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Set your normal hybrid pattern in Outlook > Settings > Calendar > Work hours and location, then use the Outlook calendar or Teams work-location control for exceptions. Save the weekly schedule, select In the office or Working remotely for each day, and add a building only if your organization has configured one. A same-day change made in Teams applies for the rest of that day and is reflected in Outlook.
What you need before changing your schedule
Work location is a Microsoft 365 presence feature for communicating where you normally work. It is not a desk reservation by itself. The work-hours and location controls require a work or school account with a qualifying Microsoft 365 subscription, and the available screens depend on the client your organization has enabled.
- Use new Outlook for Windows or Outlook on the web for the documented recurring-schedule setup.
- Use Teams desktop or mobile for a quick current-day change; recurring plans are available from Teams calendar settings in supported experiences.
- Expect different labels or missing controls in older Outlook builds, Outlook for Mac, or Outlook mobile. Microsoft describes support for those clients as varying by experience and rollout.
- A building list is optional. Your administrator must publish a building directory before individual buildings can be selected.
If your organization has deployed Microsoft Places or another workplace-management configuration, additional features such as bookable desks and automatic location updates may appear. Those features are administrator-controlled and are separate from simply declaring that you are working in the office.
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One free scan finds every outdated or missing driver and matches the right update for your exact hardware.Free scan · exact hardware matchSet a recurring weekly schedule in Outlook
Use Outlook for the pattern that should repeat every week. Microsoft describes this schedule as planned work locations that colleagues can see during your working hours.
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- Open new Outlook for Windows or Outlook on the web.
- Select Settings (the gear icon).
- Open Calendar, then choose Work hours and location.
- Select the workdays you want included in your normal schedule.
- Set the start and end time for each selected day. You can use different hours on different days.
- For each day, choose In the office or Working remotely.
- If the control is available, choose a specific building from the organization’s directory.
- Review the sharing controls, then select Save.
The schedule is day-specific: Wednesday can be an office day while Monday, Tuesday, Thursday, and Friday are remote, and each day can have its own hours. A building selection adds more detail to an office day but does not create a reservation.
After saving, the planned location is used when Outlook displays your working hours to other people. Microsoft’s Outlook guidance explains: “When you set this up, others will see what days you’re working remote and what days you’ll be in the office.”
Choose the right location for each day
- In the office: Use this when you expect to work from an organization location. Select a building only when you need colleagues to know which site you plan to use and the directory contains that site.
- Working remotely: Use this for a home or other off-site workday. It communicates the work setting without exposing a street address.
- Different hours: Set the actual working interval for each day so profile-card availability is evaluated against the correct hours.
If a day is not part of your working week, leave it unselected rather than assigning a location to it. The setting describes your work plan; it does not replace an Outlook appointment, meeting status, or time-off entry.
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The work-location setup includes sharing controls. Review those options before saving, especially if your organization treats location as sensitive information. The feature is intended to communicate where someone is working, while Microsoft says the data is aggregated and anonymized for office-occupation trends. Your organization’s Microsoft 365 policies still determine which colleagues can see a planned location and where it appears.
Change only one day in Outlook
A one-day exception is faster than editing the recurring plan. Use it when, for example, a normally remote Tuesday becomes an office day or a planned office day moves home.
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- Open Outlook Calendar.
- Select the day you want to change.
- Choose the day’s Work plan control or the location icon.
- Change the working hours if they differ from the plan.
- Choose In the office or Working remotely.
- When offered, select the building you will use.
- Select Set.
The location icon appears on that calendar day after the change is saved. This edit affects the selected date rather than rewriting your weekly pattern. To return to the normal pattern later, edit the individual date again or change the recurring schedule in Settings > Calendar > Work hours and location.
Update today’s location in Teams
Teams is useful when the change is immediate and you are already working in the collaboration app. A Teams day-of update is treated as the current working location for the remainder of that day.
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- Select your account manager or profile picture in Teams.
- Choose Set work location.
- Select the office shown, or choose Add a building when that option is available.
- Save the selection.
Microsoft states: “Your changes will be applied to your work hours for the remainder of the day and will be reflected in both Teams and Outlook.” This is the appropriate route for a same-day switch, not for redesigning every week’s schedule.
Teams mobile
- Open the Teams mobile app and select your profile picture.
- Choose Set your work location.
- Select one of the available locations.
- Confirm the choice if Teams prompts you.
Mobile availability and wording can vary by app version and organization policy. If the work-location command is absent, use Outlook on the web or ask your Microsoft 365 administrator whether the feature is enabled.
Create or edit a recurring work plan in Teams
Supported Teams desktop experiences also expose the weekly plan. This path is useful if you prefer to manage the schedule from Teams, but the same work-location information is shared with Outlook.
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- Open Calendar in Teams.
- Select More options, then Calendar settings.
- Open Work hours and location.
- Set the workdays and the start and end time for each day.
- Assign In the office or Working remotely to each day.
- Select a building when the organization’s directory offers one.
- Review sharing controls and save the plan.
For a single-day change in Teams, select the location icon at the top of the current day’s calendar and choose the new location. That shortcut changes the current day without requiring you to open the full recurring-plan editor.
Outlook and Teams: which route should you use?
| Task | Best starting point | What it changes | Important limitation |
|---|---|---|---|
| Set a repeating Monday-to-Friday pattern | New Outlook for Windows or Outlook on the web | Planned workdays, hours, and locations | Client support differs outside new Outlook and the web |
| Change one date in advance | Outlook Calendar work plan or location icon | The selected calendar day | It does not rewrite the weekly pattern |
| Change the location for the rest of today | Teams profile menu | Current working location in Teams and Outlook | The change applies only for the remainder of that day |
| Set a weekly plan while working in Teams | Teams Calendar > More options > Calendar settings > Work hours and location | Recurring workdays, hours, locations, and sharing | The menu may not appear in every client or tenant |
| Select a named building | Either Outlook or Teams location picker | A specific office location | Only available when an administrator has configured a building directory |
| Use a phone | Teams mobile profile menu | An available current location | Mobile choices depend on the organization and app experience |
How synchronization works
Outlook and Teams use the same work-location information, but they distinguish between a planned schedule and a current-day override. Outlook’s recurring settings appear as planned locations. A same-day change made in Teams appears as the current working location for that date.
When both applications have been used, the latest location update takes precedence. For example, if your recurring Outlook plan says “In the office” but you change today to “Working remotely” in Teams, the newer Teams update is the value applied for today. The recurring Outlook plan remains the baseline for later dates unless you edit it.
Colleagues can see location on your profile card during your Outlook working hours. Microsoft says an Outlook change can take up to 12 hours to appear on profile cards. That delay does not necessarily mean the setting failed; the calendar view and profile-card view can update at different times.
What coworkers actually see
- Your planned remote or office days can be shown to people who have permission to view your work information.
- A building name may be visible when you selected one and your organization permits that detail to be shared.
- Profile-card visibility is tied to your Outlook working hours, so a person checking outside those hours may not see the location indicator.
- A same-day Teams change can be visible in both products after synchronization, but profile cards may still require the stated propagation period.
Why you cannot select an office building
The most common reason is that your organization has not configured its building directory. Microsoft Places documentation says building details must be added by an administrator before users can select named buildings. You cannot create a missing building from the ordinary Outlook or Teams picker.
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- If you see only generic choices such as In the office, select that option when it accurately describes your day.
- If Add a building is present but the desired site is absent, ask your Microsoft 365 or workplace administrator to verify the building directory.
- If the entire work-location control is missing, confirm that you are signed in with your work or school account and that your client is supported.
- Desk booking and automatic location changes require Microsoft Places or another administrator-enabled workplace configuration; selecting a work location alone does not activate them.
When contacting an administrator, provide the exact client (new Outlook for Windows, Outlook on the web, Teams desktop, or Teams mobile), your account type, and whether you can see a generic office option. Those details distinguish a directory problem from a client-availability problem.
Troubleshoot a schedule that is not updating
The recurring schedule saved, but Teams still shows the old value
- Open Outlook’s Settings > Calendar > Work hours and location and verify the correct days, hours, and locations.
- Check whether a same-day Teams update is overriding the planned Outlook value; the latest update wins.
- Close and reopen Teams or refresh the web client after confirming the setting is saved.
- Check the date and time zone shown by your account if the change appears on a different day than expected.
A stale value in a profile card can be normal while Microsoft 365 propagates the Outlook change. Allow up to 12 hours for that surface before treating it as a configuration failure.
A one-day change did not appear in Outlook
- Confirm that you used the current day’s location control in Teams rather than editing a draft or recurring plan without saving.
- Verify that the Teams account is the same work or school account used by Outlook.
- Look at the selected calendar date; a Teams day-of update applies to the remainder of that day and does not alter future dates.
- Refresh both clients and check again after synchronization.
The Work hours and location menu is missing
- Try Outlook on the web or new Outlook for Windows, where Microsoft currently documents the modern setup experience.
- Make sure you are not using a personal Microsoft account; the feature requires an eligible work or school account and subscription.
- Ask your administrator whether the feature is enabled for your organization or whether policy limits the client you are using.
- Update the Teams or Outlook app when your organization permits updates, then sign in again.
The building picker is blank or incomplete
This points to directory configuration rather than a calendar mistake. Use the generic office location for the immediate schedule, then ask the administrator responsible for Microsoft Places or building data to add or correct the site. Bookable desks and automated updates cannot be enabled from the user work-location menu.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Privacy, sharing, and workplace data
Choose the narrowest location detail that meets your coordination needs. A generic office designation tells coworkers that you expect to be on-site; a named building provides more precise information and depends on the organization’s directory. Review the sharing controls in the recurring-plan editor before saving, particularly when your working pattern changes frequently.
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Microsoft describes work-location data as intended for communicating where someone is working and says it is aggregated and anonymized for office-occupation trends. That statement does not override your employer’s retention, access, or monitoring policies. If you need to understand who can see a location in your tenant, ask your Microsoft 365 administrator or privacy contact.
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Practical change scenarios
You are moving from fully remote to three office days
Edit the recurring plan in Outlook. Select the three office weekdays, set their hours, choose In the office, and add a building only when the directory offers the correct site. Mark the remaining working days as Working remotely, then save. Use a one-day Outlook or Teams change for exceptions such as travel or an appointment.
Your normal office day becomes remote this week
For a planned exception, open that date in Outlook Calendar and use the day’s work-plan control. For a change that starts today, use the Teams profile menu and select Set work location. The Teams route applies through the rest of the day and synchronizes to Outlook, while the recurring pattern remains available for the following weeks.
You work at different company sites
Assign each recurring office day the appropriate building when those sites are present in the directory. If one site is missing, do not substitute an invented building name; use the generic office option and request an administrator directory update. A building selection communicates a planned location but does not reserve a desk.
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- Maintain the normal weekly pattern in Outlook’s Work hours and location settings.
- Use Outlook Calendar for exceptions that you know about ahead of time.
- Use Teams for a same-day change when the workday has already started or plans changed at short notice.
- After saving, verify the date, hours, and location in the client you changed.
- Allow profile-card propagation time before concluding that coworkers cannot see the update.
- Escalate missing buildings or missing controls to the administrator who manages Microsoft 365 workplace configuration.
This division keeps the recurring plan stable while giving you a clear path for one-off changes. It also avoids treating a work-location status as a desk booking, meeting status, or substitute for an approved leave record.
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