MC798319 – Microsoft Outlook: Improved suggested times for meetings (archived)

Product:

Exchange, Microsoft 365 Apps, Microsoft 365 for the web, Outlook

Platform:

Online, Web, Windows Desktop, World tenant

Status:

Launched

Change type:

Feature update, User impact

Links:

396574

Details:

Summary:
Microsoft Outlook will soon introduce an improved 'Find a time' feature for meeting scheduling, offering more intuitive suggested times. This update, part of Microsoft 365 Roadmap ID 396574, will start rolling out in early July 2024 and complete by late July 2024. No admin action is required before the rollout.

Details:
Coming soon to new Microsoft Outlook for Windows and web: We have improved how suggested times are shown when scheduling a meeting. To make it easier for a meeting organizer to find a suitable meeting time based on everyone's availability, we redesigned the suggestion times tiles to be more intuitive. Suggested times are now accessed from the new Find a time menu. This message applies to new Outlook for Windows and the web.

This message is associated with Microsoft 365 Roadmap ID 396574.
[When this will happen:]
General Availability (Worldwide): We will begin rolling out early July 2024 and expect to complete by late July 2024.

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2024-06-04

updated:
2024-06-04

Task Type

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Direct effects for Operations**

Change in Meeting Scheduling Process
Users will need to manually enable the 'Find a time' feature to see suggested meeting times, which may lead to confusion and delays in scheduling meetings.
  - impacted roles: Meeting Organizers, Administrative Assistants
  - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=396574

User Experience Disruption
The removal of automatically shown suggested times may disrupt the user experience, leading to frustration among users who are accustomed to the previous functionality.
  - impacted roles: End Users, Team Leaders
  - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=396574

Need for User Training and Documentation Updates
The change may necessitate updates to training materials and documentation, which could lead to inconsistencies in user knowledge and practices until updated.
  - impacted roles: IT Support Staff, Training Coordinators
  - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=396574

Opportunities**

Enhanced Meeting Scheduling Efficiency
The new 'Find a time' feature in Microsoft Outlook will offer more intuitive suggested times for meetings, simplifying the process of finding a suitable time slot based on everyone's availability.
  - next-steps: Communicate the new feature to all employees., Update internal documentation to reflect the new scheduling process., Provide training sessions or resources to ensure users are familiar with the new 'Find a time' feature.
  - roles: Meeting Organizers, Team Leads, Project Managers
  - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=396574

Improved User Experience
The redesigned suggestion times tiles will provide a clearer view of everyone's availability, making it easier for users to schedule meetings without conflicts.
  - next-steps: Monitor user feedback to identify any issues or areas for further improvement., Adjust any internal processes that rely on meeting scheduling to leverage the new feature.
  - roles: End Users, HR Department, IT Support
  - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=396574

Streamlined IT Operations
The automatic rollout of the feature with no required admin action reduces the workload on IT staff, allowing them to focus on other critical tasks.
  - next-steps: Verify that the feature is functioning correctly post-rollout., Ensure that IT support staff are prepared to assist users with any questions or issues related to the new feature.
  - roles: IT Administrators, IT Support, System Administrators
  - references: https://www.microsoft.com/microsoft-365/roadmap?filters=&searchterms=396574

Potentional Risks**

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IT Security**

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