CALENDAR AND SCHEDULING

To see when people, rooms, and resources are free for a meeting
Schedules are based on the entries in a person's Calendar, and the settings in their free time schedule.

1. Open a meeting entry.

2. Fill in the When, Invitees and Where sections.

3. Click the Scheduler icon Scheduler Icon next to "Click to see Invitee, Room and Resource availability."

4. Follow the following procedures under Summary or Details, which are the two different ways to view schedules and availability.


Summary

The Summary view displays the suggested meeting times in a list, based on the invitees, rooms, and resources free time schedule.

1. Select Summary under Show in the Scheduler.

2. Depending on how you want to view the list of Invitees, click the down arrow on the Invitees button and select All to show all invitees, Available to show only those people who are available at the time you specified in the meeting invitation, or Unavailable to show only those people who are unavailable at the time specified. If you listed rooms and resources as well, follow this same procedure for the listed Rooms and Resources.
Invitees drop-down list

3. Click the down arrow on the "Suggested times for selected day" button and select how you would like Notes to display suggested meeting times:


4. (Optional) If you don't need to have everyone attend a meeting, and would rather choose a time that most people can come, you can view suggested times for all required invitees, 75% required, 50% required, or all invitees (including Optional invitees). Above the list of suggested meeting times, click the down arrow next to "Check if all required can attend" and select which group of people you would like suggested times listed for: 5. To use a suggested time for your meeting invitation, select the date and time from the list of suggested meeting times, then click the "Use Selected Time" button. The selected date and time is entered into the Starts and Ends fields in the invitation. You can also double-click the desired date and time in the list.

6. When you have completed the meeting invite, click the "Save and Send Invitations" button.

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Details

1. Select Details under Show in the Scheduler. Notes displays the time bar based on the date and times you entered in the Starts and Ends fields. The time bar and the Starts and Ends fields stay synchronized -- when one is changed the other changes to match.
If the bar is the color green, as shown below, it means that all people in your invitees list can come at that date and time highlighted.
If the bar is pink, as shown in Step 3, not everyone has free time available during the time highlighted.
If the bar is gray, there is no "free time" information available for anyone. (Those invitees whose free time is not available or is restricted are considered available when computing who can attend the meeting being scheduled.)
Time bar

2. Depending on how you want to view the list of Invitees, click the down arrow on the Invitees button and select All to show all invitees, Available to show only those people who are available at the time you specified in the meeting invitation, or Unavailable to show only those people who are unavailable at the time specified. If you listed rooms and resources as well, follow this same procedure for the listed Rooms and Resources.

3. Drag the time bar with your mouse left or right down the scheduler until the time bar is green to find a meeting time where everyone is available. If the time bar is not visible in the view and you want to move it quickly to the date and time you are viewing, double-click the grid and the time bar moves to that time block.
Drag time bar


4. To view other days, weeks, or months, click the down arrow next to the date being shown and select a different date using the date picker, or use the horizontal scroll bar at the bottom of the scheduler.
Time bar date picker

5. When you have completed the meeting invite, click the "Save and Send Invitations" button.

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See Also