How do I use Scheduling Assistant for Outlook 2010/2013/2016?
Scheduling Assistant is a tool in Outlook that helps you find the best time to schedule a meeting or room usage by displaying times when a person or room is busy or free.
In order to use Scheduling Assistant:
- Open Outlook.
- Under the Home tab, within the Respond group, click the Meeting option.
- Under the Meeting tab, within the Show group, click the Scheduling Assistant button.
- This will open the Scheduling Assistant window.
Key features of Scheduling Assistant:
- You will be able to view your current obligations and meetings/appointments on the Scheduling Assistant screen. Availability will be listed as either Busy, Tentative, Out of Office, No Information, or Outside of working hours.
- Use the Add Attendees... button to add more people or entities to the meeting(s).
- Use the Add Rooms... button to add a room or several rooms to the display to see if they are occupied and also claim a time frame to use them.
- Use the Options button to configure Scheduling Assistant to Show Only My Working Hours, Show Calendar Details, and to Refresh Free/Busy.
- The Room Finder pane on the right-hand side of the screen gauges room availability as Good, Fair, or Poor, and lists any available rooms. It also displays Suggested times that are the best times to use the room(s) and how many there are available.
- When something has been scheduled, the starting time of the event is denoted by a green vertical line, while the ending time is denoted by a red vertical line.
For a more thorough explanation of Scheduling Assistant and Microsoft's official tutorials on how to use it, please navigate to: