[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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Contents Types of calendar views Changing the appearance of calendar text Customizing calendar views Types of calendar views You can split a calendar into panes, and look at it using the same views, as you do for conferences. While in these views, you can do the same things you do with messages. For example, in list view, you can sort calendar events. In addition, there are the following specialized calendar views: View Description month Highlights the current day. week Highlights the current day. day Shows events only, in time slots. Tasks and untimed events are displayed at the top of this view. Today list Shows events that take place today and tasks that start today or are still ongoing. This list is displayed in a separate pane that you can show or hide. To display a pane in a particular view, click the appropriate toolbar button. You can also choose the view at "Display format" in the pane's view properties. Conflicting events are indicated with a red bar. Urgent tasks and events are listed before nonurgent ones. Top Changing the appearance of calendar text You can change the font family, size, and color in which calendar text is displayed in all views. This doesn't affect the text displayed in open calendar items. To do this, update the following fields on the View Properties form: Font Type the font family name (for example, Verdana). To revert to the default font family, clear this field. Size Select or type the font size. To revert to the default size, click the minus control until Default is displayed. Use color Select the checkbox, then choose the color by clicking it on the color palette. For a custom color, type the red, green, and blue values. Top Customizing calendar views You can customize your month and week calendar views in the following ways: • display week numbers (month view) • change the day on which the week starts (month and week views). To customize your calendar views, make the changes you want to your preferences. Top