How to Use the Scheduling Assistant in Outlook (Find a Time That Works for Everyone)
"Does Tuesday at 2 work?" "No, how about Wednesday?" "I'm out Wednesday…" Six emails later, you still don't have a meeting. The Scheduling Assistant shows everyone's calendar side by side so you can pick a free slot in seconds.
Quick reference
| What you want | How |
|---|---|
| See everyone's availability | New event → Scheduling Assistant |
| Let Outlook pick | AutoPick (classic) / suggested times (new) |
| People outside your organisation | Scheduling poll |
| Book a room | Room Finder / add the room as a location |
1. Open the Scheduling Assistant
1. Start a new meeting in the Calendar and add your attendees.
2. Click the Scheduling Assistant tab (new Outlook) or button on the ribbon (classic).
2. Click the Scheduling Assistant tab (new Outlook) or button on the ribbon (classic).
You'll see a grid: one row per person, with their busy times shaded. Scroll left and right to look at different days. White space in every row is a time everyone is free.
2. Pick a time
Click a clear column in the grid, or drag the highlighted block to a free slot. The meeting time updates as you drag. Go back to the main event tab and click Send.
In new Outlook, the right-hand pane also lists suggested times when everyone is available — click one to use it.
In classic Outlook, click AutoPick Next to jump to the next slot that works for everyone.
3. What the colours mean
• Blue / solid — busy
• Hatched or lighter — tentative
• Purple / striped — out of office
• Grey — outside their working hours, or no information available
• Hatched or lighter — tentative
• Purple / striped — out of office
• Grey — outside their working hours, or no information available
If someone's row is entirely grey, Outlook can't see their calendar (see Troubleshooting).
4. Working hours
The grid greys out hours outside each person's working day. If a colleague works 7am–3pm and you work 10am–6pm, the clear overlap is where to look. Set your own in Settings → Calendar → Work hours and location so others schedule you sensibly.
5. People outside your organisation: use a scheduling poll
The Scheduling Assistant only sees calendars in your own organisation. For clients and suppliers, send a scheduling poll instead:
1. In a new email or meeting, click Scheduling poll (new Outlook: on the toolbar or under ⋯; classic: New Meeting Poll on the ribbon).
2. Pick a few time options and set the duration.
3. Send. Everyone votes on the times that suit them, and Outlook books the winning slot automatically.
2. Pick a few time options and set the duration.
3. Send. Everyone votes on the times that suit them, and Outlook books the winning slot automatically.
6. Book a room
If your organisation has meeting rooms set up in Microsoft 365, add the room as an attendee or click Room Finder. Its availability appears in the grid like a person's, and it accepts or declines automatically.
Troubleshooting
Everyone's row is grey. The attendee is outside your organisation, or you typed their address wrongly. Check the address, or use a scheduling poll.
It says someone is free but they say they're not. They haven't put the appointment in their Outlook calendar — the assistant can only show what's there. Or their calendar permissions are set to hide free/busy information.
I can't find the Scheduling Assistant. You're creating an appointment, not a meeting. Add at least one attendee (new Outlook) or click Invite Attendees (classic) and the tab appears.
Wrapping up
Add the people, open the Scheduling Assistant, click the white space. For anyone outside your company, send a scheduling poll and let them vote.
