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https://catalogartifact.azureedge.net/publicartifacts/arpatech1626357569648.email_meeting_scheduler-d723eea8-7711-46d3-a285-6bbd2198079f/image4_emailmeetingschedulerv5clock216px.png

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Manage your incoming meeting requests via an email by automating calendar checks and responses

Listens automatically for new meeting-request emails in a configured Outlook mailbox — no manual triggers, no copy-paste.

Powered by AI Builder (must be enabled in your environment before installing) to extract the requested date, time, and duration from natural-language email text — no rigid syntax required.

Reads time zones directly from the email — recognizes abbreviations (PKT, EST, CET), IANA names (Asia/Karachi), Windows display names, and numeric offsets (+05:00, GMT+5). Falls back gracefully to your configured default only when nothing is detected.

Interprets the requested time as written (no strict format), applying your configurable default year when none is provided, and optionally rolling past dates forward by one year.

Auto-detects multiple attendees from the To and Cc fields, email addresses inside the body, and even names mentioned in plain text (e.g., "loop in Sara and Bilal") — resolved against your Office 365 directory and added to the invite as required participants.

Checks calendar availability across all attendees in the requested window, not just the sender's, so suggested slots work for the whole group.

Books instantly when free — creates the calendar event, invites everyone detected, and sends a branded "Booked" confirmation email to the requester.

Suggests smart alternatives when busy — replies with three alternate slots on the same day (or the next working day if needed), every one of them strictly inside your configured working hours.

Respects working hours as hard boundaries — EMS will never propose meetings before Workday Start or ending after Workday End, eliminating awkward 7 AM or after-hours suggestions.

Honors a configurable lead time so the first suggestion is never uncomfortably close to "right now."

Time-zone-aware reply emails — outbound messages render times in the zone detected from the email (or your default), while Outlook still auto-converts the calendar invite to each attendee's own local time.

Fully configurable via environment variables — default year, fallback meeting duration, working hours, display time zone, suggestion count, lead time, roll-past-to-next-year toggle, and fully customizable Booked/Busy email HTML templates.

Backwards-compatible upgrade path — existing v1.2 configurations continue to work; new capabilities activate as soon as the updated extraction schema is applied.

Works best with explicit date and time phrasing — e.g., "Let's have a call on 7 Nov at 12 pm CET with alice@company.com" — though EMS handles informal language well.

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https://catalogartifact.azureedge.net/publicartifacts/arpatech1626357569648.email_meeting_scheduler-d723eea8-7711-46d3-a285-6bbd2198079f/image0_Screenshot13311280x720.png

https://catalogartifact.azureedge.net/publicartifacts/arpatech1626357569648.email_meeting_scheduler-d723eea8-7711-46d3-a285-6bbd2198079f/image6_Screenshot13321280x720.png

https://catalogartifact.azureedge.net/publicartifacts/arpatech1626357569648.email_meeting_scheduler-d723eea8-7711-46d3-a285-6bbd2198079f/image5_Screenshot13331280x720.png

https://catalogartifact.azureedge.net/publicartifacts/arpatech1626357569648.email_meeting_scheduler-d723eea8-7711-46d3-a285-6bbd2198079f/image2_EMSAltTimesReply1280x720.png

Email Meeting Scheduler

argitaratzailea: Arpatech

Manage your incoming meeting requests via an email by automating calendar checks and responses

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