FindTime - Create a scheduling poll Tutorial

Discover how to create a meeting poll in this video titled "Creating a scheduling poll" This resource is designed for intermediate-level learners looking for effective ways to communicate and manage their time.

You will learn how to create an interactive poll to gather opinions and preferences from meeting participants. This skill will enable you to facilitate decision-making and organize more productive meetings.

Don't miss this opportunity to enhance your communication and time management skills.

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Organizing a meeting with a

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large number of participants,

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especially those external to the

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organization for whom you don't

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have access to their calendar,

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can be time consuming.

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Instead of spending time sending

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numerous messages or emails to

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find a suitable date for everyone,

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use the scheduling poll tool

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provided by Microsoft Outlook.

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Open the new version of Outlook.

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Start a new e-mail or reply to someone.

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Enter the meeting subject.

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If left blank, the scheduling

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poll will assign a standardized

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subject with the word vote,

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followed by the names of all participants.

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Click in the body of the e-mail to make

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the scheduling poll button available.

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Click on it. Add participants to the meeting.

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The e-mail recipients will be

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considered mandatory participants,

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while those in copy will be optional.

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Adjust the time zone if necessary.

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Set the meeting duration

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If you want to schedule an event outside

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of working hours, such as a dinner,

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uncheck the time allocated to meetings

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box to have extended time slots.

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Select the day you're interested in.

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By default, the Scheduling Poll tool

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displays the best available slots first.

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You can sort by schedule.

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If the members are part of your organization,

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the scheduling poll tool will

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automatically display their availability.

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Hover over the person icons to

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check who is available or not.

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The color code indicates green Available,

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Purple Event classified as Tentative,

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Red unavailable for the time slot,

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Gray external to the organization,

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hence the importance of

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consulting them through a poll.

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Click on the arrow to see all participants.

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Select the time slots that suit

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you best by clicking on them.

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Scheduling poll informs you of

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the number of selected slots.

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Click Next. The tool then prompts

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you to specify the meeting location,

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for example Steven's office.

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Add the room as a participant if it's

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availability is also managed in Outlook,

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uncheck the team's meeting box if

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it is an in person meeting only.

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You then have access to five parameters.

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Schedule when attendees reach consensus.

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When all participants have responded,

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the schedule poll tool will

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select the closest time slot where

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everyone is available.

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It will automatically schedule

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and send the meeting e-mail along

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with the Teams link if needed.

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Hold selected times on my calendar.

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All selected time slots will

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remain tentative in your calendar

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until a specific time is chosen.

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Unselected slots will be released

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upon date selection.

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Notify me about poll updates.

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For each participant who responds,

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I receive an e-mail.

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This option can be deactivated

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if the meeting has a very large

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number of participants.

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Require attendees to verify their identity.

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Participants will need to click on

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their name to respond to the poll.

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If the person is external to the company,

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they will need to confirm their identity

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beforehand via a code sent by e-mail.

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Lock Pole for Attendees prevents

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participants from suggesting other

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meeting slots as well as proposing

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additional participants for the meeting.

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Click Create Poll to integrate

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the poll into your e-mail.

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Finally, compose your e-mail

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and send it to participants.

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Let the tool plan the meeting according

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to the preferences of the recipients.

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