[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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File sent mail to avoid clutter Minimum version: FirstClass 8.3 Audience: All FirstClass users   Experience: FirstClass applications used: Conferencing          Mail rules  Summary Does the volume of mail you have in your Mailbox seem overwhelming? Need a way to sort it for easier reference? Use FirstClass mail rules to file your sent mail automatically, so you only have received mail in your Mailbox.           Other options To keep all your mail in your Mailbox and avoid folders, you can use the View > Filter menu item to display just incoming, outgoing, unread, or unsent messages in your Mailbox. For more information about this feature, click here. To divide your Mailbox into separate containers (Inbox, Drafts, Junk Mail, Sent Items), choose Edit > Preferences and select Separate Inbox/Outbox for the Mailbox style field on the General tab.  Example Michael Green is the VP of Sales and Marketing at Husky Planes. A lot of correspondence travels through his Mailbox regularly. He decides to clean up his Mailbox by setting up some mail rules to file his sent mail. First, he creates four folders in his Mailbox to sort the different types of sent mail: •       Conference Postings •       ABC Project •       Personal •       Sent Mail. Next, he sets up four mail rules to sort the following: •       messages sent to conferences (to the Conference Postings folder) •       mail pertaining to a specific project (to the ABC Project folder) •       personal mail (to the Personal folder) •       messages sent to FirstClass users and external addresses (to the Sent Mail folder).  Caution The order of the rules is important. Each rule does a check as to whether the mail meets the specific criteria. If it doesn't, it goes to the next rule in the list. Once a criteria is met, the rules stop processing. If none of the criteria are met, the last option is to file the mail in the Sent Mail folder. Here is the list of rules as they appear in the Rules list.                  These are the rules he created. Messages sent to conferences This Send rule checks if the mail was sent to a conference. If it was, the sent mail is filed automatically in the Conference Postings folder. Mail pertaining to a specific project This Advanced rule checks if the mail contains the word "ABC" in its Subject field. If it does, the sent mail is filed automatically in the ABC Project folder. Personal mail This Advanced rule checks if the mail is personal. It does this by checking whether the recipient's name matches any of the strings Michael listed as personal email addresses. If there is a match, the sent mail is filed automatically in the Personal folder. Messages sent to FirstClass users and external addresses This Send rule automatically files any sent mail that did not meet the above criteria.  Variations Michael also sorted his incoming messages to further minimize Mailbox clutter. Click here to find out how he did it.