When you schedule an event using Teams or Outlook on the web, the work 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 work hours. Select Review your hours to update work hours in Outlook.
How are suggestions to update hours calculated?
Suggestions to update your 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 your work 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:
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Your Exchange Online mailbox
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Your activity in OneDrive and SharePoint documents
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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 work hours in your calendar. Your manager or system administrator cannot view the suggestion. The suggestion is not designed to enable employee evaluation, tracking, automated decision-making, profiling, or monitoring.
General Data Protection Regulation (GDPR) Compliance
The suggested hours notification supports compliance with GDPR requirements. To learn more, see Microsoft.com/GDPR.
Disable or enable suggestions to update work hours
Suggestions to update work hours are on by default. To manage the suggestions:
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Go to My Account at https://myaccount.microsoft.com/settingsandprivacy/privacy.
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Go to Services > Item Insights.
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Turn the toggle to Off to disable the calculation and suggestion to update work hours. 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 work hours are on by default. To disable the calculation and display of suggestions to update work hours, please use the Item insights settings API.
