Outlook: Reserving NYSERDA Equipment

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

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title learn more Reserving Conference Rooms
Panel bgColor #f0f0f0 borderStyle solid 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 click the Calendar Tab icon on the bottom-left of the window to access your Outlook Calendar. Expand title screenshot Image Modified 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. Expand title screenshot Image Modified UI Step Open After setting the date and time of the meeting, click the Scheduling Assistant menu option. Expand title screenshot Image Modified UI Step Select Add Room. Expand title screenshot Info icon Image Removedinfo 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 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 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. Expand title screenshot Image RemovedImage Added UI Step Next, you'll need to confirm the availability of the selected conference room Conference Room(s) to ensure that no one else has them reserved already. After adding the room(s), review the scheduling assistant 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 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 Conference Room.
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Page Type	System Instructions
Space	HelpDesk

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