7.5 Scheduling Meetings with Free/Busy

Evolution helps you fix a convenient time for a meeting according to the availability of the attendees.It's Free/Busy feature allows you to perform a check on other user's Exchange calendar to find whether they are busy according to their Exchange calendars, if so, you can reschedule the meeting altogether.

  1. Create a new appointment in the calendar.

  2. Right-click the appointment, then select Schedule Meeting to appear Evolution Meeting editor.

  3. Click the Add tab to enter the email addresses into the list.

  4. Click the Attendees tab to select the participants from Global Address List (GAL).

    You can directly select the participants from the following address lists.

    • Personal

    • Global Address List

    • Contacts

    You can also specify the category as Anniversary, Birthday, Business etc. from the drop-down list for each address list given.

  5. Add the participants to the following categories of attendees.

    • Chair Persons

    • Required Participants

    • Optional Participants

    • Resources

  6. Click Free/Busy tool at the top right corner.

  7. Click Options > Update Free/Busy to check participant schedules and, if possible, update the meeting in all participants' calendars

If meeting attendees are not available during the times you have scheduled a meeting, you can “nudge” the meeting forward or backward to the nearest available time. To do so, just click the arrows to the left or right of the Autopick button. The Autopick tool lets you move the meeting to the nearest time during which all attendees are available. If you are not satisfied with those results, you can also drag the edges of the area marked as meeting time to the hours that you want to select.