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Outlook: Reserving NYSERDA Equipment

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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 Outlookconference rooms and equipment at NYSERDA.

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title	Reserving Conference Rooms

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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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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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UI Step

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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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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UI Step

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

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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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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 buttonas needed. Then click OK.

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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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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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title	Reserving Equipment

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UI Steps

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First you must open a New Meeting.

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

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

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

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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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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 Laptops.

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UI Step

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 option.

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After setting the date and time of the meeting,

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.

UI Steps

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Open Outlook.

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Open Calendar.

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Click New Meeting.

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Click Scheduling Assistant.

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In the Attendees field type the name of the equipment you would 'd like to reserve . In this instance we are reserving Laptop 2505 (erda.eq.alb-loaner-2505).in the Attendees field.

UI Step

Then, click the Scheduling Assistant menu option.

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UI Step
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.

UI Step
To finalize the reservation click Send.

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Hardware can be picked up by calling the helpdesk Helpdesk at 4357 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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Outlook: How to search for equipment

How to search for equipment in Outlook.

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UI Steps

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Open Outlook.

UI Step

Open the Address Book in Outlook.

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In the Search field type erda.eq.

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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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***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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