Save Time Scheduling Microsoft Teams Meetings using FindTime

This post explains how you can save time and easily schedule a Microsoft Teams meeting using FindTime, an Outlook addin that will makes your life easier when you need to schedule meetings, with busy or/and a large group of persons.

Introduction

In an increasily busy world, it can be challenging to schedule a meeting with several atendees. Taking a look at eveyone’s agenda and look for an available free time slot can be time consuming. Additionally, many meetings include atendees from outside the organization (the meeitng organizer only has access to the agenda of internal users), making it hard to find an available time slot for the meeting. To facilitate this process, I recommend using FindTime that greatly simplifies this task by allowing:

• The meeting organizer to choose a few date choices for everyone to choose
• Each meeting atendee to choose its availabilty on each of the proposed dates
• To automatically send the meeting request according to everyone’s choice

Scheduling a Teams Meeting using FindTime

Meeting Organizer

To create a Teams meeting using FindTime, the meeting organizer must follow the following steps:

1. Create e new email with all meeting atendees (a regular email, not a meeting request)
2. Create a new meeting pool and choose a few dates (the addin shows the availability of meeting atendees if they belong to the same organiztion of the meeting organizer)
   
   
   
3. Close dates and click on “Insert to email”. This will insert the meeting invite in the email body.
   
   
   
4. Send the email.
   
   

Responding to the Meeting Request (All Meeting Atendees)

All meeting atendees (including the meeting organizer) will now respond to the meeting request following the steps below.

1. Respond and share their availability (each atendee can choose their preferred date)
   
   
   
2. The meeting organizer is notified whenever someone votes
   
   
   
3. When everyone votes, Teams Meeting is automatically sent by FindTime to everyone’s agenda
   
   

Technical Considerations

FindTime will schedule your meeting according to your Teams upgrade coexistence mode. In order for FindTime to schedule Teams meetings (and not Skype for Business meetings), you have to configure Teams upgrade coexistence mode to Teams Only.

For more technical considerations on changing Teams coexistence mode to Teams Only, click here.

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Happy Scheduling!