Meeting Prep Inline Suggestions Coming to Outlook with Viva Insights

A new inline suggestion in Outlook is being released with Microsoft Viva Insights to support booking meeting preparation time. The book prep time suggestion will enable Viva Insights users to set time aside to review related documents, complete tasks or take on any other preparation steps before the meeting.

This message is associated with Microsoft 365 Roadmap ID 109590

When will this happen:

We will begin rolling out in early January 2023 and expect to complete rollout by late January 2023.

How will this affect your organization:

The new inline suggestion that will support booking meeting prep time will only be available to users with a Viva Insights subscription and will be automatically displayed in Outlook desktop and web when a user receives and reviews an invite for a meeting that has less than 12 attendees, is between 30-60 min, is not recurring, and the user has time on their calendar.

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Upon clicking ‘Accept and book time‘ in the suggestion, Viva Insights will accept the meeting on the user’s behalf and open the Outlook add-in, where the user will be presented the option to book 15 min, 30 min, or 1 hour either right before, one day before, or the last working day of the week before the meeting. Once the user chooses between these options, Viva Insights will look for an empty slot in the user’s calendar and book an appointment.

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Users can also see additional information about their meeting within the Outlook add-in card, including people invited, acceptance rate, attachments, and related documents.

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Note: Users without a Viva Insights subscription will not receive meeting prep time inline suggestions.

What do you need to do to prepare:

Review and assess impact for your organization. Consider updating documentation as appropriate.

To configure access to Viva Insights Outlook add-in and inline suggestions at a tenant level: Personal insights configuration for Microsoft 365 administrators | Microsoft Docs