The following instructions can be followed to take advantage of the MS Scheduling Assistant feature of outlook. The main advantage of the scheduling assistant, is that you can see the availability of time slots on the calenders of individuals within the company. This feature can be used while creating a new appointment.
1) After selecting NEW to create new appointment, you will be presented with the following screen. Please select the button circled in red to select the scheduling assistant.
2) The scheduling assistant allows you to see the availability of time slots of other members of the company. On the left hand side you can add prospective members to a meeting. In the main body of the window, you can see if anything is scheduled in that time slot. Of course this is not a gaurantee to a persons availability at a certain time, only a baseline to a individuals schedule. The following picture illustrates that if I were going to plan a meeting with Ruth and Elizabeth, on the morning of Wednesday, August 06, 2008, my best bet would be at 9:30 AM. This way when you send a meeting request, you will have the greatest probability of everyone being able to accept.