How to set up a meeting using Scheduling Assistant

Questions

  • How can I find a time when all my meeting attendees are free?
  • How do I use Scheduling Assistant in Outlook?
  • How do I see other people's availability when scheduling a meeting?
  • How do I check free/busy time before sending a meeting invitation?
  • Where is the Scheduling Assistant in Outlook?

Environment

This article applies to all current Bowdoin faculty and staff who want to schedule a meeting in Outlook and check attendee availability before sending the invitation.

  • Covered: Outlook for Windows (desktop app)
  • Also available: Outlook Online includes similar scheduling functionality — see Creating a new meeting in Outlook Online in the Related Articles section

Resolution

  1. Open Outlook and click the Calendar icon in the bottom-left navigation bar.
  2. Click New Meeting in the Home tab.
  3. In the meeting window, click the Scheduling Assistant tab (near the top of the window).
  4. In the All Attendees list, type the name of each attendee. Your name is included automatically as the organizer.
  5. As you add each attendee, the free/busy grid updates with their schedules shown as colored blocks:
    • Solid blocks — attendee is busy
    • Diagonal/striped blocks — attendee has been invited to another meeting but has not responded
    • Green vertical line — current meeting start time
    • Red vertical line — current meeting end time
  6. Click and drag the green and red lines to adjust the start and end time. Scroll left and right to view other dates.
  7. Find a time when most or all attendees show as free — no solid blocks spanning that slot.
  8. When you have found a suitable time, click the Appointment tab in the ribbon to return to the meeting invitation form.
  9. Complete the meeting details (subject, location, body) and click Send.
Tip: Free/busy information is only visible for people within the Bowdoin Microsoft 365 organization. External guests will appear as having no schedule data.

Additional Help

If you need further assistance, you have several options:

  • Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
  • Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
  • In person: Visit the Tech Hub in Smith Union during business hours.
  • Submit a ticket: Request assistance through the Service Catalog.
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Related Articles (3)

Best Practices for Outlook & Delegates
Best practices for Bowdoin faculty and staff to minimize calendar syncing issues in Microsoft Outlook, including guidance on delegates, meeting management, and recurring appointments.
Book a conference room
Step-by-step instructions for booking a Bowdoin conference room through Microsoft Outlook when creating a meeting, covering Outlook Online, Outlook for Windows, and Outlook for Mac.
Creating a new meeting in Outlook Online
Step-by-step instructions for creating a new meeting or event in Outlook Online, including adding attendees, booking a room, scheduling a Microsoft Teams meeting, and setting a recurring schedule.