[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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Viewing contact databases Controlling how you view contact information Navigating to a particular name Grouping your contacts Viewing contact databases There are several ways you can control how you view contact information in your Contacts folder and other contact databases. If you show the contacts in index card view, you will have immediate access to standard information, such as phone numbers, so that you can call someone without having to open their contact form. You can click this information twice to make it editable, then update it right in this view. If you want your contacts sorted by last name, show them in list view, then add the Last Name column and sort by this column. Top Controlling how you view contact information FirstClass supplies several versions of the form you use to add and store contacts. For example, if you are used to an Outlook or Palm personal address form, there are FirstClass forms that have a similar layout. Choose the form you want to use in your Contacts folder, and as the default form in any contact databases that you create, in your preferences. Choose the form you want to use for a specific contact database in that contact database's permissions. Top Navigating to a particular name To go to the first name that starts with a particular letter, or starts with a number, click the appropriate button at the right of the contact database window. If there are two letters combined on a button, you can go to the first name that starts with the second letter by clicking the button twice. Top Grouping your contacts You can create contact databases within your Contacts folder, or another contact database, to organize contact information. For example, you can create a contact database for all contacts involved with a special project, then move or copy entries into this contact database. You can share this contact database just as you would any other contact database. Top