Wednesday, June 22, 2022

Suggested meeting hours [MS]

When you're using the Scheduling Assistant in Outlook on the web, the meeting hours of each attendee are considered in the suggested meeting times. If your working activity within Microsoft 365 is different than what your calendar shows as your available time, you might get a suggestion on your profile card to update your meeting hours either automatically or manually. Select Yes, update to update automatically. Select Open settings to update manually in Outlook.

How are suggested meeting hours calculated? 

Suggested meeting hours are generated by evaluating data from your everyday work in Microsoft 365 and Windows. This includes activities in Word, Excel, PowerPoint, and Outlook. It also includes chat and call signals from Skype for Business and Teams, and activities in OneDrive and SharePoint. 

How is my data protected? 

To calculate the suggested hours, we read information from your Microsoft 365 mailbox. We store your data in your mailbox itself. This means your data is protected the same way your email and calendar information is kept private and protected. We only use the data to calculate the hours. 

Every calculation the service that generates suggested hours performs is based on data that you can get by gathering and examining metadata of your email, meetings, calls, and instant messages, such as their start and end times and their subject lines.  

The insights are derived from data that is already available to you in the following places: 

  • Your Exchange Online mailbox

  • Your activity in OneDrive and SharePoint documents

  • Your chat and call history from Teams and from Skype for Business

Who can see the suggestions on my profile card? 

Only you will receive a notification about updating your meeting hours in your calendar. Your manager or system administrator cannot view your suggested meeting hours. Suggested meeting hours are not designed to enable employee evaluation, tracking, automated decision-making, profiling, or monitoring. 

General Data Protection Regulation (GDPR) Compliance 

Suggested meeting hours support compliance with GDPR requirements. To learn more, see  Microsoft.com/GDPR

Disable or enable suggested meeting hours

Suggested meeting hours are on by default. To manage suggested meeting hours:

  1. Go to My Account at https://myaccount.microsoft.com/settingsandprivacy/privacy.

  2. Go to Services > Item Insights.

  3. Turn the toggle to Off to disable the calculation and suggestion. Turn the toggle to On to allow calculation and suggestions.

Note: It can take up to 24 hours for changes to take effect across Microsoft 365 apps and services.

For Microsoft 365 admins

Suggested meeting hours are on by default. To disable the calculation and display of suggested meeting hours, please use the Item insights settings API

See also 

Calendar settings in Outlook on the web 

Item insights settings

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