Outlook - Use the Meeting Dashboard Tutorial

Discover how to use the meeting dashboard in Outlook to manage and track ongoing polls effortlessly. Access your scheduling poll dashboard directly from your sent items and take charge of editing, canceling, or proposing new time slots. Stay informed about poll statuses, customize default options, and ensure seamless scheduling. Enhance your collaboration and productivity with these insightful Outlook tips!

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Available in Microsoft365

Objectifs :

This tutorial aims to provide a comprehensive guide on how to effectively use the scheduling poll dashboard in Outlook for managing ongoing polls and tracking participant responses.

Chapitres :

Introduction to Scheduling Polls in Outlook
In this tutorial, we will demonstrate how to utilize the scheduling poll dashboard in Outlook. This tool is essential for managing ongoing polls and tracking participant responses efficiently.
Accessing the Scheduling Poll Dashboard
You can access your scheduling poll dashboard directly from your Sent Items. To do this, click the link that says 'View all your polls'. Once you are on your dashboard, you will see a page displaying all ongoing polls.
Understanding the Dashboard Interface
The dashboard interface shows active polls that still require votes from you or other participants. From this interface, you can edit the meeting's name, location, or duration, and even cancel the poll if the meeting is no longer needed.
Managing Polls
Hover over the calendar icon to review the voting settings. Clicking on the poll's name will open it in a new tab, where you can view the selected time slots and update your availability. If your schedule changes, you can revisit the poll and click 'No' to remove one or more previously selected time slots.
Tracking Participant Responses
You can review how other participants have voted. Once a consensus is reached, click 'Schedule Meeting' to finalize the time slot with the most votes and send the meeting invitation. If the current options do not work for everyone, you can suggest additional time slots by clicking 'Propose Another Time'.
Checking Poll Status
Back on the dashboard, you can check the status of your polls: completed ones that have been finalized, canceled polls that were stopped, and expired polls that did not result in a meeting within the allotted time.
Customizing Poll Settings
Click on 'Poll Settings' to customize the default options for your polls. Here are some adjustments you can make: - Notify me about poll updates: Receive an email when participants vote or when the poll is modified. - Schedule: Automatically send a meeting invite as soon as a time is agreed upon by all participants. - Hold selected times on my schedule: Temporarily block the suggested time slots on your calendar until the poll results are finalized. - Lock the poll for attendees: Prevent participants from adding new time slots or proposing additional attendees. - Require attendees to verify their identity: Require participants to authenticate via an account or code sent by email. - Default meeting duration: Modify the default meeting duration suggested by the poll tool. - Limit suggestions to meeting hours: Keep this unchecked if you want to propose time slots outside regular working hours.
Finalizing Adjustments
Once you have made the necessary adjustments, click 'Save' to apply these changes to your scheduling poll. Now you know how to manage your scheduling polls in Outlook effectively.

FAQ :

How do I access the scheduling poll dashboard in Outlook?

You can access the scheduling poll dashboard directly from your sent items by clicking the link that says 'view all your polls'.

What can I do from the scheduling poll dashboard?

From the dashboard, you can view ongoing polls, edit meeting details, cancel polls, check participant votes, and finalize meeting times.

How do I suggest additional time slots for a meeting?

If the current options do not work for everyone, you can suggest additional time slots by clicking 'propose another time' on the poll.

What happens if a poll expires?

If a poll expires, it means that a meeting was not scheduled within the allotted time, and the poll will be marked as expired on the dashboard.

Can I customize the settings for my scheduling polls?

Yes, you can customize various settings for your scheduling polls, including notifications, authentication requirements, and default meeting duration.

What does it mean to lock the poll for attendees?

Locking the poll for attendees prevents participants from adding new time slots or proposing additional attendees once the poll is active.

Quelques cas d'usages :

Team Meeting Coordination

Use the scheduling poll feature to coordinate team meetings by allowing all members to vote on their availability, ensuring maximum participation.

Client Consultation Scheduling

When scheduling consultations with clients, utilize the scheduling poll to find a time that works for both parties, improving client satisfaction and engagement.

Project Kickoff Meetings

For project kickoff meetings, use the scheduling poll to gather availability from all stakeholders, ensuring that everyone can attend the initial discussion.

Event Planning

In event planning, leverage scheduling polls to determine the best date and time for events, accommodating the schedules of various participants.

Remote Team Collaboration

For remote teams, use scheduling polls to facilitate collaboration by finding suitable meeting times across different time zones, enhancing productivity.

Glossaire :

scheduling poll

A scheduling poll is a tool used to determine the best time for a meeting by allowing participants to vote on their availability.

dashboard

A dashboard is a user interface that displays key information and metrics, in this case, showing all ongoing polls and their statuses.

participant responses

Participant responses refer to the feedback or votes provided by individuals regarding their availability for a meeting.

sent items

Sent items is a folder in email applications where copies of emails that have been sent are stored.

voting settings

Voting settings are the options that determine how participants can vote in a scheduling poll, including anonymity and voting methods.

consensus

Consensus is a general agreement among a group, in this context, it refers to the majority decision on a meeting time.

propose another time

This option allows users to suggest additional time slots for a meeting if the current options do not work for everyone.

poll settings

Poll settings are customizable options that allow users to adjust how their scheduling polls function.

authentication

Authentication is the process of verifying the identity of participants, often through an account or a code sent via email.

default meeting duration

Default meeting duration is the pre-set length of time for meetings suggested by the scheduling tool.

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we'll demonstrate how to use the scheduling poll dashboard in

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outlook to manage ongoing polls and track participant responses.

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You can access your scheduling pole dashboard directly from your sent items

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to do this. Click the link that says view all your poll.

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Once you're on your dashboard, you'll see a page displaying all ongoing polls.

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This interface shows active polls that still

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require votes from you or other participants

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from this interface. You can

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edit the meeting's name, its location

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or duration,

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cancel the poll if the meeting is no longer needed,

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hover over the calendar icon to review the voting settings.

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Clicking on the poll's name will open it in a new tab from where

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you'll be able to view the selected time slots and update your availability.

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If your schedule has changed,

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you can revisit the poll and click no to

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remove one or more previously selected time slots,

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you can review how other participants have voted

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once a consensus is reached click schedule meeting to finalize the

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time slot with the most votes and send the meeting invitation.

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If the current options don't work for everyone,

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you can suggest additional time slots by clicking propose another time.

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This provides more alternatives to help accommodate more participants

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back on the dashboard, you can check the status of your polls

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completed the ones that have been finalized, canceled polls that were stopped

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expired.

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Those that didn't result in a meeting within the allotted time.

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Click on poll settings to customize the default options for your polls.

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Here's what you can adjust.

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Notify me about poll updates.

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Receive an email when participants vote or when the poll is modified schedule.

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When attendees reach consensus

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automatically send a meeting invite,

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as soon as a time is agreed upon by all participants

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hold selected times on my schedules temporarily block the suggested time

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slots on your calendar until the poll results are finalized.

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Lock the pole for attendees prevent participants from adding new time

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slots or proposing additional attendees require

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attendees to verify their identity,

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require participants to authenticate via an account or code sent by email.

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Default meeting duration,

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modify the default meeting duration suggested by the

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poll tool limit suggestions to meeting hours.

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Keep this unchecked if you want to

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propose time slots outside regular working hours,

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once you've made the necessary adjustments,

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click save to apply these changes to your scheduling pole

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and there we are now, you know how to manage your scheduling polls and outlook.

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