Scheduling meetings with FindTime

FindTime is an Outlook add-in that that makes it easier to schedule meetings by allowing invitees to vote for suitable times.

To schedule a meeting in Outlook with FindTime

  1. Create a new email or select an email to reply to.

  2. List required meeting invitees in To and optional invitees Cc

  3. In the Home tab select Reply with meeting poll.

    FindTime > Reply with Meeting Poll

  4. Select the meeting settings

    FindTime meeting duration

    • Duration: Select a duration from the list.

      • Select 8 hours for a full-day meeting.

      • Use Custom to set your own time. The maximum duration is 23h 59m.

        FindTime custom duration

    • Work Hours: Check to limit suggested meeting times to work days and hours only.

      FindTime Work Hours

      Note: The working hours used by default are retrieved from your organizer settings <link to Using the FindTime organizer dashboard >Organizer settings>, and failing these your Exchange settings. They default to 8am to 5pm if no settings are found.

    • Time zone: Select Time zones icon to change the time zone for the meeting.

      Edit time zone
      Note

      • The time zone used is retrieved from your organizer settings <link to Using the FindTime organizer dashboard >Organizer settings>, but you can select a new one from the list.

      • Daylight savings time is taken into account and meetings after the yearly switch show the correct time.

  5. FindTime looks through the invitees schedules (if available) and suggests suitable meeting times.

    Note: FindTime uses your Office 365 business account to access your calendar and the calendars of attendees in your organization to determine availability. Calendars that are not associated an Office 365 account are not supported.

    Use the links to sort the meeting options.

    • Availability: Lists the best options (times when all required invitees are free) first. Factors used to determine the best options include how many attendees are free, how many required vs. optional attendees are free, whether conflicted attendees have tentative or busy commitments on their calendar.

      Meeting options sorted by availability

    • Time: Lists the options chronologically.

      Meeting options sorted by time

      Note: You can scroll through the days and months using <and>. Available days are underlined in green. Darker green indicates days with the most options and lighter green and red indicates the most conflicts. Weekend days are marked available if Work Hours is not selected.

    • The people icons show whether invitees are required, and their availability

      • Blue underline: Required

      • Green: Available

      • Yellow: May be busy

      • Red: Busy

      • Gray: Unknown

        People icons key

    • You can use the icons to access more information

      • Select Invitees status icon to open the invitees status tray.

        Invitees status tray

      • Hover over each person icon or to view their availability information.

      • Select Calendar icon to view your calendar.

        Organizer's calendar

  6. Select a few suitable meeting times.

    • The time box changes to green when selected.

    • You can select a maximum of 20 times.

      Selected meeting options

  7. Select Next.

  8. Enter the meeting location.

    • Skype is enabled by default. Select the Skype icon to disable it.

      Location settings
      Note: . The Skype settings in your organizer dashboard <link to Using the FindTime organizer dashboard > Adding Skype settings> are used. FindTime can only detect your settings If you have a bridge set up. If not, you will receive a new Skype ID for every meeting.

  9. Select Meeting settings and toggle the ON/OFF options.

    • Notifications: You will receive email notifications when invitees vote.

    • Auto schedule: The meeting will be scheduled automatically in your calendar when all required invitees have voted Yes for a meeting option. See How auto scheduling works <link>for more.

    • Holds: Adds a tentative appointment to your calendar for each selected meeting option. Holds are removed when the meeting is scheduled or voting cancelled.

      Note: You can still delete selected meeting times at this point by selecting X  in the Selected times list.

      Delete meeting times

  10. Select Insert to email.

  11. FindTime inserts the suggested meeting times into your email. Select Edit Options to change the meeting settings, if necessary.

    Edit options in email
    Note: If you make changes and reinsert the meeting times, you need to manually delete the original invite.

  12. Select Send to send the meeting invites and start the voting process. <link to Using the FindTime voting page>

  13. You will receive a direct link to the voting page<Using the FindTime voting page>for your meeting.

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