Outlook: Use Microsoft Findtime to Schedule Meetings

Table of Contents

What is the FindTime app?

FindTime is an Outlook add-in used for scheduling meetings. The FindTime app provides the organizer a convenient way to schedule appointments with attendees of calendars you do not have access to inside or outside of the organization. No more going back and forth between email or trying to find meeting times that work for everyone.

FindTime is available in the Outlook desktop app and Outlook on the web (recommended). Find Time App sends a poll of proposed times to attendees, and when it reaches a consensus. If auto-scheduling is turned on a meeting invitation is sent to all attendees, and their calendars are blocked for the specified time that was voted on, saving you time. 

Invited attendees outside of SVSU can vote on meeting polls and they do not need an Office 365 account.

Create Your FindTime Poll

1.      Create a new calendar event in Outlook.

2.      Type in an event title and add attendees as normal.

3.      Click the FindTime icon (it might be listed under the ellipses in Outlook on the web).

Select the Proposed Meeting Times

1.      The FindTime pane opens (right-side of the screen)

2.      From the Duration drop-down menu, select the duration of your meeting, the default is 30 minutes.

3.      Select the day and start times of your proposed meeting. Starting times can overlap so keep that in mind when proposing start times. You can choose multiple dates if desired. Click Next to manage the poll settings

View Availability of Attendees

Hover over the times, if you hover over the person it will show you who is available may be busy, is busy or availability is unknown indicated by different colors.

FindTime People icons

Poll Settings

Turn on or turn off Teams meeting

FindTime Teams Online Meeting

 

Manage your Poll Settings

You can manage your poll before creating your email. Simply hover over the option and click the link to turn it on or off.

As the organizer it is important to keep the preferred times up to date and track your polls on the FindTime Dashboard. You can manage, edit, cancel, or delete your polls and change the default poll settings. 

Notify me about poll updates

On

You will receive notifications as each person completes the poll.

Schedule when attendees reach consensus

On

FindTime will automatically send the appointment to all attendees

Hold selected times on my calendar

On

Tentative blocks are placed on your calendar, so you are not double booked. The Attendees' calendars are not blocked until they vote. All holds on your calendar are removed when the poll is scheduled or canceled.

Lock poll for attendees

Off

Attendees cannot propose different times.

Email notifications in FindTime Language Off Notifications are sent in English unless turned on.
Require attendees to verify their identity On Turning on prevents anonymous voting.

When you've set up the poll click Add to email, a new window opens (not an appointment). You can add more meeting details, as desired.

Attendees calendar are not reserved (blocked), you may want to include wording that lets them know to vote on the poll as soon as they can. Once they vote their calendars are blocked.

When you are done adding to your email, click Send. This is not a meeting appointment, it is a regular email.

 

What Do Invited Attendees See?

The invited attendee needs to select the link with the number of options. They will be able to choose from the provided dates and times. Select from Yes, No, and Prefer. The Prefer option will have a heart icon, when finished they click Vote.

Attendees will be able to see how others voted.

Remember there is no appointment slot reserved on their calendar so it's important that recipients respond as soon as possible. Once an invited attendee votes their calendar is blocked for the proposed times as tentative.

You are invited to a meeting

FindTime email with proposed times

Proposed Meeting Times

FindTime Proposed Meeting Times

Voted Meeting Times

FindTime Voted Meeting Times

What Do I See as the Organizer?

The organizer gets email updates if they enabled it when they sent out the meeting Poll with the FindTime app. Below you will see examples of what you'd see when your poll has been voted on, and the dates and times chosen. The heart icon means preferred. When your poll has reached an agreement between all attendees.

Attendee Vote Poll 1 

FindTime Meeting Poll Vote 1

Attendee Vote Poll 2 

FindTime Meeting Poll Vote 2

Poll Reached Conscensus

FindTime Meeting Poll Conscensus Met
 

Finalize the Meeting

FindTime automatically sends a calendar appointment to all attendees once a consensus has been reached if automatic scheduling is enabled, and emails you the Organizer so that you can add other meeting details as needed such as an agenda or attachments, or a Teams meeting if you didn't enable it before you created the meeting poll. All previous holds are removed from your calendar. Open your calendar to edit your meeting.

Teams Meeting Scheduled 

FindTime Teams Meeting Scheduled

Manage Your Polls on the FindTime Dashboard

Track and manage your polls from https://outlook.office365.com/findtime/dashboard

The FindTime dashboard is only viewable by you the Organizer. Learn how to use the FindTime Dashboard.

 
How do I Start a FindTime Meeting Poll in Outlook?

Outlook desktop app

Start a new email as normal, which is the Message tab > New Meeting Poll

 

Outlook web

FindTime may need to be added to your message interface or your Calendar interface.

To add FindTime to your Calendar. Click the gear icon (upper-right of screen) then in the search box type in calendar, click calendar surface to open it. Click the FindTime checkbox then Save.

Outlook Web Settings Search for Calendar
 

 

To add FindTime to a message in your Inbox. Click the gear icon (upper-right) then in the search box type in quick, select Quick actions to open it. In Customize actions sections "Message surface" and "Toolbar", click the FindTime checkbox then Save.

Outlook web settings search quick actions
 

FindTime: Microsoft Resources

MS Support: Learn more about FindTime

MS Support: Create a Poll for your next meeting with the FindTime app

MS Support: Learn how an attendee can vote on a FindTime poll

MS Support: Manage your FindTime polls

Use FindTime to Schedule your next Meeting

Details

Article ID: 118660
Created
Mon 10/19/20 11:53 AM
Modified
Fri 4/16/21 10:29 AM