[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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You can use FirstClass to create a slide presentation. This is essentially a specialized view of a document. All slides in the presentation are part of one document, divided by page breaks. Caution When you are creating your presentation, be sure to do it at the lowest screen resolution that you expect it to be viewed in. If you don't do this, you may find that your content does not fit properly in the presentation slides. But note that there is a tradeoff. Presentations print based on the resolution at which you created them. At low resolutions, this can negatively impact the look of printed text. To create a presentation: 1       Open the container where you want to store the presentation. 2       Choose File > New > New Presentation. 3       Select the template you want your presentation to use. The presentation opens in presentation display mode. 4       Add and format the presentation content. The template defines the formatting for any placeholder text. You can use the text formatting specified at "Presentation text" in your preferences by selecting the text, choosing Format > Format Text, then clicking Use Default. Deleting the placeholder text also restores your default presentation text formatting. You can add a background picture, or replace the existing background, just as you can for any other content. The background picture is displayed on every slide. Insert a page break whenever you want to start a new slide. To move between slides, press Page Down or Page Up.         Notes When you show a presentation, embedded links don't work. A recording embedded on a slide plays as soon as you display that slide, so it's best to have the recording as the first, or only, object on that slide. You can choose File > Save whenever you want to be sure your work is saved. 5       Click Save and Close when you are done. You will be asked to supply a presentation name.         Notes Before you close your presentation, you can give it a name and subject, plus additional information to help refine searches. To do this, click the split bar to open the envelope, then update the fields you want. You can click the split bar again to close the envelope. To save your presentation in a different container, choose File > Save As. This allows you to specify a location as well as a name. You can also create a document using any document form and show it as a presentation. You can edit it in presentation display mode by choosing View > Content > Presentation View. This will not change your default text formatting to the presentation defaults.