Office 365 (Outlook on the web) - Using the Scheduling Assistant

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.

For further details regarding changing the default calendar permissions, you can refer to the following document Office 365 (Outlook on the web | Outlook 2016 | Outlook 2013) - Manage permissions to your calendar.

The following topics are covered:

Open the Scheduling Assistant

  1. Open the app launcher tool in the top left of your Outlook on the web window as shown below.


  2. Select calendar from the list of available apps.

    Select Calendar

  3. Select New and then Calendar event.

    New Event

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

  4. Select Scheduling assistant.

    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.

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 on the web 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 Remove Icon next to their name.

Choose a location

You can select Add a 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.

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, click the remove button Remove Icon next to the room.

Add Room

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.

Week View


When you've finished, click Check Mark OK to save your changes or Remove Icon 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, click Send Send to send the invitation, or Remove Icon Discard to cancel all your changes.

What if I want to know more?

Office 365 (Outlook on the web) - Calendar Overview

Keywords:microsoft office 365 web client outlook web app help calendaring overview scheduling assistant owa o365   Doc ID:29861
Owner:Ara M.Group:Office 365
Created:2013-04-25 12:09 CDTUpdated:2017-02-03 12:32 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, UW Platteville, UW-Milwaukee Help Desk
Feedback:  3   4