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Outlook - FindTime Add-In

This document details FindTime and includes directions on how to download and use it.

Related KBs:
Office - Download Office 365 Applications


Installation
Sending Event Poll via Email
Sending Event Poll via Calendar


FindTime is a free add-in available for Outlook that allows users to schedule meetings by viewing when other members are also available. The add-in uses a poll function to give options to recipients of the invitation on when to meet. 

***NOTE: Polls and invitations can be received and voted on by all users, even if they do not have FindTime installed.***


Installation

1. Use the search bar to open the Outlook app.

Screenshot of Search Bar and Results Showing Outlook

2. Select "File" in the upper-left hand corner of the screen.

Screenshot of Outlook with File Tab Highlighted

3. Select "Manage Add-ins." This will open the Outlook Web Application, where you might have to sign into your account again.

Screenshot of File Tab with Manage Add-Ins Highlighted

***NOTE: It takes a few moments for the Add-ins pop-up window to appear.***

4. On the Add-Ins for Outlook pop-up window, use the search function in the upper-right and enter in "FindTime."

Screenshot of Add-Ins Pop Up Window with Search Bar Highlighted

5. Select "Add."

Screenshot of Add-ins For Outlook Search Results

6. In the One last thing... pop-up window, select "Continue."

Screenshot of One Last Thing Pop Up Window

The FindTime add-in will now be accessible in your outlook account.


Sending Event Poll via Email

1. Compose a new email, and add the desired recipients in the To section.

2. Select the FindTime icon in the bottom menu.

Screenshot of New Email with FindTime Icon Highlighted

3. The FindTime sidebar will appear on the right. Change the following options to reflect the meeting that you would like to schedule.

        A. Duration: Can select from the listed options or make your own custom duration.

        B. Work Hours:  Can select whether or not the meeting will be during the 8:00am-5:00pm work day.

        C. Time ZoneCan select your desired time zone for the meeting.

 Screenshot of options for FindTime Meetings

4. After selecting your desired meeting options:

        1. Select the desired time(s) the meeting would start.

        ***NOTE: You can select more than one time for recipients to vote on. When all person icons are green is when all recipients are available.***

        2. Select "Next."

Screenshot of FindTime SideBar with Example Time Selected

5. Read through the Select time for your poll section and change settings accordign to your preferences, and select "Add to email."

***NOTE: Descriptions of each option in the poll settings are available by hovering over the option.***

Screenshot of FindTime Settings Panel

6. The poll will now be added to the original email you composed. Select "Send." You will be notified when people respond to the poll.

Screenshot of Email with the FindTime Poll in the Body


Sending Event Poll via Calendar

1. Select the Calendar icon on the left-hand side of the screen.

Screenshot of Outlook Calendar Icon

2. Select on the calendar the day you would like to schedule the meeting.

Screenshot of Calendar with Day Highlighted

3. Enter in all recipients by the person icon with the plus sign. Select the FindTime icon in the upper part of the pop-up window of the meeting draft. 

Screenshot of Meeting Draft with FindTime Icon Highlighted

4. The FindTime sidebar will appear on the right. Change the following options to reflect the meeting that you would like to schedule.

        A. Duration: Can select from the listed options or make your own custom duration.

        B. Work Hours:  Can select whether or not the meeting will be during the 8:00am-5:00pm work day.

        C. Time ZoneCan select your desired time zone for the meeting.

Screenshot of options for FindTime Meetings

5. After selecting your desired meeting options:

        1. Select the desired time(s) the meeting would start.

        ***NOTE: You can select more than one time for recipients to vote on. When all person icons are green is when all recipients are available.***

        2. Select "Next."

Screenshot of FindTime Sidebar with Example Times Selected

6. Read through the Select time for your poll section and change settings accordign to your preferences, and select "Add to email."

***NOTE: Descriptions of each option in the poll settings are available by hovering over the option.***

Screenshot of Poll Settings Window

7. The poll will be added to an email for you to send to the recipients. Select the "Send" button.

***NOTE: An event will be created automatically on your Outlook calendar. Once the poll is sent, make sure to go in and delete it off your calendar.

Screenshot of Email with the FindTime Poll in the Body



KeywordsFindtime, find, time, addin, outlook, email, schedule, meetings, teams, poll, download   Doc ID121217
OwnerSteve K.GroupUW Green Bay
Created2022-09-09 11:12 CSTUpdated2022-09-13 16:37 CST
SitesUW Green Bay
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