When you add attendees to an event, the scheduling assistant shows when each person is free or busy, so you can pick a time that works before you send the invitation. It shows busy blocks only, never the contents of anyone’s events.
Find a time with the scheduling assistant
Create an event and add attendees
In Calendar, start a new event and add the people you want to meet.
Check the availability grid
The assistant lays out each attendee’s busy times in half-hour slots across the days you are considering, so free gaps that everyone shares stand out.
Pick a slot and send
Set the event to a time everyone has free. Attendees see the event on their calendars once it is saved.
Let colleagues see your free/busy
Your busy times appear in a colleague’s scheduling assistant only if you have shared at least one of your calendars with them. To do that, open your calendar list, choose the calendar to share, and add the colleague. If someone has not shared a calendar with you, the assistant marks them as unavailable rather than guessing.