New Outlook tips for executive admins and delegates

Find time and request in-person event

When scheduling a meeting, click on Find a time to easily find suitable time slots on the attendee’s calendars. You can view availability by hovering on the attendee icon.

You can also request in-person attendance by turning on the In-person event toggle on. You can still add a Teams meeting link for attendees who may not be able to join in person.

Schedule in-person events in Outlook

Use Scheduling Assistant

Use the scheduling assistant to easily find time for meetings. In new Outlook, you can view the attendee time zones and schedule labels in the Scheduling Assistant.
Note that attendee time zones are shown only if at least one attendee is in a different time zone.

Use the Scheduling Assistant to help schedule your meetings

Automatic online meetings

In new Outlook, all meetings are online by default. The Teams meeting toggle is turned on when you add attendees to a meeting. Unlike classic Outlook, the Teams meeting link and details are added after the invite is sent. You can then view the meeting invite to see and copy the Teams meeting details.
We are working to update this behavior and pre-create meeting links so you will see the experience match classic Outlook in the future.

If you are using 3^rd party online meeting providers like Zoom or Cisco WebEx, you will also see those as meeting provider options in this setting, provided you have their web add-in installed.

Make every meeting online

Hide attendee list

You can now choose to hide the attendee list from being visible to users who receive the meeting invite. When creating a new meeting, select Response options and click on Hide attendee list

Attendees can add rooms

In new Outlook, attendees can add rooms by forwarding the meeting invite to the relevant rooms. The meeting room will then be visible to all attendees.

Edit events in a series

New Outlook for Windows offers the following options for editing a meeting series:

1. This event: Updates only the selected instance of the meeting series.

2. This and all following events: Updates the selected instance and all future occurrences in the series, leaving past instances unchanged. (This option is not available in classic Outlook for Windows.)

3. All events in the series: Updates every instance in the meeting series.

   Change an appointment, meeting, or event in Outlook

Duplicate a meeting

Right click on an event in the calendar surface and select Duplicate event to duplicate it.

Add multiple Time Zones in calendar

Easily manage meetings across different time zones in New Outlook. New Outlook allows you to add up to 20 time zones in the calendar, whereas classic Outlook allows adding only 3 time zones.

Manage time zone settings in Outlook

Use executive’s categories in calendar

Right click on an event in the calendar view and click Categorize to apply executive’s categories. We plan to allow executive admins to manage executive’s categories in future.

Use calendar categories and reminders in Outlook

Receive shared calendar notifications

In new Outlook, users can opt to receive notifications on changes to events in the shared calendar. This capability is extended to both the executive principal and delegates.

You can select the calendars you want to opt in for notifications from Settings> Calendar > Shared Calendars> Calendar updates.

Receive notifications from a shared calendar in Outlook

Don’t send response RSVP tracked

In classic Outlook, if the user chooses Do not send response while RSVPing, the organizer will not be able to track that individual RSVP.

However, in new Outlook, if the user unchecks Email organizer while RSVPing, even though there will not be a visible response email sent to the organizer, the organizer will still be able track that RSVP as long as the organizer and the RSVPing attendee are in the same M365 tenant (or organization).

We plan to support RSVP tracking across different tenants in the future.

Preserve declined meetings on the calendar and RSVP’d meetings in inbox

Preserve declined meetings on the calendar so that you can still be aware of it and update RSVP later if needed. This can be enabled by selecting Settings > Calendar > Events and invitations and clicking the Save declined events checkbox.

Meetings that have been RSVP’d to, can also be retained in the inbox so that you can easily find them later. This can be done from Settings > Calendar > Events and invitations > Invitations from other people and selecting the Delete invitations from inbox after responding.
These settings will have to be enabled on the executive’s mailbox for them to be respected in the delegate calendar and inbox folder respectively.

Show a declined meeting on my calendar

Follow a meeting you can't attend

The new RSVP option allows you to let the organizer know you can't attend but want to be kept informed. You will continue to have access to the meeting chat and any recording and meeting notes if they are available. his is a great way to stay informed about discussions that you or your executives are unable to join.

Follow a meeting in Outlook

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Send update to added/removed attendees

You can now send meeting updates only to the added/removed attendees instead of everyone on the recipients list.

Change an appointment, meeting, or event in Outlook

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Drag and drop emails and attachments

New Outlook supports dragging and dropping mail and attachments into the meeting form to keep your workflows efficient.

Mail filters and rules for executive admins

In the new Outlook, executive admins can use the has calendar invites email filter to easily find meeting invites. 

You can also set up an Email received for others rule for your executive’s account and automatically move it to a separate folder and categorize it as you like. 

Manage email messages by using rules in Outlook

Drag and drop emails to create tasks

Effortlessly stay on top of things by dragging emails to My Day to turn them into tasks.

Manage email messages by using rules in Outlook

Pin emails for quick access

You can now pin an email to appear at the top of your inbox, saving you time from having to go back and search for it. Hover or right-click on the email and select Pin to pin it. 

Schedule when to send email

In today’s hybrid work world, your day might be someone else’s night, so you don’t want to send an email to someone in the middle of the night. With the new Outlook, it’s simple to send an email when you want to. Just select the dropdown arrow next to Send and choose Schedule send. 

Delay or schedule sending email messages in Outlook

Snooze email

With the snooze feature, you can schedule a time for the email to be re-delivered to your inbox, appearing at the time you want it to, so you can handle it when it’s the right time for you. Just right-click any message and choose Snooze, or select Snooze from the ribbon. Then choose the time you want it to be delivered. 

Undo send time

New Outlook offers the option to undo send. After you send a mail, you can see the undo option for up to 10 seconds. You can navigate to Settings > Mail > Compose and Reply > Undo send, to manage this setting. 
 

Set up Out of Office

You can set up Automatic Replies for when you are out of office. You can also block your calendar and automatically decline new meetings from this experience. To set up automatic replies, navigate to Settings > Accounts > Automatic replies.

Set up auto-reply (out of office)