[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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Automatically sort incoming messages Minimum version: FirstClass 8.3 Audience: All users      Experience:   FirstClass applications used:            Conferencing            Mail Rules  Summary Do you get too much email, making your Mailbox hard to sort through? Try using FirstClass mail rules to automatically file incoming mail into different folders based on sender, subject, and so on. Mail rules can also automatically remove spam.  Example Michael Green, the VP of Sales and Marketing at Husky Planes, receives so many messages in his Mailbox over the course of a day that he has decided to use mail rules to help manage his Mailbox. First, he creates the following folders and conferences to store the incoming messages: •       Personal This folder receives personal emails he receives during the day. •       Newsletters This folder receives the newsletters he receives during the month. •       ABC Project This folder receives incoming email about an ongoing project Michael wants to track. •       Faxes This folder receives all incoming faxes. Next, he creates five advanced mail rules in his Mailbox to handle the incoming messages. 1       He opens the mail rules folder by choosing Collaborate > Rules while his Mailbox is the active window. 2               He chooses File > New > New Advanced Rule to create each of the following rules: Storing personal messages The first rule, Personal, files messages he receives from friends and family. Storing newsletters The second rule, Newsletters, files incoming newsletters he has subscribed to. Storing project correspondence The third rule, ABC Project, files incoming mail containing "ABC" in the message subject or body. Storing faxes The fourth rule, Faxes, files all incoming faxes. All other mail will be directed to Michael's Mailbox.         Caution The order of the rules is important. Each rule checks whether the message meets the specific criteria. If it doesn't, it goes to the next rule in the list. Once a condition is met, the rules stop processing. If none of the criteria are met, the message will go to Michael's Mailbox. Here is the list of rules as they appear in the Rules list.                   Variations • Michael also sorted his sent messages to further minimize Mailbox clutter. Click here to find out how he did it. • When Michael went on vacation, he created some more rules to manage his incoming mail. Click here to see what he did.