Generate meeting slot options based on calendar availability

Request	Copilot Response

Summary

This prompt analyzes calendar availability and timezone differences to propose optimal meeting slots for external teams. It generates ready-to-send scheduling requests with auto-converted time slots.

Prompt💡

I need to schedule a 45-minute meeting with an external team.

• External Team Timezone: [externalTeamTimezone]
• External Team Working Hours: [externalTeamWorkingHours] (e.g., 9:00 AM–5:00 PM)
• My Timezone: [currentUserTimezone]
• Meeting Purpose: [meetingTitle]
• Date to Analyze: [meetingDate]

Instructions:

Analyze my calendar for [meetingDate] and propose 2–3 available [meetingDuration] slots. Avoid slots within 30 minutes of other events. Skip focus time/tentative blocks if possible.

Generate a draft email with:

• Subject line: "Scheduling: [meetingTitle] on [meetingDate]"
• Body: Friendly tone, proposed times in their timezone, and a call to action.

Output Format: *"Here’s your availability for [meetingDate]:

• Option 1: [Date], [X:XX AM/PM] – [externalTeamTimezone]
• Option 2: [Date], [X:XX AM/PM] – [externalTeamTimezone]

Contributors 👨‍💻

Antanina Druzhkina

Version history

Version	Date	Comments
1.0	Jun 14, 2025	Initial release

Instructions 📝

1. Make sure you have copilot for Microsoft 365 in your tenant
2. Go to Copilot app in Teams
3. Copy paste the above prompt
4. Replace the [meetingDuration], [externalTeamTimezone], [externalTeamWorkingHours], [currentUserTimezone], [meetingTitle], [meetingDate] with actual values in prompt, don't update values in Instructions section.

Prerequisites

• Microsoft 365 Copilot

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Disclaimer

THIS CODE IS PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING ANY IMPLIED WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE, MERCHANTABILITY, OR NON-INFRINGEMENT.

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