Outlook Quick Tip

Check Schedules When Inviting Attendees

When you schedule a meeting, it is very handy to be able to check everyone’s schedule at once. It saves lots of time in back-and-forth emails to determine a time that works for all your attendees.

To check multiple schedules:

  1. Double-click the date on your Calendar when you would like to schedule the meeting.
  2. An Untitled—Appointment displays.
  3. Choose a possible time by unchecking All Day Event and using down arrows to select a start and end time.
  4. Click the Scheduling tab.
  5. Click Invite Attendees, then Add Others (left bottom) and highlight Add from Address Book.
  6. Your Contacts list displays; you can switch to Global Address List to add others not in your Contacts list.
  7. Type the names to find them quickly (or scroll through the list to find) and click Required, Optional, or Resources to add each person.
  8. Blue bars show times already scheduled for each person for that day. You can see everyone’s availability at a glance. (A cross-hatched line means that person’s schedule is unavailable.)
  9. Pick a time for your meeting that suits everyone.