Using Outlook Calendar Scheduling Assistant (Web & Application)

Scheduling meetings and appointments using your Outlook calendar can help eliminate the frustrating back and forth associated with coordinating availability. The scheduling assistant shows your overlapping free times in order to quickly decide on an appropriate meeting.

Via Web Browser

Below are the steps to use the Scheduling Assistant for Outlook in a web browser. This widget is most effective when you first fill in the times you are busy (i.e. entering times you are in class/meetings). 

1. Log into your Office 365 account.
2. Click on the calendar icon on the left side of the window.
3. Click New event near the top left of the window. 
4. Click Scheduling Assistant in the Menu bar at the top of the New Event Window.
5. Click Add required attendee in the left side panel and start entering a person's name. Click their name when they show up in the list of suggestions. Repeat as necessary.
6. If necessary, click Add optional attendee and start entering a person's name. Click their name when they show up in the list of suggestions. Repeat as necessary.
7. Now that all of your attendees are added to the event, you can see their availability. Click a block of time that looks free for everyone. You can lengthen the meeting by using the drop-down menus at the top or by resizing the block of time in the calendar view.
8. Click Done.

Via "New Outlook" Desktop App

Follow these steps to use the Scheduling Assistant on your Desktop Application when New Outlook in the top bar is toggled on. This widget is most effective when you first fill in the times you are busy (i.e. entering times you are in class/meetings). 

1. Open Outlook. 
2. Open the Calendar section. This can be found as an icon on the top left side of the window.
3. Select New Event in the top left corner. A new window will pop up.
4. Click Add required attendee in the left side panel and start entering a person's name. Click their name when they show up in the list of suggestions. Repeat as necessary. 
5. Now that all your attendees are added to the event, you can see their availability. Click a block of time that looks free for everyone. You can lengthen the meeting by using the drop-down menus at the top or by resizing the block of time in the calendar view.
6. Enter any additional meeting details (Zoom link, to, subject, location, duration, times, and a message). You can customize your meeting by setting alerts and response requests.
7. Click Send when you are ready to share the meeting invitation. The invitees will be notified by email and depending on your settings, the invitees will need to respond to the invite.

Via "Classic Outlook" Desktop App

Follow these steps to use the Scheduling Assistant on your Desktop Application when New Outlook in the top bar is toggled off. This widget is most effective when you first fill in the times you are busy (i.e. entering times you are in class/meetings). 

1. Open Outlook. 
2. Open the Calendar section. This can be found on the bottom left corner.
3. Select Meeting in the top left corner.
4. Enter meeting details (to, subject, location, duration, times, and a message). You can customize your meeting by setting alerts and response requests.
5. Select Scheduling in the top left corner. The Scheduling Assistant will show blank spaces when invitees have availability. The widget works best if you select times when the most amount of people are available. 
6. Click Send when you are ready to share the meeting invitation. The invitees will be notified by email and depending on your settings, the invitees will need to respond to the invite.

Via Outlook Mobile App

Follow these steps to use the Scheduling Assistant on your Outlook Mobile Application. This widget is most effective when you first fill in the times you are busy (i.e. entering times you are in class/meetings). 

1. Open Outlook. 
2. Open the Calendar section. This can be found in the toolbar at the bottom of the screen.
3. Select New Event in the bottom left corner.
4. Enter meeting details (to, subject, location, duration, times, and a message). You can customize your meeting by setting alerts and response requests.
5. Select the People section. Type the names or email addresses of the people you want to invite to the event in the text box field. Click the checkmark at the top right corner of the screen to add the invitees. The Scheduling Assistant will show blank spaces when invitees have availability. The widget works best if you select times when the most amount of people are available. 
6. Click Send when you are ready to share the meeting invitation. The invitees will be notified by email and depending on your settings, the invitees will need to respond to the invite.