support.microsoft.com Open in urlscan Pro
23.48.8.154  Public Scan

Form analysis
3 forms found in the DOM

Name: searchForm — GET /en-us/Search/results

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</form>

GET /en-US/search/results

<form class="searchBoxForm" method="GET" action="/en-US/search/results" autocomplete="off" role="search"><input class="searchBoxInput" name="query" type="search" maxlength="100" placeholder="How can we help you?" aria-label="How can we help you?"
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Name: smartFeedbackForm — javascript:void(0);

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      <label for="feedbackText" class="ocFeedbackHeaderIfArticleNotHelpful ocHidden">
        <span class="boldFont" aria-hidden="true">Can you help us improve?</span> (Send feedback to Microsoft so we can help.) </label>
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Text Content

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Microsoft Viva Insights
Get Started
 * Viva Insights Overview
 * Introduction
 * Discover the app
 * Set up the app
 * Personal Insights Privacy
 * Opt out of Viva Insights
 * Accessibility tools and features

Home
 * Home Tab
 * Praise
 * Inspiration library

Wellbeing
 * Overview
 * Time management features
 * Shared no-meeting day
 * Focus with Viva Insights
 * Create a focus plan
 * Share a focus plan
 * Mindfulness content
 * Quiet time
 * Reflect
 * Virtual commute
 * Schedule send

Productivity
 * Meeting habits
 * Meeting category insights
 * Meeting effectiveness surveys
 * Shared meeting plan
 * Suggested tasks

Teamwork
 * Teamwork Tab
 * Networking

Insights in Outlook
 * Digest email
 * Outlook add-in
 * Use insights
 * Inline suggestions
 * Schedule send suggestions


PRIVACY GUIDE FOR PERSONAL INSIGHTS


You’re invited to try Microsoft 365 for free



Unlock now

Important: This article discusses the Briefing email. We've paused sending
Briefing emails to make some improvements. You can still access the Viva
Insights Outlook add-in or Viva Insights app in Teams and on the web for key
functionality until this service resumes. For more information about this
change, refer to Briefing pause. 

Important: This article also discusses the Digest email. Beginning at the end of
March 2024, we'll be pausing the Digest emails, which are typically sent twice a
month. All the content from Digest emails will still be available within the
Viva Insights app in Teams or on the web. You can continue to explore and
analyze your data insights seamlessly. To learn more about this change, refer to
the Digest email pause.

Personal insights in Microsoft Viva Insights help you find opportunities to
build better habits and get back in control of your time. This article describes
how Viva Insights uses personal data for personal insights, where it stores that
data, and the ways in which it was designed to keep that data safe. It also
describes how Viva Insights complies with GDPR regulations. 


SUMMARY OF KEY POINTS 

 * Personal insights in Viva Insights is not designed to enable evaluation,
   tracking, automated decision making, profiling, or monitoring. Viva Insights
   provides you with personal insights through the Viva Insights app in
   Microsoft Teams and on the web, the Insights Outlook add-in, Viva digest
   emails, Briefing emails, and inline suggestions in Outlook. Personal insights
   in Viva Insights has no mechanism or option that allows anyone but you to
   access the personalized information that is displayed through these surfaces,
   unless you purposefully and independently share it. Personal insights data
   provided by Viva Insights cannot be used for automated decision making or for
   profiling.

 * Personal insights in Viva Insights does not give employees access to new
   personally identifiable information on other coworkers. Viva Insights
   converts data into personal insights by doing calculations on information
   that you generate just by going about your workday. Most of the data that you
   see in personal insights from Viva Insights is simply an aggregation of
   information to which you already have access, but that you wouldn’t be able
   to quickly perform calculations on without some support.

 * Personal insights in Viva Insights data is processed and stored in the
   employee’s Exchange Online mailbox. Viva Insights processes data from these
   sources for personal insights: Exchange Online email and calendar data, chat
   and call signals from Skype for Business and from Teams. Viva Insights stores
   and processes this data inside each employee’s Exchange Online mailbox.

 * Personal insights in Viva Insights supports General Data Protection
   Regulation (GDPR) compliance. Microsoft has designed Personal insights in
   Viva Insights to support your organization’s needs to follow GDPR
   requirements.


KEY PRINCIPLES 

 * As a Viva Insights user, only you can see your own data.

 * Your data is stored and computed in your Exchange Online mailbox.

 * You can opt in and opt out at any time.

 * Personal insights in Viva Insights shows you no personally identifiable info
   of co-workers beyond what you can already see in Outlook and Teams.


WHERE TO SEE PERSONAL INSIGHTS 

Personal insights in Viva Insights: 

 * Viva Insights in Teams and on the web 

 * Viva Insights in Outlook 

 * Briefing emails in Outlook 

 * Digest emails in Outlook

 * Inline suggestions in Outlook 


DATA TYPES 

Viva Insights provides personal insights with the following types of data. 

 * Mailbox data - Email, calendar, chat, and call activity that you generate by
   using Microsoft 365, such as time that you spend in meetings or emails that
   you send to a specific person or group.

 * Incremental data - Data that would otherwise be unavailable to you but is
   presented in an aggregated form designed to protect individual privacy.


MAILBOX DATA 

Mailbox data represents information that you already have access to simply by
going about your job, such as sending emails, arranging meetings, or chatting
with coworkers. Viva Insights processes and shows the information in ways that
make it actionable. 

For example, Viva Insights provides views that allow you to quickly understand
how much time you spend in meetings and in email every day, who you collaborate
with the most, who you are losing touch with, and to whom you have made
commitments and requests. 

You can take action on this information. You might decide that you spend too
much time in meetings, for example, and adopt a personal goal of running more
efficient meetings. 

Personal insights are derived from data that is already available to you in the
following places: 

 * Your Exchange Online mailbox

 * Your activity in OneDrive and SharePoint documents

 * Your chat and call history from Teams and from Skype for Business

Viva Insights simply applies some basic calculations and rules to make this data
more actionable. Mailbox data is stored directly in your Exchange Online
mailbox. 

For example, if you want to determine which colleagues sent you the most email
over the past week, you could technically do so without Viva Insights by
manually counting emails from coworkers in your inbox. Similarly, you could
determine your coworkers’ average response time to the emails that you sent them
by using the timestamp information readily available in your mailbox. Viva
Insights saves you the trouble of having to perform these tedious calculations. 


INCREMENTAL DATA 

In a few cases, Personal insights in Viva Insights provides you with
de-identified information on other people that would not have otherwise been
available to them, such as for Email read rates. 


EMAIL READ RATES 

Viva Insights tracks the percentage of recipients who opened an email message
(in the Outlook add-in) for email that you’ve sent to five or more people. 

To preserve privacy, Viva Insights does not track read rates for messages sent
to fewer than five people. Viva Insights also doesn't show read rates of "0
percent" or "100 percent," as that would allow people to make definitive
conclusions about individual coworker actions. Instead, the read rate in these
cases is displayed as a range that encompasses a threshold value that depends on
the number of recipients of the email. 

This metric is calculated based on the "read" flag in Exchange Online. For some
people, messages are flagged as "read" when you open a message in the Outlook
preview pane. For others, you might need to double-click to open the message to
mark it as "read." 

You can control this setting in your Outlook settings. To show these signals in
the sender’s mailbox, the “read” flag is copied within the Microsoft 365
environment, and then delivered to the sender’s mailbox. 


GDPR COMPLIANCE 

As is the case with the full Microsoft 365 suite, Viva Insights helps support
compliance with GDPR requirements. For example, Viva Insights supports the
following: 

 * Secure and protect personal data. Because all Personal insights data in Viva
   Insights is stored in your Exchange Online mailbox, Viva Insights meets this
   security obligation by virtue of Exchange Online also meeting the obligation.

 * Requests to export, delete, or restrict processing personal data. Microsoft
   supports user requests, such as requests for export of or deletion of data.

For more information, refer to GDPR compliance. 


PRIVACY IN THE VIVA INSIGHTS APP IN TEAMS AND ON THE WEB

When data is processed in the Microsoft Viva Insights app, Microsoft protects
employee privacy and fully complies with local regulations, such as the General
Data Protection Regulation (GDPR). Viva Insights protects privacy in the
following ways:

 * Personal and private – Content in your insights is personal, private, only
   available to you. No one else in your organization can access it.

 * Everyone's data is kept private – Viva Insights doesn't include any new
   personally identifiable information about anybody else in your organization.
   The insights and actions are based on information generated by you and your
   organization just by going about your regular workday. Your insights are
   based on information that you already have access to but can’t quickly
   aggregate without help.

 * Mailbox security – Viva Insights uses Exchange Online email and calendar data
   and processes and stores any insights or actions inside your Exchange Online
   mailbox, so data security is built in and enforced by Exchange.

 * GDPR compliant – Microsoft complies with the GDPR when providing insights and
   actions in the app.


HOW IT WORKS

The personal insights and actions in the Microsoft Viva Insights app are based
on your Exchange Online mailbox data, such as email and calendar data. The
insights are derived from data that is already available to you in your Exchange
Online mailbox. For example, if you want to determine what commitments you made
to others, you could manually review each email in your mailbox. The Viva
Insights app simply saves you from this tedious process.


GDPR COMPLIANCE

Microsoft helps data controllers meet the following obligations for the
Microsoft Viva Insights app:

 * Secure and protect users’ personal data – Insights requires an Exchange
   Online license, and all data is stored in the employees’ Exchange Online
   mailbox. The computed metrics, such as tasks, are appended to the mailbox.
   Thus, the Viva Insights app meets this obligation by virtue of Exchange
   Online also meeting the obligation:
   
   * Microsoft will not mine customer data in Exchange Online for advertising.
   
   * Microsoft will not voluntarily disclose Exchange Online customer data to
     law enforcement agencies.
   
   * Microsoft will meet all requirements related to encryption of Exchange
     Online data and implement controls to reduce security risks and help ensure
     business continuity, as described in ISO 27001 and 27018.

 * Notify users in the event that a breach is detected – Microsoft will notify
   customer privacy contacts within 72 hours of Microsoft becoming aware of a
   breach by Microsoft 365 incident response standard operating procedures.

 * Honor user requests (DSRs) to export, delete, or restrict processing personal
   data – Microsoft supports user requests, such as requests for export of or
   deletion of data.

For more information, refer to GDPR compliance.




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