When you switch from classic Outlook to the new Outlook for Windows, the familiar options to set a Working Elsewhere status with a specific location like Coffee Shop or Home Office are no longer visible. This change occurs because the new Outlook uses a simplified interface that integrates with Microsoft 365 presence and calendar settings rather than the legacy status system. This article explains how to show your location using the new Outlook tools, including calendar appointments and Microsoft Teams status, so coworkers can see where you are working without relying on the classic options.
Key Takeaways: Showing Your Location in New Outlook
- Calendar appointment location field: Set your working location by creating a calendar event with a specific place name, which syncs to your Microsoft 365 presence.
- Microsoft Teams status message: Use Teams to set a custom status message that includes your location, which appears in new Outlook presence indicators.
- File > Options > Calendar > Working Elsewhere: This classic menu path is no longer available in new Outlook; use calendar events and Teams instead.
Why the Working Elsewhere Status Changed in New Outlook
Classic Outlook had a dedicated Working Elsewhere status option under File > Options > Calendar. This feature let you set a status message with a custom location that appeared in email headers and the To-Do bar. New Outlook removes this legacy feature because Microsoft is shifting to a unified presence system driven by Microsoft 365 and Teams. The new system relies on calendar events and Teams status to show your location. This change means you must use alternative methods to display your working location to colleagues.
The new Outlook is designed to synchronize your presence with your calendar. When you create a calendar event with a location, new Outlook pulls that location into your Microsoft 365 presence. Your Teams status also updates based on your calendar activity. This integration removes the need for a separate Working Elsewhere toggle but requires you to adopt a calendar-first approach.
How to Show Your Working Location in New Outlook
Follow these steps to display your location without the classic Working Elsewhere option. You will use calendar appointments and Microsoft Teams status messages.
Method 1: Set a Calendar Appointment with a Location
- Open new Outlook and go to Calendar
Click the Calendar icon on the left navigation pane. Ensure you are in the Calendar module. - Create a new event
Click the New Event button on the toolbar or press Ctrl+N on your keyboard. - Enter the event details
Type a title for the event such as Working from Coffee Shop or Remote Work. Do not leave the title blank. - Set the location field
In the Location field, type your exact working location like Downtown Cafe or Home Office. This field is required for your location to appear in your presence. - Set the time range
Choose the start and end times that match your working hours at that location. Use the All Day option if you want the location to show for the entire day. - Set your availability to Working Elsewhere
Click the Show As dropdown and select Working Elsewhere. This aligns your calendar status with your location. - Save the event
Click Save or press Ctrl+S. New Outlook now shows your location in your presence indicator when colleagues hover over your name in email or Teams.
Method 2: Use Microsoft Teams Status Message
If you do not want to create a calendar event, set a custom status message in Teams that includes your location. This message appears in new Outlook when coworkers view your presence.
- Open Microsoft Teams
Launch Teams on your desktop or use the web app at teams.microsoft.com. - Click your profile picture
Click your profile picture in the top-right corner of Teams. - Select Set status message
Click Set status message from the dropdown menu. - Type your location in the message field
Enter a message like Working from Downtown Library or At client site. Keep it short. - Clear the Show when people message me option
Uncheck the box labeled Show when people message me if you do not want the message to appear in chat. This keeps the message visible in your profile only. - Set a duration
Check the box Clear status message after and choose a time like 1 hour or 4 hours. This automatically removes the message after your work period ends. - Click Done
Your status message now shows your location in new Outlook when colleagues hover over your presence icon.
Common Mistakes and Limitations with Location in New Outlook
Location does not appear in email headers
New Outlook does not display a Working Elsewhere location in email headers like classic Outlook did. Your location only appears in the presence indicator when someone hovers over your name in the people pane or a message list. To work around this, include your location in your email signature temporarily or send a brief note to your team.
Calendar event location is not visible to everyone
Your calendar event location is only visible to people who have permission to view your calendar details. If you set your calendar to show only free/busy information, colleagues cannot see the location. Change your calendar sharing permissions to show full details if you want everyone to see where you are working. Go to Calendar > Share Calendar and set the permission level to Can view all details.
Teams status message overrides calendar location
If you set both a calendar event location and a Teams status message, the Teams status message takes priority in the presence indicator. To avoid confusion, use only one method at a time. If you set a calendar event, clear your Teams status message. If you use Teams, do not create a calendar event with a location.
Classic Outlook vs New Outlook: Location Display Methods
| Item | Classic Outlook | New Outlook |
|---|---|---|
| Location setting | File > Options > Calendar > Working Elsewhere | Calendar event location field or Teams status message |
| Visibility | Email headers and To-Do bar | Presence indicator only |
| Integration | Standalone Outlook feature | Synced with Microsoft 365 presence and Teams |
| Custom location text | Free text in status dropdown | Calendar location field or Teams message |
| Duration control | Manual toggle on/off | Automatic based on calendar event times or Teams duration |
You can now show your working location in new Outlook by using a calendar event with a location field or a Teams status message. Try setting a calendar event with the Working Elsewhere availability to test how it appears in your presence indicator. For teams that frequently change locations, consider creating a recurring calendar event with a placeholder location and updating the location each day. This approach keeps your presence accurate without requiring manual changes to Teams status.