[Image:81903_22607_2.png]Book resources for a presentation Minimum version: FirstClass 8.3 Audience: Business professionals Experience: [Image:9203_22631_1.png] FirstClass applications used: [Image:9203_24337_3.png][ fcp://@fc.onlinehelp.com,%237600229/En/OnlineHelp/Client Help/Calendars ]Calendars [Image:9203_31709_1.png] Summary Looking for a simple way to organize the location and resources you need for your presentation? Consider using a FirstClass calendar. Instead of sending out printed memos and filling out request forms, you can use a group calendar in FirstClass to invite participants, reserve multimedia resources, and book locations. Here is a comparison of the conventional way you may book resources and how you would do it in FirstClass. [Image:92203_31828_0.png] [Image:9203_31709_1.png] Example Michael Green is vice president of Sales and Marketing at Husky Planes. Several times a year he showcases the company's newest products for his sales staff. His presentations usually consist of a promotional videotape from the Marketing department accompanied by a slide presentation. Michael schedules the presentation, invites members of the sales department, and books the boardroom and multimedia resources all at the same time. He doesn't have to leave his office to ensure that his presentation goes off without a hitch. Here are the steps he takes to handle the arrangements: STEP 1: Schedule presentation Michael schedules the presentation in the Sales Dept Calendar by creating a new event entitled New Product Promo. This is the new event he created. [Image:8102006_91145_0.png] STEP 2: Reserve venue Each resource or location Michael wishes to book has its own calendar. When he schedules an event, he simply enters the name of the resource calendar or location calendar on the Scheduling tab of the event he is booking. If there is a time conflict, it will show immediately and he can decide how to handle it. Michael reserves the company's mid-sized boardroom using the Scheduling tab. STEP 3: Reserve resources Michael also reserves a large screen television, a video cassette recorder, and a video projector. This is the Scheduling tab where he books the resources. [Image:882006_33623_2.png] When he entered his requests on the Resources tab for the New Products Promo event, a new event appeared in each item's calendar. Husky Planes' IT department monitors the resource and location calendars and ensures that requested equipment is ready for use when scheduled. This is the calendar for the video projector that John booked. [Image:882006_32721_0.png] STEP 4: Invite participants Michael invites the members of the sales department by entering their names on the Scheduling tab. From this screen, he sees who may have a time conflict. He adjusts the date and time as needed (the booked times for the resources and locations will also change automatically). The presentation will then appear in each of their personal calendars. This is the Scheduling tab where he invites participants. [Image:882006_33910_4.png] [Image:9203_31709_1.png] Variation If Michael has content he wishes to share before the presentation, he can attach it to the calendar event at the time of scheduling or type it in the text box on the event form. This is the event he created. He attached a file for review and included an agenda in the text area. [Image:882006_32224_4.png]

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Setting up your offline conferences Specifying offline conferences Removing offline conferences Setting up your offline conferences To save disk space, FirstClass Personal does not automatically show all the conferences to which you have access when you are connected to your server. You must tell FirstClass Personal which conferences you want to work with offline. You will have the same permissions for a conference offline as you do online; if you are not allowed to post to a conference online, you will not be able to do so offline. After you have specified your offline conferences, the next time you work offline, FirstClass Personal replicates any unread messages that are in these conferences. Within the offline version of your Offline Conferences folder, you will only see those conferences that contain unread mail. FirstClass Personal only creates these conferences offline when they contain unread mail.         Note You can set up offline public calendars just as you do conferences. Top Specifying offline conferences To tell FirstClass which conferences to show offline: 1       Log into your server. 2       Choose Collaborate > Work Offline > Open Offline Conferences, if you have not yet started FirstClass Personal. The Offline Conferences window opens, and the Offline Conferences folder is placed on your Desktop, if it is not already there. 3       Select a conference that you want to access offline. 4       Press Shift and drag the conference to the Offline Conferences folder to make a link to it. 5       Continue Shift-dragging conferences to your Offline Conferences folder until you have specified all the conferences you want to work with offline. Top Removing offline conferences If you no longer want to access a conference offline, delete it from both the offline and online versions of your Offline Conferences folder. Top