[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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Organize your Mailbox Minimum version: FirstClass 8.3 Audience: All users Experience: FirstClass applications used:             Mail rules/Rules and Resources folder  Summary Want an easy way to organize the messages in your Mailbox? Create mail rules to sort incoming or outgoing mail into folders.         Other options To keep all your mail in your Mailbox and avoid folders, you can use the View > Filter menu item to display just incoming, outgoing, unread, or unsent messages in your Mailbox. For more information about this feature, click here. To divide your Mailbox into separate containers (Inbox, Drafts, Junk Mail, Sent Items), choose Edit > Preferences and select Separate Inbox/Outbox for the Mailbox style field on the General tab.  Example John Smith is a teacher at Avalon Academy. This semester he is juggling four English classes. In addition, he is coaching the girls' soccer team after school. To help him manage the large number of emails he sends and receives daily, John sets up mail rules to automatically file messages into the appropriate containers. John starts by creating individual folders for his English classes, the soccer team, and personal emails. This is what his Mailbox looks like: As messages arrive in his Mailbox, John will use mail rules to automatically sort them into the appropriate containers. To open mail rules for his Mailbox, he opens his Mailbox and chooses Collaborate > Rules. This is what the Rules form looks like once John has created his new rules: John creates six new advanced rules. The first three rules apply to incoming messages. The first of these determines whether the message is about soccer. The second rule determines whether the message is about English. The third rule determines whether the message is personal. The next three rules apply to outgoing messages. The first of these determines whether the message is about soccer. The second of these determines whether the message is about English. The third of these determines whether the message is personal.  Variation If John wants to see flags in each container when messages are added, he can create conferences instead of folders.