Aura - Title

color	#0073a4
textAlign	left
fontSize	28
lineHeight	28
cloudText	Demo Title
tag	h1
fontWeight	bold

Outlook: Reserving NYSERDA Equipment

Aura - Divider

serializedStyles	{"alignment":{"horizontal":"start"},"icon":{"name":"faPaperPlane","color":"#333","size":24},

Panel

borderColor	#7b2cd6
bgColor	#f1ecfc
borderStyle	solid

Topic Overview

Aura - Paneltab1styles{"body":{},"header":{},"headline":{

"text":{"

text

color":"

Introduction

#333","fontSize":

26

14,"

color

textAlign":"

#002d72

left","

textAlign

fontWeight":"

left

bold","

fontWeight

text":"

normal

Aura Divider"

}

},"

base

border":{

"borderRadius

"top":false,"right":

{

false,"

radius

bottom":

4}

true,"

backgroundColor

left":

{

false,"color":"#0073a4","style":"solid","

#f0f0f0

width":2},"size":{}}
type	regular

Info

icon	false	body	<p><br /></p>

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.

Open the Scheduling Assistant.

aura-paneltab-collection
UI Step

Expand

title	screenshot

Image Removed

UI Step Aura - Tab Groupsettings{"generalSettings":{"tabSpacing":0,"tabWidth":80,"tabHeight":40,"direction":"vertical"},"activeSettings":{"backgroundColor":{"color":"#002d72"},"text":{"fontSize":16,"color":"#fff","textAlign":"left","fontWeight":"normal"}},"inactiveSettings":{"backgroundColor":{"color":"#f4f5f7"},"text":{"fontSize":16,"color":"#5e6c84","textAlign":"left","fontWeight":"normal"}},"contentSettings":{"backgroundColor":{"color":"#fff"},"

1	stylessettings	{"bodygeneralSettings":{"texttabSpacing":{0,"colortabWidth":"#002d72"100,"textAligntabHeight":"left"40,"fontWeightdirection":"normal","fontSize":14}}horizontal"},"headeractiveSettings":{"backgroundColor":{"color":"#ffffff"}},"headline":{"alignment":{"horizontal":"start#002d72"},"text":{"textfontSize":"Outlook: How to Reserve a NYSERDA Conference Room and Equipment"18,"color":"#002d72#fff","textAlign":"left","fontWeight":"normal","fontSize":26}},"baseinactiveSettings":{"backgroundColor":{"color":"#ffffff#f4f5f7"},"borderRadiustext":{"radiusfontSize":4},"border":{18,"color":"#002d72#5e6c84","styletextAlign":"solidleft","widthfontWeight":4"normal"}},"bottomcontentSettings":false,{"topbackgroundColor":false,{"leftcolor":true,"right#fff":false},"boxShadow":{"shadows":[{"color":"rgba(0, 0, 0, 0.08)","is":"drop-shadow","x":0,"y":10,"blur":1,"spread":0},{"color":"rgba(0, 0, 0, 0.16)","x":0,"y":13,"blur":32,"spread":1}]}}}
body	<p><br /></p>

Expand

title	learn more

Info

icon	false

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

size	small

UI Step

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

Expand

title	screenshot

Image Removed

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

Expand

title	screenshot

Image Removed

-2}]},"border":{"style":"solid","width":2,"top":

false

true,"bottom":false,"left":false,"right":

true

false,"color":"#002d72"},"padding":{"top":10,"right":10,"bottom":10,"left":10}},"hoverSettings":{"backgroundColor":{"color":"#0073a4"},"text":{"fontSize":

16

18,"color":"#ffffff","textAlign":"left","fontWeight":"normal"}}}
tab	1

tab1styles

Reserve a NYSERDA Room

Aura - Tab

title

Reserving Conference

Rooms

panelborderColor#002D72

UI Steps

size

small

UI Step

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

Expand

title	screenshot

Image Added

UI Step

Select the New Appointment or New Meeting option.

Expand

title	screenshot

Image Added

UI Step

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

small

Expand

title	screenshot

Image Added

bgColor

#F3F4F9

titleColor

#ffffff

borderWidth

1

titleBGColor

#002D72

borderStyle

none

title

Reserve a NYSERDA Conference Room

UI Steps

size

UI Step

Select Add Room.

Expand

title	screenshot

Image Removedinfo

Info

icon

false

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.

Image Added

UI Step

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

Expand

title	screenshot

Image Modified

Image Removed

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

.

Expand

title	screenshot

UI Step

Expand

title	screenshot

Image Removed

Image Added

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.

Expand

title	screenshot

Image Modified

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].

Info

icon	false

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.

Searching for Click New Event

Aura - Tab

title

Searching for Equipment

Panel

borderColor

#002D72

bgColor

#F3F4F9

titleColor

#ffffff

borderWidth

1

titleBGColor

#002D72

borderStyle

none

title

Reserving Equipment

UI Steps

size	small

Open the

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

.

Image Removed

UI Step

Open Outlook.

UI Step

Expand

title	screenshot

in the Search field. This reveals all the reservable equipment that NYSERDA offers.

Devices

Labeled

labeled LON are Tablets

.Devices Labeled

, and devices labeled Loaner are Laptops.

UI Step

In the Search field type

Within the Address Book, type erda.eq

.

Expand

title	screenshot

Image Removed

Info

icon	false

Using this method you can search for any loanable device using the Global Address List in Outlook.

aura-tabReserving Equipment

Expand

title

screenshot

panel

Image Added

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Reserving Equipment

Info

icon	false

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

size	small

UI Step
Open Outlook.

UI Step
Open Calendar.

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.

Expand

title	screenshot

Image Added

Image Removed

UI Step

Click Scheduling Assistant
Select the New Appointment or New Meeting option.
Expand
title screenshot
Image Removed
Image Added

UI Step

In the Attendees field

After setting the date and time of the meeting, type the name of the equipment you

would

'd like to reserve in the Attendees field.

UI Step

Then, click the Scheduling Assistant menu option.

Expand

title	screenshot

Image Added. In this instance we are reserving Laptop 2505 (erda.eq.alb-loaner-2505).

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.

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.

_GoBack

UI Step

Info

icon	false

Anchor

_GoBack

Expand

title	screenshot

Image Modified

Aura - Panel

{"body":{"text":{"color":"#002d72","textAlign":"left","fontWeight":"normal","fontSize":14}},"header":{"backgroundColor":{"color":"#ffffff"}},"headline":{"alignment":{"horizontal":"start"},"text":{"text":"Outlook: Using the Room Finder","color":"#002d72","textAlign":"left","fontWeight":"normal","fontSize":26}},"base":{"backgroundColor":{"color":"#ffffff"},"borderRadius":{"radius":4},"border":{"color":"#002d72","style":"solid","width":4,"bottom":false,"top":false,"left":true,"right":false},"boxShadow":{"shadows":[{"color":"rgba(0, 0, 0, 0.08)","x":0,"y":1,"blur":1,"spread":0},{"color":"rgba(0, 0, 0, 0.16)","x":0,"y":1,"blur":3,"spread":1}]}}}body<p><br /></p> Expand

title	learn more

UI Steps

size	small

UI Step

Click the New Meeting button at the top left.

Expand

title	screenshot

Image Removed

UI Step

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

Expand

title	screenshot

Image Removed

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

UI Step

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

Expand

title	screenshot

Image Removed

UI Step
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.

Aura - Panel

tab	1
styles	{"body":{"text":{"color":"#002d72","textAlign":"left","fontWeight":"normal","fontSize":14}},"header":{"backgroundColor":{"color":"#ffffff"}},"headline":{"alignment":{"horizontal":"start"},"text":{"text":"Reserving Equipment","color":"#002d72","textAlign":"left","fontWeight":"normal","fontSize":26}},"base":{"backgroundColor":{"color":"#ffffff"},"borderRadius":{"radius":4},"border":{"color":"#002d72","style":"solid","width":4,"bottom":false,"top":false,"left":true,"right":false},"boxShadow":{"shadows":[{"color":"rgba(0, 0, 0, 0.08)","x":0,"y":1,"blur":1,"spread":0},{"color":"rgba(0, 0, 0, 0.16)","x":0,"y":1,"blur":3,"spread":1}]}}}
body	<p><br /></p>

Outlook: How to Reserve equipment

Outlook: How to search for equipment

Expand

title	learn more

***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>

HTML

<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>

HTML
<script type="text/javascript" > jQuery(document).ajaxComplete(function() { if(jQuery('.ia-fixed-sidebar.collapsed').length == 0 ) { jQuery('.expand-collapse-trigger').click(); }; }); </script>

HTML

<style type="text/css">
.aura-tab-contentbody {
marginpadding-topleft: 0px5px!important;
padding-topright: 0px5px!important;
}
.aura-panel {
marginpadding-top: 0px5px!important;
marginpadding-leftbottom: 0px!important;
margin-right: 0px5px!important;
}
.panel, .alertPanel, .infoPanel aura-header {
marginpadding-topleft: 0px5px!important;
}
.panelHeader {
font-size: 20px;
padding-topright: 5px!important;
padding-bottomtop: 5px!important;
}
.panelContentaura-headline {
display: none;
}
#title-text {
display: nonepadding-bottom: 5px!important;
}
.aura-bodypanel {
paddingmargin-top:5px 0px!important;
paddingmargin-bottom:5px!important;
padding-left:5px!important;
padding-right:5px 0px!important;
}
</style>

Page tree

Versions Compared

Old Version 19

New Version Current

Key

Introduction

Outlook: How to Reserve equipment

Outlook: How to search for equipment

Page tree

Page History

Versions Compared

Old Version 19

New Version Current

Key

Introduction

Outlook: How to Reserve equipment

Outlook: How to search for equipment