Again, this is a single line of PowerShell that enables it as the Scheduler Assistant. Once the mailbox has been created you can assign it to Scheduler. Microsoft recommends a 30-day retention policy, so you have a trail for meeting requests but you don’t fill the mailbox with years’ worth of requests. For a service like Scheduler, which depends on email body content, you can’t automatically delete messages they need to be kept for processing and records. The default for resources, like rooms or equipment, is to keep only calendar information so the mailbox acts as a record of bookings. Once connected, create your mailbox as a resource mailbox, ensuring that it’s configured to keep non-calendar messages. Like all Exchange Online services, it uses the familiar PowerShell management module to configure and make connections to your tenant. Microsoft provides PowerShell to help you create and manage your Scheduler mailbox. This should contain the name Cortana as part of its SMTP address, something like and once it’s created, you should designate it as the Scheduler Assistant mailbox. Once you’ve subscribed to the Scheduler service, you’ll need to set up a Schedular-specific mailbox in your domain. That can help you budget for the number of licenses you need by, for example, defining specific roles as meeting organizers. Only meeting creators need a license attendees don’t need one for their replies. A subscription comes in at $10 per user, per month, with a free trial to help you get started. Scheduler needs an Exchange Online-enabled Microsoft 365 account to work, with a wide selection of different plans supported. How to set up Microsoft 365’s Scheduler service Your internal team isn’t distracted by those emails - they’re all processed by Scheduler, and all they see is the final calendar invite appearing in their inboxes. That can then be used to suggest possible times to external invitees, negotiating a set of times that can be proposed to everyone on the initial invitation. Scheduler can first find a block of times that work for your internal attendees, as it has access to free/busy data through the Microsoft Graph. One advantage of a tool like this is that it can automate the process of choosing times that suit attendees from outside your company. All you need to do is turn up to the meeting. Instead, Scheduler will handle it all for you, checking calendars, sending messages to negotiate times, and then finally creating the calendar invites for you. If you were doing that yourself, you’d be checking everyone’s availability in Outlook, only to discover that not everyone blocks out time the same way. SEE: Microsoft 365: A cheat sheet (free PDF) (TechRepublic) Natural user interfaces don’t need to be voice or gestures they can be a casual email that asks, “Please set up a marketing team meeting on Friday.” Requests are sent to a mailbox, which uses Cortana as an interface to the Scheduler workflow service. One difference between the Cortana-powered Scheduler and the original voice-powered virtual assistant from Windows Phone is that this is an email-powered service. The system is designed to learn from your interactions, so initial interactions may include having to clarify what you mean by phrases like “a big meeting room.” It’s intended to coordinate calendars using intent-based models, like those used in Azure’s Cognitive Service’s LUIS, to extract the requirements from a request. That’s why Microsoft’s Scheduler service builds on natural language AI tools and the Microsoft Graph to help you find the right time for your meetings. What is Microsoft 365’s Scheduler service? Support for these Microsoft enterprise products ends in 2023 More about SoftwareĦ Best Free Alternatives to Microsoft Word (2023 Update)Ħ best free alternatives to Microsoft Excel in 2023 Each meeting you’re trying to organize adds up to quite a bite out of the workday, a hefty distraction that takes you out of your workflow. With meetings needing to be coordinated across internal and external calendars, setting up the average meeting now takes anything up to 30 minutes. One of those services is ideal for the new world of hybrid work, where we spend much of our time trying to schedule both physical and online meetings. Instead, she’s got a new job, offering a natural language interface into Microsoft 365 services. How to take advantage of Microsoft 365’s AI meeting SchedulerĬan a computer plan your meetings for you over email? See how Scheduler for Microsoft 365 uses AI to handle this tedious chore.Ĭortana may have stopped offering consumer services, but that doesn’t mean that Microsoft’s virtual assistant is pushing up the virtual daisies in some corner of the metaverse.
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