Requirements:

  • Firm Computer
  • Outlook

Overview:


FindTime is an add-in for Outlook that helps people reach consensus on a meeting time. The organizer proposes one or more times to attendees so everyone can vote. Attendees see the dates and times that work best for everyone. After consensus is reached, FindTime can send out a meeting invitation on behalf of the organizer.


How is it used:

  1. Create a new email in Outlook, add attendees in To and Cc fields, and click New Meeting Poll.

    Open New Meeting Poll in Outlook.
  2. Now, the FindTime poll opens. Set it up by selecting the meeting duration, time zone, date and hours. Click Next when the poll is ready.

    FindTime poll in Outlook
    • Note: The colors show who and when is available, may be busy or is busy. This way you can easily select times where all attendees are green, which means they are available for a meeting.

      FindTime poll - free and busy statuses explained
    • For example, in the screenshot below, all required attendees are available between 8:30 and 9:30 (all are green). At 8:00 one of the attendees may be busy (orange) and at 10:00 I am busy (red). So, as an organizer, I know that in my meeting poll I should propose these hours: 8:30, 9:00 and 9:30.
      • FindTime poll - select times that suit all the attendees.
    • Feel free to sort the view by Availability (all hours when everyone is free go to the top of the list, while other hours land at the bottom) and Time (it displays all hours chronologically). Use the calendar and user icons on the right to see more details.
  3. In the next step, provide the meeting location. If you want it to be an online meeting and your organization uses Microsoft Teams, you can select the Teams meeting checkbox. Take a final look at the poll and if it’s ready, click Add to email.
    FindTime poll can set up Teams meeting
  4. Send the poll to all attendees, so that they can select the time that suits them best.
    FindTime poll ready to be sent to invitees
  5. Once all invited users select the time, the add-in will send out the meeting invitations on your behalf.

Note: FindTime is available for Outlook 2019, 2016, 2013, Outlook on the web and Outlook for Mac. The add-in requires Office 365 work or school account to run, but only if you are the meeting organizer. People who don’t organize the meeting but only receive the meeting poll don’t need to have Office 365 subscription or FindTime add-in installed.



Should you run into any issues or need assistance, please contact the help desk. You can submit a ticket HERE , by emailing the help desk at [email protected], or by calling 404.879.3434/ x3434.