How to Use Outlook Scheduling Assistant on Your PC

Learn how to plan meetings with a dedicated tool

3 min. read

Updated onOctober 4, 2023

updated onOctober 4, 2023

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Key notes

Setting up meetings or booking conference rooms aren’t necessarily activities you enjoy. Outlook has ways to handle this for you, so don’t hesitate to learn how to use Outlook Scheduling Assistant.

Let’s assume you’ve been tasked with planning a meeting with several attendees. You set up the meeting and send it out without having any way to make sure everyone can actually come. What happens next?

Instead of ending up with several responses telling you that either they are unavailable or would like to propose a new time, let the Scheduling Assistant do the heavy lifting.

How can I use Outlook Scheduling Assistant?

1. Plan a meeting

Open Outlook on your computer.

2.InOutlook, click on theCalendarsection in the bottom left corner of the screen.

From theHome tab, at the top left of the screen, click on theNew Meeting icon.
SelectNew Meetingfrom the drop-down list.

5.A new window appears next. From theMeeting tab, click onScheduling Assistant.

Now, it’s time to enter adescription of the meetingin theTitle text box.
In theRequired text box, enter theemail addressof each attendee required to attend the meeting. In Outlook 2016 and 2013 instead, enter theattendeesin theTo fieldand theconference roomyou want to book under theResources field.

8.Then enter theStartandEnd times. From theSuggested Times list, you can choose the desired time or make adjustments to your time and date to find a time that works for everyone.

In theLocation text box, enter theaddressorroom number where the meeting will be held.
Up next, in theMessage area, enter anynotesyour attendees will need to know before the meeting such as anyspecial instructionsor theAgenda.
When you’re done setting up the meeting, clickSend.

Outlook Scheduling Assistant can be easily used to plan a meeting . You can set up the time, date, location and attendees, as well as create a special note to be sent to them.

When you send a meeting invitation inOutlook, the invitation includes a request for a response and gives the recipient the option to suggest a new time for the meeting.

2. Export the Outlook Scheduling Assistant to Excel

If you’re looking for a way to share yourOutlookScheduling Assistant with others, you can export your calendar to Excel, and then import it into others’Outlookcalendar folder by following the above steps.

3. Set a time zone for a meeting or appointment

Note that when you create such new meetings or appointments,Outlookuses the default time zone in yourOutlookpreferences for Calendar. This doesn’t mean that you cannot specify a different time zone for an event as you are creating it.

To display theTime zone selector, on either theOrganizer Meeting tabor theAppointment tab, clickTime Zones. There, specify the precise time zone of the event.

If older versions forOutlookfor Mac can display only two time zones, in the most recent version ofOutlookfor Mac for Office 365 andOutlook2019 no less than three separate time zones can be displayed in the Calendar.

Eager to download Outlook calendars? Find out how it’s done right here!

This article showed you how to useOutlookScheduling Assistant, export it to Excel, and set the time zone for a meeting or appointment inOutlook. Easy, right?

Just remember that instructions apply toOutlookfor Office 365,Outlook2019,Outlook2016, andOutlook2013.

If you found this article useful, let us know in the comments section.

How to Use Outlook Scheduling Assistant on Your PC#

How can I use Outlook Scheduling Assistant?#

1. Plan a meeting#

2. Export the Outlook Scheduling Assistant to Excel#

3. Set a time zone for a meeting or appointment#

How to Use Outlook Scheduling Assistant on Your PC

How can I use Outlook Scheduling Assistant?

1. Plan a meeting

2. Export the Outlook Scheduling Assistant to Excel

3. Set a time zone for a meeting or appointment