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.

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Objectifs :

This document aims to provide a comprehensive guide on how to effectively organize a meeting with a large number of participants using the scheduling poll tool in Microsoft Outlook. It outlines the steps to create a poll, manage participants, and ensure a smooth scheduling process.

Chapitres :

  1. Introduction
    Organizing a meeting with numerous participants, especially those external to your organization, can be a challenging task. The scheduling poll tool in Microsoft Outlook simplifies this process, allowing you to find a suitable date for everyone without the hassle of sending multiple messages or emails.
  2. Getting Started with the Scheduling Poll Tool
    To begin, open the new version of Microsoft Outlook. Start a new email or reply to an existing one. Enter the meeting subject; if left blank, the scheduling poll will automatically assign a standardized subject that includes the word 'vote' followed by the names of all participants.
  3. Creating the Poll
    Click in the body of the email to make the scheduling poll button available. Click on the button to add participants to the meeting. The email recipients will be considered mandatory participants, while those in copy will be optional. Adjust the time zone if necessary and set the meeting duration. If scheduling an event outside of working hours, such as a dinner, uncheck the 'time allocated to meetings' box to allow for extended time slots.
  4. Selecting Time Slots
    Select the day you are interested in. By default, the scheduling poll tool displays the best available slots first, but you can sort by schedule. If the members are part of your organization, the tool will automatically show their availability. Hover over the person icons to check their status: green indicates available, purple means tentative, red signifies unavailable, and gray indicates external participants.
  5. Finalizing the Meeting Details
    After selecting the suitable time slots, click 'Next.' The tool will prompt you to specify the meeting location, for example, 'Steven's office.' If the room's availability is managed in Outlook, add it as a participant. Uncheck the 'Teams meeting' box if it is an in-person meeting only.
  6. Setting Meeting Parameters
    You will have access to five parameters: - Schedule when attendees reach consensus: The tool will select the closest time slot where everyone is available and automatically send the meeting email along with a Teams link if needed. - Hold selected times on my calendar: All selected time slots will remain tentative until a specific time is chosen. Unselected slots will be released upon date selection. - Notify me about poll updates: Receive an email for each participant's response, which can be deactivated for large meetings. - Require attendees to verify their identity: External participants will need to confirm their identity via a code sent by email. - Lock Poll for Attendees: Prevents participants from suggesting other meeting slots or proposing additional participants.
  7. Creating and Sending the Poll
    Once all details are set, click 'Create Poll' to integrate the poll into your email. Finally, compose your email and send it to the participants. Let the scheduling poll tool manage the meeting planning according to the preferences of the recipients.
  8. Conclusion
    Using the scheduling poll tool in Microsoft Outlook streamlines the process of organizing meetings with multiple participants. By following the outlined steps, you can efficiently coordinate schedules and ensure that everyone is accommodated, ultimately saving time and reducing the complexity of meeting arrangements.

FAQ :

What is the purpose of the Scheduling Poll Tool in Microsoft Outlook?

The Scheduling Poll Tool helps users organize meetings by allowing them to propose multiple time slots to participants, making it easier to find a time that works for everyone.

How do I add participants to a scheduling poll?

You can add participants by entering their email addresses in the email body when creating the scheduling poll. Recipients of the email will be considered mandatory participants, while those in copy will be optional.

What does the color coding in the scheduling poll indicate?

The color coding indicates participant availability: Green means available, Purple means tentative, Red means unavailable, and Gray indicates that the participant is external to the organization.

Can I schedule meetings outside of working hours using the scheduling poll?

Yes, you can schedule meetings outside of working hours by unchecking the 'time allocated to meetings' box, which allows for extended time slots.

What happens if all participants do not respond to the scheduling poll?

If all participants do not respond, the scheduling poll tool will select the closest time slot where the majority are available, and it will automatically schedule the meeting.

How can I ensure that external participants verify their identity?

External participants will need to confirm their identity by entering a code sent to their email before they can respond to the poll.

Quelques cas d'usages :

Organizing a Corporate Event

When planning a corporate dinner or event with external clients, the scheduling poll tool can streamline the process by allowing all participants to select their preferred time slots, ensuring maximum attendance.

Scheduling Team Meetings Across Different Time Zones

For teams spread across various time zones, the scheduling poll tool helps identify suitable meeting times that accommodate all members, improving collaboration and communication.

Managing Large Project Meetings

In large projects involving multiple stakeholders, using the scheduling poll tool can simplify the coordination of meetings, allowing project managers to efficiently gather availability and finalize meeting times.

Conducting Training Sessions

When organizing training sessions for employees, the scheduling poll tool can help identify the best time slots for participants, ensuring higher attendance and engagement.

Client Consultations

For consultants meeting with clients, the scheduling poll tool can facilitate the arrangement of meetings by allowing clients to choose from proposed times, enhancing client satisfaction and relationship management.

Glossaire :

Scheduling Poll Tool

A feature in Microsoft Outlook that allows users to propose multiple meeting times to participants and find a consensus on the best time for everyone.

Mandatory Participants

Participants who are required to attend the meeting. In the context of the scheduling poll, these are the email recipients.

Optional Participants

Participants who are not required to attend the meeting but are invited. These are individuals included in the email copy.

Time Zone

A region of the globe that observes a uniform standard time for legal, commercial, and social purposes. Adjusting the time zone is important for scheduling meetings across different regions.

Color Code

A visual indicator used in the scheduling poll tool to show the availability of participants: Green indicates available, Purple indicates tentative, Red indicates unavailable, and Gray indicates external participants.

Teams Link

A hyperlink that allows participants to join a Microsoft Teams meeting. It is automatically included in the meeting email if needed.

Lock Poll for Attendees

An option that prevents participants from suggesting alternative meeting times or adding additional participants to the meeting.

résultat(s)
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.

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résultat(s)
00:00:05
Organizar uma reunião com um
00:00:07
grande número de participantes,
00:00:08
especialmente os externos ao
00:00:10
organização para quem você não faz
00:00:12
ter acesso ao seu calendário,
00:00:13
pode ser demorado.
00:00:15
Em vez de gastar tempo enviando
00:00:17
inúmeras mensagens ou e-mails para
00:00:18
encontrar uma data adequada para todos,
00:00:20
Usar a ferramenta de pesquisa de agendamento
00:00:23
fornecido pelo Microsoft Outlook.
00:00:24
Abra a nova versão do Outlook.
00:00:29
Inicie um novo e-mail ou responda a alguém.
00:00:35
Insira o assunto da reunião.
00:00:37
Se deixado em branco, o agendamento
00:00:39
sondagem atribuirá um padronizado
00:00:41
sujeito com a palavra voto,
00:00:42
seguido dos nomes de todos os participantes.
00:00:46
Clique no corpo do e-mail para fazer
00:00:48
o botão de enquete de agendamento disponível.
00:00:50
Clique nele. Adicione participantes à reunião.
00:00:54
Os destinatários do e-mail serão
00:00:56
considerados participantes obrigatórios,
00:00:58
enquanto os em cópia serão opcionais.
00:01:08
Ajuste o fuso horário, se necessário.
00:01:14
Definir a duração da reunião
00:01:18
Se você quiser agendar um evento fora
00:01:20
do horário de trabalho, como um jantar,
00:01:23
Desmarcar o tempo atribuído às reuniões
00:01:26
caixa para ter intervalos de tempo alargados.
00:01:29
Selecione o dia em que está interessado.
00:01:34
Por padrão, a ferramenta Sondagem de Agendamento
00:01:36
Exibe primeiro os melhores slots disponíveis.
00:01:39
Você pode classificar por horário.
00:01:42
Se os membros fizerem parte da sua organização,
00:01:45
A ferramenta de sondagem de agendamento
00:01:47
exibir automaticamente a sua disponibilidade.
00:01:48
Passe o cursor sobre os ícones da pessoa para
00:01:50
Verifique quem está disponível ou não.
00:01:52
O código de cor indica verde Disponível,
00:01:56
Evento roxo classificado como provisório,
00:02:01
Vermelho indisponível para o intervalo de tempo,
00:02:05
Cinzento externo à organização,
00:02:08
daí a importância de
00:02:09
consultando-os através de uma sondagem.
00:02:11
Clique na seta para ver todos os participantes.
00:02:16
Selecione as faixas horárias adequadas
00:02:18
é melhor clicar neles.
00:02:26
O agendamento da sondagem informa-o de:
00:02:28
o número de faixas horárias selecionadas.
00:02:29
Clique em Avançar. Em seguida, a ferramenta solicita
00:02:31
você para especificar o local da reunião,
00:02:34
por exemplo, o escritório de Steven.
00:02:37
Adicionar a sala como participante, se for
00:02:40
a disponibilidade também é gerenciada no Outlook,
00:02:43
Desmarque a caixa de reunião da equipe se
00:02:45
é apenas uma reunião presencial.
00:02:48
Em seguida, você tem acesso a cinco parâmetros.
00:02:51
Agende quando os participantes chegarem a um consenso.
00:02:54
Quando todos os participantes tiverem respondido,
00:02:56
A ferramenta de sondagem de horários
00:02:58
selecione o intervalo de tempo mais próximo em que
00:03:00
todos estão disponíveis.
00:03:01
Ele será agendado automaticamente
00:03:03
e envie o e-mail da reunião junto
00:03:06
com o link Teams, se necessário.
00:03:08
Manter as horas selecionadas no meu calendário.
00:03:10
Todas as faixas horárias selecionadas
00:03:12
Permaneça provisório no seu calendário
00:03:14
até que seja escolhido um momento específico.
00:03:16
As faixas horárias não selecionadas serão libertadas
00:03:19
na seleção da data.
00:03:21
Notifique-me sobre atualizações de enquetes.
00:03:23
Para cada participante que responder,
00:03:24
Recebo um e-mail.
00:03:26
Esta opção pode ser desativada
00:03:27
se a reunião tiver uma dimensão muito grande
00:03:29
número de participantes.
00:03:32
Exigir que os participantes verifiquem sua identidade.
00:03:35
Os participantes terão de clicar em
00:03:37
seu nome para responder à enquete.
00:03:39
Se a pessoa for externa à empresa,
00:03:41
terão de confirmar a sua identidade
00:03:44
de antemão através de um código enviado por e-mail.
00:03:48
O Lock Pole for Attendees impede
00:03:50
participantes de sugerir outros
00:03:52
faixas horárias para reuniões, bem como propostas
00:03:55
participantes adicionais para a reunião.
00:03:57
Clique em Criar sondagem para integrar
00:03:59
a enquete em seu e-mail.
00:04:02
Por fim, escreva o seu e-mail
00:04:04
e enviá-lo aos participantes.
00:04:07
Deixe a ferramenta planejar a reunião de acordo com
00:04:09
às preferências dos destinatários.

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