[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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Publish a newsletter Minimum version: FirstClass 5.5 Audience: All users Experience: Features we use:             conferences             conference permissions             documents             calendars, public  Summary Want to keep your community informed of recent news? Publish and distribute a newsletter using FirstClass. Send the newsletter as an email message to your readers. Reach a wider audience by posting it on your web site.  Example Melissa Stewart is a Marketing Manager at Husky Planes. To keep existing and potential customers informed about company news, she creates a newsletter in FirstClass to email to customers and to post on the Husky Planes web site. Setting up the newsletter workspace Melissa asks the FirstClass administrator to create a new user account with the user ID "HP Newsletter". This account is used to email the newsletter to subscribers. In addition, subscribers will see the From field as HP Newsletter rather than a person's name. Once the newsletter account is created, she logs in and creates a Newsletter conference with the following objects: • a conference to store the newsletter drafts and reviews (Reviews) • a conference to store archived newsletters (Archives) • a conference to collect and store newsletter ideas (Newsletter Dropbox) • a document that houses the newsletter template (Template) • a folder for newsletter processes (Newsletter processes). She also creates a mail list in the Contacts folder to store the subscribers' email addresses. Melissa assigns appropriate permissions for the newsletter production team to access the Newsletter conference and subscribes them so that the conference appears on their FirstClass Desktops. She also sets up the same permissions for each of the subconferences. The newsletter production team writes process documents and stores them in the Newsletter processes folder. The team uses the Newsletter dropbox conference to send feedback and article ideas. The team posts and reviews newsletter articles in the Content reviews conference. Once an article is edited and approved, the article and review threads are moved into the appropriate newsletter issue folder. Melissa creates an email template for the first issue of the newsletter by copying and pasting the newsletter template document content into a new message in the Mailbox. She types Husky Planes Newsletter, Issue 1-1 in the subject field and leaves the other fields blank. When articles have completed the editing process, Melissa copies them into the email newsletter template in the Mailbox. Once all of the newsletter content is approved and the newsletter email is properly formatted, the newsletter is ready to be posted on the company web site and sent out to subscribers. Posting the newsletter on the company web site Melissa asks the FirstClass administrator to create a conference in the WWW folder called Newsletter and to assign Reader permissions to allow all users to view the conference on the Husky Planes web site. The FirstClass administrator gives Melissa Controller permissions to this conference and subscribes her to it. Once Melissa sees the Newsletter conference on her FirstClass Desktop, she changes the conference name to show that the conference is part of the Husky Planes web site. Melissa creates a home page document for readers that contain links to the different newsletter issues. From the Newsletter user account, Melissa forwards a copy of the newsletter to the Newsletter conference on the web site and updates the home page. The newsletter can now be viewed on the company web site.  More information  Tips for your newsletter • Long newsletters may be cumbersome to scroll through. Consider creating a table of contents containing links that jump to relevant articles. • Create graphics in .png format to decrease the file size of your newsletter. • If you have a long mail list, put it in the Bcc field of your email and address the To field back to the newsletter account.