FindTime for Outlook: A Smart Way to Poll Your Attendees
How to Download and Use FindTime Outlook Add-in
Have you ever struggled to find a suitable time to meet with your colleagues or clients across different time zones and schedules? If so, you might want to try FindTime, an Outlook add-in that helps you schedule meetings with ease.
What is FindTime?
FindTime is an Outlook add-in that allows you to quickly find time to meet with others by sending them a poll with multiple time options. You can see their availability based on their free/busy data in Outlook and let them vote on the times you suggest. You can also allow them to suggest new times or hold tentative bookings until you confirm the meeting. Once everyone has voted, you can schedule the meeting with one click from the voting page.
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FindTime is a great tool for saving time and hassle in scheduling meetings, especially when you have to coordinate with people from different organizations or locations. You can avoid the back-and-forth emails and phone calls that often result in confusion and frustration. You can also ensure that everyone is on the same page and has a clear understanding of when and how the meeting will take place.
How to Install FindTime?
Before you can use FindTime, you need to install it on your Outlook account. Here are some things you need to know before installing FindTime:
FindTime can only be installed on a Microsoft 365 Apps for business or enterprise account that includes Exchange Online.
FindTime is compatible with Outlook for Windows, Outlook for Mac, and Outlook on the web.
FindTime is currently supported for GCC tenants, excluding GCC High.
If you use Outlook 2013 or 2016, or Outlook for Mac 2016 or 2019, you will be asked to sign in every time you create a FindTime poll.
To enable FindTime on Outlook for Mac, first install the add-in on Outlook on the web. Then FindTime should automatically appear in Outlook for Mac after you restart the app.
Here are the steps to install FindTime in different Outlook versions:
Installing FindTime in Outlook for the web
Open Outlook on the web and sign in with your Microsoft 365 account.
Click on the gear icon in the top right corner and select View all Outlook settings.
Click on Mail and then Manage add-ins.
Search for FindTime in the search box and click on Add next to it.
Close the settings window and refresh your browser.
You should see a FindTime icon in the toolbar when you compose a new email or reply to an existing one.
Installing FindTime in Outlook Desktop
Open Outlook Desktop and sign in with your Microsoft 365 account.
Click on File and then Options.
Click on Add-ins and then Manage add-ins.
This will open a web page where you can search for FindTime and click on Add next to it.
Close the web page and restart Outlook Desktop.
You should see a FindTime icon in the ribbon when you compose a new email or reply to an existing one.
Installing FindTime for all users in your organization
If you are an admin of your Microsoft 365 organization, you can install FindTime for all users in your organization by following these steps:
Go to the Microsoft 365 admin center and sign in with your admin account.
Go to Settings and then Services & add-ins.
Search for FindTime and click on it.
Click on Deploy Add-in and then I want to add the add-in to my organization's private store.
Select Optional, enabled by default or Mandatory, always enabled as the deployment option.
Click on Deploy and then Close.
The FindTime add-in will be available for all users in your organization within 24 hours.
How to Create a FindTime Poll?
Once you have installed FindTime, you can create a poll to find time to meet with others by following these steps:
Creating a new email or replying to an existing one
To start a FindTime poll, you need to create a new email or reply to an existing one. You can do this from Outlook for the web, Outlook Desktop, or Outlook for Mac. Make sure you include all the people you want to invite to the meeting as recipients of the email. You can also add a subject and a message if you want.
Selecting Reply with meeting poll or FindTime from the Add-ins menu
To launch FindTime, you need to click on the Reply with meeting poll button in Outlook for the web, or the FindTime button in Outlook Desktop or Outlook for Mac. This will open a sidebar where you can create your poll. If you don't see these buttons, you can also access FindTime from the Add-ins menu in the toolbar or ribbon.
Choosing potential meeting times based on attendees' availability
In the sidebar, you will see a calendar that shows the availability of all the recipients based on their free/busy data in Outlook. You can use this calendar to select potential meeting times that work for everyone. You can also adjust the duration, time zone, and date range of the meeting. You can select up to 20 time options for your poll. If you want, you can also add a location or a Teams meeting link for your meeting.
How to create a FindTime poll in Outlook
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FindTime Outlook compatibility with Exchange Online and GCC tenants
FindTime Outlook reply with meeting poll feature
FindTime Outlook voting page to see poll results and schedule meeting
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How to invite external or non-Microsoft 365 users to FindTime Outlook poll
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How to access or manage FindTime Outlook dashboard and account
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How to install or update FindTime Outlook add-in for Mac
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How to join or participate in a FindTime Outlook poll or meeting
Sending the poll and waiting for responses
Once you have selected your time options, you can click on Insert to email to add them to your email. You will see a table that shows your time options and a link to vote. You can edit this table if you want. Then, you can send your email as usual. Your recipients will receive your email with your time options and a link to vote. They can click on the link to open a voting page where they can see your time options and their availability. They can vote on the times they prefer, suggest new times, or hold tentative bookings until you confirm the meeting. They don't need to have FindTime installed or sign in to vote. You will receive an email notification when someone votes on your poll.
Scheduling the meeting from the voting page
You can access the voting page from your email or from your dashboard (see below). On the voting page, you can see how many votes each time option has received and who has voted. You can also see the comments and suggestions from your recipients. When you are ready to schedule the meeting, you can click on the Schedule button next to the time option that has the most votes or that you prefer. This will create a meeting invitation in your Outlook calendar and send it to all the recipients. You can also edit the meeting details before sending it. The meeting will be automatically added to your recipients' calendars as well. You will also receive a confirmation email that the meeting has been scheduled.
How to Manage Your FindTime Polls?
If you want to view or manage your FindTime polls, you can access your dashboard from Outlook or from the FindTime website. Here are some things you can do from your dashboard:
Accessing your dashboard from Outlook or FindTime website
To access your dashboard from Outlook, you can click on the FindTime icon in the toolbar or ribbon and then click on Dashboard. This will open a we