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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.

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

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

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UI Steps

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UI Step

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UI StepSelect 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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Open the Scheduling Assistant.

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Reserve a NYSERDA Room

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title

Reserving Conference

Rooms

UI Steps

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UI Step

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

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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, 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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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.

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

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 Steps

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UI Step
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

UI Step

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 Laptops.

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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 option.

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After setting the date and time of the meeting,

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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.

UI Step
Open Calendar.

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Click New Event.

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Click Scheduling Assistant.

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Then, click the Scheduling Assistant menu option.

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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

.

UI Step
To finalize the reservation click Send.

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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UI Steps

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Click the New Meeting button at the top left.

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Fill 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 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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Outlook: How to Reserve equipment

Outlook: How to search for equipment

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UI Steps

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UI Step
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***

HTML

<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>

HTML

<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>

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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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