Using the Scheduling Assistant in Office365

How to use the Office365 Scheduling Assistant

Open the Scheduling Assistant

Open the app launcher tool in the top left of your Outlook window, as shown below.

Select calendar from the list of available apps.

Select New and then Calendar event.

Select Scheduling Assistant

The date, time, duration of your meeting, and any attendees that you added before you opened the Scheduling Assistant will be carried over and you can change them as needed.

Select Attendees

Type the names of people you want to invite in the Attendees box. This box works just like the To line in a new message. Outlook on the web will search for matches as you type. If no match is found, or the matches returned aren't correct, you can search for attendees.

Each person you add will automatically be added as Required. To change that status, right-click the name or, if you're using a touch device, touch and hold the name, and then select Attendance optional. As you add people you'll see a count of the total number of people invited and how many conflicts there are.

To remove an attendee, select the remove icon  next to their name.

Choose a location

You can select Add a room at the bottom of the Scheduling Assistant to see conference rooms from your organization's address list. The Scheduling Assistant automatically shows only rooms that are available at the time you've currently set, but you can see other rooms if you want to.

After you've selected a room, it will be added to the calendar grid. You can change the conference room by selecting Change room. To remove the conference room, click the remove button next to the room.

View Calendars

As you add attendees and a location, their calendar information will appear in the calendar grid. You can select day or week view at the top of the calendar. If you select week view, the calendar grid will show a merged view of the attendees' calendars.

 Tip    In week view, you can hover over a block of time to see more information about conflicts at that time.

Finish

When you've finished, click  OK to save your changes or  Discard to cancel.

You'll be returned to the new event window, where you can finish adding details to your meeting. When you've finished, click Send to send the invitation, or Discard to cancel all your changes.