[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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Creating tasks directly in calendars Adding tasks from other calendars Using messages and documents to create tasks Creating tasks directly in calendars To add a task to a calendar: 1       Open the calendar. 2       Choose File > New > New Task.         Shortcuts Method Use in views Does what Double-click the blank space. Today list Opens a new task form with a start date of today. Open the context menu and choose New Task. all except Today list Opens a new task form with a start date/time based on where you opened the context menu. Click the blank space, type the task name, and press Enter/Return. Today list Creates a task that starts today. To color the task, choose Color from the context menu. To add any other details, open the task. 3       Update the basic task information on the Task tab of the Task form. If you add reminders to the task, this icon is displayed beside it: 4       Update the Advanced tab, if you want to set other advanced options. 5       Attach files or add content just as you would for a message, if necessary. Top Adding tasks from other calendars You can copy tasks from one calendar to another. This can be useful for adding tasks from group calendars to your personal calendar. To copy a task to another calendar, drag it from the source calendar to the appropriate date on the target calendar. Top Using messages and documents to create tasks You can drag a message or document into a calendar to create a new task. A copy of the message or document is attached to the task. The original message or document remains unchanged. To do this, drag the message or document to the Today list. Top