Outlook Scheduling Poll - (Faculty/Staff)

FindTime for Outlook

FindTime is an addon that can be used within Microsoft Outlook to help schedule meetings with people. The video below will assist users with installing, using, and managing FindTime to make their daily tasks easier. 

Note: This is only available for Faculty and Staff

📋 Step‑by‑Step: How to Create a Scheduling Poll in Outlook

1. Access Scheduling Poll

  • Outlook for Windows (Mail or Calendar):

    • In an email, use “Reply with Scheduling Poll” or “New Scheduling Poll” on the Message tab.

    • In Calendar, open a new or existing event and select “New Scheduling Poll” under the Meeting tab

  • Outlook for Mac / Web:

    • Start an email or meeting invite. Click into the body and select Scheduling Poll from the Message or Insert tab (under “More …” if not immediately visible) 

2. Select Meeting Attendees

  • Add required attendees in the To or Required field

  • Add optional attendees in the CC or Optional field

3. Pick Proposed Times

  • Click into the body of the email, open the Scheduling Poll panel, and select available date/time slots

  • Options are based on your attendees’ Exchange/Outlook calendars (if available): green=available, red=busy, purple=tentative/out-of-office, gray=unknown

4. Click “Next”

  • After selecting time options, hit Next to view the poll summary

  • Remove any time slots if needed and set location (room or online)

  • Toggle Teams meeting on/off if online meeting included 

5. Configure Poll Settings ("Manage poll settings")

You can customize poll behavior, including:

  • Auto‑schedule when consensus occurs: If all required attendees vote for the same time, Outlook automatically schedules the meeting.

  • Hold selected times: Tentatively blocks all proposed slots on your calendar.

  • Notify me about poll updates: Receive email updates when attendees vote

  • Require attendees to verify identity: Prevents anonymous voting (e.g., login or code-based authentication).

  • Lock poll for attendees: Prevents attendees from suggesting times or editing the poll

6. Create Poll and Send

  • Click Create Poll to embed the poll link into your email body

  • Finalize your message and click Send to initiate the voting process 

đź“Š After Sending: Voting & Scheduling

  • Attendees receive an email with the poll link. They click Vote, select their preferences, and submit. They can see how others voted (Yes, No, Prefer) if allowed

  • Organizer can track responses via the Scheduling Poll dashboard. Once consensus is reached (or manually), click Schedule Meeting next to the best time and then Send final invite. If auto‑schedule was enabled, Outlook may do this for you automatically

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