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Coordinating Schedule Availability of Multiple Workers

Alex Boydston 0 Reputation points
2025-09-13T11:57:16.38+00:00

Is there a good efficient way to determine the best time(s) for a meeting across multiple persons. So many times, I run into needing to coordinate across multiple people in various teams in my organization and I create a spreadsheet to determine when the best time to hold a large meeting of attendees. Finding that optimized time is difficult. There should be a tool in TEAMS and/or Outlook Calendar that would allow the access of person's calendars or a message response to consolidate the best times for a meeting to occur. This program would allow you to designate MUST HAVE persons for the meeting so that you could optimize the time for which a meeting could occur. If that capability currently exists, please let me know, else please make that capability happen. Surely with AI/ML we can do this now. That would be a great time saver in organizing meetings.

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  1. Henry-N 6,020 Reputation points Microsoft External Staff Moderator
    2025-09-13T15:20:37.0933333+00:00

    Dear @Alex Boydston,

    Thank you for reaching out to Microsoft Q&A forum. We are happy to assist.

    There are several features available in Outlook and Microsoft Teams that can help streamline the process of scheduling meetings across multiple attendees:

    Scheduling Assistant in Outlook

    Navigate to your Calendar and select New Event. Add attendees to the meeting. Select the Scheduling Assistant from the top menu bar.
    User's image

    A visual grid will display each attendee’s availability. You may designate attendees as Required or Optional by right-clicking their name and selecting the appropriate option. Outlook will suggest time slots that accommodate all required participants. Once a suitable time is selected, click Send to finalize the meeting. For additional guidance, please refer to the following resource: Schedule with Outlook on the web

    Scheduling Assistant in Microsoft Teams Open Microsoft Teams and go to the Calendar tab. Click New Meeting. Enter the meeting title, add attendees, and specify the location. Select the Scheduling Assistant tab to view availability. Adjust the meeting time as needed and click Save to schedule.

    Microsoft Bookings (Office 365) Alternatively, you may use Microsoft Bookings to view availability and manage appointments. This tool is particularly useful for coordinating with external participants or across departments.

    More information is available here: Microsoft Bookings | Microsoft Learn

    If you need any further assistance, feel free to reach out. We're here to help. Thank you very much for your understanding and your cooperation.

    If this response has been helpful, please mark it as Accepted Answer. Doing so will assist other users with similar questions in finding accurate and timely solutions more easily.

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