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Topic Overview
Outlook: How to Reserve a NYSERDA Conference Room
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.
Select the New Appointment option in Outlook and set the date and time when you are looking to book a conference room.
Open the Scheduling Assistant.
Select Add Room.
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.
Select NYSERDA Rooms from the Address Book drop-down menu.
Search the list to locate the room you intend to reserve. 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.
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.
After adding all required rooms to the invite, click the OK button.
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.
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.
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].
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.
Outlook: Using the Room Finder
1.) First you must open a New Meeting
2.) Fill out the Title, Required and Time/date of meeting
3.) In the Room Finder tool on the right choose NYSERDA Conference Rooms from the Show a Room List menu
4.) This will give you a list of available conference rooms and Suggested times for the meeting below.
5.) 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.
Overview
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