If you rely on setting your work hours and location in Classic Outlook to manage your calendar availability, you may find these features have moved or work differently in the new Outlook for Windows. The transition from the classic ribbon interface to the new Outlook introduced a redesigned settings panel and relocated several familiar calendar options. This article explains exactly where work hours and location settings are now located, how the functionality differs between the two versions, and what you need to do to configure them in the new Outlook.
Work hours define when you are typically available for meetings, while work location lets colleagues know where you are working from, such as the office or remote. In Classic Outlook, these settings were found under File > Options > Calendar. In the new Outlook, they are accessed through the Calendar settings menu, and the location feature now integrates with your Microsoft 365 presence and Teams status. Understanding these changes helps you avoid confusion and ensures your calendar accurately reflects your availability.
Key Takeaways: Classic vs New Outlook Work Hours and Location
- Calendar > Settings > Calendar > Work hours and location: In new Outlook, work hours are configured here instead of File > Options > Calendar.
- Work location via scheduling assistant or calendar toolbar: In new Outlook, you set your work location directly on a calendar event or by using the dropdown in the calendar view, not through a separate settings pane.
- Integration with Teams and Microsoft 365 presence: The new Outlook syncs your work location with your Teams status, automatically updating your presence based on the location you set.
What Changed in Work Hours and Location Between Classic and New Outlook
The core functionality of setting work hours and location remains the same, but the user interface and integration points have shifted significantly. In Classic Outlook, work hours were a static setting applied to your calendar and controlled the shading of your time slots. The work location feature was limited to a text field in the calendar options where you could type a default location, such as “Office” or “Remote.” This location would appear on your calendar but did not interact with other Microsoft 365 services.
In the new Outlook, work hours are still used to define your default availability, but the location feature has been upgraded. You can now set a specific work location for each day of the week, and this information is shared with your Microsoft 365 presence. For example, if you set your location to “Remote” for Monday, your Teams status may automatically show “Working remotely” to colleagues who view your profile. Additionally, the new Outlook allows you to set different locations for different time blocks within the same day, such as “Office” in the morning and “Remote” in the afternoon.
Location of Work Hours Settings
In Classic Outlook, you accessed work hours by going to File > Options > Calendar and then adjusting the Start time and End time fields under the Work time section. In the new Outlook, this setting has moved to Calendar > Settings > Calendar > Work hours and location. The new interface provides a more visual layout where you can set start and end times for each day of the week individually, rather than applying the same hours to all weekdays.
Location of Work Location Settings
Classic Outlook stored your work location in File > Options > Calendar > Calendar options > Default location. This was a single text field that applied to all calendar items unless you manually changed it per event. In the new Outlook, the work location is set per day or per time block within the Calendar settings. You can also set a location directly on a calendar event by selecting the event and choosing a location from the ribbon or right-click menu. The new Outlook also supports location suggestions based on your recent locations and building names from your organization’s address book.
How to Set Work Hours and Location in New Outlook
Follow these steps to configure work hours and location in the new Outlook for Windows. This process applies to both work and school accounts using Microsoft 365 or Exchange Online.
- Open Calendar Settings
In the new Outlook, click the Calendar icon in the left navigation pane. Then click the Settings gear icon in the top-right corner of the window. From the Settings menu that opens, select Calendar from the list on the left. - Access Work Hours and Location
In the Calendar settings page, scroll down to the Work hours and location section. Click on it to expand the settings for each day of the week. - Set Work Hours for Each Day
For each day of the week, toggle the switch to On if you want that day to be a workday. Then use the dropdown menus to set your Start time and End time. You can set different hours for different days. For example, set Monday through Thursday from 9:00 AM to 5:00 PM and Friday from 9:00 AM to 1:00 PM. - Set Work Location for Each Day
Below the time settings for each day, you will see a Location field. Click inside the field and type your location, such as “Office,” “Remote,” or a specific building name. You can also select from suggested locations that appear as you type. Repeat this for each day you want to assign a location. - Apply Changes
After you finish setting your work hours and locations, click the Save button at the top of the Calendar settings page. Your calendar will now reflect your availability and location for each day.
Setting Work Location on a Specific Calendar Event
You can also set a work location for an individual event without changing your default daily settings. When creating or editing a calendar event, look for the Location field in the event form. Type your location there. The new Outlook will also show a Work location dropdown in the calendar toolbar when you select a time slot. Click the dropdown and choose a location to apply it to that time block.
Common Issues When Switching from Classic to New Outlook
Work Hours Not Showing Correctly on Shared Calendars
If you share your calendar with colleagues and your work hours appear differently to them, the issue is likely that the new Outlook uses your Microsoft 365 mailbox settings instead of the local Outlook settings. In Classic Outlook, work hours were stored locally. In the new Outlook, they are stored server-side. To fix this, ensure you have saved your work hours in the Calendar settings as described above. If the problem persists, ask your colleague to close and reopen your shared calendar to refresh the data.
Location Not Syncing with Teams Status
Your work location should automatically update your Teams presence to show whether you are working remotely or in the office. If this does not happen, check that you have the latest version of Microsoft Teams installed and that you are signed into both Outlook and Teams with the same Microsoft 365 account. Also, verify that your organization has enabled the work location integration feature in the Teams admin center. If the feature is disabled, you can still set your location in Outlook, but it will not change your Teams status.
Cannot Find the Work Hours and Location Settings
If you cannot locate the Work hours and location section in the Calendar settings, you may be using an older version of the new Outlook that does not yet include this feature. Microsoft is rolling out updates gradually. To check your version, click File > Office Account > About Outlook. If your version is below 1.2023.4.0, update Outlook via File > Office Account > Update Options > Update Now. After updating, restart Outlook and navigate to Calendar > Settings > Calendar to find the settings.
Classic Outlook vs New Outlook: Work Hours and Location Comparison
| Item | Classic Outlook | New Outlook |
|---|---|---|
| Access path for work hours | File > Options > Calendar > Work time | Calendar > Settings > Calendar > Work hours and location |
| Access path for default location | File > Options > Calendar > Calendar options > Default location | Calendar > Settings > Calendar > Work hours and location > Location per day |
| Storage location | Local Outlook profile (PST or OST file) | Server-side in Microsoft 365 mailbox |
| Per-day location support | No — one default location for all days | Yes — set different location for each day of the week |
| Integration with Teams presence | None | Automatically updates Teams status based on location |
| Location on individual events | Set in event form only | Set in event form or via calendar toolbar dropdown |
You can now configure your work hours and location in the new Outlook using the Calendar settings panel. The location feature now integrates with your Microsoft 365 presence to automatically update your Teams status. To get the most out of this integration, set your location for each day of the week and verify that your Teams status reflects the change. If you frequently switch between office and remote work, use the per-day location settings to plan your week in advance.