How should I format my availability in an email?

Use one time slot per line with the format: Day (Date): Time Range. Always include the timezone in a header line. Offer 3 to 5 options across 2 to 3 different days. End with a line like Let me know what works or feel free to suggest something else.

How many time slots should I offer when sharing availability?

Offer 3 to 5 options across 2 to 3 different days. Fewer than three feels rigid and may require another round of emails. More than five feels like you dumped your entire calendar.

How to Send Availability in Email (Auto-Add + Templates)

Q: How can I automatically add my availability into my emails?

Generate a paste-ready list from Google Calendar or Outlook, then paste it into the email. ShareAvailability reads busy/free times and formats them; it does not rewrite every outgoing message on its own. Sign in, click Generate, copy, paste. That is the automatic calendar step people mean by adding availability into emails.

Q: How do I send availability from Outlook?

Sign in with Microsoft on ShareAvailability, generate the list, and paste it into the Outlook compose window. Outlook Scheduling Assistant can also insert availability inside Microsoft 365, but that format does not travel as well to Slack or people outside Outlook.

February 3, 2026·8 min read

Last updated: September 2026

Direct answer: You do not automatically inject times into a sent email. You generate a paste-ready list from your calendar, then paste it into the message. Sign in at ShareAvailability with Google or Microsoft, pick a date range, click Generate, copy the text, and drop it into Gmail or Outlook. That is the practical answer to “how can I automatically add my availability into my emails?” — the calendar work is automatic; the email still gets a human paste.

If you were looking for a share availability link, skip it for most 1:1 threads. A paste-ready list lets the other person reply in the same email instead of opening a booking page.

You still need to send someone your available times. Maybe it's a recruiter, a client, a collaborator, or a friend you're trying to grab lunch with. The old drill is: calendar in one tab, email in another, human Tetris.

This guide covers ready-to-use email templates, the auto-generate workflow, a short Outlook path, and the formatting that actually gets a reply.

Copy a sample availability list below (no sign-in) — then do this from your real calendar in about 10 seconds.

Sample free times — tweak or copy as-is (no sign-in)

Sample availability grid by day and time block
Time	Tue 10/6	Wed 10/7	Thu 10/8
9–11am
1–3pm
3–5pm

Paste-ready text (same as the app)

Here's my upcoming availability (EDT):
Tue (10/6): 9-11am, 1-3pm
Wed (10/7): 1-3pm

Do this from your real calendar

Google Calendar Outlook Apple Calendar

Free · Read-only calendar access

The Template (Copy This)

Here's a clean, professional template for sharing your availability in an email. Copy it, fill in the brackets, and send.

General Purpose — Meeting Request

Subject: Finding a time to connect

Hi [Name],

I'd love to find a time to [discuss the project / catch up / chat about the role].
Here are some times that work on my end — all times [timezone]:

[Day, Date]: [time range]
[Day, Date]: [time range]
[Day, Date]: [time range]

Let me know what works for you, or feel free to suggest something else.

Looking forward to it,
[Your name]

Filled-in example:

Subject: Finding a time to connect

Hi Sarah,

I'd love to find a time to discuss the Q2 campaign timeline.
Here are some times that work on my end — all times EST:

Tuesday (2/18): 9–10am or 2–3:30pm
Wednesday (2/19): 10am–12pm
Thursday (2/20): 1–4pm

Let me know what works for you, or feel free to suggest something else.

Looking forward to it,
Alex

Coffee Chat / Networking

Subject: Would love to connect

Hi [Name],

[One sentence of context — how you know them or why you're reaching out.]

I'd love to grab coffee or hop on a quick call if you're open to it.
Here are some times I'm free over the next week or so ([timezone]):

[Day, Date]: [time range]
[Day, Date]: [time range]
[Day, Date]: [time range]

No rush — just let me know if any of those work, or suggest a time that's better for you.

Best,
[Your name]

This is the same idea as a coffee-chat availability note: times in the thread, no scheduler.

Job Interview / Recruiter Follow-Up

Subject: Re: [Job Title] — Available Times for Next Steps

Hi [Name],

Thank you for considering me for the [Job Title] position. I'm very excited about the opportunity and happy to move forward with [next steps / an interview / a call].

Here is my availability for the next two weeks — all times [timezone]:

[Day, Date]: [time range]
[Day, Date]: [time range]
[Day, Date]: [time range]
[Day, Date]: [time range]

I'm flexible and happy to adjust if none of these work. Please let me know what's most convenient for you and the team.

Best regards,
[Your name]

For interview threads, keep it text — see how to send availability to a recruiter and the job-interview use case.

Client or Sales Follow-Up

Subject: Re: [Project/Product] — Let's find a time

Hi [Name],

Great chatting with you about [topic]. I'd love to continue the conversation and [discuss next steps / walk you through a demo / explore how we can help].

Here are some openings on my calendar ([timezone]):

[Day, Date]: [time range]
[Day, Date]: [time range]
[Day, Date]: [time range]

Happy to work around your schedule — just let me know what's best.

Best,
[Your name]

Group Scheduling (Multiple People)

Subject: Finding a time for all of us

Hi everyone,

I'd like to get us all together to [purpose]. Here are a few windows that work on my end — all times [timezone]:

[Day, Date]: [time range]
[Day, Date]: [time range]
[Day, Date]: [time range]

Could you reply with which of these work for you? I'll lock in whatever time has the most overlap.

Thanks,
[Your name]

How to automatically add availability into emails

There is no honest “set it and forget it” that writes times into every outgoing mail. What you can automate is the calendar scan.

Go to ShareAvailability and continue with Google or Microsoft (read-only calendar access).
Choose the date range, working hours, timezone, and meeting length.
Click Generate. You get a vertical list: day, date, time ranges, timezone on the first line.
Copy it and paste it into Gmail, Outlook, Slack, or anywhere else you already write.

That is “automatically add my availability into my emails” in practice: the tool does the calendar math; you paste once. If you live in Gmail, the Gmail use case walks the same loop in the inbox.

The output looks like this:

Here are some times that work for me (EST):

Wed (2/12): 9–10am
Thu (2/13): 9am–3pm, 4–6pm
Fri (2/14): 9am–6pm
Mon (2/17): 9–11am, 11:30am–3pm, 4–6pm

Why this beats a booking link in email: a Calendly-style link asks them to leave the inbox. Pasted times let them reply in the thread. For relationship-heavy mail, that is the point.

→ Sign in and generate a list (Google or Microsoft)

How to Format Your Availability (So People Actually Read It)

Always include the timezone. This is the most common source of scheduling errors. Don't make the recipient guess. Put it in the header line ("all times EST") and, if you're scheduling across time zones, consider including both.

Use day + date + time range. Not just "Tuesday at 2pm" (which Tuesday?). A complete entry looks like:

Tuesday (2/18): 9–10am or 2–3:30pm

Offer 3–5 options. Fewer than three feels rigid. More than five feels like you dumped your entire calendar.

Keep one option per line. Don't write your availability as a paragraph.

✅ Good:

Tue (2/18): 9–10am or 2–3:30pm
Wed (2/19): 10am–12pm
Thu (2/20): 1–4pm

❌ Bad:

I'm free Tuesday from 9 to 10 or 2 to 3:30, Wednesday from 10 to noon, and Thursday afternoon between 1 and 4.

End with an out. Close with "Let me know what works, or feel free to suggest something else."

Send availability from Outlook

If the thread is in Outlook and your calendar is Microsoft 365 or Outlook.com, you can still send the same paste-ready list.

ShareAvailability: Continue with Microsoft on the app, generate, paste into the Outlook compose window. Same format as Gmail. Details in the Outlook use case and Outlook calendar guide.
Outlook Scheduling Assistant / insert availability: Fine inside Microsoft 365 when both people live there. It is not a copy-paste list for Slack, iMessage, or someone who never opens Outlook.
Calendar sharing: Ongoing access for teammates. Overkill for a one-off email.

You do not need a public “availability calendar” page for a single reply. A short list in the body is enough.

Other Ways to Share Availability in Email

Gmail's Built-In Scheduling Tool

If you use Gmail, click the three-dot menu in compose → "Set up a time to meet" → "Propose times you're free." Gmail inserts clickable slots. Convenient for 1:1 Google-to-Google mail; it only checks your primary calendar and does not travel well to Slack or text.

Calendar Sharing (Ongoing Access)

Google Calendar and Outlook can share free/busy with specific people. Useful for teammates, not for a one-off paste.

Common Mistakes to Avoid

Forgetting the timezone. Always specify.

Offering times that are too soon. Aim for at least 2–3 days out unless it is truly urgent.

Not checking all your calendars. Work plus personal is the usual miss. ShareAvailability merges the calendars you select.

Being too vague. "I'm pretty open next week" is not a list.

Being too rigid. Three to five options across multiple days is the sweet spot.

Frequently Asked Questions

How can I automatically add my availability into my emails?

Generate the list from Google Calendar or Outlook with ShareAvailability, then paste it. Nothing silently rewrites every outgoing message. The automatic part is reading busy/free and formatting the times.

Is a share availability link better than pasting times?

For high-volume inbound booking, a scheduler can be the right tool. For a normal email thread, paste-ready text is clearer and does not send the other person to a booking page.

How should I format availability in an email?

One slot per line: Day (Date): Time Range. Timezone in a header. Three to five options. A line that invites a counter-offer.

How do I send availability from Outlook?

Sign in with Microsoft, generate the list, paste it into the email. Or use Outlook’s own insert-availability / Scheduling Assistant when everyone is already on Microsoft 365.

How many time slots should I offer?

Three to five across two or three days.

TL;DR

Use the templates above.
Always include timezone, day + date, ranges, and a fallback.
Format one slot per line.
Auto-generate from ShareAvailability (Google or Microsoft) instead of typing from a calendar screenshot.
Skip booking links when the relationship calls for a personal reply.

Related Guides

How to Reply When Someone Asks for Your Availability: answering “when are you free?” with paste-ready windows.
How to Propose Meeting Times by Email: structure and templates when you are offering options first.
How to Share Google Calendar Availability: five ways to get free times out of Google Calendar.
Professional Email Availability Templates: more copy-paste emails.
How to Send Your Availability to a Recruiter: interview-stage templates.
ShareAvailability vs Calendly: when plain text beats a booking link.

ShareAvailability turns Google Calendar or Outlook into a clean, plain-text availability list. Copy, paste, send. Free. The recipient does not sign up.

Share your availability as plain text

No booking links. Generate email availability from your calendar and paste into any email, Slack, or text.

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