New Meeting > Scheduling Assistant: shows everyone’s busy times; tick “Room finder” for meeting rooms. Suggested times (in Microsoft 365) do it for you.
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Shared and delegated calendars
Share: Calendar > Share Calendar > choose “Can view titles and locations” for colleagues, “Can edit” for an assistant.
Delegate access lets someone accept meetings on your behalf; invitations go to them too.
Open a colleague’s: Add Calendar > From address book.
Time zones
File > Options > Calendar > Show a second time zone (e.g. India + UK). When scheduling, click Time zones in the meeting to set the start in the other person’s zone.
Better meetings
File > Options > Calendar > Shorten appointments and meetings: 25 and 50 minutes leave breaks.
Put the agenda and the decision needed in the invite.
Microsoft Bookings gives clients a link to book free slots in your calendar.
💡 Block “focus time” as Busy in the mornings. Viva Insights in Microsoft 365 can book it automatically.
Practice
Add a second time zone, share your calendar with one colleague (titles only), and set shorter meetings.
