Using the Scheduling Tool to Find Attendee Availability

When you schedule meetings, you can check to see when attendees are busy or free so you can find a good time for all attendees to meet. As you add attendees to the Attendees field, a suggestion panel in the Overview pane shows availability in 30 minute time slots for the attendees.

The default time preference is to suggest time within your working hours and within the attendee’s working hours.

•      Only include my working hours. This is the work week and hours you set in your Calendar preferences.

•      Only include other attendee’s working hours. When searching for a location it takes into consideration everyone’s working hours.

You can change this.

1. In the New Appointment page, click Suggest a time.

2. In the Suggest Times pane that opens, click the gear icon.

3. Deselect the boxes you do not want used to calculate attendee availability.

4. If is a recurring meeting, select how many instance of the recurring meeting an attendee should be available.

5. Click OK.

View Availability in the Mini-Calendar

The mini-calendar suggests attendee availability by color code.

•      Green in the calendar are the days that all attendees and at least one location is available.

•      Red means more than half of the attendees cannot attend the meeting on those days.