Scheduling Poll is a scheduling assistant tool that is included in the Microsoft 365 suite and allows you to schedule meetings more effectively without having to rely on a chain of emails.
Setting up a Scheduling Poll
To use it, look for the "Scheduling Poll" button to the right of the calendar event date/time. It is the button that looks like it has a bar graph in front of a calendar, and is immediately to the left of the "Scheduler" button.
You will be shown some times that appear to be available (though Outlook can only see Free/Busy availability for faculty/staff here at New Paltz - not for students, and not for external users).
You can use the times they suggested, or add additional options by clicking "Add new option" once for each option that you want to add.
There is also an End this poll at option, which gives people a deadline on when to submit their choices. You will want to make sure that ends before your planned/possible meeting times.
Click Send when done. It will send out the poll, and people will be able to indicate which options they can and which options they cannot meet.
What poll recipients see
Invitees will receive an email asking them to vote on the proposed options:
What the poll creator sees when votes are made
The poll creator will get an email update when people vote. The times are all put as 'tentative' on the recipients calendar until the poll closes and the creator picks a final time. The creator can click on the "Voting page" link to see all results.
Finalizing the invite
When you have all (or enough) responses, you can go into the calendar event created for the time that you want to keep (they'll all be listed with "HOLD" in the subject) and you can then choose which one you want by clicking the circle next to it and clicking End poll with selected option.
