CALENDAR AND TO DO LIST

Finding free time for a meeting
Meeting and event announcement entries contain a scheduler that you can use to check the availability of invitees and any rooms or resources you reserve. The availability of invitees is based on their free time schedules and the entries on their calendars.

1. In a meeting or event announcement entry, specify a tentative meeting time, specify invitees, and reserve any rooms or resources for the meeting.

2. Click Find Available Times to display the scheduler.

3. Do one of the following:

4. If you selected Summary, do any of the following:
TaskDescription
Exclude an invitee, room, or resource from the free time searchClear the check box next to the invitee, room, or resource.
Exclude a type of invitee from the free time searchClear the check box next to the type; for example, to exclude all optional invitees, clear the check box next to Optional.
Increase or decrease the date range for the free time searchClick the Suggested times for selected day button, and then click a date range. Each date range includes the selected date.
Check to see when a subset of invitees are availableClick the Check if all required can attend button, and then click one of these:
  • Check if all required can attend includes the meeting chair, all required invitees, and all selected rooms and resources.
  • Check if at least 75% required can attend includes the meeting chair, 75% of the required invitees, and all selected rooms and resources.
  • Check if at least 50% required can attend includes the meeting chair, 50% of the required invitees, and all selected rooms and resources.
  • Check if all can attend includes the meeting chair, all required invitees, all optional invitees, and all selected rooms and resources.
This option is useful if you do not need all invitees to attend, but you are looking for a time when most invitees can attend.
Change the selected dateClick the new date in the date picker. If necessary, click the arrows, month, or year at the top of the date picker to change the month or year.
Accept a suggested timeClick the time in the list of suggested times, and then click Use Selected Times. The times are entered into the Starts and Ends fields in the invitation.


5. If you selected Details, do any of the following:
TaskDescription
Move the time barDrag the time bar to a time, or double-click a time block to move to that time. The time bar and the Starts and Ends fields stay synchronized.

Note If the time bar is green, all invitees are available during the highlighted time. If the time bar is pink, not all invitees are available during the highlighted time. If the time bar is gray, there is no "free time" information available for anyone. (Those invitees whose free time is not available or is restricted are considered available when computing who can attend the meeting being scheduled.)

Change the selected dateClick the down arrow next to the current date to display the date picker, and then click a date. If necessary, click the arrows, month, or year at the top of the date picker to change the month or year.
Exclude an invitee, room, or resource from the free time searchClear the check box next to the invitee, room, or resource.
Exclude a type of invitee from the free time searchClear the check box next to the type; for example, to exclude all optional invitees, clear the check box next to Optional.

Note The Required and Optional rows summarize the availability of required and optional invitees by displaying gray if everyone is available or dark red if anyone is not available.

See what is on an invitee's calendar during a block of time (if the invitee has given you access to view the invitee's calendar)Right-click the block of time, and then click the Open entry for command.

Tips
See Also