“Would any of the following meeting times work for you….”. These words often begin an email seeking a common time for a meeting. The message often leads to several exchanges, especially if there are several people involved in finding a suitable time. Such messaging is unnecessary if you use the M365 electronic calendar. You can see the free/busy status of people in your organization from their electronic calendars, allowing you to suggest a meeting time immediately. The M365 calendar also has a scheduling assistant feature that searches for the most convenient meeting times for you.
What do I need?
You can find the calendar in Outlook, which you can access through the separate Outlook program on your computer or use as a web version in the M365 service. You can also use Outlook on your phone. In all cases, the basic principle is the same, although the user interface may vary.
What do I need to do?
If you wish, you can add a person’s calendar to your view by clicking the Add Calendar button at the top of the calendar view. Select From address book when searching for a member of the Tampere university community.
Type the name of the person you are looking for in the search field, and when their name appears, click on it and press OK.
The calendar opens next to your own, and if you wish, you can also view the calendars on top of each other (arrow to the left in front of the name). Color codes indicate which calendar is being viewed.
All the calendars you open remain as names in the menu on the left, but you can remove a calendar from the list by right-clicking on the name (Delete calendar). The calendar owner does not know who is viewing their calendar, and the calendar only shows free/busy status unless the calendar owner has specifically granted you broader rights to view calendar entries.
Schedule assistant:
You can use the schedule assistant in the calendar to help find a suitable time for a meeting. Once you have selected the people for the meeting invitation, the Schedule assistant tab provides an overview of all participants’ calendars. You can browse for free time in the calendars or use the recommendations on the right for the best times.
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Tip updated 10/2024