How do I use the Outlook Connector Insert Schedule Link?

Below are procedures to use the “insert schedule link” option in Outlook to send invitations for your activities. You can send invitiations for a pre-defined activity or for a quick meeting.

From Outlook:

1. Create new mail message in Outlook.
2. Enter email addresses, subject, etc.
3. Enter content of email.
4. With the cursor positioned in the body text area of the email, select the “insert schedule link” button.

The following window will appear and you have the choice of choosing  a pre-defined activity or offer times for a quick meeting/phone call.

For pre-defined activities:

• If you want to offer a meeting from a pre-defined activity, select the radio button for “To offer times for pre-defined activity” and from the pull-down, select the activity you wish to offer.
• Once you have selected the activity, select the “Insert schedule Link” button. The following will be placed in the body text of your email message.

  The “click here” link contains the URL of the pre-defined activity you selected earlier.

For a quick meeting/phone call:

• If you want to offer a quick meeting/phone call, select the radio button “To offer times for a quick meeting or phone call” and then click on the “Choose Times” button.
• A calendar grid window will appear showing your busy times as shown in the example below:

• By clicking the advanced options link a popup window will appear, as shown in the image below, allowing you to select the type of appointment you wish to offer, such as phone or in person. By default, the selection is set to offer in person appointments. However, by selecting the link, you can provide additional details such as location for the in person meeting to take place. Also, you can select the meeting type to be by phone and can provide a number for the invitee to call or ask them to provide a number for you to contact them.

• Once you have decided the appointment type, click the done button.
• Proceed by choosing the duration of the meeting and selecting up to 8 times to offer.
• When finished, click the Done button

• Click the “Insert Schedule Link” button.

• The following will be placed in the body text of your email message.

• The “click here” link contains the URL to the quick meeting link you just defined for  the quick meeting/phone call.

When sending an invitation to multiple recipients, you have the choice of sending with “outlook handling” or to send with “TimeTrade handling”. When you send the email message addressed to multiple recipients, the following window appears for you to make the selection of how you want the invitations handled: