear) icon in the top right.
Under MyAnalytics, select Settings.
For Insights Outlook add-in, set the control to Off.
Select Save to save your changes.
Note
It might take up to 24 hours for your saved changes to take effect.
If I am opted out, can I opt back in?
Yes; if you opt yourself out or if an admin opts you out, you can opt back in any time to regain access to the Insights Outlook add-in.