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Note: Applies to users with a Viva Insights subscription. Refer to Plans and environments for more information. 

Use Meeting category insights in theProductivity tab to see how you’re allocating time across your Outlook meeting categories.

Types of insights

You'll find three types of insights, which are based on meetings you organized, meetings you accepted, and your appointments: 

  • Percentage breakdown: The percentage of total meeting hours you spend in each meeting category.  Screenshot that shows meeting category breakdowns

  • Meeting trends: How the time you spend in each meeting category has changed.Screenshot that shows meeting category trends

  • Meeting details: All your meetings in a list, which includes the Meeting name, Category, Total time in the meeting or series, the percentage of attendees who've Accepted, the people who've been invited and actions (Cancel, Decline, or View invite).Screenshot that shows details for different meeting categories

Insight categories

Note: To set up Outlook meeting categories, refer to Assign a color category to a calendar appointment, meeting, or event

Viva Insights shows how you're allocating your time in meeting across different categories. In your meeting insights, you'll notice five automatic categories, which we describe below. However, you can also create custom categories in Outlook. For example, you might create a "Team meeting" category to track time you schedule with your team, or a "Customer meetings" category to track meetings with your customers. When you view your meeting category insights in Viva Insights, you'll find those categories represented, including information like total time spent, trends, and meeting details.

Note: When you make updates to your meeting categories in Teams or Outlook, it can take up to a day for those changes to appear in the Productivity tab. 

Default insight categories

In addition to any custom categories you create in Outlook, you'll find five default meeting types within each insight: long, large, large and long, recurring, and 1:1. Here's how we define each default category: 

Meeting type

Duration (in hours)




Longer than 1

Between 0 and 8



Up to 1

At least 9


Large and long

Longer than 1

At least 9





At least 2





These default categories show in Viva Insights only; you won't find them in Outlook and Teams.

Customize what you see and take action on your meetings

 If you want to: 

  • Analyze a specific category - select it from the checklist to the left.

  • Pick a specific timeframe - use the dropdown menu in the top-right. You can choose from Last 3 months, Last 4 weeks, or Next 4 weeks.

  • Edit your personal categories - use the pencil icon in the Meeting details view.

  • View a meeting's invite - select the button to the right of the Invited column in the Meeting details view.

Learn more

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