[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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Updating settings files Clearing resources from settings files Clearing settings files from the FirstClass Login form Updating settings files You may need to change connection information for an existing settings file, or incorporate changes from another settings file (such as one supplied by your administrator) into your own settings file. To change connection information 1       Click Setup on the FirstClass Login form. 2       Update the Service Setup form. To incorporate changes from another settings file 1       Log into FirstClass using the settings file that you want to update. 2       Double-click the settings file that contains the updates. If this settings file is attached to a message, you can double-click it directly from the message. 3       Click Update at the Resource Updater form.         Note If the settings file is large or you are on a slow connection, you may have to wait for this form to open. Top Clearing resources from settings files FirstClass can import a picture or form resource from your server as you need it; however, it will only do so if you do not already have a copy of the resource in your settings file. If you know that there are updated resources on the server, and you want to import them, you must clear your old resources from your settings file. Clearing resources does not affect the connection information that is stored in your settings file. To clear resources from your settings file: 1       Open the FirstClass Login form.         Note Don't log in. You can't clear resources from your settings file while you are connected to the server. 2       Make sure the settings file you want to clear is displayed at "Address". 3       Click Setup. 4       Click Flush Cache. Top Clearing settings files from the FirstClass Login form As you select and create various settings files, the list of files grows at "Address" on the FirstClass Login form. If this list becomes unwieldy, you can clear files from it. Cleared settings files remain in FirstClass' Settings folder, so you can still browse to select them. To clear the settings file displayed at "Address", open the context menu from it, then choose Clear. Top