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Outlook - Create a Meeting Poll Tutorial

Discover how to efficiently schedule meetings with the 'Create a Meeting Poll' feature in Outlook. Learn how to set the meeting time, adjust duration, and sort by availability, making it easier for all participants to choose a convenient time. With options for virtual meetings and advanced settings, this tutorial ensures seamless coordination for productive collaboration.

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Available in Microsoft365

00:00:04

the availability poll lets you propose several time slots to your attendees

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and let them choose

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while keeping everything organized around a single meeting invitation.

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Start by adding the attendees so Outlook can build relevant suggestions,

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then confirm the date and duration shown in the invite.

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To launch the poll,

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select the dedicated icon with the tool tip find time poll.

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Outlook then inserts a section titled

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Create a poll to find the best meeting time

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and displays several suggested time options.

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If the proposed slots do not fit your needs,

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you can remove a slot or add another one by selecting at a new time,

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or you can use time suggestions to display more recommended options.

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Before sending,

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adjust the poll deadline if needed

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so participants have enough time to respond.

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When the poll is ready,

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send the invitation by selecting send.

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In your calendar you will see temporary holds created as tentative blocks

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which helps keep the proposed time slots protected

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while voting is in progress.

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On the attendee side,

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the email includes an embedded voting area

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where each proposed time slot has a response menu

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followed by a confirmation button to submit their choice.

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After submitting,

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a confirmation message appears,

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and participants can update their selection as long as the poll is still open.

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Once responses start coming in,

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open the item from your calendar to review the results.

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In the participant vote results section,

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Outlook highlights the most popular option

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with a label such as most voted

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which helps you quickly spot the best time,

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select the chosen slot,

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then finalize the scheduling by selecting end poll

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and choosing select to convert the poll into a confirmed meeting

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and remove the temporary holds tied to the other options.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

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Microsoft Outlook Intermediate Training - Enhance Your Productivity with Outlook

Elevate your Microsoft Outlook skills with our intermediate training, designed to leverage advanced features essential for effective email and calendar management. This comprehensive course will enable you to automate your processes, customize your workspace, and maximize your productivity.

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