[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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Types of calendar views Customizing calendar views Types of calendar views You can split a calendar into panes, and look at it using the same views, as you do for conferences. While in these views, you can do the same things you do with messages. For example, in list view you can sort calendar events. In addition, there are the following specialized calendar views: View Description To display month Shows the least detail, and highlights the current day. Choose View > View by Month. week Highlights the current day. Choose View > View by Week. day Shows the most detail, in time slots. Tasks and untimed events are displayed at the top of this view. Choose View > View by Day. work week Shows only your work week days, in day view. Choose View > View by Work Week Today list Shows tasks that start today or are still ongoing and events that take place today. Tasks are listed before events, with urgent tasks and events before nonurgent ones. This view appears in a pane to the left of your calendar. It includes a mini month pane. The bigger you make this pane, the more months you will see in it. Days containing events are in bold. Choose View > View Today List. Conflicting events are indicated with a red bar. Top Customizing calendar views You can customize your calendar views in the following ways: •       display week numbers (month and week views) •       change the day on which the week starts (month view and mini month pane) •       specify the day on which your work week starts •       show your weekend days in one column or two •       specify background colors for your working and nonworking hours (day view). These colors are also used in month view to indicate days that do and don't belong to the month. To customize your calendar views, make the changes you want in your preferences. Top