[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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Using the mini month pane to navigate Making selections in the mini month pane How the mini month pane affects the view Using the mini month pane to navigate You can use the mini month pane of the Today list view to navigate and change the view in the other pane. For example, if your calendar has a vertical split bar, and you are displaying the Today list in the left pane, selections in the mini month calendar affect the view in the right pane. To change the months displayed in the mini month pane, click or To change the years, click or Top Making selections in the mini month pane To Do this select a specific date Click it. select multiple consecutive dates Click the first date, then drag the cursor over the remaining dates. or Click the first or last date, then press Shift plus the forward or back arrow key as many times as required. select a week Click to the left of it. select multiple weeks Click to the left of the first week, then drag the cursor straight down until all desired weeks are selected. select a month Click its name. change your selection Press the forward or back arrow key. If you had one day selected, the next or previous day is selected. If you had one month selected, the next or previous month is selected. or Press the up or down arrow key. If you had one day selected, the same day in the next or previous week is selected. If you had a block of days selected, the next or previous corresponding block is selected (for example, the next or previous week). Top How the mini month pane affects the view Assuming that you have the Today list and mini month pane displayed in the left pane, these are the changes you will see in the right pane as you make selections in the mini month pane. If you select This is displayed in the right pane one date that date, in day view multiple dates all selected dates, in day view a week that week, in week view a work week that work week, in work week view multiple weeks all selected weeks, in month view a month that month, in month view Top