FindTime - Create a scheduling poll Tutorial

Discover how to create a meeting poll in this video titled "Creating a scheduling poll" This resource is designed for intermediate-level learners looking for effective ways to communicate and manage their time.

You will learn how to create an interactive poll to gather opinions and preferences from meeting participants. This skill will enable you to facilitate decision-making and organize more productive meetings.

Don't miss this opportunity to enhance your communication and time management skills.

  • 4:12
  • 1225 views
00:00:05
Organizing a meeting with a
00:00:07
large number of participants,
00:00:08
especially those external to the
00:00:10
organization for whom you don't
00:00:12
have access to their calendar,
00:00:13
can be time consuming.
00:00:15
Instead of spending time sending
00:00:17
numerous messages or emails to
00:00:18
find a suitable date for everyone,
00:00:20
use the scheduling poll tool
00:00:23
provided by Microsoft Outlook.
00:00:24
Open the new version of Outlook.
00:00:29
Start a new e-mail or reply to someone.
00:00:35
Enter the meeting subject.
00:00:37
If left blank, the scheduling
00:00:39
poll will assign a standardized
00:00:41
subject with the word vote,
00:00:42
followed by the names of all participants.
00:00:46
Click in the body of the e-mail to make
00:00:48
the scheduling poll button available.
00:00:50
Click on it. Add participants to the meeting.
00:00:54
The e-mail recipients will be
00:00:56
considered mandatory participants,
00:00:58
while those in copy will be optional.
00:01:08
Adjust the time zone if necessary.
00:01:14
Set the meeting duration
00:01:18
If you want to schedule an event outside
00:01:20
of working hours, such as a dinner,
00:01:23
uncheck the time allocated to meetings
00:01:26
box to have extended time slots.
00:01:29
Select the day you're interested in.
00:01:34
By default, the Scheduling Poll tool
00:01:36
displays the best available slots first.
00:01:39
You can sort by schedule.
00:01:42
If the members are part of your organization,
00:01:45
the scheduling poll tool will
00:01:47
automatically display their availability.
00:01:48
Hover over the person icons to
00:01:50
check who is available or not.
00:01:52
The color code indicates green Available,
00:01:56
Purple Event classified as Tentative,
00:02:01
Red unavailable for the time slot,
00:02:05
Gray external to the organization,
00:02:08
hence the importance of
00:02:09
consulting them through a poll.
00:02:11
Click on the arrow to see all participants.
00:02:16
Select the time slots that suit
00:02:18
you best by clicking on them.
00:02:26
Scheduling poll informs you of
00:02:28
the number of selected slots.
00:02:29
Click Next. The tool then prompts
00:02:31
you to specify the meeting location,
00:02:34
for example Steven's office.
00:02:37
Add the room as a participant if it's
00:02:40
availability is also managed in Outlook,
00:02:43
uncheck the team's meeting box if
00:02:45
it is an in person meeting only.
00:02:48
You then have access to five parameters.
00:02:51
Schedule when attendees reach consensus.
00:02:54
When all participants have responded,
00:02:56
the schedule poll tool will
00:02:58
select the closest time slot where
00:03:00
everyone is available.
00:03:01
It will automatically schedule
00:03:03
and send the meeting e-mail along
00:03:06
with the Teams link if needed.
00:03:08
Hold selected times on my calendar.
00:03:10
All selected time slots will
00:03:12
remain tentative in your calendar
00:03:14
until a specific time is chosen.
00:03:16
Unselected slots will be released
00:03:19
upon date selection.
00:03:21
Notify me about poll updates.
00:03:23
For each participant who responds,
00:03:24
I receive an e-mail.
00:03:26
This option can be deactivated
00:03:27
if the meeting has a very large
00:03:29
number of participants.
00:03:32
Require attendees to verify their identity.
00:03:35
Participants will need to click on
00:03:37
their name to respond to the poll.
00:03:39
If the person is external to the company,
00:03:41
they will need to confirm their identity
00:03:44
beforehand via a code sent by e-mail.
00:03:48
Lock Pole for Attendees prevents
00:03:50
participants from suggesting other
00:03:52
meeting slots as well as proposing
00:03:55
additional participants for the meeting.
00:03:57
Click Create Poll to integrate
00:03:59
the poll into your e-mail.
00:04:02
Finally, compose your e-mail
00:04:04
and send it to participants.
00:04:07
Let the tool plan the meeting according
00:04:09
to the preferences of the recipients.

No elements match your search in this video....
Do another search or back to content !

 

Rappel

Afficher