Outlook - How to Reserve a CECE Vehicle

Step by Step Guide

1) In Outlook, in your calendar view (not the car or van calendar) select New Meeting or Appointment.  In the untitled New Meeting dialog box you will see your email address in the from field.

2) If you see the car or van email address in the from field you need to close the box, navigate to your calendar and start again. If you start from the Appointment dialog box you will not see your email address in the from field until after you select participants from the Scheduling Assistant and return to the Appointment.

3) Click on Scheduling Assistant.  Make sure your email address is the first attendee (if the car or van is listed as the first attendee, close, navigate to your calendar and start again).  Click in the next line to add the vehicle you would like to reserve; Continuing Ed - Car or Continuing Ed - Van.  After you tab or click in the next line the vehicle email populates.  You may then add any other attendees you would like to receive the meeting or appointment invite.

4) In the Scheduling Assistant you will be able to see when the vehicle is available for your reservation.   

5) Return to your New Meeting or Appointment and you will now see your name in the "From" field and the vehicle email in the "To" field in addition to any other attendees you are inviting.

6) In the Subject field enter your name followed by your unit's name.

7) In the Location field enter your destination.

8) Enter the start and end dates/times for your reservation.  You may enter additional information regarding your trip in the body of the meeting.                                                                                                                            

9) Click Send.

These steps will put your reservation on the calendar as tentative (striped bar to left of reservation on calendar) and send an email to Katina and SSI Office staff, who will accept the reservation.  Reservations are accepted on a first come first serve basis.  The left side bar on the reservation will turn to a solid color when the reservation has been accepted.

If your reservation spans multiple days you enter the start and end dates and times in the meeting request.  It will appear as a bar at the top of the calendar view in the event space.  When you are initiating a meeting invite to reserve a vehicle please be sure to check the event bar for reservations.  If there is a reservation in the event bar spanning multiple days the vehicle is not available at all on the days the bar spans.