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In Outlook for iOS or Android, you can offer meeting times without opening a separate calendar app: start the email, tap the Calendar button above the keyboard, choose Send Availability, select one or more open time blocks, and send the message. Outlook inserts the selected slots into the draft as a formatted availability list. The recipient can then choose a slot and start an event, but Outlook does not send an invitation automatically.
What “Send Availability” does
Send Availability is an Outlook mobile command for putting selected time slots directly into an email or reply. You remain in the email composer while choosing the times. The message contains the slots you offer; it is not itself a calendar invitation and it does not grant the recipient access to your calendar.
The documented workflow applies to Outlook for iOS and Outlook for Android. Microsoft’s instructions do not establish that the same control appears in every desktop edition or account type, so do not assume that identical taps will work in Outlook on the web, Outlook for Mac, or Outlook for Windows.
Before you start
- Use the Outlook mobile app on an iPhone, iPad, Android phone, or Android tablet.
- Have the email conversation open, or be ready to start a new message.
- Know the time blocks you are willing to offer. You can select multiple blocks, including blocks on different days.
- Check the time zone shown by your calendar if the recipients are in another region. The availability selector uses the calendar associated with the Outlook mobile account.
No special accessory or separate scheduling app is required for this workflow. The action happens inside the Outlook mobile email composer.
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Send your availability from an Outlook email
1. Start a message or reply
Open Outlook for iOS or Android. Create a new email, or open the message thread in which you are arranging the meeting and tap Reply. Address the message and write any context you want the recipient to see before or after the proposed times.
2. Open the calendar control
With the keyboard and message composer visible, tap the Calendar button above the keyboard. This opens the scheduling choices without taking you to a separate calendar application.
3. Choose Send Availability
Tap Send Availability. Outlook displays a calendar view in which you can choose the periods you want to offer.
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4. Select every suitable time block
Tap each open block that works for you. Microsoft documents selecting multiple blocks across multiple days, so you can offer, for example, a morning slot on Tuesday and two afternoon slots on Wednesday in one message. Select only times you can actually attend; the recipient will see the blocks you mark, not a live view of all future changes to your calendar.
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5. Add the selections to the draft
When you have finished choosing times, tap the checkmark in the upper-right corner. Outlook returns to the email and adds the selected availability to the draft.
6. Review and send
Read the message as the recipient will receive it. Confirm that the date, time, duration, and time-zone presentation are understandable, and remove any slot that no longer works. Tap Send when the wording and selected blocks are correct.
- Open a new email or an existing reply.
- Tap Calendar above the keyboard.
- Tap Send Availability.
- Tap the time blocks you want to offer, including blocks on other days if needed.
- Tap the upper-right checkmark.
- Review the inserted availability list and send the message.
What the recipient receives
The recipient receives a formatted list of the time slots you selected. It is an offer of possible meeting times embedded in your email, not an event invitation.
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What Send Availability does not do
- It does not automatically create an event.
- It does not automatically send an invitation to everyone on the email.
- It does not share your calendar or expose your other appointments.
- It does not reserve the offered slots while the recipient decides.
If another appointment is added after you send the message, the original list in the email does not change automatically. If your availability changes, send a correction or a new set of times before the recipient creates the event.
Send Availability versus other Outlook scheduling tools
Choose the feature according to the scheduling problem you are solving. These tools are related, but they produce different outcomes.
| Need | Use | How it works | Result for others |
|---|---|---|---|
| Offer a few times in a direct email exchange | Send Availability | Select time blocks while composing or replying in Outlook mobile. | The message contains the selected slots; a recipient can use one to begin an event. |
| Let several people vote on candidate meeting times | Scheduling Poll | Create a poll using the Scheduling Poll feature. Microsoft documents it separately for Outlook on the web, Mac, and Microsoft 365 for Windows; the entry point can differ by client. | Invitees respond to proposed options through the poll workflow. |
| Give someone continuing visibility into your calendar | Calendar sharing | Share a calendar with a selected permission level. | The recipient receives calendar access according to that permission, rather than a one-time list in an email. |
When Send Availability is the better fit
Use it when one person is coordinating directly with another person, you have a small number of acceptable slots, and you want to keep the conversation in email. It is especially useful for a reply such as “These three times work for me,” because the choices can be inserted without leaving the thread.
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A poll is designed for several attendees who need to indicate which candidate works. It is a separate Outlook feature with client-specific entry points. Do not describe a Send Availability message as a vote or poll: it is simply a list of times you selected.
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When calendar sharing is the right choice
Use calendar sharing when another person needs continuing access rather than a one-time proposal. Microsoft’s sharing permissions include a busy-only option, labelled Can view when I’m busy, as well as options that reveal more calendar information. Sharing therefore has a broader privacy impact than inserting a few slots into an email.
A practical way to choose and phrase your slots
Offer enough alternatives, not every open hour
Select a manageable set of times that genuinely suit you. A short list keeps the recipient’s decision clear, while selections on more than one day can accommodate different schedules. The tool allows multiple blocks, but it does not require you to expose every open period.
Add context in the email itself
State what the proposed times are for, how long the conversation should take, and what the recipient should do next. The availability block supplies the dates and times; your wording supplies the purpose and any response deadline.
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- Verify that every selected slot is still free.
- Confirm that the date and time are appropriate for the people receiving the message.
- Make clear that the recipient should select a time and finish sending the calendar event.
- Remove a slot by returning to the availability selector if you notice an error before sending.
Privacy and calendar-access boundaries
Send Availability places chosen slots in a message. It does not give the recipient a view of your calendar, event titles, locations, or other appointments. That makes it suitable when you want to disclose only a few possible meeting times.
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Calendar sharing is different: the permission level determines what the other person can see. A busy-only permission communicates availability without revealing event details, while broader permissions can expose more information. Grant sharing access only when ongoing visibility is the actual requirement.
If the option is missing or behaves differently
The documented feature is specific to Outlook for iOS and Android, and Microsoft notes that labels and availability can change as apps are updated. Work through these checks before assuming the feature is unavailable:
- Confirm that you are using the Outlook mobile app, not a desktop or mobile web view.
- Open an actual new message or reply and look above the keyboard for the Calendar control.
- If the calendar control is present, open it and look specifically for Send Availability; it is distinct from calendar sharing and from Scheduling Poll.
- Close and reopen the message if the composer toolbar has not loaded correctly, then check the control again.
- Make sure you are selecting time blocks in the calendar view before tapping the upper-right checkmark. Tapping the checkmark without selections will not add a useful availability list.
- If your Outlook build or account presents different labels, consult Microsoft’s current Outlook mobile instructions for that client and account combination.
Do not substitute calendar sharing merely because it is visible in the menu: sharing changes another person’s access to your calendar, whereas Send Availability only inserts selected times into the current message.
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Examples of the finished workflow
One-to-one meeting
You reply to a colleague, tap Calendar, choose Send Availability, select two Tuesday blocks and one Wednesday block, tap the checkmark, and send the reply. The colleague receives the three proposed times and can tap one to open an event form. They must still send the invitation.
Several possible days
You are arranging a call with someone whose schedule is uncertain. You select one block on Monday, one on Thursday, and one on Friday. Because Outlook mobile permits selections across multiple days, all three choices can be inserted into the same email instead of sending separate messages.
Ongoing team visibility
A manager needs to see when you are busy over the next few months. A one-time availability list is not designed for that purpose. Calendar sharing with an appropriate permission, such as busy-only viewing, addresses the continuing-access requirement instead.
Quick Recap
Limits to keep in mind
- The exact taps described here are for Outlook on iOS and Android.
- Microsoft’s documentation does not establish identical Send Availability controls in every desktop edition or account type.
- The feature sends proposed times, not a confirmed booking.
- The recipient has a final action: selecting a slot and sending the event invitation.
- Interface labels and feature availability may change as Microsoft updates Outlook, so verify the current mobile instructions if your screen differs.
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