Reserve Resource in Outlook Classic (PC)

Reserve Resource in Outlook Classic (PC)

Reserve Resource in Outlook Classic (PC)

Should you have any trouble with the below please contact the Nexus Service Desk.
This KB is focused on reserving non-room resources, such as vehicles or other equipment.
To reserve a conference room, please see this KB:  Reserve Conference Room in Outlook (PC)
  1. Open Outlook email program & creating a meeting.
     or  or 
    1. Alternatively click Calendar  (bottom-left), New Appointment (top-left)
  2. Click Required button & search for the desired resource and invite it

  3. Adjust date & time. Scheduling Assistant tab (top-left) can show the resource's availability, based on the row it’s on. Example below we see that resource is already booked for the requested time (top & blue bar):
  4. Add Subject & invite others if necessary
  5. Send
  6. You will receive an email accepting or declining the reservation. See Declined in FAQ (at bottom) for more info
    1. If you get no email within 30 minutes, the resource was not booked, repeat steps above making sure you don’t delete the resource name (ex: Agency-VehicleName) from To line
    2. If the resource declines the reservation, the meeting still shows in your own calendar for you to modify. Do not confuse it being in your own calendar as a sign the resource was successfully reserved.

FAQ

  • Never got accept/decline email? Please retry all steps (do not use Location drop-down list, only Location button)
  • Reservations are first come first served. You can only edit a reservation you made, no one else’s. Please cancel meeting if they are no longer needed so the resource is available for others. Please ask for assistance if you are not sure
  • Declined/Rejection
  1. Should only happen if there was an overlap in resource reservation times
  2. Do not create a new meeting, edit existing one to choose another resource
  • Editing existing meeting
  1. Click  Calendar button in bottom-left, then make sure Calendar is checked:


  1. Double-click meeting
  2. Change what’s needed: participants, subject, cancel, etc.
  • Declined reservation? Click Required button again to select another resource
  1. Send Update
  • Reservation details besides busy/free, open the resources calendar to see a meetings subject
  1. Open Outlook, click  Calendar in bottom left corner
  2. Click Open Calendar (top-right/middle), From Address Book…
    If you do not see an Add Calendar button, you may need to look for an Add button in a three dots menu:

  1. Double-click one of the ‘AgencyAbbreviation-‘ Calendar entries & hit OK
    Replace AgencyAbbreviation with your agency's three letter abbreviations, for example: NPH- or NHO-
  • Recurring resource meetings: commonly run into troubles so it's best to book each meeting one-by-one. They're problematic because: you can only book 6 months out & overlaps are more likely because of multiple dates. Follow tips below if you wish to proceed with recurring meetings
    1. Open the resource's calendar in above bullet to see WHEN that resource is available to all date/times desired
    2. Send without adding people/recipients, after you get acceptance from resource edit it to add recipients so as not to send recipient two or more meeting emails where the resource may change by chance it was already reserved
  • You get accept/decline emails from people (attendees) you invited to meeting. To turn them off click the buttons detailed below:

How do I confirm the resource is reserved?

  1. You get an 'Accepted' email from the resource itself:
  2. Alternatively you can open the meeting in your own calendar then go to the Tracking tab:
    In this case the resource declined so I should have also gotten a Declined email stating as such
  3. If the resource declines reservation, the meeting still shows in your own calendar for you to modify. Do not confuse it being in your own calendar as a sign the resource was successfully reserved