how to send availability in email

3 Ways to Send Your Availability In Email [Outlook/Gmail & More]

Michael author profile imageMichael Chen
Jul 19, 20235 mins
Method 1: Insert availability in email using Outlook

Whether you want to meet your remote team members, get a one-on-one meeting with your newest employee, or hop on a discovery call with a potential client, you want to make the scheduling as simple as possible.

Sending your availability in an email removes unnecessary back-and-forths in the scheduling process. You won’t have to wait for the other party to propose a suitable time. Likewise, you cross out the possibility of schedule conflicts.

This guide will explain three simple ways to send availability in email whatever email service provider you are using, let’s get started.

Method 1: Insert availability in email using Outlook

Microsoft Outlook allows users to directly share available time slots with an integration of the Outlook calendar.

Whether you use the web, desktop app, or mobile version of Outlook, see the steps to insert availability in your email below. 

Outlook for desktop and web version

  • Open your Outlook account and start composing a new email or replying to an existing one.

  • Choose Insert on the top menu bar, then click the three horizontal dots and select Calendar from the dropdown options.

    insert outlook calendar

  • Set the date range for your availability, including today, tomorrow, next 7 days, next 30 days, whole calendar, or specific dates.

    set the date range

  • Next, choose your options for what users can see (Availability only, limited details, or full details)

    choose availability

  • Click Ok to insert the availability.

Outlook mobile app (Android and iOS) 

To send your availability to others with Outlook mobile app, open the app and compose an email message, then follow the below steps.

  • Tap the Calendar icon at the bottom left corner and choose Send Availability.

    calendar icon and send availability

  • Once your calendar opens, select all the time slots that work for you. You can choose days and months by swiping the calendar right or left.

    select time slots

  • Lastly, tap the checkmark icon at the top right and the selected time slots will be included in your email. 

    selected time slots

Method 2: Send availability using Airgram [Any email service provider]

If you use email services other than Outlook, the option above might be out of reach. 

However, there is one free scheduling software that allows you to send availability through a link and can be inserted in any email easily, and I’m talking about Airgram. It is originally a meeting assistant that leverages AI to record, transcribe, and summarize meetings, but now also extends to meeting scheduling to streamline the whole meeting workflow.

Here’s how to send your availability with team members, colleagues, and clients in Airgram.

Step 1: Set up the meeting scheduler

Open the Airgram app, select Scheduler on the left sidebar, and click the Try it now button to get started.

set up the meeting scheduler

Step 2: Connect Airgram to your calendars

Aigram supports both Google Calendar and Outlook Calendar. Click the Connect button next to the one you use and follow the instructions to verify your account.

connect airgram to your calendar

Once the calendar is connected, click the Continue button to proceed.

google calendar connected

Step 3: Set time zones and working hours

On the next screen, input your available hours in the provided fields, tick the day's checkboxes to mark them as available, and select your time zone using the time zone drop-down.

select available time and time zone

Step 4: Send your availability

Now that you’ve successfully connected your calendar and set your availability, you can easily schedule meetings and send availability to people from within Airgram. 

  • Again, select Scheduler on the left pane.

  • Click the Create scheduling event button at the top right corner.

create scheduling event

  • Enter your event information, including the name, location, and description, then click the Continue button.

enter event information

  • Lastly, copy the event link and share it with the attendees.

    successfully schedule an event in Airgram

Once the other party agrees on a time, the event will be added to your calendar automatically so you don't need to.

Method 3: List Your Available Times

Another way to send availability in email is to compose your message and simply list all your available time slots. Here’s a simple example: 

Dear [Recipient's Name],

I’d like to discuss our next project with you for 30-45 minutes. I have provided several available time slots below. Please let me know which option works best for you.

Monday: 9:00-11:30 am, 

Thursday: 10:00 am-10:30 pm, 1:00-3:00 pm

Friday: 1:00-3:00 pm

Please note that these times are in Pacific time (GMT-7). If none of the above works for you, I am open to the same schedule next week.

Let me know if you have any specific preferences or constraints. I will do my best to accommodate them.



Tips for Sharing Meeting Availability in an Email

  1. Start with a brief description: Begin the email by providing a sentence or two about the purpose or agenda of the meeting.

  2. Specify meeting duration: Clearly state the expected duration, whether 30 minutes, 1 hour, or another specific timeframe.

  3. Offer multiple options: Choose 3 or more specific time slots and spread them across different days. You can make it even more flexible by including morning and afternoon options.

  4. Add your time zone: Clearly state your time zone to avoid confusion. Also, consider the other person's time zone and ensure the proposed times work for them.

  5. Ask for their availability: Kindly ask your invitee about their availability, as your proposed time might not work for them.


Streamlining the process of scheduling meetings can greatly enhance your professional interactions.

And the easiest way to send your availability in email is by using the Airgram meeting scheduler. You will set your available time and simply share a scheduling link in the email, thus avoiding the back and forth to find a meeting time. Moreover, once you connect Arigram to your calendar, Aigram automatically adds events and checks your schedule for conflicts.

Michael Chen

Michael started his career as a product manager and then developed a passion for writing. He has been writing on technology, remote working, productivity, etc., hoping to share his thoughts with more people.

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