Outlook on the web

Through Microsoft Outlook’s Scheduling Poll (formerly FindTime), you can select a few possible meeting times and send attendees a link to a poll that allows them to vote for what meeting time works best for them. Once a consensus is reached, you schedule the meeting for the preferred time.

• Like the Scheduling Assistant, the Scheduling Poll allows you to preview attendees’ FDU Outlook calendars (if available) so that the best possible options can be selected. This particular aspect of the feature will be less useful for attendees who…
  
  • DO NOT have FDU Outlook calendars
    
  • Have FDU Outlook calendars, but don’t keep them up-to-date
    
• The Scheduling Poll has other convenient features, including email updates, the ability to schedule a meeting automatically, and more.
  
• When using the Outlook web client, the Scheduling Poll feature is not available for emails composed in plain text. Emails must be composed in HTML.

Where can I access the Scheduling Poll feature?

You can access the Scheduling Poll via the Mail or Calendar tabs of the Outlook desktop application.

In Mail, you can access the Scheduling Poll as follows:

1. Select “Reply with Scheduling Poll” on the “Home” tab when an email is open in the reading pane

2. Launch the compose pane by either creating a new message or hitting reply/forward for an existing message. List required recipients in the “To” field and optional recipients in the “CC” field. Then, on the “Message” tab, select “New Scheduling Poll”

In Calendar, you can access the Scheduling Poll as follows:

1. Either by launching the compose form to create a new meeting event or opening an existing event in the edit form. List required attendees in the “Required” field and optional attendees in the “Optional” field. Select “New Scheduling Poll” under the “Meeting” tab

2. Start a new message or event
   
3. In the “Subject/Title” field, type what will eventually become the event’s name.
   • For example, “Team Meeting”
     
4. In the “To/Required” or Optional fields, add the people who will be attendees for this meeting. They do not all have to be from FDU. Scheduling Polls can be sent to and completed by non-FDU email addresses
   
5. Press into the body of the email and compose a message
   
6. Press into the area of the email body where you want the link to the Scheduling Poll to show up
   
7. Select the “Scheduling Poll” tab
   
8. A Scheduling Poll panel will open. From here, you can adjust your meeting duration, move between dates, and preview the availability of your attendees

9. Select times that work for as many attendees as possible, paying particular attention to the attendees whose attendance is most critical
   
10. Press “Next” to proceed to the next step
    
11. A new panel will open with the ability to delete selected times or adjust the meeting location

12. Press “Manage Poll Settings” to expand the menu. Options include:
    
    • Schedule when attendees reach consensus – Automatically schedules a meeting and sends out an invite to attendees if everyone agrees on a particular time. If multiple times work, the earliest one will be selected.
      
    • Hold selected times on my calendar – Puts a temporary hold on the scheduler’s calendar for each of the selected times. These holds are removed when the final invite is sent out.
      
    • Notify me about poll updates – Outlook will send an email update to the scheduler whenever an attendee submits their poll response.
      
    • Require attendees to verify their identity – Forces respondents to verify their identity either by logging in to their Outlook account or entering a numerical code that Microsoft sends them.
      
    • Lock poll for attendees – Prevents attendees from adding more people to the meeting or suggesting new meeting times.

13. When you’re ready, press “Create Poll”
    
14. A Scheduling Poll meeting link will be inserted into your email

You can access “Scheduling Poll” via the Mail tab on the Outlook desktop application.

1. Open the Outlook desktop application on your Mac
   
2. Start a new email message
   
3. In the “Subject” field, type what will eventually become the name of the event. For example: “Team Meeting”
   
4. In the “To” field, add the people who will be attendees for this meeting. They do not all have to be from FDU (Scheduling Polls can be sent to and completed by non-FDU email addresses)
   
5. Press into the body of the email and compose a message
   
6. Press into the area of the email body where you want the link to the Scheduling Poll to show up
   
7. Press on the “More Options” button and select “Scheduling Poll”

8. A “Scheduling Poll” panel will open. From here, you can adjust your meeting duration, move between dates, and preview your attendees’ availability

9. Select times that work for as many attendees as possible, paying particular attention to the attendees whose attendance is most critical
   
10. Click “Next” to proceed to the next step
    
11. A new panel will open with the ability to delete selected times or adjust the meeting location

12. Press on “Manage Poll Settings” to expand the menu

13. When you’re ready, press “Create Poll”
    
14. A Scheduling Poll meeting link will be inserted into your email

You can access the “Scheduling Poll” feature via the Mail or Calendar web apps.

1. Login to the FDU Office 365 Portal

FDU Office 365 Portal

2. Create a new email or select an email to reply to

3. In the “Subject” field, type what will eventually become the name of the event. For example, “Team Meeting”
   
4. In the “To” field, add the people who will be attendees for this meeting. They do not all have to be from Fairleigh Dickinson University (Scheduling Polls can be sent to and completed by non-FDU email addresses)
   
5. Press into the body of the email and compose a message
   
6. Press into the area of the email body where you want the link to the Scheduling Poll to show up
   
7. Press on the “More Options” button and select “Scheduling Poll”

8. A “Scheduling Poll” panel will open. From here, you can adjust your meeting duration, move between dates, and preview your attendees’ availability

9. Select times that work for as many attendees as possible, paying particular attention to the attendees whose attendance is most critical
   
10. Press “Next” to proceed to the next step
    
11. A new panel will open with the ability to delete selected times or adjust the meeting location

12. Press on “Manage Poll Settings” to expand the menu
    
    • Schedule when attendees reach consensus – Automatically schedules a meeting and sends out an invite to attendees if everyone agrees on a particular time. If multiple times work, the earliest one will be selected.
      
    • Hold selected times on my calendar – Puts a temporary hold on the scheduler’s calendar for each of the selected times. These holds are removed when the final invite is sent out.
      
    • Notify me about poll updates – Outlook will send an email update to the scheduler whenever an attendee submits their poll response.
      
    • Require attendees to verify their identity – Forces respondents to verify their identity either by logging in to their Outlook account or entering a numerical code that Microsoft sends them.
      
    • Lock poll for attendees – Prevents attendees from adding more people to the meeting or suggesting new meeting times.
      
13. When you’re ready, press “Create Poll”
    
14. A Scheduling Poll meeting link will be inserted into your email

How do I finalize, vote, and manage a Scheduling Poll?

1. When a scheduling poll is sent to you via email, press “Vote”

2. If necessary, select your name from the list of attendees

3. Vote for meeting times by selecting “Preferred, Yes, or No”

4. Depending on how the poll was set up, you may be able to add more attendees or meeting times to the poll
   
5. When you’re ready, press “Vote” to submit your responses

The Scheduling Poll Dashboard allows organizers to view all the polls they have created, manage them, and change default settings for new polls.

Scheduling Poll Web Dashboard

2. Your scheduling polls will be listed. From here, you can manage polls and your default poll settings

3. Press on the name of a poll to view responses
   
4. A window will open where you can…
   
   • Send poll reminders
     
   • Cancel the poll
     
   • View attendee responses
     
   • Adjust your responses
     
   • Add/edit attendees and times
     
   • Send a meeting invite

1. Click on the email that you would like to Mark as Junk or Mark as Phishing

2. Click the down arrow next to the Junk button

3. Click on the appropriate button to report the email (Junk, Phishing or Block)

4. Once you report the email, a copy of the email is automatically sent to the FDU University Systems team and Microsoft for review to improve the spams going forward

1. Click on the email that you would like to Mark as Junk or Mark as Phishing

2. Click on the Report Message button

3. Click the appropriate option button (Junk or Phishing)

4. Once you report the email, a copy of the email is automatically sent to the FDU University Systems team and Microsoft for review to improve the spams going forward

A shared mailbox makes it easy for a group of people to read and send emails from one public email address, like info@fdu.edu. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared address, not from the individual user. Shared mailboxes can also be used to provide a shared calendar, allowing multiple users to schedule and view calendar tasks.

Request Access to an FDU Shared Mailbox

Users can request a new shared mailbox by completing and submitting the “Distribution Group/Shared Mailbox Request” form found below.  Users needing access to a specific FDU shared mailbox account may request access by reaching out to the shared mailbox owner.  To fulfill this request, the shared mailbox owner will open a support case with the Fairleigh Dickinson University Technical Assistance Center (UTAC).

Add a Shared Mailbox to Outlook

1. The shared mailbox should automatically display in your folder pane on the left-hand side of your Outlook application within 24 hours of its creation. Closing and restarting the Outlook application maybe necessary if you do not see it after 24 hours

If you cannot open a shared mailbox, please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) and open a service request.

1. Select Tools from the Outlook menu bar at the top of the screen, then choose Accounts

2. Select the Advanced… tab

3. Select the Delegates tab

4. Click the + button, located under Open these additional mailboxes:

5. Type or select your correct shared mailbox, and then select Add

6. Select the OK tab

7. You should now see your shared mailbox listed on the left-hand side of your Outlook email application window

If you cannot open a shared mailbox, please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) and open a service request.

New Outlook version on macOS

Some macOS users may take advantage of the “New Outlook” version of the Outlook application. You can identify which Outlook version you are using by locating the “New Outlook” slider tab button on the top right of the application.

1. Select Tools from the Outlook menu at the top of the screen, then choose Accounts

2. Select the Delegation and Sharing tab

3. Choose the Shared With Me tab and then select the + button

4. Begin to type the shared mailbox name or its email address, choose the correct shared mailbox before selecting Add, and finally Done when finished

5. You should now see your shared mailbox, located on the left-hand side of your Outlook application window

If you cannot open a shared mailbox, please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) and open a service request.

1. Navigate to the FDU Office 365 Portal webpage

2. Select the Outlook web app icon, located on the left-hand side of your display

3. Right-click on the Folders option located on the left side of the menu; a small drop-down menu should display. Select Add shared folder

4. Begin typing the email address for the shared mailbox, auto-populated suggestions will be displayed. Select the correct shared mailbox address and click Add

5. You should now see the added shared mailbox located on left side of your Outlook web email window

If you cannot open a shared mailbox, please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) and open a service request.

1. Sign in to your primary FDU email account in the Microsoft Outlook for Android or iOS app
2. Tap the Add Account button in the left navigation pane, then tap Add Shared Mailbox

3. Enter the name of the shared mailbox and tap Add Shared Mailbox when finished

4. After the account setup process completes, the shared mailbox will display in your account list within the Outlook for Android or iOS app

Send Email from a Shared Mailbox

1. Open Outlook
2. Choose New Email to start a new message
3. If you don’t see the From field at the top of your message, choose Options, and select the From tab

3. Click From in the message, and change to the shared email address

4. Finish typing your message and then choose Send

1. Choose New Message
2. Choose From and change to the desired shared email address

3. Finish typing your message and then choose Send