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Outlook 2010 Scheduling Assistant

April 23, 2012

A common problem when trying to arrange a meeting with more than 2 or 3 attendees is finding a common time when everyone is available. This is where a very under used part of Outlook 2010 comes in. The Scheduling Assistant allows you to see attendees’ free time slots in their calendars without them actually sharing their calendars with you.

To schedule a new meeting, follow these steps:

  • Click New Appointment.
  • Fill in the Subject, Location and tentative Date.
  • Click on Scheduling Assistant in the Show group on the ribbon.
  • In the Scheduling view, on the left hand side of the window, you will see your own name.
  • Add the names of the attendees into the boxes under your name.
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  • As you add attendees, blue boxes should appear on the line to the right, depending on appointments they have scheduled. Unless they have shared their calendars with you, you will not see appointment details.
  • At the bottom right of the screen the Scheduling Assistant will suggest times when all of the attendees are free.
  • You can select an appropriate time by clicking on it in the scheduling assistant and then dragging either the green or red bar to set the length of the appointment.
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  • Click Send. The appointment will be sent to all attendees and provisionally block out that time in their calendars.

 

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