[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 rule for handling mail that you send.  This rule only affects the copies of the sent mail that are left in your Mailbox (local copies). Name The name you want to give this rule. Enabled Makes this rule run each time you send mail. If The condition that sent mail must meet before this rule will handle it in the way you specify at "Then". Depending on your choice at the first field, additional fields may be displayed. Complete all displayed fields to build your condition. If you type a name that is in the Directory, click Validate. You can type a partial name just as you can when addressing a message. Where you can type a phrase (for example, names or subjects), FirstClass looks for the whole phrase, not for each individual word in the phrase. You can type in upper or lower case. These are some terms and conditions that may not be self explanatory: ---- There are no conditions. always This rule will apply to every piece of mail that you send. automated system FirstClass Applies to nondelivery notifications (NDNs), reminders, error messages, and so on. conference Includes calendars. group A user group assigned by your administrator. local name A user who is registered on your server. remote name A user who is registered on a server that is gatewayed to your server. size Includes attachments. system notice A FirstClass-generated object, such as an NDN or reminder. Then The action to take when the sent mail meets the condition you specified at "If". Depending on your choice at the first field, additional fields may be displayed. Complete all displayed fields to build your action. These are some actions that may not be self explanatory: ---- Do nothing. File local copy in You can only file local copies in subcontainers that are within your Mailbox. Set icon To select the icon, click the icon field, then click the icon of your choice in the popup list. To see a fuller list of icons, Control-click (Windows, Linux) or Option-click (Mac) the icon field. Set local copy's expiry period Choose a time period at the next field, or type the number of seconds or a value such as 1w 3d 4h in the following field. Example If The subject contains budget Then File local copy in Budgets This rule will move local copies of sent mail containing the word "budget" in the subject to a subcontainer called Budgets.