Using Microsoft Outlook On Mac
More than 10 million people rely on Groups in Outlook every month to work together and get things done. Groups is proving useful to our customers. And for that, we couldn’t be more thankful. Groups in Outlook offers huge improvements over traditional distribution lists, with a shared space for group conversations, calendars, files and notebooks, the convenience of self-service membership and much more.
Today, we’re pleased to announce Groups is now rolling out to Outlook for Mac, iOS and Android. Groups is already available in Outlook for Windows and on the web—so now you can access your group conversations and content no matter which platform you use.
With these updates, you can:
- A Smart Folder, also known as a saved search or a search folder, is a virtual folder in Outlook 2016 for Mac that dynamically displays a set of search results. A search can be saved as a Smart Folder so that you can use the same search criteria later without having to manually re-create the advanced search.
- Apr 18, 2017 Even if you are using the latest build of Outlook for Mac, iOS and Android, Groups will only be available to those who have joined or been added to a group. Once we add the ability to create and join groups on Mac, iOS and Android, every Office 365 user will see Groups in Outlook. Is Groups available to Outlook.com users?
- View your group list.
- Read and reply to group conversations.
- Add group events to your personal calendar.
- View unread messages sent to the group.
- View group details within the group card (Outlook for iOS and Android only).
Sep 02, 2015 Office 365 Commercial customers can get the new Outlook for Mac by accessing their Office 365 Portal, (Gear icon Office 365 Settings Software Outlook for Mac icon) or visiting the Software page; Office 365 consumer subscribers can get the new Outlook for Mac. Apr 02, 2020 The Teams Meeting add-in lets users schedule a Teams meeting from Outlook. The add-in is available for Outlook on Windows, Mac, web, and mobile. Teams Meeting add-in in Outlook for Windows The Teams Meeting add-in is automatically installed for users who have Microsoft Teams and either Office 2010.
There is more to come as we continue to work on making Groups better in response to your input, so stay tuned.
Recently released updates for Groups in Outlook
In addition to bringing groups to more Outlook apps, we’ve released several new features for Groups in Outlook on other platforms, too.
Give guest access—Last fall, we updated Outlook on the web to give you the ability to set up guest access for people outside your organization, set group classification as defined by Office 365 admins, and view usage guidelines. Now, these same capabilities are available in Outlook for Windows.
Invite people to join—One of our most requested improvements was an easier way to invite multiple people to join a group. We’ve released the Invite to join feature to Outlook on the web, which lets you create invitation links and share them with others via email or other channels, giving them a quick way to join the group.
Multi-delete conversations—Group owners can now multi-select conversations and delete them from the group conversations space in Outlook for Windows.
Send email as a group—Office 365 admins can grant send-as and send-on-behalf-of permissions to members of a group using the Exchange admin center. Group members who have these permissions can then send emails as the group, or on behalf of the group, from Outlook for Windows and Outlook on the web.
What’s next
We’re always listening to your feedback as we deliver new Groups capabilities to Outlook. Here are a few of your key requests we are going to tackle next:
- Add appointments to a group calendar in Outlook for Windows—When adding an event to a group calendar, you will have the option to do so without sending an invite to everyone in the group.
- Addition of Mail Contacts as guests—You will be able to easily add Mail Contacts in your company’s directory as a guest in a group.
Thanks for the feedback, and please keep it coming via our UserVoice site.
—The Outlook team
Frequently asked questions
Q. Now that Groups support is being added to Outlook for iOS and Android, what happens to the standalone Outlook Groups app?
A. Customers gave us feedback that they wanted Groups available directly in Outlook for iOS and Android. The Outlook Groups app will still be available while we continue to enhance Groups experiences in Outlook, such as adding support for group files, calendar and notebooks.
Q. Why am I not seeing Groups yet?
A. Groups is rolling out to Outlook for Mac, iOS and Android and will be available for eligible users in the coming weeks. Even if you are using the latest build of Outlook for Mac, iOS and Android, Groups will only be available to those who have joined or been added to a group. Once we add the ability to create and join groups on Mac, iOS and Android, every Office 365 user will see Groups in Outlook.
Q. Is Groups available to Outlook.com users?
A. Groups is for commercial users of Office 365 and is not available for Outlook.com.
Q. Why am I not seeing all my groups in Outlook for Mac?
A. Outlook for Mac currently shows the top 10 most active groups in Outlook for Mac. We’re working on making all groups visible in a future update.
Q. What about Outlook for Windows 10 Mobile?
A. We’re working on the best way to integrate Groups in Outlook for Windows 10 Mobile. In the meantime, the Outlook Groups app for Windows 10 Mobile helps customers stay on top of all group activities, including conversations, files, calendar and notebook.
Q. Where can I find more about managing Groups in Outlook for my organization?
A. If you are responsible for managing and supporting Outlook for your company, take a look at our IT pro documentation and check out our recently released improvements for administering Groups.
Q. What is coming next for Groups?
A. Stay tuned to the Office 365 Roadmap to see what is on the way.
-->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?
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
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?
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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.'
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.
Using Microsoft Outlook On Mac
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.
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.
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.
Microsoft Office For Mac
If I am opted out, can I opt back in?
Can I Use Microsoft Outlook On Mac
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.