Microsoft's FindTime is an easy way to schedule across companies. This tool is available for cloud-based clients.
Setting up FindTime for the First Time!
- Install via https://findtime.microsoft.com/ - no administrator permissions are necessary, and you don't even need to restart Outlook! It will simply ask you to sign into your work email before installing itself.
- Once installed, you can find it when replying to or composing new messages. Just look for this icon:
- It will initially ask you to sign in again (this should only happen the first time you use FindTime):
Scheduling with FindTime
- Compose a new email or Reply to an existing chain that includes all the people with whom you want to coordinate a meeting.
- If composing a new email, go ahead and add your attendees first.
- Then click the FindTime Meeting Poll button. The default view is sorted by Availability, so once you select a date, it will only show you times when your calendar and your attendees; calendars are Free.
- Adjust the Duration of your meeting, then click on time slots to select which ones you'd like to propose.
- Adjust the next few settings as necessary, then click Insert to Email. NOTE: If you set Auto Schedule to ON, then meetings will automatically be scheduled based on attendee preferences. If you'd like more control, then just turn Auto Schedule to OFF.
Managing your FindTime Invitations
- After sending your email, you will receive an automatic reply from Microsoft that includes links to view the statuses of all your FindTime meeting invites.
- When an attendee responds to your meeting, you will get an email notification:
- In the above example, because I set Auto Schedule to ON, FindTime then automatically scheduled the meeting for 11am PST shortly after this notification was sent because that was a time when both attendees were available, and it was the time that was most preferred by attendees (see the small heart icon next to Jarett's 11am choice).
- After the FindTime poll is complete, you will see a HOLD calendar invite on your calendar. From here, you can edit all the details such as inviting attendees, adding a room or other resource account, converting the meeting invite into a Skype or Teams meeting, etc. Once you are done, then it's time to send out the invite and you're all set!