Make Outlook work better for your business

Outlook Optics ™ enhances your company’s visibility, analytics and interaction with employee Outlook group calendars.

Advanced Outlook group calendar view
Search, sort and filter employee calendars by name, Tag (you define tags), availability etc.
Real time employee Outlook calendars are visible in consolidated form, but with definable density (calendar height) and days or weeks visible.
Create your own group views, add the employees you want included, row height/number of calendars visible, number of days visible, name then save the view so you can quickly and easily return to this view whenever you want to. There is no limit to the number of views you can create.
The number of days, weeks, months visible is definable. Create the views you need to see the calendar density / level of detail you want to see.
A range of view styles are available, including: a standard calendar view, a high density summary view, a conflicts view, a data view (transaction list and export tool) and statistics views showing: utilization, availability, booked time and productivity heatmap views.
Outlook Optics™ provides real-time visibility of employee Outlook calendars, and brings enhanced features to Outlook. Better, faster, configurable group calendar views, new appointment types, new customer / project fields, search, sort and filter facilities, true availability indicators, analytics and reporting.
Outlook’s 5 appointment types are visible in their Outlook colors: Busy, Tentative, Out of Office, Working elsewhere and Free (white).
With infinite scroll, you can have as many employees in a view as you wish, but if the list is long, use the filter, jump to, search or sort to get to or see the resources you want.
True availability gauges, charts and heatmaps view make it easy to see who has availability and who hasn’t – all using Outlook calendar data.

View more employee calendars, over a greater date range and with more detail.

Outlook group calendar, analytics and reporting tools

Create the employee calendar views you need

Add new fields, eg. customer & project to appointments

Analyze employee / team utilization, capacity, productivity, availability

Manage employee schedules centrally

Meets privacy policies and regulations

Advanced features that take your Outlook system to a new level

The eye-opening clarity Outlook Optics™ brings to Outlook group calendars naturally leads organizations to want more, to dig deeper, make adjustments and even schedule employees centrally.

To provide flexibility, Outlook Optics™ is available in five editions with increasing levels of functionality and customization, so you can start small, and expand your system as and when needed, with:

  • Enhanced appointment fields: type of work, customer, project etc.
  • Color-coded views by type of work
  • Added employee details: image, expected work hours, skills, tags etc.
  • Analytics views: utilization, productivity, availability
  • Outlook plugin adds new features to Outlook itself
  • Analyze future capacity and future staffing needs
  • Notifications of late changes or reassignments

Consolidated Outlook group calendar view

Color coding that shows what people are actually doing

Advanced Outlook group calendar view Outlook group calendar view with enhanced appointment types

Outlook Optics™ adds color-coding to show what people are actually doing. Slide right to see standard Outlook appointment colors: busy, tentative – what does this tell you? Slide left to see color-coding by type of work – BLUE is consultancy, ORANGE is vacation, but you can set your own types and colors.

Outlook’s 5 appointment types (free, busy, tentative, out of office & working elsewhere) aren’t really that helpful in a business setting. Ideally companies want to set their own appointment types and color coding to see what people are doing, who they are working for etc, and this is exactly what Outlook Optics™ adds.

You see the types and color coding you want so you can see at a glance exactly what people are doing and when. Use the slider to the right to compare Outlook appointment types to what is possible. We’ve used BLUE for Consultancy and ORANGE for Vacation, and now you know you can instantly see who is on vacation and who is doing consultancy and when.

The clarity color-coding brings to visualization of employee activity makes Outlook calendars much more effective as a company calendar and  group scheduling tool.

† Color coding is included in the Essentials and successive editions. Starting in the Pro edition, end users can allocate these work types to appointments from within Outlook via the plugin.

Analyze and view time by customers / projects (or whatever you use)

View of all employees and upcoming work for a Project, color coded by type of work.

Outlook is a company calendar tool, yet it doesn’t have customer, project or even the ability to specify what type of work an appointment is. Outlook Optics™ solves this, allowing organizations to add the fields they need.

With Outlook configured to match your business, you can then search, sort, filter and analyze appointments, as well as create special function views. For example: with type of work you can create views by customer, project, type of work, vacation, sickness – any view you need is possible becomes Outlook Optics™.

  • Create customer views to see all activity past and future for a customer
  • Create views by Project
  • Define the appointment types you use, then create views by them:
  • Views of vacation, sickness, work type: consultancy, training – anything
  • Shows work on other customers, projects, and appointment types in grey

View dozens of Outlook calendars on one screen

Outlook group calendar no weekends Office365 Summary Calendar View

View anything from a handful of calendars over a few days to dozens of calendars over dozens of days or weeks

Outlook Optics™ expands the number of Outlook calendars and days visible on one screen from just a few employees / days to 30+ employees over several weeks.

  • View 30+ Outlook calendars on one screen
  • View days, weeks, months
  • Hide weekends to increase visibility days visible
  • Drag and drop editing (if security permits)
  • Search, sort, and filter tools
  • Availability sort – find with most / least available

† The Summary view is included with the Essentials and successive editions. .

Analyze Outlook calendars like never before

Availability, upcoming commitments, utilization and productivity heatmaps provide powerful workforce insights.

Outlook Optics™ adds powerful calendar analytics including true availability, utilization and productivity.

An employee may be fully booked but appear to be free Outlook’s scheduling assistant! Only by comparing booked time to available hours can true availability be analyzed and quantified – Outlook Optics™ does this.

Availability can be viewed at a glance within each employee’s calendar, in a dedicated availability view (shown to the left).

Unused available time is lost revenue, and to maximize utilization Optics™ brings new tools to bear to actively find employees with the necessary availability, skills or other attributes to perform a task.

Outlook Plugin

The Outlook Optics ™ plugin provides important company centric appointment details to employees. Details such as customer, project, type of work and any other fields your organizations needs are visible within Outlook appointments.

With standardized fields companies can analyze and report upon any aspect of their workforce workload.

The Outlook Optics ™ plugin adds new fields to Outlook

Outlook reporting & analytics

Outlook group calendar analytics, here showing utilization by office and team

Outlook has no reporting or analytics, yet businesses need to: see trends, quantify productivity, highlight opportunities, find the whitespace in people’s calendars, analyze future staffing needs, and make changes ahead of time. Outlook Optics ™ provides all the tools needed to meet such objectives:

  • Analyze any aspect of your workforce’s Outlook calendar data
  • View time by customer, project, employee, team etc.
  • Group calendar data views with export
  • Analytics Views: utilization, productivity, availability & capacity
  • A library of standard reports
  • Dashboards and charts
  • Custom report writer and dashboard designer

Works with all versions of Outlook

Outlook Optics ™ works with all versions of Outlook on all devices.

No matter which version of Outlook your employees use, you can create consolidated Outlook group calendar views and perform analytics, reporting, and centralized scheduling.

The Outlook Optics ™ Web app works with all versions of Outlook on all devices, and the Outlook plugin works with Outlook on PCs, Macs and Outlook Web Access.

Total Trust – Privacy, Security, Reliability

Outlook Optics™ delivers total control and security over every aspect of employee calendars.

Organizations have total control over who has access to view and manage calendars, and changes are tracked to ensure employee trust is maintained. Outlook appointment security is enhanced, allowing certain appointments to be protected against accidental and undesirable edits or deletions – something that is not possible in Outlook alone. Compliance, security, and privacy features also ensure your organization meets privacy regulations and policies.

Timewatch’s Outlook Optics group calendar scheduling view.

What does Outlook Optics™ Cost?

Customers subscribe to Timewatch Outlook Optics™ for an annual license fee. The fee covers three main components: the core platform, the number of employees/mailboxes, and the number of power users. Cost effective Starter Packs are available for smaller implementations of 10, 25, 50 and 75 employees, and include everything needed for organizations at this size.

Five editions of Outlook Optics™ are available with varying levels of features, flexibility and scalability, with Pro, Corporate and Enterprise scalable to thousands of employees.  If you have any questions, scroll down and book a call with a product specialist.

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