[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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Creating events directly in calendars Adding events from other calendars Using messages and documents to create events Creating events directly in calendars To add an event to a calendar: 1       Open the calendar. 2       Choose File > New > New Event.         Shortcuts Method Use in views Does what Double-click the day's blank space or the date itself. month week Opens a new event form with a start date of that day. Double-click the start time. day work week Opens a new event form with this start date and time. Open the context menu and choose New Event. all Opens a new event form with a start date/time based on where you opened the context menu. Click the start time and Control-drag (Windows, Linux) or Option-drag (Mac) to the end time. day work week Opens a new event form with that start and end date/time. Click the start date/time, type the event name, and press Enter/Return. all except Today list Creates an event at this start date/time. To change the default start and end times, hover the cursor over them and drag when the cursor looks like a clock. To color the event, choose Color from the context menu. To add any other details, open the event. 3       Update the basic event information on the Event tab of the Event form. The default start time and duration are based on values in your preferences. FirstClass looks for a free time slot within your normal work day (as defined by your preferences). If you add reminders to the event, this icon is displayed beside the event: Event participants will see these reminders based on their own preferences, no matter what you set here for yourself. 4       Update the Participants tab to invite participants, book resources that are in the Directory, and check that there are no conflicts. If there are conflicts, you can reschedule the event using this tab. 5       Update the Advanced tab, if you want the event to show up repeatedly on the calendar or set other advanced options. If you make the event repeat, this icon is displayed beside the event: 6       Attach files or add content just as you would for a message, if necessary. 7       Choose Message > Priority > Priority Urgent, if you want to make the event urgent. The event will appear in bold on calendars. 8       Click Save and Close. The event is added to your calendar and the calendars of all participants and booked resources.         Notes If you don't have permission to add events to a user's calendar, or they don't have a personal calendar, the event is sent to that user's Mailbox as a message. Events that you create in a group calendar are added directly to that calendar or to your personal calendar (with copies placed in the group calendar). The group calendar's permissions determine which method FirstClass uses. These events appear to come from the group calendar, not from yourself. Top Adding events from other calendars You can copy events from one calendar to another. This can be useful for adding events from group calendars to your personal calendar. To copy an event to another calendar, drag it from the source calendar to the appropriate date on the target calendar. Top Using messages and documents to create events You can drag a message or document into a calendar to create a new event. A copy of the message or document is attached to the event. The original message or document remains unchanged. In day view, the event is created at the time to which the message or document was dragged. In other views, the event is created at the first available time on the date to which the message or document was dragged. Top