Using the Scheduling Assistant in Exchange Calendar

Overview

You need to schedule a meeting in Exchange that involves inviting a group of people who also use Exchange on campus, however you do not know their availability. 

What are your options?  

Information

Every user’s calendar on the Exchange email system at the University of Oregon by default is setup to share their free/busy information. Free/busy simply means that other users can see when you are free via the Scheduling Assistant in Outlook or the Check Availability feature in Apple Calendar.  

This information is very helpful when trying to find that perfect meeting time without the use of a Doodle Poll or via an email thread.   

NOTE: The following instructions are for Outlook 2016 and version 10.0 of the Apple Calendar.  They may also work on older versions.  

To see someone’s free/busy in Outlook on a PC, do the following:  

  • Navigate to the Calendar View
  • Schedule a new Meeting
  • Invite your Attendees or add them via the ‘To:’ area in the meeting invite and add your room via the Location field 
  • Click the Scheduling Assistant button in the ribbon of the meeting invite
  • Choose a time that is free for all by scrolling left or right along the time line
  • Once done, click the Appointment icon on the ribbon to exit the Scheduling Assistant and finish setting up the meeting request for sending.   

To do this in Outlook on a Mac, do the following:

  • Navigate to the Calendar View
  • Schedule a new Meeting
  • Add your attendees via the ‘To:’ area in the meeting invite and add your room via the Location field 
  • Click the Scheduling button in the ribbon of the meeting invite
  • Choose a time that is free for all by scrolling left or right along the time line
  • Once done, click the Appointment icon in the ribbon to exit the Scheduling Assistant and finish setting up the meeting request for sending 

To accomplish something similar in Apple Calendar, do the following:

  • Open your Calendar application
  • Ensure that your Exchange calendar is active
  • Create a new Event
  • In the Info screen for this new Event add invitees to this new Event and click Check Availability  
  • A new screen will appear that is similar to the Scheduling Assistant in Outlook
  • Pick a time and click Done
  • Finish setting up the Event and click Send 

When using Outlook Web Access (OWA), do the following:

  • Navigate to outlook.uoregon.edu and log in with your Duck ID credentials
  • Navigate to the calendar view
  • Click on New Event in upper left
  • Name your Event, add a room if you like, and add attendees
  • Click on the Scheduling Assistant link at the top of the invite
  • Using the Week view, find a time and click OK
  • Finish up the meeting invite and Send   

Other things to keep in mind:

  • You do not need to share your calendar to use the steps above.  
  • Exchange users by default have the ability to see Free/Busy time. Removing this permission from your calendar is not recommended.  
  • You can invite a non-Exchange user or someone from outside the University, however you will not know their availability.  
  • When scheduling reoccurring meetings, it is recommended you set a definitive date to end the meeting no more than a year in advance. Never schedule meetings to infinity!

Details

Article ID: 56971
Created
Thu 7/5/18 4:51 PM
Modified
Tue 4/5/22 4:35 PM

Related Services / Offerings (1)

For assistance with Webmail, Exchange, & UOmail email and calendar issues.