Trying to work through your colleagues’ availability on multiple calendars within Outlook can be a little tricky (to say the least). Whether you’re trying to line up calendars internally, send availability for future engagements, or send an invite for an important meeting, Outlook has a user-friendly feature to help simplify the process. By following these simple steps, you can use a Microsoft Outlook Meeting Poll to send a clean, professional invite to anyone you’d like.

If you don’t have the FindTime add-in installed, find it here.

Step #1: Initiating the invite

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Within outlook, open a new email template.

Once opened, at the top right of the window you’ll see “new meeting poll”

Step #2: Adding “attendees” to the Meeting Poll

Required attendees go on the “To” line

Optional attendees go on the “Cc” line

Once attendees are added, you’ll be able to quickly see when everyone is either available (green), tentative (yellow) or busy (red)

Step #3: Selecting availability

Within the “New meeting poll”, select the duration of the meeting, time zone, date and then click on the time slots you wish to add to the invite. Once complete, hit “next” This will give you a consolidated list that will look something like this:

Step #4: Sending the invite

Once availability has been selected and added to the body of the email, your email will look similar to this:

At this point, all you have to do is add the meeting details or relevant information to the email and get it out!

Microsoft Outlook is part of the Office 365 suite of productivity tools! Contact us at info@pei.com or 303-974-6881 to learn more about Microsoft Outlook and the benefits the entire Office 365 can bring your business!

Matt Dixon, PEI

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General

What is Microsoft Bookings?

Microsoft Bookings is a Microsoft 365 app that makes scheduling and managing appointments easy. Bookings includes a Web-based booking calendar and integrates with Outlook to optimize your staff’s calendar, giving your customers flexibility to book a time that works best for them. Automated notification emails reduce no-shows, and organizations save time with a reduction in repetitive scheduling tasks. Bookings helps you easily conduct virtual appointments via Skype or Microsoft Teams, and helps you manage day-to-day scheduling via the Bookings app in Teams. With built-in ability to customize, Bookings is designed to meet the needs of multiple parts of any organization.

How do I use Microsoft Bookings?

Bookings is an online service, so you don't need to download anything. Just go to the app chooser within the Microsoft 365 Web experience. Administrators can also use the Bookings companion app to stay current with the latest information about customers and their appointments.

Who has access to Microsoft Bookings?

Bookings is available and active by default for Microsoft 365 Business Premium, Microsoft 365 Business Standard, A3, A5, E3, and E5 customers worldwide. Bookings is also available in Office 365 operated by 21Vianet.

Will my customers see my personal or business calendar?

Your customers will only see the Bookings calendar that you publish online for the services, times, and staff that you choose to register.

How do I change a bookable attribute under Manage staff?

When staff members were added, they would have received an email to accept or reject the request. They can open the same email and select 'Reject' to make them non-bookable. We currently do not have a way to toggle this from inside the app.

How do end users access the Bookings app?

Anyone who is licensed for Microsoft 365 Business Premium, Microsoft 365 Business Standard, A3, A5, E3, E5, or is added as a staff member in either the Administrator or Viewer roles can access Bookings in the app chooser within the Microsoft 365 Web experience. There is also a companion app available for iOS and Android.

Can I use Bookings in my own Web site?

Yes. We provide a way for you to embed your Bookings calendar in your site via an iFrame. Link embedding code is located in the Bookings page tab within the Bookings app.

Can I use Bookings even if I don’t have a Web page for my business?

Yes. We provide a link to your booking page within the Booking page tab in the Web app. You just need to provide that link to your customers or clients, and they will see the latest availability information for your business. Alternatively, you can share the booking page in social media or even use the embed feature to host it in an iFrame. You also have the ability to control who can access the page by disabling direct search engine indexing and restricting access to only those within your organization.

Can our IT department control whether end users can access Bookings?

Bookings is available in Microsoft 365 Business Premium, Microsoft 365 Business Standard, M365 A3/A5 and E3/E5 tenants by default, but administrators can turn it off in the Microsoft 365 admin center if they choose. To do so, follow these instructions.

If a customer wants to disable access to Bookings for certain eligible licenses in their tenant, they can either use a group policy to restrict licenses or implement an OWA Mailbox policy that will restrict who is able to create new Bookings calendars.

If you use an OWA Mailbox policy to disable access to Bookings, all users will have a Bookings license, however when they attempt to access the app, they will only be successful if they are part of the policy or if they have been added to an existing Bookings calendar as staff. Details here in the “Allow only selected users to create Bookings calendars” section.

Is Bookings customizable?

Yes, Bookings is customizable and can be used for a variety of different scenarios. When setting up a Bookings calendar, many aspects of the Web-based scheduling page, your business information, staff details, service types, and scheduling policies can be customized.

Is all the functionality of the original Bookings Web app available in Microsoft Teams?

A lightweight version of Bookings is now available as an app in Teams. Please find the initial announcement here. There is deep link functionality to pop out in the Web app, and after setup, day-to-day use of Bookings can be done without ever leaving Teams. Information flows across platforms.

Is Bookings a small business offering or an Enterprise offering or both?

Bookings is an ideal solution for both Enterprise and small business customers, across a variety of industries. Use cases include:

Financial services
- consultations
- banking and insurance services
- tax filings
Human resources (HR)
- candidate interviews
- onboarding
- benefits assistance
- training and seminars
Healthcare
- patient visits
- provider-to-provider collaboration
- insurance consults
Government & Public Sector
- court hearings and trials
- public services
- department appointments
Education -- K-12
- parent-teacher conferences
- school town hall
- student-counselor visits
Education -- Higher Ed
- office hours
- tutoring
- student services
- exam sign-up
Retail
- assisted shopping
- contractor scheduling
- design services
General Enterprise and small business needs
- customer and client meetings
- tech support
- legal reviews
- facilities

Pricing and licensing

How do I get Microsoft Bookings?

Bookings is available in Microsoft 365 for customers with Microsoft 365 Business Pr

Outlook Calendar Time Slots