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Using FindTime to Schedule Meetings

FindTime is an add-on for Rutgers Connect that you can use to find the best times to schedule meetings. FindTime shows what days and times work the best for you and your attendees, allows you to propose your selected times to all attendees, and then vote and quickly come to a consensus. FindTime then sends out the meeting invites on your behalf, no need to send emails back and forth.

Getting started with FindTime

To get started, navigate to findtime.microsoft.com. From there, you’ll be asked to either sign in or install. If it’s your first time using FindTime, click Install for Free. You’ll be asked to log in, and must use your full Rutgers Connect email address, including the domain, and your NetID password. After logging in, FindTime will be set up for your account.

Using FindTime with Rutgers Connect on the web

When composing a new email, you can select the three small dots in the bottom row of tools which will bring up additional options. In this screen, you will see the option to select FindTime.

Note: If you have your default email address set to be something other than the email address you use to log in to Office365 (e.g. first.last@rutgers.edu rather than netid@domain.rutgers.edu) when the login screen pops up in Outlook, it may show the wrong email address, and you will have to choose the option to log in with another account, and then put in your netid@domain.rutgers.edu login account

After you have added at least one recipient, FindTime will display potential meeting times which you can customize. Invitees are categorized as “Required” and “Optional”. If someone is Cc’ed on the email, then their name will populate under the “Optional” tab, if they’re in the to field, then they’ll be filed under “Required”.

From this view, you can mouse over the small green icons of people to see who is available (green,) tentatively busy (orange,) or unavailable (orange.) After selecting some potential meeting times that work (just click on them, you can pick as many as you’d like), click Next. You’ll be given the option to insert the FindTime proposal into your email. After doing so, an embedded FindTime window of proposed meeting times will appear in your message. After the email is sent, recipients will be able to vote on the meeting times that work best for them and the time with the most votes can be selected. Before sending your message out, you can edit the proposed meeting options and change the nature of the meeting, input a meeting location or room number, and also edit the notification settings by selecting Meeting Settings.

Using FindTime from the Outlook desktop application

To use FindTime from the Outlook desktop application, after selecting New Email, choose the New Meeting Poll FindTime button from the ribbon at the top of the screen.

After you have added at least one recipient, FindTime will display potential meeting times which you can customize and the process will look exactly as it does above.

Responding to a FindTime invitation

Once the email’s been sent out, you and your recipients can look at the message and vote on a time. Do so by clicking on Select Options. A new window, FindTime Voting, will open up in an adjacent tab by default. First, you must identify who you are before you vote. Do so by clicking on the name and email address associated with your Connect account under ‘Who Are You?” If your name isn’t on the list you can click Add Yourself to join the meeting voting system. Just fill in your name and email address and you’ll be then allowed to vote on your preferred times.

This is what the voting page looks like. You can select your preferred time, times that you can and can’t make, and even vote down at the bottom of the page that none of the times work for you and add other options that do.

Once you select your preferred times, click Submit. Once you do that, you’ll be taken to this page, after everyone has voted on their favorite meeting time, you’ll receive an invite through Outlook confirming the most voted on time for your meeting.

You can find detailed documentation from Microsoft on using FindTime on their page Using the FindTime add-in.

You can also find detailed information on responding to FindTime invites on their page Using the FindTime voting page.