What Is a Scheduling Poll?

Scheduling Poll (formerly FindTime) allows faculty to:

  • Propose multiple meeting times.
  • Allow attendees to vote on their availability.
  • Automatically schedule a meeting when a consensus is reached.
  • Reduce back-and-forth emails when coordinating meetings.

Common uses include:

  • Department meetings
  • Committee meetings
  • Student organization meetings
  • Faculty collaboration sessions
  • Advising appointments

Step 1: Create a New Email

  1. Open Outlook.
  2. Select New Email.
  3. Enter the email addresses of the individuals you would like to invite.

Step 2: Open Scheduling Poll

In New Outlook or Outlook on the Web

  1. In the new message window, select the three dots (...) on the toolbar.
  2. Choose Scheduling Poll.

Step 3: Select Meeting Duration

The Scheduling Poll pane will open on the right side of the screen.

  1. Select the desired meeting duration.

Examples:

  • 30 minutes
  • 60 minutes
  • 90 minutes
  • 2 hours

Step 4: Choose Meeting Dates and Times

  1. Review the suggested dates and times.
  2. Select several options for attendees to choose from, then select Next.

Best Practice: Offer at least three to five meeting options.

Selected times will be added to the poll.

Step 5: Configure Poll Settings

Select Manage Poll Settings or the settings icon.

Recommended settings:

✅ Schedule when attendees reach consensus

✅ Hold selected times on my calendar

✅ Notify me about poll updates

Optional settings:

☐ Require attendees to verify their identity

☐ Lock poll for attendees

Step 6: Create the Poll

  1. Review the selected dates and times.
  2. Select Create Poll.

The poll will automatically be inserted into your email message.

Step 7: Add Instructions for Attendees

Above the scheduling poll, add a brief message.

Example

Please select all dates and times that work for your schedule. Once responses are received, a meeting invitation will be sent for the selected time.

Step 8: Send the Poll

  1. Review your recipients and poll options.
  2. Select Send.

Attendees will receive an email containing a link to the scheduling poll.


How Attendees Respond

Recipients can:

  1. Open the email.
  2. Select the poll link.
  3. Indicate their availability for each proposed time.
  4. Submit their responses.

Response options may include:

  • Preferred
  • Yes
  • No

Viewing Responses

  1. Open the original email from your Sent Items folder.
  2. Select View Poll.

From the poll page, you can:

  • Monitor responses.
  • View attendee availability.
  • See who has not responded.
  • Send reminders if needed.

Scheduling the Meeting

Automatic Scheduling

If Schedule when attendees reach consensus was enabled:

  • The meeting is automatically scheduled.
  • Invitations are sent to attendees.
  • The meeting is added to your calendar.

Manual Scheduling

  1. Open the poll.
  2. Review attendee responses.
  3. Select the preferred meeting time.
  4. Choose Schedule Meeting.

Best Practices

✅ Include all attendees before creating the poll.

✅ Offer several meeting options.

✅ Hold selected times on your calendar.

✅ Use Microsoft Teams for virtual meetings.

✅ Monitor responses and send reminders as needed.

✅ Enable automatic scheduling when appropriate.