Scheduling Meetings with M365 Copilot in Outlook 365

Scheduling Meetings with M365 Copilot in Outlook 365

Until now, Copilot Pro could summarize and analyze emails, generate meetings with agendas, and even provide coaching on writing style. The new feature now allows you to ask Copilot Pro directly for suitable meeting time suggestions — including time slots for multiple participants. All it takes is a simple prompt in the Copilot section of Outlook. We tested the feature for you and reveal in this article when it’s worth using Copilot for scheduling — and when it’s not.

Added value: Time savings      Scenario: Scheduling Processing      Reading time: 5 minutes       Difficulty: Beginner 

Evaluation of the function

User-friendly
Focus-time blocks can be created quickly with a single prompt. 90%
Time-saving
Group scheduling can still be problematic — the traditional method is often faster. 45%
Added value
Copilot Pro can significantly reduce the time spent searching for open calendar slots. 60%
Potential
With further development, the feature could become a true productivity booster. 75%

How does the function perform?

  • Individual or Group Meetings: Tell Copilot your desired time frame and participants.
  • Flexible Scheduling: For up to three people, Copilot automatically creates the meeting. For larger groups, you’ll receive a pre-filled event form that you can adjust as needed.
  • Calendar Integration: Copilot automatically checks your availability and that of the listed participants.

Prompt: “I still need to spend 2 hours this week focusing on the 2025 trade fair planning. Please find a suitable time slot for me.”

Result: Copilot Pro suggested the earliest available time slots in the calendar.

 

Prompt: “Find a time slot for Bastian Ziegler, Nadja Schäfer and Frank Rodà, where we can discuss the customer service topics.”

Result: Copilot checks the calendars and suggests suitable time slots for the requested meeting.

We ask Copilot to book the slot for Friday, and it gives us the option to continue in Outlook.

Next, Copilot opens the meeting scheduling window in Outlook, where we can clearly see that one of the attendees is unavailable.

The new Copilot feature offers promising approaches to optimizing meeting scheduling. It shows real potential, especially for small groups and focus sessions. However, there’s still room for improvement when it comes to larger teams. We’re excited to see how Microsoft continues to develop this functionality. Give it a try yourself and share your experience with us!