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Institute of Digital Government

Schedule meetings on Outlook with Copilot

Learning Pathway:

AI 201: Copilot in Everyday Tasks

4 August 2026

Learn how to use Copilot in Outlook to find a suitable meeting time

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Why this matters

Meeting scheduling often means checking several calendars, comparing options, and going back and forth before a time is agreed. Copilot in Outlook helps you find a shared slot faster and set up the meeting with less manual work.

Here's what you need for this exercise

Tools and inputs required:

🛠️ Tool 

Outlook Calendar

🔗 Feature 

Copilot Chat in Outlook

📂 Your input 

Your Team's calendar information

Step 1: Find common timeslots with Copilot

☑️ Open Copilot in Outlook

Open Copilot

☑️ Ask Copilot to find common timeslots with your team. You can use the prompt below.

Prompt1

Example Prompt: Find me available slots between myself, [Colleague A], [Colleague B], [Colleague C], next week between 9am and 5pm, excluding lunch time 12-1pm.

☑️ Copilot will present you with the common slots.

Table of availability

Step 2: Schedule the meeting with Copilot

☑️ Ask Copilot to schedule the meeting at your chosen slot. You can also specify the meeting title, and if it is a virtual Teams meeting.

Prompt 2

Example prompt: Schedule a 1-hour meeting for [time slot]. Title it [meeting title]. Make it a Microsoft Teams meeting.

☑️ Copilot will ask you to confirm the details. You can then click 'send invite'.

Confirm decision

☑️ Your meeting is now scheduled!

Meeting scheduled

Now it's your turn to try!

Open Copilot in Outlook and ask it to help schedule one of your own meetings. For example:

  • Find a 30-minute meeting slot for me and [Colleague A] sometime this week.

  • Find the earliest time that everyone in [Project Team] is available for a 45-minute discussion.

Copilot is particularly useful when coordinating meetings across multiple people's calendars.

⏭️Next Guide (4 of 7): Create Powerpoint slides with Copilot

↩️Return to: AI 201 Learning Pathway

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