New settings in Outlook give everyone a break between meetings

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Published 04-20-2021 08:00 AM 13.7K Views
Microsoft

While back-to-back meetings have become a hallmark of the pandemic era, our recent research proves that even small breaks between meetings can have a positive impact on our stress levels and our ability to focus and engage in meetings.

 

New settings in Microsoft Outlook make it easy to automatically carve out these essential breaks between back-to-backs – and because we know that one size does not fit all, companies have two options.

  • This past summer we released settings that allow individuals to set scheduling defaults that automatically shorten meetings they schedule.
  • And based on our research and customer feedback, today we are releasing an additional new setting that allows our commercial customers to set organization-wide scheduling defaults that shorten meetings and create space for breaks for everyone at a company.

The organization-wide setting can be deployed by company administrators using PowerShell.

Administrators can set the meetings in their organization to start late or end early automatically,  determining if the break happens at the beginning or end of meetings. From there, a company can also apply different settings to different meeting lengths – 60 minutes and over or under 60 minutes. For example, you can make all meetings under 60 minutes start late with a five minute break and all meetings 60 minutes or over start late with a 10-minute break.

 

Because we know flexibility is important, once the setting is deployed at the organization level, it is easy for individuals to adjust the setting for their needs – for individual meetings, or all meetings they schedule – by following these instructions.

 

How does it work?

Once the PowerShell cmdlet has been enabled, the following will happen:

  1. Individuals in the organization will see their meeting length reduced when creating an event in Outlook.
    1. If a user has already created an individual setup at any point, the company-wide policy will not apply to them.
    2. For now, Outlook on the web will notify users that their organization has implemented a change in their meeting length
      Mailtip in OWA for speedy meeting.png

      Outlook on the web users will see an in-app notification of the change

    3. The notification will come later to other Outlook clients and users will see it then
    4. If users have created an individual setup, they will not see the notification – since the change does not apply to them
  2. All Outlook clients in their latest version will respect the setting but for now only Outlook on the web will show the in-app notification of the change. For the most updated information on which versions respect the settings, read this article.
  3. Meetings scheduled from Microsoft Teams will not respect this setting at this time, but shortened events created in Outlook will show up in the Teams calendar with the shortened length. The capability will be coming to meetings scheduled from Teams in the future.
  4. We know that even in the same organization, teams and individuals have different needs so users can change their meeting length at any point and override the company setting by following the instructions in Make all your events shorter automatically - Office Support (microsoft.com)

How do I enable this?

For our main Microsoft Exchange Online PowerShell documentation, please go here. You can also follow the instructions below.

Admins can set the default settings for shortened events using Set-OrganizationConfig.

 

  1. [-ShortenEventScopeDefault <String | Uint32>]

    The ShortenEventScopeDefault parameter specifies whether events start late or end early.
    Possible values:
    1. None | 0: shortened events is OFF (i.e. unchecked in the UX) - This is the default value
    2. EndEarly | 1: end early
    3. StartLate | 2: start late 

  2. [-DefaultMinutesToReduceShortEventsBy <Uint32>] - optional

    The DefaultMinutesToReduceShortEventsBy parameter specifies the number of minutes to shorten events under 60-minutes long. 
    Possible values: 0-29.  
    Default value: 5.
    This parameter cannot be set without the ShortenEventScopeDefault parameter.

  3.  [-DefaultMinutesToReduceLongEventsBy <Uint32>] - optional

    The DefaultMinutesToReduceLongEventsBy parameter specifies the number of minutes to shorten events that are 60-minutes or longer. 
    Possible values: 0-29. 
    Default value: 10.
    This parameter cannot be set without the ShortenEventScopeDefault parameter.

Examples:

  1. (valid) All users in the organization start 5/10min late:

          Set-OrganizationConfig -ShortenEventScopeDefault 2 (this uses the default length)

  1. (valid) All users in the organization have short (under 60 minutes) and long (60-minutes or longer) events start 5-min late:
    Set-OrganizationConfig -ShortenEventScopeDefault 2 -DefaultMinutesToReduceLongEventsBy 5

  2. (invalid) All users in the tenant have events start 5 min late.
    Set-OrganizationConfig -DefaultMinutesToReduceLongEventsBy 5  Invalid.  Missing ShortenEventScopeDefault.

Note: Admins can see the current value of the settings using Get-OrganizationConfig cmdlet.
cmdlet GetOrgConfig.png

 

As always, your feedback helps us prioritize our work and understand better how we can help you, so stop by our UserVoice channel and share your ideas.

 

Thanks!

 

Gabriel

14 Comments
Senior Member

Does anyone know if Outlook 2016 respects these settings?

Occasional Visitor

This function is good, but since it doesn´t work for Teams Meetings it doesn't really do anything during this pandemic when 98% of all meetings are digital. Is there an ETA when Microsoft intend to include Teamsmeetings into this?

Regular Visitor

Please confirm if there is an office version dependency to use this within Outlook?

Regular Visitor

Hello, I enabled this in our test tenant and saw no results after 12 hours.

Get-OrganizationConfig |FL *Event*


ShortenEventScopeDefault : EndEarly
DefaultMinutesToReduceShortEventsBy : 5
DefaultMinutesToReduceLongEventsBy : 10

 

Is there any other flag we need to set? 

Thanks

Occasional Visitor

Same as eric2019, I set this in my test tenant 26 hours ago and still see no results in Outlook client or in OWA.

 

Get-OrganizationConfig | fl *event*

 

ShortenEventScopeDefault : EndEarly
DefaultMinutesToReduceShortEventsBy : 5
DefaultMinutesToReduceLongEventsBy : 10

 

Senior Member

We had previously implemented this via a group policy setting but, unfortunately, this new method seems to have broken that method. 

Occasional Visitor

Same issue as eric2019 and SChin: We made this active more than 24 hours ago and it doesn't seem to have gone into effect for anyone yet.

Regular Visitor

Update for everyone. IF at any time you change this setting for your self you will not see it. You will need to go in manually change for your account. If a net new user or someone who never enabled the delay tries setting up meeting they should see desired effect. Try creating new user in DEV then have them setup meeting see if you see the delay. Thats what I found. I had made a change to test prior to setting it. That makes my account override the global.

 

Hope this helps

Frequent Visitor

I cannot get this to work at all. In my developer tenant, running the PowerShell does change the setting, but it's been days now, and meetings are not shortened, nor is there any message that appears. My developer tenant is new, so I've never changed the meeting times. So it's not the situation that eric2019 mentions. As well, I can manually enable this setting in my production tenant in Outlook on the Web, but that setting is not reflected in my Outlook desktop client. 

Occasional Contributor

We know that this can be changed org wide using set-organizationconfig cmdlet. Any plans to bring this to Set-MailboxCalendarConfiguration in future?

New Contributor

Please confirm what is the minimum Outlook client build version users should have in order this setting to be applied?

Microsoft

@tfehr in order for it to show in Outlook for Windows, you need to be in the latest version of Monthly Channel. This part of the blog should help "

  1. All Outlook clients in their latest version will respect the setting but for now only Outlook on the web will show the in-app notification of the change. For the most updated information on which versions respect the settings, read this article."

@Irene_Lappalainen you can find the latest versions that support this feature in the article above.

New Contributor

@Gabo We have Semi-Annual Enterprise Channel - can we run the company wide setting (Set-OrganizationConfig) now and expect the Outlook clients to pick up the company-wide setting automatically when Semi-Annual reaches the correct version? I have read the version update dates from Microsoft article but it is not clear when this update will be available on Semi-Annual Channel users?    

 

 

New Contributor

Actually I did find the correct build version info now, it is Version 2101: January 26 

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Last update:
‎Apr 16 2021 02:31 PM
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