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Scheduling Meetings

You can use the FindTime module in Microsoft Outlook to schedule meetings.[1] Using FindTime, meeting participants can efficiently agree on a specific time for the meeting (similar to using a tool like Doodle, for example) without the need for lengthy e-mail exchanges.

The general procedure for using the tool is as follows:

  1. The meeting organizer uses the FindTime module to create a new poll for the meeting time and selects the times when the meeting could take place. Meeting participants receive an e-mail with a link to the poll.
  2. Participants select the times when they are available to attend the meeting.
  3. Once all participants have voted, a suitable meeting time is selected.
  4. The process of using the FindTime module. image::findtime-process-cs.png[]

Creating a New Poll

  1. In Microsoft Outlook, open the compose window in one of two ways:

    1. Click the New E-mail button.
    2. Click the Reply button on a received e-mail related to a scheduled meeting.
    send email cs

  2. On the Message tab, select the New Meeting Poll option. In the web interface, you’ll find this option by clicking …​ there, it appears as Vote on the Plan (to make the button active, you must first place the text cursor in the body of the e-mail).

    new poll cs

  3. Select the e-mail recipients (meeting participants).

    fill recipient cs

  4. Select the planned duration of the meeting from the menu.

    choose duration cs

  5. From the list at the bottom, select all possible start times for the meeting.

    choose times cs

  6. Press the Next button to continue.

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  7. Select a meeting location, or check the Teams meeting option if the meeting will take place online on the Teams platform.

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  8. Adjust the voting settings. If you select the Schedule when attendees reach concensus option, the meeting will be automatically scheduled in the participants' calendars as soon as all participants agree on the same time. If participants agree on multiple times, the earliest one will be automatically selected.

    poll settings cs

  9. Click the Add to email button.

    add to email cs

  10. Sending the e-mail will start the voting process, and all participants (the e-mail recipients) will receive a link they can use to vote.

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  11. You can view the real-time voting results on the https://outlook.office.com/findtime/dashboard page by clicking on the name of your poll.

    poll result cs

Voting Participation

  1. In the e-mail you received, click the Vote now button.

    email message cs
  2. If necessary, log in using your CTU username in the format <username>@cvut.cz and CTU passwords.

  3. Indicate whether you can attend the meeting at the times listed Yes or not No. You can also mark times as your preference I prefer.

    poll vote cs

  4. Cast your votes by clicking the Vote button.

    vote button cs

Scheduling an Online Meeting

Depending on the results of the poll, the meeting organizer can schedule a meeting at any time by clicking the [Schedule Meeting] button. If the organizer selected the Schedule when attendees reach concensus option when creating the poll, the meeting will be scheduled automatically once all participants agree on a meeting date and time.

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Voting Procedures

Changes to an ongoing poll can be made on the https://outlook.office.com/findtime/dashboard page. By clicking the Edit Poll button, you can change the poll name, duration, and meeting location. You can also cancel the poll by clicking the Cancel Poll button.

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Figure 1. Edit Poll and Cancel Poll buttons

After clicking on the poll title, you can further edit the list of participants and the list of possible meeting times.

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Figure 2. The “Add Participant” and “Suggest Another Time” buttons
  1. The FindTime module is available both in the web app and in the Microsoft Outlook desktop e-mail client. ↩