Invite guests, find a free time and reply to invitations

Invite guests

1. In the event dialog, click in Guests and type a name or email address. Suggestions come from your contacts and colleagues.
2. Pick each person. The dialog notes that guests get an email invitation when you save.
3. Choose Save.

Guests can be colleagues or people outside your company. You are the organizer.

Find a time that suits everyone

With guests added, choose Find a time next to Guests. A grid opens for one day, from 7:00 to 21:00 in your time zone:

• One row for You and one for each colleague among the guests. Shaded cells are busy. A person marked unknown has no availability to show.
• The bottom row, Free for all, lights up where everyone is free for the event's length.
• Click a free cell to move the event's start to that time. The arrows change the day.

You see only busy and free times, never what the events are. Guests outside your workspace are listed as "Not shown (outside your workspace)", since their calendars cannot be seen.

Choose Hide availability to close the grid.

Reply to an invitation

Open the event and use the answer buttons: Yes, Maybe or No. A message confirms Your answer was sent to the organizer. For a repeating event, your answer applies to every event in the series.

Each guest shows a status: Going, Maybe, Not going or Awaiting reply, and the organizer is marked Organizer.

Change or cancel

When you move, edit or delete an event that has guests, they are told. Deleting says Deleted. Guests have been told.

Good to know

• Invitations are sent as email from your mailbox. Colleagues see the event in their calendars too.
• If you leave guests off, no email is sent.
• The assistant can also schedule events and answer invitations for you, but it always shows a confirm card first. See Confirm cards.

Common problems

• A colleague shows as unknown. Their availability could not be read. You can still invite them.
• I cannot change the guests. You are not the organizer, so the list is locked.