Office 365 (Outlook 2016 for Mac) - Check availability using the Scheduling Assistant

NOTE: This document applies to Outlook 2016 for Mac, released in late 2015. For information about how to complete this task using the previous version of Outlook available for Mac, see: Office 365 (Outlook 2011) - Check Availability using the Scheduling Assistant
Microsoft Outlook's Scheduling Assistant is a tool which allows you to invite groups of people to meetings or events without having to email them individually. You may complete a new meeting request which Outlook emails to the desired recipients in the form of an invitation. When the invitation is sent, a tentative appointment will appear on the invitees' calendars. Potential attendees can then accept or reject the invitation. If an individual accepts, Outlook will automatically mark the time as busy on his or her Calendar. This document covers the process involved in using Outlook's Scheduling Assistant.

Creating a New Meeting Request

  1. In Outlook, at the bottom left of the screen, click Calendar.

  2. From the Home tab, at the top left of the screen, click Meeting to create a new meeting.

  3. Meeting Button

  4. A new window will appear. Select Scheduling from the Meeting Tab.

  5. Scheduling Button

    The Scheduling Assistant view appears, which looks something like a spreadsheet. You will see your name and schedule in the top row under the All Attendees section. This is an easy way to view all attendees' schedules to make sure everyone is free for a meeting.

    scheduling assistant view

  6. There are multiple ways to add attendees to your meeting requests:
  7. If you know the name of the person (or people) you wish to add, click in the space under your name (just below ALL ATTENDEES) that says Add New, and type in the person's name or username into the search field on the window that pops up.

     directory search results


    If you wish to look up a person's name instead, click the Address Book icon next to the To: field.

    Address Book Icon


    If you know the person's name or username you may type that into the To: field.

    autocomplete results

  8. You may add as many peoples' names as you wish. Note that every time you add a person's name, you will be able to see when they are free and when they are busy.

  9. Optional: To classify attendees, click the arrow to the left of the Attendee's name, and select the desired classification. Attendee classifications are taken into account by the Suggested Times.

  10. Attendant Classification Icons

    Required: Invitees to be regarded as necessary by the Suggested Times list. Invitees are by default listed as required.

    Optional: Invitees for whom attendance is optional; separated from Required Attendees in the Suggested Times list.

    Resource: This label marks rooms or equipment added to the meeting, and is regarded as necessary by the Suggested Times list.

    Remove: This is to remove an Attendee who can not attend the meeting.

  11. Optional: Some rooms on campus are available for reservation, and therefore have their own calendars. To reserve one of these rooms, click Add Rooms near the bottom left of the screen and choose the desired room. A meeting request will be sent to the calendar of this room

  12. Looking at all Attendees' schedules you can choose a time that works best.

  13. Click Appointment in the Meeting tab at the top of the screen. This will return you to the Appointment screen. You will see the details for the date and time you selected. Add a subject and location in the appropriate text boxes. If desired, enter text to appear in the body of the message.

  14. Click Send

See Also:

Keywords:office 365 0365 microsoft o365 scheduling assistant availability Outlook 2015 room attendee meeting checking availability available schedule schedules meetings events times find finding   Doc ID:46051
Owner:Ara M.Group:Office 365
Created:2015-01-08 15:46 CDTUpdated:2015-11-10 09:17 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
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