FindTime in MS Outlook
FindTime shows what days and times work the best for you and your attendees, and it integrates perfectly with your Microsoft Connect (Office 365) account.
It allows you to propose your selected times to all attendees, who then vote and quickly come to a consensus.
FindTime then sends out the meeting invites on your behalf, no need to send emails back and forth!
To get started, navigate to findtime.microsoft.com.
From there, you’ll be asked to either sign in, or install.
If it’s your first time using FindTime, click “install for free”.
When you do, you’ll be prompted with this screen.
You’ll be asked to log in with your user-name and Net ID – type in your full Connect email address.
Then you’ll be prompted to put in your password.
After logging in, FindTime will do the work for you. You’ll then be redirected to a new page and after a few seconds you should see this message pop up.
Scroll down a bit and you’ll see this, as well.
Now, you can use FindTime with a variety of different Office products: whether it’s Office 365 online, or your Outlook desktop client. You only need to install the plug-in once for it to appear on your different Outlook programs. (Note: your computer must be connected to the internet and you may need to close and re-open your Outlook desktop client in order for the FindTime plug-in to appear)
Here’s how to use FindTime with Outlook on the Web through your connect account.
When composing a new email, you will notice a small, orange FindTime icon located at the bottom of your message.
After composing your email and selected who you want to send the email to and/or CC, click on the FindTime icon.
You’ll be presented with a series of possible times where everyone’s free to meet. No need too look at calendars or email back and forth.
After selecting some potential meeting times that work (just click on them, you can pick as many as you’d like), click “next”.
You’ll be given the option to insert the FindTime proposal into your email.
After doing so, an embedded FindTime window of proposed meeting times will appear in your message. After the email is sent, recipients will be able to vote on the meeting times that work best for them.
The time with the most votes, wins.
Before sending your message out, you can edit the proposed meeting options and change the nature of the meeting, input a meeting location or room number, and also edit the notification settings.
Just click on the “edit options” box to bring up this menu to do so.
Once the email’s been sent out, you and your recipients can look at the message and vote on a time. Do so by clicking on “Select Options”.
A new window, “FindTime Voting” will open up in an adjacent tab by default.
First, you must identify who you are before you vote. Do so by clicking on the name and email address associated with your Connect account under ‘Who Are You?”
If you’re name isn’t on the list you can click “Add Yourself” to join the meeting voting system. Just fill in your name and email address and you’ll be then allowed to vote on your preferred times.
This is what the voting page looks like. You can select your preferred time, times that you can and can’t make, and even vote down at the bottom of the page that none of the times work for you and add other options that do.
You’ll also notice that invitees are categorized as “Required” and “Optional”. If someone is cc’ed on the email, then their name will populate under the “Optional” tab, if they’re in the to field, then they’ll be filed under “Required”.
Once you select your preferred times, click “Submit”.
Once you do that, you’ll be taken to this page, after everyone has voted on their favorite meeting time, you’ll receive an invite through Outlook confirming the most voted on time for your meeting. Accept the invitation and you’re done!
Findtime on Outlook’s desktop works in the same exact way.
Once you’ve followed the installation instructions on the top of this page, the FindTime icon will appear in your general toolbar in Microsoft Outlook.
It’ll also appear in your toolbar when you compose a new message.
If for any reason FindTime is not appearing in your Outlook desktop client after following the installation steps at the start of this guide, then it’s most likely an add-on issue. Learn how to troubleshoot that by clicking here.