To streamline the process of scheduling meetings, use the Scheduling Assistant to share your Outlook calendar with your client. The client can see your availability and choose a time to meet with you that works with both of your schedules. Your clients only see your availability; they do not see any other details or appointments on your calendar.
To share a calendar of your availability:
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In Outlook, select an email message that is addressed to the contact with whom you want to schedule a meeting.
If the
contacts included in the email message have email addresses in
Vantagepoint, the
contact details, associated
firm, and any other related information display in the Context Pane.
If the contact does not exist in
Vantagepoint, use the
Create Contact option to
add the contact record.
-
Click
and select
Send Availability to open the Scheduling Assistant.
If the meeting was created after selecting an email, the meeting's
Subject and
Attendees fields are automatically populated with the email's contact and subject.
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Specify the meeting's
Location and
Duration.
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If necessary, select a
Reminder for the meeting.
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Specify the amount of time required between booking a meeting and the next meeting's start time.
This ensures that meetings cannot be booked back-to-back on your calendar.
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Use the
Availability buttons to select the days on which you are available.
Blue indicates selected days. Gray indicates that no selection was made for that day.
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Select the time frame during which you are available.
For example, a start time of 8:00 AM and an end time of 2:00 PM indicates that your calendar can be booked any time between those hours, with the exception of the time specified in the
Minimal span between booking & start time field.
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Specify the
Required internal attendees.
These are the individuals who will receive an email invitation to the meeting. If the meeting was created after selecting an email, the email's contact information is automatically included in this field.
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Use the
Body of Email field to enter the information that you want to send to the attendees.
Include pertinent details, such as the agenda, link to a web meeting (for example, a Zoom, WebEx, or Skype link), and other important information.
-
Click
Finish to send the email message to the client.
The body of the email automatically includes a link to your calendar, where the available time options are displayed. You can add text, as needed.
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After the client selects the time on your calendar that works best for them, they click
Book a Meeting.
A calendar item is automatically added to both your calendar and the client's calendar.