Microsoft Office 365 (Outlook Client / Web) - Using FindTime to Come to a Consensus on a Meeting Time

FindTime is automatically pushed to all Parkland email accounts and can be utilized both via the Outlook desktop client as well as the web-based version of Outlook. FindTime helps you come to a consensus on a meeting time as it shows what days and times work the best for the person or people you are trying to meet with. Propose your selected times to all attendees and allow everyone to vote. Once you reach a consensus, FindTime sends out the meeting invite on your behalf, eliminating the time consuming back-and-forth usually required to find the best meeting time. Recipients can be inside or outside of Parkland, they do not need to have an Outlook account and they do not need to have FindTime installed in order for you to be able to use it.


Using FindTime via the Outlook desktop client

Using FindTime via the Outlook web app


PLEASE NOTE: FindTime may not be available in older versions of the Outlook Client (2013 and prior). See bullet points below for help.

  • If you are a Parkland employee trying to access it on a Parkland office machine and it is not there and/or not working properly, please access it via Outlook on the web instead or contact the Tech Service Desk at 217-353-3333. 
  • If you are a Parkland employee or student trying to access it from a personal device, please access it via Outlook on the web instead or update your installed version of Microsoft Office to the latest version.


Using FindTime Via the Outlook Web App

1. You can select the FindTime option when you are drafting a new email message OR when you are replying to an existing email option.

     A. Within a NEW EMAIL message, select the FindTime (Create a FindTime Meeting Poll) icon to the left of the three horizontal dots along the bottom of the new message pane.

 

     B. When REPLYING TO AN EXISTING MESSAGE, if you select the FindTime (Reply with a FindTime Meeting Poll) icon in the upper right of the message pane prior to selecting reply or reply all, you will get a prompt asking you to reply to the message first before selecting FindTime. Once you select the reply or reply all icon, you will be able to then locate the FindTime option at the bottom of your reply pane as described in step A.

reply icon 2 web


2. Once selected, a side bar will appear on the right asking you to link FindTime with your work account. There will also be a small checkbox asking you if you want to receive news, updates, and information from FindTime. This can be unchecked if you would not like to receive these notices. Select Link Now when you are ready to proceed. 



3. Once you select Link Now, you will be able to add your attendees to the FindTime request. Attendees that are required to respond/attend should be added to the "To" field and optional employees should be added to the "Cc" field.



4. After you have added attendees, you can select the duration of the meeting, what day the meeting is on, and the time of the meeting from the panel on the right. The green people icon with the arrow over it is your availability, and the person/calendar icon to the right of it is the availability of the person you are scheduling the meeting(s) with. If you scroll all the way down to the bottom, you will see everyone's unavailable times. you can select as many time slots as you want to allow the attendees to choose from.



5. After you have selected the possible times, you can then choose a location and whether or not it is an online meeting. You also have the option to change your meeting settings from step 4. Once you have made any changes, select Insert to email.




6. Once you have inserted the invite, you will see some additional options in the right-hand side panel and the following in your message draft. Once complete, click Send.



7. Attendees can then choose a time that works best for them in the email that was sent to their inbox.


Using FindTime Via the Outlook Desktop Client


1. You can select the FindTime option when you are drafting a new email message OR when you are replying to an existing email option.

     A. Within a NEW EMAIL message, select New Meeting Poll from the FindTime section within the ribbon in the upper right.


    B. When REPLYING TO AN EXISTING MESSAGE, select Reply with Meeting Poll from the FindTime section within the ribbon in the upper right.

reply w/ meeting poll

2. You will now be able to add your attendees to the FindTime request. . Attendees that are required to respond/attend should be added to the "To" field and optional employees should be added to the "Cc" field.



3. After you have added attendees, you can select the duration of the meeting, what day the meeting is on, and the time of the meeting from the panel on the right. The green people icon with the arrow over it is your availability, and the person/calendar icon to the right of it is the availability of the person you are scheduling the meeting(s) with. If you scroll all the way down to the bottom, you will see everyone's unavailable times. you can select as many time slots as you want to allow the attendees to choose from.



4. After you have selected the possible times, you can then choose a location and whether or not it is an online meeting. You also have the option to change your meeting settings from step 4. Once you have made any changes, select Insert to email.



5. Once you have inserted the invite, you will see some additional options in the right-hand side panel and the following in your message draft. Once complete, click Send.




6. Attendees can then choose a time that works best for them in the email that was sent to their inbox.



Tech Service Desk: Contact and Hours

Room A184 * 217-353-3333 * techhelp@parkland.edu * 7:30 a.m. - 6:00 p.m. M-Th. / 7:30 a.m. - 5:00 p.m. Fridays

Satellite location * Parkland Library * 10:00 a.m. - 2:00 p.m. M-Th. / 10:00 a.m. - 12:00 p.m. Fridays




Keywords:Microsoft, FindTime, find time, outlook, add ins, add in, scheduling, polls, meetings, calendar, invite, recipient meeting scheduler tool appointment meeting appointments   Doc ID:90656
Owner:Katherine N.Group:Parkland College
Created:2019-03-26 16:12 CDTUpdated:2019-04-10 11:26 CDT
Sites:Parkland College
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