[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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Use this form to create a standard message. From This field is automatically filled in with your name. If you are sending the message over the Internet, you can pick the Internet mail alias you want recipients to see by clicking the button beside your name, then choosing the alias. Anyone who receives your message over the Internet won't see your FirstClass user name, just your Internet alias. Subject The subject of the message. To The recipients' names. To add multiple recipients, press Enter/Return after each one. You can type a partial name for a recipient who is in the Directory. A list opens containing all the names in the Directory that match. Names in bold are currently logged in. Double-click the name you want.         Tips To open the whole Directory without typing a partial name, just type a space. Select the name you want, then click To. You can fill in all the address fields while the Directory is still open by clicking the appropriate buttons. To move to the "Cc" field, press Tab. Cc Fill in this field like the "To" field, except drag the name to the "Cc" field or, in the whole Directory, click Cc. These recipients are copied on the message. Bcc Fill in this field like the "To" field, except drag the name to the "Bcc" field or, in the whole Directory, click Bcc. This field isn't initially visible to you, and is never visible to "To" and "Cc" recipients. It allows you to copy people without your other recipients being aware of these copies. To show the "Bcc" field, choose View > Show Bcc. You can hide this field while editing the message by choosing View > Hide Bcc. Attachments All files attached to this message. This field is only displayed after you attach a file.