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Topic Overview

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This page provides instructions on how users should reserve equipment, reserve a NYSERDA Conference Room in Outlook, and using the Room Finder in Outlook.

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Introduction

The page reviews how to reserve a NYSERDA conference room when setting up a meeting invite in Outlook. These instructions can be used when scheduling an appointment that includes participants, There is no need to reserve a conference room using a separate appointment in Outlook.

Instructions

UI Steps

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UI Step

Open Outlook and access the Calendar Tab on the bottom-left of the window.

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UI Step

Select the New Appointment option in Outlook and set the date and time when you are looking to book a conference room.

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UI Step

Open the Scheduling Assistant.

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UI Step

Select Add Room.

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Info
The Add Room option in Outlook may be located in a different area depending on the device or method you are using to access Outlook.

UI Step

Select NYSERDA Rooms from the Address Book drop-down menu.

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UI Step

Search the list to locate the room you intend to reserve. Once located, select it, then click the Room button to add it to your invite. Repeat this step to add additional conference rooms to your invitation.

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Tip

Be sure to review the Location and Capacity fields associated with the room.

Location: in addition to identifying where the room is located, you can also review, within the (), what technology the room is equipped with.
Capacity: Outlines how many people can comfortably fit within the room.

UI Step

After adding all required rooms to the invite, click the OK button.

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UI Step

Next, you'll need to confirm the availability of the selected conference room(s) to ensure that no one else has them reserved already. After adding the room(s), review the scheduling assistant screen again and look for the line item(s) for the selected room(s). You can see dates and times where the room(s) has already been reserved.

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Info
If the room you are looking to reserve is already booked, try locating alternate rooms using the instructions above. Otherwise, booked rooms will display the person who reserved it. You can reach out the them to discuss alternatives but this should only be done if no other conference rooms are available given your needs and requirements.

UI Step

When complete, return to the Appointment and click Send. You will receive an automated email notification notifying you if your reservation was accepted or declined. The subject of the notification will display as Accepted: [Meeting Title] or Declined: [Meeting Title].

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If you do not receive an automated email notification or if you receive the *Declined: [Meeting Title]* email notification, it is an indication the room has already been reserved and you should attempt to locate an alternate conference room.

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1.) First you must open a New Meeting

2.) Fill out the Title, Required and Time/date of meeting

3.) In the Room Finder tool on the right choose NYSERDA Conference Rooms from the Show a Room List menu

4.) This will give you a list of available conference rooms and Suggested times for the meeting below.

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5.) Once a time and a room are selected from the suggestions it will add that resource to your meeting and will be ready to send.

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Outlook: How to Reserve equipment

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How to Reserve equipment in Outlook.
Using the global address list first determine what equipment you would like to reserve. There are instructions for this in the Knowledge Base please refer to that to find all reservable equipment.

Open Outlook.
Open Calendar.
Click New Meeting.

Click Scheduling Assistant.

In the attendees field type the name of the equipment you would like to reserve. In this instance we are reserving Laptop 2505 (erda.eq.alb-loaner-2505).
Modify the Start and End times appropriately, if the equipment is reserved during a time you would like to reserve the device it will be reflected with a busy time through that time period. In this example I am reserving the equipment for 1pm to 3pm on Friday as this laptop is previously reserved until 11:30am.
To finalize the reservation click Send.

Hardware can be picked up by calling the helpdesk at 4357 it is helpful to know what equipment you have reserved prior to arriving so we can locate the device without delay.

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Outlook: How to search for equipment

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How to search for equipment in Outlook.

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Open Outlook

Open address book in Outlook.

In the Search field type "erda.eq"

This reveals all the reservable equipment that NYSERDA offers.
Devices Labeled LON are tablets.
Devices Labeled Loaner are laptops.
Using this method you can search for any loanable device using the Global Address List in Outlook.

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