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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

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