[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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Messages Documents Uploaded files Folders Conferences Workspaces Calendars Contact databases Instant messages Your Desktop Your Mailbox These are the basic objects that you'll work with when you use FirstClass. Messages Messages are pieces of email that are sent using FirstClass. Messages may be sent: •       locally on the same FirstClass server •       through a gateway that connects another FirstClass server or another messaging system •       through the Internet to anyone who can receive email. Top Documents You can create documents in FirstClass much as you do messages. These are the differences between a message and a document: a message •      is intended for mailing to someone electronically, and therefore includes space in the envelope for address information •       can't normally be edited after being sent (although FirstClass does let you unsend a message) •       expires after a certain period by default (FirstClass automatically deletes expired objects) •       is automatically named with the name of the sender (for mail received) or recipient (for mail sent) a document •  is intended for posting directly to an area where others can see it, and therefore can't be mailed •       can be edited after it has been posted •       never expires by default •       must be named explicitly •       is created based on a template that provides the default look Top Uploaded files You can upload files such as word processing and graphics files so that they are available to other users. These files can be attached to messages or placed directly in containers. Top Folders FirstClass folders work just like other folders you are used to on your operating system. You can create and name folders, then put messages and documents in them to organize your work area for easy access. By default, objects in folders never expire. The folder Documents is a place to put private documents, files, and so on. My Shared Documents is a place to put objects that you want to share with other users. In addition, your administrator may create external folders. Top Conferences At first glance, FirstClass conferences look like folders. A conference serves the same purpose of putting items with a common topic into one place, but there are some important differences: a folder •       is intended mainly as an organizational aid •       doesn't have directly controlled access; the folder's container determines its access •       can only hold messages that have been moved there •       doesn't indicate that it contains unread mail when it's closed a conference •     is intended mainly as an online forum for the exchange of information •       has controlled access; you need to be given certain permissions to be able to see and work with it •       can be the recipient of messages •       is flagged when it contains unread mail Top Workspaces A workspace is a shared area where users in the same workgroup can correspond and have access to the same resources. It has the same properties as a conference, but is easier to create. Where this help refers to conferences, it also generally applies to workspaces. Top Calendars FirstClass includes online calendars that record time commitments, such as meetings, and tasks that you need to complete. In addition to your own personal calendar, you may have access to public calendars that let you schedule meetings at mutually convenient times. Top Contact databases You can store contacts and mail lists in contact databases, to simplify addressing messages. You have a personal contact database, called your Contacts folder. In addition, you can create public contact databases for sharing contacts and mail lists. Top Instant messages Instant messages are real-time, online discussions with other users who are currently connected to your server. Top Your Desktop Once you are connected to a FirstClass server, your Desktop opens. It contains your Mailbox and other standard FirstClass applications, plus any containers that you or your administrator have placed on your Desktop. Top Your Mailbox Your FirstClass Mailbox contains: •       messages that have been sent to you •       all messages that you have sent •       messages that you have created but not yet sent. Top