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Repair common Windows errors and clear accumulated junk for a smoother, more stable PC - no reinstall needed.Free scan · no reinstallIn Outlook for iOS or Android, you can offer meeting times directly from an email draft. Start a message or reply, tap the Calendar button above the keyboard, choose Send Availability, select one or more open blocks, tap the checkmark, and send. The selected times appear in the email; Outlook does not send a calendar invitation automatically.
This workflow is designed for Outlook’s mobile apps. Microsoft’s documented taps should not be assumed to match every desktop edition, account type, or redesigned interface.
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What “Send Availability” does
Send Availability inserts a formatted list of time slots into the message you are already writing. It is useful when another person needs a few choices and you want to keep the exchange in email rather than leave the draft to open a separate scheduling screen.
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The feature is an offer of times, not a booking action. Your recipient receives the selected slots in the message and can use one of them as the starting point for an event. No invitation is created or sent merely because you selected times and sent the email.
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Before you start
- Use the Outlook app on an iPhone, iPad, Android phone, or Android tablet.
- Open an existing email reply or start a new message.
- Make sure the message is addressed to the people who should see the proposed times.
- Have the relevant days and time windows in mind. Microsoft’s mobile instructions allow selections across multiple days.
The exact controls can change as Microsoft updates Outlook or as administrators configure an account. The documented workflow is specifically for Outlook on iOS and Android, not a universal instruction for every Outlook client.
Step-by-step: send availability from a mobile email
1. Start a message or reply
Open Outlook on your mobile device. To answer an existing conversation, open the message and tap Reply. To contact someone first, create a new email. Keep the draft open; the availability picker is launched from the composer.
2. Open the calendar control
With the keyboard or composer visible, look above the keyboard for the Calendar button. Tap it. This opens the scheduling view without requiring you to abandon the email draft.
3. Choose Send Availability
In the calendar options, tap Send Availability. This is different from opening your calendar to share it and different from creating a meeting invitation.
4. Select the blocks you want to offer
Move through the calendar and tap each time block that you are willing to offer. You can choose multiple blocks, including blocks on different days. Select only times you can realistically attend; the recipient will see the choices as proposed availability, not as a reservation.
Review the day, date, and time shown for every selected block. If the conversation involves people in another time zone, state the time zone in your email so the choices are not misread.
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5. Add the choices to the draft
When the selection is complete, tap the checkmark in the upper-right corner. Outlook returns you to the draft and inserts the chosen times as a formatted availability section.
6. Check the message and send it
Read the surrounding text and confirm that the inserted dates and times are the ones you intended to offer. Add any context the recipient needs, then tap Send. The email now contains the list of proposed slots.
How to choose useful time slots
Offer a small, workable set
Send Availability lets you select multiple blocks, but a long list can make a simple decision harder. Choose the times that genuinely work and that meet the meeting’s likely duration. If you need to explain a limit—such as a hard stop after a certain time—write it in the message rather than relying on the list alone.
Cover more than one day when necessary
For a meeting that cannot happen on one day, select blocks on several days in the calendar view. Check each date before confirming so a similarly positioned time on another day is not mistaken for the intended option.
Make time-zone context explicit
The inserted availability is a set of date-and-time choices. If the recipient is elsewhere, add the zone or location in your prose, for example, “All times are Eastern Time.” This avoids an otherwise ambiguous handoff when the recipient turns a choice into an event.
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Leave room for the actual event
Offering a slot does not reserve it. Until an event is created and sent, another appointment could occupy the time. If the meeting is urgent or the choices are likely to be claimed quickly, say that in the email and ask the recipient to confirm promptly.
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What the recipient sees and does next
The email contains choices, not an invitation
The recipient receives a formatted list of the selected available times in the email. Send Availability does not automatically create or send an event invitation to the email’s recipients.
Creating an event from a choice
A recipient can tap one of the offered times and choose Create Event. Outlook opens a new event form with the people from the email filled in as invitees. The recipient still has to complete the event details, verify the date and time, and send the invitation.
Because the recipient must finish that form, do not describe the email as a confirmed booking. Treat it as a proposal until a calendar invitation has been created and accepted through the normal event process.
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Explain the meeting purpose, expected duration, location or call method, and any deadline for choosing. The availability block supplies the candidate times; your written message supplies the decision context.
Send Availability versus other Outlook scheduling tools
| Need | Use | How it differs |
|---|---|---|
| Offer a few times in a one-to-one or small email exchange | Send Availability | Select slots from the mobile email draft and send them as part of the message. |
| Let several attendees vote on candidate meeting times | Scheduling Poll | A separate Outlook feature documented for Outlook on the web, Mac, and Microsoft 365 for Windows; its entry point depends on the client and may require adding the control to a toolbar. |
| Give someone continuing visibility into your calendar | Calendar sharing | Share a calendar with a permission level. The “Can view when I’m busy” option exposes availability without event details, while higher permissions reveal more information. |
When Send Availability is the better fit
Use it when you already know a handful of times that work and want the recipient to pick one in the current email conversation. It keeps the choice lightweight and does not grant calendar access.
When Scheduling Poll is more appropriate
Use a poll when multiple people need to vote on candidate times. Microsoft documents Scheduling Poll separately for Outlook on the web, Mac, and Microsoft 365 for Windows. The exact command and toolbar location vary by client, so follow the instructions for the edition you are using rather than applying the mobile Send Availability taps.
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When calendar sharing is the right answer
Share a calendar when someone needs ongoing visibility rather than a one-time list. Choose the least revealing permission that meets the need. Busy-only visibility is not the same as sending selected slots: sharing creates continuing access, while Send Availability places only the chosen times in one message.
Mobile troubleshooting
The Calendar button is missing
- Confirm that you are composing or replying in the Outlook mobile app, not in a different mail application.
- Dismiss the keyboard or reposition the composer if the row above the keyboard is hidden.
- Check that you opened a normal email draft; controls can differ in other compose surfaces.
- Update Outlook through your device’s app store if the app is substantially out of date, then reopen the draft.
If the control still does not appear, your account or current app build may not expose the documented feature. Microsoft’s instructions establish the workflow for Outlook mobile, but not availability in every account configuration.
Send Availability opens, but a time cannot be selected
Tap the calendar block itself rather than the surrounding navigation area. If you are moving between days, confirm that the date header changes before selecting another block. Select each intended block and verify that it is visibly marked before continuing.
The wrong times were inserted
Return to the calendar picker and remove the incorrect blocks, then select the intended ones and tap the upper-right checkmark again. Before sending, read the inserted list in the draft, including every date. If a time-zone explanation is needed, add it beside the list in plain text.
The recipient cannot create an event
Explain that the recipient must tap an offered time and choose Create Event, then finish and send the event form. The availability message itself is not an invitation. If the recipient is using a different mail client, the interactive behavior may not match Outlook’s mobile experience; they can use the displayed date and time to create an event manually.
Desktop and cross-device limits
Do not assume that the Calendar button, Send Availability label, or selection flow is identical on Outlook for Windows, Outlook for Mac, or Outlook on the web. Microsoft’s cited mobile instructions name iOS and Android specifically. Desktop clients have their own scheduling features and entry points, including Scheduling Poll in documented web, Mac, and Microsoft 365 for Windows scenarios.
If you start a draft on one device and continue on another, inspect the final message before sending. The important check is the content of the draft: dates, times, recipients, time-zone wording, and the availability block. Interface placement is less reliable as a cross-device guide than the actual text inserted into the email.
Privacy and calendar-access considerations
Send Availability shares only the slots you choose in the message. It does not, by itself, give the recipient permission to browse your calendar. That makes it suitable when you want to reveal a few options without exposing event names, locations, or the rest of your schedule.
Calendar sharing is a different permission decision. A busy-only setting can show when you are occupied while hiding event details; other permission levels reveal more. Decide whether the recipient needs a one-time proposal or continuing access before choosing between the two workflows.
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A reliable checklist before tapping Send
- The message is addressed to every person who should receive the proposed times.
- The availability list contains only times you are prepared to offer.
- Every date is correct, especially when selections span multiple days.
- The meeting duration and purpose are explained in the email.
- The time zone is stated when anyone may read the times from another region.
- You understand that the message is not a calendar invitation.
- You have reviewed the inserted block after tapping the checkmark.
Examples of when to use the workflow
Replying to a client with three options
Open the client’s email, tap Calendar, choose Send Availability, and select three blocks on the days you can meet. After tapping the checkmark, write a short note identifying the meeting length and asking the client to choose one option. Send the reply; the client then uses a selected time to create and send the event.
Coordinating across two possible days
In a reply, select suitable blocks on both days rather than sending two separate messages. Check the inserted dates carefully and add the relevant time zone. This keeps the alternatives in one decision point while leaving the recipient responsible for creating the invitation.
Sharing a recurring view with a teammate
If the teammate needs to see your busy periods repeatedly, Send Availability is not the right tool. Use calendar sharing and select an appropriate permission, such as busy-only visibility when event details should remain private.
Quick Recap
Key limitations to remember
- The documented tap sequence applies to Outlook for iOS and Android.
- Multiple blocks can be selected, including blocks across different days.
- The checkmark in the upper-right corner adds selections to the draft.
- The email contains proposed times and does not automatically send invitations.
- A recipient who chooses Create Event must still finish and send the event.
- Scheduling Poll and calendar sharing solve different scheduling problems.
- Labels and availability can change as Outlook updates, so verify the controls in the current app.
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