[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]

180     Home  •  Help  •  W0  •  Form  •  180

Form tabs Messages/Documents Calendars Contacts Image Viewer Use this form to specify what information you want to print. Setup button Opens the standard print/page setup form for your operating system. This lets you specify things such as paper size, orientation, and source. Default button Reverts all settings on this form to the FirstClass defaults. Caution All your settings will revert, not just the ones showing on the active tab. This button only displays if you chose File > Print Layout. Apply button Saves your changes without closing the form. Clicking Cancel won't undo these changes. This button only displays if you chose File > Print Layout. Top Messages/Documents tabs Use these tabs to specify the message or document information you want to print. Header and footer You can set up two rows of header information and two rows of footer information. This can include page numbers and date printed. Information is printed in the left and right corners. For each of the four possible printing areas, choose the information you want to print. Print envelope Prints the message or document envelope. Print body Prints the message or document body. Top Calendars tab Use this tab to specify the calendar information and view you want to print. Header and footer You can set up two rows of header information and two rows of footer information. This can include page numbers and date printed. Information is printed in the left and right corners. For each of the four possible printing areas, choose the information you want to print. Print style The calendar view you want to print: Today list Prints the Today list. Day view Prints one day per page. Week view Prints one week per page. Month view Prints one month per page. Print range The start and end dates for the period you want to print. For both dates, in week or day view, click the field to open a popup calendar. To change months or years, click the browse arrows. To select the date, click it, then click OK, or click Today for today's date. This field only displays if you chose File > Print from a calendar. Top Contacts tab Use this tab to specify how you want to print Contacts folder and contact database information. Header and footer You can set up two rows of header information and two rows of footer information. This can include page numbers and date printed. Information is printed in the left and right corners. For each of the four possible printing areas, choose the information you want to print. Layout How to print the information: Custom Format Lets you define your own layout using the "Custom" fields. Index Card Resembles index card view. Phone Book Prints names and phone numbers in a phone book layout, where you can specify the number of columns to print. Memo Style Doesn't apply to mail lists. One page of information per entry. Avery styles Various standard label layouts. Number of columns The number of columns to print in Phone Book layout. Custom Fill in these fields if you chose Custom Format at "Layout". All units of measurement are in millimeters. Top Image Viewer tab Use this tab to specify how you want to print the contents of viewer windows. Header and footer You can set up two rows of header information and two rows of footer information. This can include page numbers and date printed. Information is printed in the left and right corners. For each of the four possible printing areas, choose the information you want to print. Auto rotate Rotates contents, if necessary, to get the best fit for the paper orientation. Top