Tech Tip: How to create a scheduling poll using Outlook • Blisstech Solutions

Welcome to a new Tuesday tech tip video where we will be exploring how to create a scheduling poll using Outlook.

You know what it’s like when you are trying to get everyone together for a meeting. Trying to find a time that suits everyone can be a real pain! There are third-party applications, such as Calendly and Doodle, that will allow you to simplify this, but did you know there is a new scheduling poll feature built into Outlook?

This will allow you to send a list of possible times and get people to vote on them. Once everyone has voted it will automatically schedule the meeting.

Cool eh? And what’s more, it is included in your Microsoft 365 subscription.

This video will show you how to use it.

Enjoy.

Transcript

Hello everyone and welcome to another edition of Blisstech Solutions Tuesday Tech Tips.

In today’s tip, I’m going to show you how you can create a scheduling poll in Outlook where you can send a list of times that you’re available for a meeting and enable other people to vote on those times, so you don’t have to keep going backwards and forwards, asking people when they’re available. And it’s particularly useful if you’re trying to arrange a meeting with quite a few people.

This is built into Outlook. It’s quite a new feature, so you may not have seen it before, and I’m going to show you how it works.
I’ve already opened a new e-mail I’ve put in some recipients that I want to attend the meeting, and then what I’m going to do is in the Message menu we have New Scheduling Poll.

If I click that it’s going to pop up and it’s going to give us a few options.

So, we have the meeting duration, we have a date when we can select that meeting for, and I’m going to select next Thursday. We can schedule within working hours or outside the working hours, but I’m going to leave it as working hours. And then we can select some options for meeting times that we want to offer.

We then click Next and then we have further settings that we can select.

  • The first one will automatically schedule the meeting when everybody’s reached a consensus.
  • The next will put all the times as tentative in your diary until it’s been the vote has completed.
  • The next will send you emails with updates on the pole,
  • The next requires attendees to verify their identity so that will require that they authenticate
  • The final one is locking it so people can’t make any changes.

So, I’m going to leave all that a default, I’m going to put in a location and then I’m going to create the poll.

This adds the poll to the e-mail and when I click send all the recipients are going to get an e-mail to ask them to vote on the poll.

There are quite a few steps involved in the process behind the scenes, so I’m going to show you one I made earlier so you can see what it will look like from a recipient’s point of view and then see what it looks like when people have voted on the poll.

So here we see one of the recipients has received an e-mail asking them to vote on the poll. When they click that button, they’ll be taken to another page where they’ll be asked to verify their identity, either by logging into Microsoft 365 or, if they don’t have a 365 account, they can have a one-time password emailed to them.

Then they get to choose which options work for them, so they select all the required options and then they click Vote.

When everybody’s been through that process, what will happen is I will receive an e-mail telling me that everyone has voted and it will be automatically added to my diary.

It will also send a meeting invite, from me to all recipients in the poll at the time that was chosen so that they accept it and add the meeting to their diary.

So, let’s just show you what that looks like when I receive that e-mail.
Here we can see that we received an e-mail that the poll has reached a consensus. Everyone will have automatically been emailed a meeting invite for the time that everybody can make which they can then accept.

So, this is a really simple way of allowing you to arrange a meeting by offering people multiple options of times and then automatically scheduling it when everybody decided on a time.

We hope you found this tip useful.  If you want more tech tips, take a look at our Learning Zone.

More Content

A woman looking at her phone while working from home

Homeworking is bad for IT security

A new homeworking security report from CyberArk has surveyed 3000 remote office workers and IT professionals. It finds that increased homeworking, resulting from the 2020 pandemic, could be bad news for a company’s IT security posture. It has uncovered several...

Tech Tip: How to Provide Remote Support for FREE with Quick Assist

This Two Minute Tech Tip shows you how to view or control someone else's screen for FREE. As an IT managed service provider we have lots of tools we have to pay for to help us support our clients. However, if you've ever been in a situation where you are trying to...

5 Reasons why cybersecurity awareness training is a good investment

Cyber attacks are on the rise. Any business that has experienced any form of internet security breach knows that it can be costly in terms of time and money. The reputation of a business is also at stake if client data is compromised. Cybersecurity is an issue that...

Phishing – If you’re under pressure to take urgent action – stop and think

Phishing scams are one of the biggest security threats to your business right now and cybercriminals are always coming up with new phishing techniques. A massive 83% of organisations said they suffered successful attacks last year. And with just under a third of...

Windows 12 is coming… here’s what we know so far

While Windows 11 is only just celebrating its first birthday, we’re already hearing our first rumours about what Windows 12 will have in store. There’s no rush for the time being – we won’t see this new operating system until the back end of 2024 – but we love to be ready for what’s coming next, so here’s what we know …

Laptop and stethoscope

How Much Should You Pay for IT Managed Service Costs in the UK?

If you are looking for managed IT services in the UK, you should understand there is no "one-size-fits-all" solution. There are many managed service providers out there and they offer a huge range of prices. This can be overwhelming when trying to choose between them!...
1 in 4 people struggle with password overload. Here’s the answer

1 in 4 people struggle with password managment. Here’s the answer

Struggling from password overload? You’re not alone, and it’s putting your business at risk of data theft. Good news: There’s a very simple solution and we’ll tell you all about it.

Windows is the prime target for cyber criminals

With its huge dominance in the workplace, Microsoft’s Windows has become the prime target for cyber criminals.

Tech Tip: How to use a Password Manager

This Tech Tip is a tip on how to manage your passwords. It's a long tip this week, but that's because there is a lot to tell! With so many things being done online now, passwords are needed constantly.  But with the advice that every password should be unique and not...
Man with magnifying glass

Cyber Essentials: A Guide to CE and its Benefits

Many people have heard of Cyber Essentials (CE), but do you know what it is and what benefits it can bring to your business? This article will discuss what cyber essentials is and how it can help your business and the role that a Cyber Essentials assessor plays in...
Share This
Contact
Love Lane
Cleobury Mortimer
Shropshire DY14 8PE

01299 382 321
[email protected]
Copyright © 2023 Blisstech Solution Ltd
Registered No: 08125391 VAT No : 307 5490 05