Outlook - Create a Meeting Poll Video

Discover how to efficiently schedule meetings with the 'Create a Meeting Poll' feature in Outlook. Learn how to set the meeting time, adjust duration, and sort by availability, making it easier for all participants to choose a convenient time. With options for virtual meetings and advanced settings, this tutorial ensures seamless coordination for productive collaboration.

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This feature helps you find the best time for all participants to meet,

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ensuring your meeting is scheduled efficiently.

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First click on new event to start creating a new meeting,

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then add the participants you'd like to invite

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in the event window.

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You'll notice an option labeled scheduling pole in the toolbar. Click on it.

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A menu will appear on the right side of the event

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where you can select potential meeting times for your participants.

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Here's what you'll see in the scheduling poll menu

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time zone

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at the top.

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You'll find the drop down menu allowing you to set the time zone for the meeting.

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Make sure the correct time zone is selected

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below that there's a field to set the duration of the meeting.

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You can adjust this by clicking on the drop down to choose your desired length.

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The meeting hours toggle allows you to limit the poll options to business hours.

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Ensuring the proposed times fall within a typical workday.

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Choose the date of the meeting by selecting

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it from the date field which opens a calendar

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below the date. There's a sort by availability. Drop down menu.

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This helps you sort the time slots based on availability.

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Next,

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you can begin selecting potential meeting times by clicking on the listed ones.

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As you choose time slots,

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they will appear in a list for participants to review and vote on.

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Once you click on next,

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the selected times will appear in a list format.

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You can remove any by clicking on the trash icon next to each.

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Then you can enter a location for the meeting in its field.

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If your meeting will be virtual,

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toggle the team's meeting option to include a link in the poll.

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Next, you can adjust the settings by clicking on manage pole settings

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schedule. When attendees reach consensus automatically schedules the meeting.

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When all participants have selected the same time slot,

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hold selected times on my calendar temporarily blocks off

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the selected time slots until the meeting is scheduled.

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Notify me about poll updates, sends you updates.

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When participants respond to the poll

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require attendees to verify their identity.

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Ensures that participants authenticate themselves before responding to the poll

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lock pole for attendees prevents participants

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from making changes to their responses.

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Once they voted,

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once everything is set, click create pole at the bottom

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outlook will now insert the poll into your event invitation.

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You can add any additional details about the meeting in the description area.

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Once everything is ready,

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click send to distribute the meeting poll to your participants

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and that's it.

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You've successfully created a meeting pole and outlook,

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making it easier for everyone to choose the most convenient time to meet.

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