How To Install & Use Microsoft FindTime

Microsoft FindTime is an add-in for Outlook that helps to simplify scheduling, reducing the amount of communication required to work around busy schedules for meetings. FindTime reads user free/busy status information to determine possible meetings time. Users can then send a poll with the various meeting times to attendees, and attendees can vote to choose the best time for them. Once a consensus is reached, FindTime will automatically send out meeting invites for the chosen time.

FindTime should already be accessible to all Lambton College accounts. If not, follow the steps below to install.

How To Install Microsoft FindTime in Outlook Web App

1. Navigate to myLambton, sign in, and navigate to the Outlook Web App (Lambton Email/Office 365 > Outlook).
2. Choose "New Message" to start a new email.
3. To the right of the "Send" and "Discard" buttons, choose the (...) icon and select Get Add-ins.
   
   
   
   
4. Search for "FindTime" in the search box.
   
   
   

How To Install Microsoft FindTime In Outlook for Desktop

1. Open the desktop Outlook app.
2. Navigate to the "Home" tab and choose "Get Add-Ins"
   
   
   
   
3. Search for "FindTime" in the search box.
   
   
   
   
4. You should now see the "Reply with Meeting Poll" button in the top ribbon.

How To Schedule a Meeting With Microsoft FindTime

1. Start a new email or select one to reply to.
2. Add required meeting participants in the "To" box. Cc any optional participants.
3. In the "Home" tab, click the "Reply with Meeting Poll" button.
   
   
   
   
4. Change any settings here as required.
   
   
   
   
5. FindTime will check attendees' availability and recommend the best meeting times based on their schedules. Use the Availability link to see times where everyone is available, or choose "Time" to see all chronological options.
   
   
6. You can see the availability of participants and whether they are required or optional participants by their icons.
   
   
   
   
   1. Underline: Required
   2. Green: Available
   3. Yellow: Maybe busy
   4. Red: Busy
   5. Gray: Unknown
      
      
7. Select some meeting times. The selected items in the list will turn blue. You can choose a maximum of 20 times.
   
   
   
   
   
8. Choose "Next", then enter the meeting location in the next box. If you choose "Online Meeting", FindTime will schedule a Teams meeting.
   
   
   
   
   

9. Select "Poll settings" and turn options on/off as needed.
   
   

   1. Notify me about poll updates: You’ll receive an email each time an attendee votes. The message includes the current poll status and an option to schedule.

   2. Schedule when attendees reach consensus: A calendar event is automatically scheduled if all required attendees have voted in favor of a specific time option. If multiple options are available, the earliest option will be scheduled.

   3. Hold selected times on my calendar: A tentative event is placed on your calendar for each time option you propose. All holds are removed when the meeting is scheduled or the poll is canceled.

   4. Lock poll for attendees: Attendees will not be able to suggest new times or edit other attendees.

   5. Require attendees to verify their identity: To help prevent anonymous voting, attendees will be required to authenticate before voting.
      
      

10. Select "Insert to email" to add everything to your message, then "Send" to finish up. You'll get a direct link to the voting results page.

Related articles