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Outlook: Reserving NYSERDA Equipment

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Info

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This page provides instructions on how users should reserve conference rooms and equipment at NYSERDA.

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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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Info

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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

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 as needed. Then click OK.

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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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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.

Aura - Tab

title	Reserving Equipment

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

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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 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, type the name of the equipment you'd like to reserve in the Attendees field.

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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.

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To finalize the reservation click Send.

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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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Topic Overview

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

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

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