Introduction

FindTime is an Outlook add-in that allows you to quickly find time to meet with others. 

The instructions below apply to both FindTime on the Outlook desktop app and on Outlook Web Access (OWA). Please note that in the Outlook desktop app, you may be prompted to log into your Outlook account to use FindTime.

Instructions

1. Create a new message, select an email to reply to, or go to calendar view and select an event invite.
2. In the To field, enter the email addresses of required attendees. Write the email addresses of optional attendees in the CC field.
3. Enter the meeting title in the Add a subject field.
   
   
   
   
4. Click the three dots on the bottom menu bar of the message window and select FindTime - Create a FindTime Meeting Poll.
   
   
   
   
5. The FindTime panel will pop up. Select or customize the meeting duration and check Work hours.
   
   
   
   
6. Scroll down to see the attendees’ availabilities and a list of dates/times attendees will be able to vote on. People icons will be next to each time option – red indicates that a person is busy during the listed time and green indicates that a person is free during the listed time. To see the free/busy status of each attendee for a given date/time, click the Availability group icon.
   
   1. To see the best meeting options (when required meeting participants are free), click Sort by Availability.
   2. To see a list of meeting times chronologically, click Sort by Time.
   3. FindTime takes existing information from attendees’ Outlook Calendars. Attendees who do not have an O365 account can vote on times, but you will not be able to see their availability (their person icon will be grey).
7. To select the times people can vote on, click the specific time option. The option will turn blue. You can select up to 20 possible times.
   
   1. To deselect a time, re-click the option.
8. Click Next.
9. A summary of your selected times/dates will appear. Remove a selected time by clicking the X sign and/or add a new time by clicking Back.
   
   
   
   
10. Scroll up and add a location or an online meeting option. The default online meeting is Microsoft Teams.
11. Set your poll settings. If you hover over each setting option, more details will show.
    
    1. Note: If you choose to Hold selected times on my calendar, FindTime will hold the possible meeting times in your calendar and in the calendars of all required attendees. Holds will be removed once FindTime automatically schedules a meeting date/time.
12. When you’re done, a confirmation message will appear.
    
    
    
    
13. The poll will be added to your email message body. Compose your message and click Send. The poll will be sent to all attendees.
    
    
    
    
    
14. To see your voting results, click View your invitation and voting status here in the FindTime panel or go to https://findtime.microsoft.com and click Sign in.

Related articles

Microsoft FindTime for Outlook

Get the FindTime add-in for Outlook

Create a FindTime poll

Vote in a FindTime poll

How FindTime schedules meetings

Additional FindTime articles from Microsoft