How To Find Times For a Meeting Across Different Companies

Here are step-by-step instructions on how to use Outlook FindTime:

1. Access FindTime: Open Outlook and navigate to "Get Add-Ins." Search for "FindTime" by Microsoft. Install it.

2. Initiate a New Meeting Poll: Start a new email or reply to an existing thread. Click on "New Meeting Poll" within the Add-Ins.

3. Add Participants: Enter the recipients' email addresses in the To field. For meetings within your company, use the Scheduling Assistant. For external meetings, use FindTime.

4. Set Meeting Duration: Choose the desired meeting duration and whether to restrict times to work hours.

5. Select Available Times: Pick available time slots from your calendar. FindTime automatically checks attendees' availability and indicates free slots.

6. Choose Meeting Platform: Decide on the meeting platform (e.g., Microsoft Teams, Zoom, WebEx). Set the location accordingly.

7. Adjust Additional Settings: Configure optional settings like receiving notifications when someone votes or holding selected times on your calendar.

8. Compose and Send: Review the meeting details added to the email. Click "Send" to dispatch the meeting poll to attendees.

9. Attendees Vote: Recipients receive an email with the poll. They click on their preferred time slots and vote.

10. Finalize and Schedule: Once consensus is reached, view the poll's results, select the agreed-upon time, and schedule the meeting directly from the poll interface.

Remember:

• Test the process by sending a trial poll to yourself or a colleague before initiating an actual meeting.
• FindTime integrates seamlessly into Outlook versions like the desktop, web, and specific editions (2016, 2013, 2019).
• Ensure compatibility with your intended meeting platform and encourage participants to vote promptly to expedite scheduling.

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