How to Find a Free Time for a Meeting in OX App Suite

Picking a meeting time by email can take days. OX App Suite Calendar has a Scheduling view that lines up the participants of an appointment on one timeline, so you can see when people are free before you send the invitation. It opens from the Find a free time … link in the appointment form.

Quick answer

In Calendar, click New appointment. Add people under Participants and resources, then click Find a free time …. In Scheduling, add more people with Add participant, check the timeline and click Apply changes. Back in the form, click Create.

Scheduling at a glance

Question	Answer
Where?	New appointment → Find a free time …
Add people	Participants and resources, or Add participant in Scheduling
Change the week	Arrows next to the date range
Bigger or smaller grid	−, 100% and + at the top-right
More options	Options: Rows, Appointment types, Date range, Hide non-working time
Finish	Apply changes, then Create

Screens checked in OX App Suite, November 2026.

Step 1: Start a new appointment

1. Open Calendar and click New appointment at the top-left.
2. In Create appointment, type a Title and set Starts on and Ends on. Ours defaulted to 8:00 AM to 9:00 AM.
3. Under Participants and resources, type a name or email address in the Name or email address field. You are already listed under Participants as the Organizer.

For the other fields, such as All day, Repeat, Location and Description, see how to create calendar appointments.

Step 2: Open the Scheduling view

1. Click Find a free time … at the right of Participants and resources.
2. The Scheduling window opens. Participants are listed on the left, with a timeline for the week on the right.
3. To add someone here, type in Add participant.

The blue block marks the time currently set for the appointment; in our test that was 8:00 AM on Tuesday, matching the form. Use the arrows beside the date range (ours showed 11/1/2026 – 11/7/2026, CW 45) to move between weeks, and −, 100% and + at the top-right to zoom the timeline.

Step 3: Adjust the view with Options

1. Click Options at the top-right.
2. Under Rows, choose Compact for tighter rows, or Show fine grid for more time lines.
3. Under Date range, pick Week or Month.
4. Hide non-working time was ticked in our test. It hides the hours outside your working day so the timeline stays short.

The menu also lists Free under Appointment types. Your working hours come from the Calendar settings; see calendar settings and sharing.

Step 4: Apply the time and create the appointment

1. When you have found a slot that suits everyone, click Apply changes at the bottom-right. Cancel closes Scheduling without changes.
2. Back in Create appointment, check the times and click Create. Discard throws the draft away.

We tested with only one participant, so our timeline doesn’t show anyone else’s busy times. With more people added, each gets their own row.

Tips

• Can’t see someone’s schedule? Free/busy details depend on the other person’s account and sharing. People outside your organisation may not show any.
• Looking further ahead? Switch Date range to Month.
• Let others edit? The form has a Participants can make changes option below the participant list.

If you’re looking for hosted email, Thexyz email includes webmail you can use from any browser, along with calendar and contacts.

Frequently asked questions

How do I check when people are free in OX App Suite?
Create a new appointment, add the people under Participants and resources and click Find a free time … to open the Scheduling view.

Can I see a whole month in Scheduling?
Yes. Click Options and choose Month under Date range.

What does Hide non-working time do?
It hides the hours outside your working time in the Scheduling timeline. It is in the Options menu.

Sources

• Tested by Webmail Wiki in OX App Suite, November 2026. Screenshots by Webmail Wiki; personal details blurred.