Want to conduct a meeting for the organization? Follow this Microsoft Outlook tutorial to check how to use scheduling assistance in Microsoft Outlook Online.
Outlook’s scheduling assistance features, allow us to see when all participants are available and suggest specific meeting times. It’s important to note that while scheduling assistance can greatly simplify the process, it’s still essential to consider participant’s preferences and commitments when finalizing meeting times.
Let’s get started without delay to use this functionality in Microsoft Outlook Online.
Room Finder in Microsoft Outlook Online
To book the conference room for the meeting, we have to use the room finder option in Microsoft Outlook Online. It is a feature in Outlook to check the availability and filters of the room. Each room will have its own calendar to give the room information before booking the room for a meeting from the Microsoft Outlook Online application.
Meeting Request Types in Outlook Online
There are two ways to handle reservation requests namely,
- Auto-Accept – When someone books a conference room in Outlook, the request is immediately granted based on availability – everyone is free to book conference rooms as long as they are available and suitable.
- Moderated – When someone wants to book a room, the request must first be accepted by the resource manager. Only important meetings will come under the “moderated”.
How to Use Scheduling Assistant in Outlook Online
Let’s get started to see how to use the scheduling assistant in Outlook Online on a desktop application.
Step-1: Open the Microsoft Outlook desktop application.
Step-2: Click New Email and click Meeting from the home page of the Microsoft Outlook desktop application.
Step-3: Click Scheduling Assistant then give the Start time and End time. Then check the Required Attendee and also add Optional Attendee if required.
Step-4: Now click the Room Finder at the top of the page beside Add room. On the Room Finder Page, give the details for Building, Capacity, Floor, and Features.
- Building – Select the proper organization building location for the meeting room.
- Capacity – If you want any specific requirement in capacity, add the number.
- Floor: Select from the drop-down menu, if you want any particular requirement in flooring.
- Features: Room elements are unique to each organization and are frequently based on accessibility and equipment features.
Step-5: Now click Send to send this meeting invite to the groups.
This is the method to use the scheduling assistant in the Microsoft Outlook Online desktop application.
How to Use Scheduling Assistant in Outlook Web Application
Now we will see how to use scheduling assistant in the Outlook Web application.
Step-1: Open Microsoft Outlook from a browser such as Chrome, Safari, or Internet Explorer.
Step-2: In the Microsoft Outlook web application on the home page, Click New mail and click Event to proceed ahead.
Step-3: Click Scheduling Assistant to schedule a meeting for the organization in Outlook Online web application
Step-4: In this step, we have to add the Required attendees, date, and time, if required add Optional attendees then click Add a room to choose the room for the meeting.
Step-5: Once you click Add a room, the Room Finder page will pop up. Give the details like Building, Capacity, Floor, and Features.
Step-6: After giving all the details, under the Event click Send for the confirmation of the meeting.
So this is the method to use the scheduling assistant in the Microsoft Outlook Web application.
Here you have learned how to use the scheduling assistant in Microsoft Outlook from both desktop and web applications as well. Scheduling assistant is a useful feature in Microsoft Outlook to confirm the locations and availability of the members.
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I am Kirithika and a senior technical content writer expertise in using various Microsoft and Google tools like OneDrive, Outlook Online, Word Online, Microsoft Forms, Microsoft teams, Google Drive, etc. I love to share how-to tutorials, tips, and tricks on these tools. From last 5 years, I am trying to serve various clients across the United States of America. Check out more on About me page.