Sometimes scheduling a meeting is like a bad joke: how many emails does it take to find a meeting time that suits everyone? But it doesn’t have to be such a pain. If you’re using Outlook, Microsoft’s FindTime add-in may be just the solution you’re looking for.
Simply install this Microsoft add-in in Outlook and then use it to create a meeting “poll” that helps you find the best time for a meeting when everyone is available. No more back-and-forth email chains! While it may seem like a small tip, it can save you hours in the long run. Three cheers for digital transformation.
Find out how to install FindTime and what the system prerequisites are here. FindTime is available for Outlook 2019, 2016, and 2013, Outlook on the web and Outlook for Mac. The organiser will need an Office 365 work or school account. Attendees don’t need to have Office 365 subscription or FindTime add-in installed.
Once you’ve installed it, here’s how it works:
1. Create a new email in Outlook. Add your meeting attendees in the To (and Cc) fields, and click the option for New Meeting Poll.
2. When the FindTime poll opens, select your desired meeting duration, time zone, date and hours. Click Next when the poll is ready.
3. Choose the meeting location. This can be a physical location, or, if your company uses Microsoft Teams, you can select the Teams meeting checkbox. When you’re ready, click Add to email.
4. Send the poll to all attendees, so that they can select the time from your list that suits them each best.
5. Once all invited users have selected a time, FindTime will send out the meeting invitations on your behalf.
If you want all users in your organisation to have access to this add-in in their Outlook, you can ask your Office 365 admin to install FindTime globally in the company.
For more about unlocking the business value of Office 365, read our blog post on the topic.
If you’d like to accelerate your company’s digital transformation journey, consider partnering with a premier cloud services provider like Numata, contact us today.
