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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

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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

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Open Outlook and access click the Calendar Tab icon on the bottom-left of the window to access your Outlook Calendar.

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Select the New Appointment option in Outlook and set the date and time when you are looking to book a Conference Room or New Meeting option.

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Open After setting the date and time of the meeting, click the Scheduling Assistant menu option.

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Select Add Room.

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title	Reserve a NYSERDA Conference Room

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title	Reserve a NYSERDA Conference Room

UI Steps

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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.

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

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

as needed. Then click OK.

UI Step

Search the list to locate

Locate the room you intend to reserve on the list. 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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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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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.

Open the Address Book in Outlook.

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In the Search field type erda.eq.

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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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UI Steps

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Open Outlook.

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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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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.

UI Steps

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Open Outlook.

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Open Calendar.

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Click New Event.

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Click Scheduling Assistant.

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UI StepIn 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).

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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.

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To finalize the reservation click Send.

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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. Anchor_GoBack

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Outlook: How to Reserve equipment

Outlook: How to search for equipment

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UI Steps

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First, you'll need to identify the name of the equipment you'd like to reserve. To do this, open the Address Book in Outlook

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Within the Address Book, type erda.eq in the Search field. This reveals all the reservable equipment that NYSERDA offers. Devices labeled LON are Tablets, and devices labeled Loaner are LaptopsClick the New Meeting button at the top left.

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After identifying the name of the equipment you'd like to reserve, click on the Calendar icon on the bottom-left of the window.

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Select the New Appointment or New Meeting optionFill out the Title, Required and Time/date of meeting tabs.

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In the Room Finder tool on the right choose NYSERDA Conference Rooms from the Show a Room List menuAfter setting the date and time of the meeting, type the name of the equipment you'd like to reserve in the Attendees field.

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This will give you a list of available conference rooms and suggested times for the meeting belowThen, click the Scheduling Assistant menu option.

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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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***OLD BUTTONS***

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<a href="https://knowledge.nyserda.ny.gov/display/ERDADSK/Outlook%3A+How+to+Reserve+equipment" target="_blank" rel="noopener noreferrer"><button class="navbutton2" style="width:100%;">Outlook: How to Reserve equipment</button></a>

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<a href="https://knowledge.nyserda.ny.gov/display/ERDADSK/Outlook%3A+Reserving+NYSERDA+Equipment" target="_blank" rel="noopener noreferrer"><button class="navbutton2" style="width:100%;">Outlook: Reserving NYSERDA Equipment</button></a>

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.

UI Step
To finalize the reservation click Send.

UI Step

Hardware can be picked up by calling the Helpdesk at x4357 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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<a href="https://knowledge.nyserda.ny.gov/display/ERDADSK/Outlook%3A+How+to+search+for+equipment" target="_blank" rel="noopener noreferrer"><button class="navbutton2" style="width:100%;">Outlook: How to search for equipment</button></a>

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Outlook: How to Reserve equipment

Outlook: How to search for equipment