Outlook: Create a Scheduling Poll in Outlook

1. Sign into your Villanova Outlook account.

2. Click on the calendar icon from the left sidebar menu of your Outlook home page.

   

3. Click New Event from the upper lefthand corner of your browser window.

   

4. In the pop-up window, enter a meeting title and invite attendees by entering their email addresses. Note: Suggested meeting times will appear. They are determined by the calendars of your specified attendees.

   

5. Click Scheduling Poll.

   

6. In the pop-up side bar, specify the duration of the meeting.

7. Enter a date you are available to meet and select the times you are available to schedule the meeting.

   1. Sort by availability to view suggested meeting times determined by the calendars of each attendee (recommended) or sort by time to view meeting times chronologically.

      

   2. To include meeting availability on multiple dates: click on the calendar icon, select an upcoming date, enter available meeting times, and repeat. Each meeting time you select is automatically saved.

      

   3. To include meeting times outside of your normal Outlook meeting hours, deselect the button for Meeting Hours.

      

8. The number of meeting times that your attendees will vote on is shown at the lower righthand corner of your browser window. Once you have completed selecting your availability for the meeting, click Next.

   

9. Review your specified availability and confirm that each meeting time you have provided works for you. Be prepared to meet during any of the times shown.

10. Manage poll settings: View and edit your options for how the scheduling poll will operate.

    1. Schedule when attendees reach consensus: When all required attendees have voted on a meeting time and reached consensus, a calendar event is automatically scheduled for all participants. If there are multiple meeting times with the highest number of votes, the earliest meeting time is scheduled automatically.

    2. Hold selected times on my calendar: As the organizer of the scheduling poll, you can choose to block your schedule during all of the meeting times in the poll. All meeting times will remain held on your calendar until the poll is completed (consensus is reached and meeting time is confirmed) or cancelled. It is recommended to enable this feature because it ensures that the meeting organizer is available during all of the scheduling options they provided.

    3. Notify me about poll updates: You can opt-in to notifications and get email alerts when each participant votes.

    4. Require attendees to verify their identity: You can require authentication before voting to prevent anonymous voting in the scheduling poll.

    5. Lock poll for attendees: You can limit attendees to voting capabilities only (they will not be able to suggest new times or add other attendees).

       

11. Click Create poll.

12. In the pop-up window, enter a note to accompany the email message that attendees will receive to access the scheduling poll. Click Send.

    

The scheduling poll has been sent to each attendee and the voting process is now open.

Once all attendees have reached a consensus, the meeting will automatically appear as an Outlook calendar event and all participants will receive an email notification confirming the finalized meeting date and time.

You can view all of your open, completed, cancelled, and expired polls on your scheduling poll dashboard.

To access your scheduling poll dashboard, you can:

• Sign in with your Villanova outlook email address at Scheduling Poll Dashboard Login.

• Click View all your polls from any scheduling poll invite email you have sent previously.

  

  View of scheduling poll dashboard

1. Sign in with your Villanova outlook email at Scheduling Poll Dashboard Login.

2. From the home page of your scheduling poll dashboard, find the poll you wish to edit and click Edit poll.

3. Add or change the Location of the meeting or select the revised Duration of the meeting.

   

4. Click Save.

The scheduling poll has been updated for all participants.

1. Sign in with your Villanova outlook email at Scheduling Poll Dashboard Login.

2. From the home page of your scheduling poll dashboard, find the poll you wish to edit and click on its Meeting title. Note: clicking on “Edit poll” will only allow you to edit the duration and location of the meeting.

   

3. Once redirected, the scheduling poll details and voting progress will appear. Make your desired edits to the meeting times that attendees can vote on:

   1. Add meeting times to the poll:

      1. From the bottom of the list of existing meeting times in the poll, click Propose another time.

         

      2. Enter the date and time of the meeting you wish to include in the poll. Click Done. The meeting time has been added and attendees will receive an email notification prompting them to vote on the updated meeting time.

         

   2. Remove meeting times from the poll:

      1. Find the meeting time you wish to remove from the poll. Click on the wastebin at the right end of the meeting time column.

         

      2. Click Yes to confirm removal of the meeting time from the poll.

The meeting times of the poll have been updated and attendees are able to vote accordingly.

1. Sign in with your Villanova outlook email at Scheduling Poll Dashboard Login.

2. From the home page of your scheduling poll dashboard, find the poll you wish to edit and click on its Meeting title. Note: clicking on “Edit poll” will only allow you to edit the duration and location of the meeting.

   

3. Once redirected, the scheduling poll details and voting progress will appear. Make your desired edits to the scheduling poll:

   1. Add attendees to the scheduling poll:

      1. From the bottom of the list of existing attendees in the poll, click Add required/optional attendee.

         

      2. From the pop-up window, enter the Name and Email address of the attendee you wish to add to the scheduling poll. Click the box to require the attendee’s presence at the meeting or deselect to invite them as an optional attendee.

         

      3. Click Done. The attendee will receive an email notification prompting them to vote in the scheduling poll.

   2. Remove attendees from the scheduling poll:

      1. From the list of existing attendees in the poll, click on the pencil icon next to the name of the attendee you wish to remove.

         

      2. From the pop-up window, confirm the name and email address of the attendee you wish to remove from the scheduling poll and click Delete. The attendee has been removed and will no longer be able to access the scheduling poll.

The scheduling poll has been updated for all attendees.

1. Sign in with your Villanova outlook email at Scheduling Poll Dashboard Login.

2. From the home page of your scheduling poll dashboard, find the poll you wish to cancel and click Cancel poll.

3. Click Yes to confirm the deletion of the scheduling poll for all attendees.

The scheduling poll has been cancelled and attendees are no longer able to vote. No meeting will be scheduled.

1. Sign in with your Villanova outlook email at Scheduling Poll Dashboard Login.

2. From the home page of your scheduling poll dashboard, find the poll you wish to edit and click on its Meeting title. Note: clicking on “Edit poll” will only allow you to edit the duration and location of the meeting.

   

3. Once redirected, click Send Reminder to remind attendees to vote in the scheduling poll.

   

An email notification has been sent to any attendees that have yet to vote in the scheduling poll. Attendees that have already voted will not receive the reminder.

Scheduling poll can be used in Outlook for Mac. You can access it through Mail.

1. Create a new email or select an email to reply to. List required attendees for the meeting in the To field and optional attendees in the Cc field.

2. Select Scheduling Poll from the compose toolbar.

   

3. Drag and drop Scheduling Poll into the toolbar.