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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.
2. Select "File" in the upper-left hand corner of the screen.
3. Select "Manage Add-ins." This will open the Outlook Web Application, where you might have to sign into your account again.
***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."
5. Select "Add."
6. In the One last thing... pop-up window, select "Continue."
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.
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 Zone: Can select your desired time zone for the meeting.
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."
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.***
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.
Sending Event Poll via Calendar
1. Select the Calendar icon on the left-hand side of the screen.
2. Select on the calendar the day you would like to schedule the meeting.
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.
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 Zone: Can select your desired time zone for the meeting.
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."
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.***
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.
