Using the Scheduling Assistant in Outlook Web App

You can usually set up a meeting invitation using the default new event page, but sometimes you’ll want extra help to coordinate multiple schedules or search for resources.

In this article

Open the Scheduling Assistant

  1. Select Calendar at the top of the Outlook Web App window.
  2. Select New event.

     Tip    You can start entering meeting information here, or wait until you’ve finished with the Scheduling Assistant.

  3. Select Scheduling assistant.

The date, time, duration of your meeting, and any attendees that you added before you opened the Scheduling Assistant will be carried over and you can change them as needed.

Top of Page Top of Page

Select attendees

Type the names of people you want to invite in the Attendees box. This box works just like the To line in a new message. Outlook Web App will search for matches as you type. If no match is found, or the matches returned aren’t correct, you can search for attendees.

Each person you add will automatically be added as Required. To change that status, right-click the name or, if you’re using a touch device, touch and hold the name, and then select Attendance optional. As you add people you’ll see a count of the total number of people invited and how many conflicts there are.

To remove an attendee, select the remove icon discard next to their name.

Scheduling Assistant Attendees

Top of Page Top of Page

Choose a location

You can select Add room at the bottom of the Scheduling Assistant to see conference rooms from your organization’s address list. The Scheduling Assistant automatically shows only rooms that are available at the time you’ve currently set, but you can see other rooms if you want to.

Scheduling Assistant add a room

If your organization has more than a few rooms, the admin for your organization may have organized the rooms into room lists. Room lists are collections of rooms that typically include similar characteristics, such as rooms that are in the same building. To select a room from a room list, select Add room, select a room list, and then select the room you want.

After you’ve selected a room, it will be added to the calendar grid. You can change the conference room by selecting Change room. To remove the conference room, right-click it or, if you’re using a touch device, touch and hold it, and then select Remove.

Top of Page Top of Page

View calendars

As you add attendees and a location, their calendar information will appear in the calendar grid. You can select day or week view at the top of the calendar. If you select week view, the calendar grid will show a merged view of the attendees’ calendars.

 Tip    In week view, you can hover over a block of time to see more information about conflicts at that time.

Scheduling Assistant grid

Top of Page Top of Page


When you’ve finished, select checkmark OK to save your changes or discard Discard to cancel.

You’ll be returned to the new event window, where you can finish adding details to your meeting. When you’ve finished, select send Send to send the invitation, or discard Discard to cancel all your changes.

Scheduling assistant

Top of Page Top of Page

What if I want to know more?

For more information, see Calendar overview.

Applies to:
Microsoft Outlook Web App for Office 365 operated by 21Vianet - Small Business, Outlook Web App, Outlook Web App for Office 365 Enterprise, Outlook Web App for Office 365 operated by 21Vianet, Outlook Web App for Office 365 Small Business