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Configure personal insights

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Role Global admin, Exchange Online admin, or Viva Insights admin

  • Prerequisite – Users have access to Microsoft Viva Insights only if they have licenses that include a Viva Insights service plan, as described in plans and environments.

  • Data privacy – See the Privacy guide to understand how privacy is built into Viva Insights and to learn what you can configure to address specific privacy requirements.

To configure Viva Insights

Important

You must have a Global admin, an Exchange Online (EXO) admin, or an Insights admin role to configure users for Viva Insights in PowerShell.

Note

When you set the defaults (at either the tenant or user level), users can individually override these settings. Similarly, if you opt out users with a user-level setting, those users can choose to opt back in. The exception is if a user's license with a Viva Insights service plan expires, that user cannot opt in.

Assign licenses with a service plan

Viva Insights is available to users who are assigned a license with a Microsoft Viva Insights service plan. For more details about which licenses have Viva Insights service plans and when users get access to Viva Insights elements after license assignment, see plans and environments.

For information on how to assign a license, see Assign licenses to users in Microsoft 365 for business.

Configure access at the tenant level

You can configure access to Viva Insights elements for all users in your organization.

Important

You need to have a Global admin or an Exchange Online admin role to configure tenant-level settings in the admin center. Make sure you're signed in to the Microsoft admin center as a Global or Exchange Online admin before configuring settings.

To manage availability for the Viva Insights app in Teams

  1. In the Microsoft admin center, go to the setup tab and select Microsoft Viva, then Viva Insights.

  2. Under Viva Insights in Microsoft 365, select Manage availability in the Teams admin center. This option takes you directly to the Teams admin center, where you can configure the appropriate settings.

    Screenshot that shows Manage availability in Teams admin center in the Viva Insights admin page.

Go to our Teams admin tasks doc for more information about setting up the Viva Insights app in Teams.

To enable access to Viva digest emails, meeting effectiveness surveys, Viva Insights Outlook add-in, and schedule send suggestions

  1. In the Microsoft admin center, go to the setup tab and select Microsoft Viva, then Viva Insights.

  2. Under Viva Insights in Microsoft 365, select Manage settings for Viva Insights.

    Screenshot that shows Manage settings for Viva Insights in the Viva Insights admin page.

  3. In the resulting pane:

    1. Select Viva Insights web experience to keep all Viva Insights users in your organization opted in for access to the Viva Insights app on the web. Clear the selection for Viva Insights web experience to opt users out.
    2. Select Digest email to keep all Viva Insights users in your organization opted in for access to the digest mails. Clear the selection for Digest email to opt users out.
    3. Select Insights Outlook add-in and inline suggestions to keep all users in your organization opted in for access to the add-in. Deselect it to opt users out. If you opt out of the Viva Insights Outlook add-in, the Productivity inline suggestions are also turned off for all users. Individuals can also turn inline suggestions on or off through their own Settings within the Viva Insights add-in.
    4. Select Meeting effectiveness surveys to keep all users in your organization opted in for access to the surveys. Deselect it to opt users out. If you opt users out, they won't see an option for meeting effectiveness surveys in their settings.
    5. Select Schedule send suggestions to keep all Viva Insights users in your organization opted in for access to schedule send suggestions, and then select Save changes. Deselect Schedule send suggestions to opt users out. These will be default settings for all users. Users can change them at any time from their Viva Insights Outlook add-in and Viva Insights app settings page. It may take up to 24 hours for all changes to take effect.

    Note

    After a new tenant is established, it can take up to 48 hours for this functionality to become available.

    Screenshot that shows the Microsoft Viva Insights (formerly MyAnalytics) settings pane with all selections enabled.

  4. Select Save.

You can also get to these settings in from the main Microsoft 365 admin center:

  1. In the left pane, expand Settings and then select Org settings.
  2. On the Services tab, select Microsoft Viva Insights (formerly MyAnalytics).

Configure access at the user level

You can configure Viva Insights access for individual users in your organization. For example, you could opt out the user completely, which would turn off all Viva Insights functionality for that user. However, the user can choose to opt back in.

You configure Viva Insights by setting the PrivacyMode parameter. For information about the values of PrivacyMode, see User configuration settings. Before you can make this setting, you must take preparatory steps; see Command sequence.

Important

The PowerShell cmdlets Get-UserAnalyticsConfig and Set-UserAnalyticsConfig, which you might have used to configure access to Viva Insights, are no longer available. Instead, use the following new cmdlets: Get-MyAnalyticsFeatureConfig and Set-MyAnalyticsFeatureConfig, which offer the same functionality along with some additional granular control.

User configuration settings

PrivacyMode parameter Licensed user Unlicensed user
Opt-in (default setting)
  • Microsoft 365 data is used for aggregated information shown to licensed users
  • Viva Insights app on the web is available
  • User can opt out
  • Microsoft 365 data is used for aggregated information shown to licensed users
  • Admins can opt out unlicensed users through the admin PowerShell
Opt-out
  • Microsoft 365 data is not used for aggregated information shown to licensed users
  • Viva Insights app on the web is not available
  • User can opt in through the settings menu in the Viva Insights app in Teams or on the web
  • Microsoft 365 data is not used for aggregated information shown to licensed users.

Command sequence

You will use the Set-MyAnalyticsFeatureConfig and Get-MyAnalyticsFeatureConfig cmdlets to work with user configuration settings. Before you can use them, you need to install a module and sign in to be authenticated. This is the sequence of steps:

  1. Connect to Exchange Online and, when prompted, sign in with your admin credentials.

  2. After you've signed in, you are ready to work with user-configuration settings:

Connect to Exchange Online

In this procedure, you install prerequisites and then you install the Exchange Online PowerShell V2 module.

  1. Open PowerShell.

  2. Prerequisite #1: Installing packages from the PowerShell Gallery requires the latest version of the PowerShellGet module. Run these commands to install it:

    Install-Module PowerShellGet –Repository PSGallery –Force

    For more information, see Installing PowerShellGet.

  3. Prerequisite #2: Install the Exchange Online PowerShell V2 module:

    Install-Module -Name ExchangeOnlineManagement -RequiredVersion 2.0.4

    For more information, see Install-Module.

  4. Connect to Exchange Online. In PowerShell, run the command Connect-ExchangeOnline.

    Connect-ExchangeOnline

    This will prompt you to authenticate, which you do by entering your admin credentials.

Set access for one user

Configure access settings for a user with the PowerShell cmdlet Set-MyAnalyticsFeatureConfig:

Set-MyAnalyticsFeatureConfig –Identity <string> [-PrivacyMode <string[]>]
Parameter Required Description Default value
Identity Yes User ID for the current user as stored in Azure Active Directory (AD) --
PrivacyMode Yes
  • Opt-out: Viva Insights won't use the user's data to compute derived statistics for other users. The user won't see statistics in Viva Insights, but can choose to opt in from the Feature settings menu.
  • Opt-in: Viva Insights uses the user's data to compute derived statistics for other users. The user can see statistics in Viva Insights, but can choose to opt out from the Feature settings menu.
 Opt-in

Use Set-MyAnalyticsFeatureConfig to change the configuration settings of the user who is identified by the -Identity parameter. The following is a sample output of this cmdlet. It indicates that the user was opted in and that all of that user's Viva Insights features were turned on except the digest email:

 UserId : <username>@<domain>
 PrivacyMode : opt-in
 IsDashboardEnabled : true
 IsAddInEnabled  : true
 IsDigestEmailEnabled : false

Also see Command reference: Set-MyAnalyticsFeatureConfig.

Confirm access for a user

Use the following to confirm whether a user has access to Viva Insights (the value for PrivacyMode):

Get-MyAnalyticsFeatureConfig –Identity <string>
Parameter Required Description Default value
Identity Yes User ID for the current user as stored in Azure AD -

Get-MyAnalyticsFeatureConfig reveals the current configuration settings of the user who is identified by the -Identity parameter. The following is a sample output of this cmdlet. It indicates that the user is currently opted in and that they have all Viva Insights features turned on except the digest email:

 UserId : <username>@<domain>
 PrivacyMode : opt-in
 IsDashboardEnabled : true
 IsAddInEnabled  : true
 IsDigestEmailEnabled : false

Set access for multiple users

Use the following steps in the Exchange Online PowerShell V2 module to change access to Viva Insights (the value of PrivacyMode) for multiple users by running a PowerShell script that iterates through the users, changing the value one user at a time.

  1. Create a comma-separated value (.csv) text file that contains the UserPrincipalName field of the users you want to configure. For example:

    UserPrincipalName
ClaudeL@contoso.onmicrosoft.com
LynneB@contoso.onmicrosoft.com
ShawnM@contoso.onmicrosoft.com

  2. Specify the location of the input .csv file, the output .csv file, and the value of PrivacyMode that you want to set for each user:

    $inFileName="<path and file name of the input .csv file that contains the users, example: C:\admin\Users2License..csv>"
$outFileName="<path and file name of the output .csv file that records the results, example: C:\admin\Users2License-Done..csv>"
$privacyMode = "Opt-in"

$users=Import-Csv $inFileName
ForEach ($user in $users)
{
$user.Userprincipalname
$upn=$user.UserPrincipalName

Set-MyAnalyticsFeatureConfig –Identity $upn -PrivacyMode $privacyMode
Get-MyAnalyticsFeatureConfig –Identity $upn | Export-Csv $outFileName
}

    Also see Command reference: Set-MyAnalyticsFeatureConfig.

  3. Run the resulting commands at the Exchange Online PowerShell V2 module command prompt. For more information about the module, see Exchange Online PowerShell V2 module.

This PowerShell script:

  • Shows the user principal name for each user.
  • Sets the specified privacy mode for each user.
  • Creates a .csv file with all the users that were processed and shows their status.

Command reference: Set-MyAnalyticsFeatureConfig

The PowerShell command Set-MyAnalyticsFeatureConfig can be used in three different ways:

Set the PrivacyMode parameter

For more information about PrivacyMode, see Configure access at the user level.

Command syntax - PrivacyMode

Set-MyAnalyticsFeatureConfig -Identity <string> -PrivacyMode <opt-in/opt-out>

Example - PrivacyMode

Running the following command sets the privacy mode to "opt-in" and enables all the personal insights features for the user:

Set-MyAnalyticsFeatureConfig -Identity <string> -PrivacyMode opt-in

Enable or disable Viva Insights features

Command syntax - features on or off

Set-MyAnalyticsFeatureConfig -Identity \<string\> -Feature <dashboard/add-in/digest-email/all> -isEnabled <$true/$false>

Example - features on or off

Running the following command disables the digest email for the user:

Set-MyAnalyticsFeatureConfig -Identity <string> -Feature digest-email -isEnabled $false

Set PrivacyMode and enable or disable features

Command syntax - PrivacyMode and features

Set-MyAnalyticsFeatureConfig -Identity \<string\> -PrivacyMode <opt-in/opt-out> -Feature <dashboard/add-in/digest-email/all> -isEnabled <$true/$false>

Example - PrivacyMode and features

Running the following command opts the user in (by setting PrivacyMode to 'opt-in') and enables all the personal insights features except the digest email:

Set-MyAnalyticsFeatureConfig -Identity <string> -PrivacyMode opt-in -Feature digest-email -isEnabled $false