Office 365 (Outlook on the web | Outlook 2016 for Windows/MacOS) - Using the Scheduling assistant

This document will provide instructions on how to use the scheduling assistant in Outlook on the web, Outlook 2016 for Windows, and Outlook 2016 for MacOS.


Opening the scheduling assistant:

  1. Select the Calendar icon from the app launcher near the top-left corner of the screen.

    Calendar icon

  2. On the top menu bar, click New > Calendar event.

    New calendar event

  3. You can start entering event information here, or wait until you've finished with the scheduling assistant.
  4. Click Scheduling assistant near the 'People' section of the event details.

    Scheduling assistant

  5. The date, time, duration of your meeting, and any attendees that you added before you opened the scheduling assistant will be carried over and you can change them as needed.

Selecting attendees, adding a location, and viewing attendees calendars:

  1. Type the names of people you want to invite in the Attendees box. Outlook on the web will search for matches as you type. If no match is found, or the matches returned aren't correct, you can search for attendees.

    Attendees

  2. Each person you add will automatically be added as required. To change that status, right or alternate-click the name or, if you're using a touch device, touch and hold the name, and then select Attendance optional. As you add people you'll see a count of the total number of people invited and how many conflicts there are. To remove an attendee, click the X icon next to their name.
  3. You can select Add room at the bottom of the scheduling assistant to see conference rooms from UW-Madison's address list. The scheduling assistant automatically shows only rooms that are available at the time you've currently set, but you can see other rooms if you want to.

    Add room

  4. After you've selected a room, it will be added to the calendar grid. You can change the conference room by selecting Change room. To remove the conference room, click the X icon next to the room.
  5. As you add attendees and a location, their calendar information will appear in the calendar grid. You can select day or week view at the top of the calendar. If you select week view, the calendar grid will show a merged view of the attendees' calendars.

    View calendars

  6. When you've finished, click OK to save your changes.

    Finish scheduling assistant

  7. You'll be returned to the new event window, where you can finish adding details to your meeting. When you've finished, click Send to send the invitation, or click the X icon in the top-right of the event window to cancel all your changes.

Opening the scheduling assistant:

  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon

  2. On the top ribbon, click the Home tab. Then click New Appointment or New Meeting if you want to include additional attendees.

    New calendar event

  3. This will bring up a new window. On the Meeting tab, click Scheduling Assistant.

    Scheduling assistant

  4. The date, time, duration of your meeting, and any attendees that you added before you opened the scheduling assistant will be carried over and you can change them as needed.

Selecting attendees, adding a location, and viewing attendees calendars:

  1. To add attendees, click the Add Attendees... button near the bottom of the window. This will open a new window where you can search for the people you want to attend.

    Add attendees

  2. Each person you add will automatically be added as required. To change that status, click the small, upward-pointing arrow icon next to the person's name, and select Optional Attendee from the menu. To remove an attendee, delete their name from the list.
  3. To add a location, click the Add Rooms... button near the bottom of the window. This will also open a new window where you can search for the room that you want to use as the location.

    Add rooms

  4. After you've selected a room, it will be added to the calendar grid. To remove the conference room, delete its name from the list.
  5. As you add attendees and a location, their calendar information will appear in the calendar grid. Each time you add an attendee, their schedule displays colored bars and a timeline to indicate their free, busy, out of office, and tentative time.

    Scheduling grid

  6. When you've finished, click Send to send the invitations, or click Cancel Meeting to discard your changes.

Opening the scheduling assistant:

  1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

    Calendar icon

  2. On the top ribbon, click the Home tab. Then click Appointment or Meeting if you want to include additional attendees.

    New calendar event

  3. This will bring up a new window. On the Organizer Meeting tab, click Scheduling.

    Scheduling

  4. The date, time, duration of your meeting, and any attendees that you added before you opened the scheduling assistant will be carried over and you can change them as needed.

Selecting attendees, adding a location, and viewing attendees calendars:

  1. To add attendees, click the Add New button underneath the list of attendees. This will open a new window where you can search for the people you want to attend.

    Add attendee

  2. When you have found the person you want to attend, select their name and then select if they are a required or optional attendee.

    Attendee required or optional

  3. To add a location, click the Add Room button underneath the list of rooms. This will also open a new window where you can search for the room that you want to use as the location.

    Add room

  4. After you've selected a room, it will be added to the calendar grid. To remove the conference room, delete its name from the list.
  5. As you add attendees and a location, their calendar information will appear in the calendar grid. Each time you add an attendee, their schedule displays colored bars and a timeline to indicate their free, busy, out of office, and tentative time.

    Scheduling grid

  6. When you've finished, click Send to send the invitations, or click Cancel to discard your changes.



Keywords:microsoft ms office365 o365 schedule calendar assist delegate edit open slot free busy   Doc ID:72721
Owner:Ara M.Group:Office 365
Created:2017-04-19 10:09 CDTUpdated:2017-06-08 13:23 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
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