[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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Related topics Downloading files attached to messages Importing and exporting contacts Importing bookmarks from web browsers Importing and exporting calendar items Exporting memos Exporting FirstClass objects Importing exported FirstClass objects How attachments are handled You can export FirstClass objects, such as messages and documents, and import them again, just as you do files. Formatting and embedded pictures are only supported when you export to an RTF file, or import an RTF file. Exporting FirstClass objects When you export a FirstClass object, it is converted to a file in the format you specify. An exported container is converted to a folder. To export a FirstClass object: 1       Select the object. You can select multiple objects or a container. 2       Choose File > Export Documents. 3       Select the file format you want for your exported object. 4       Select the location where you want the file to be saved. You can also rename the file. Top Importing exported FirstClass objects When you import a file that was created by exporting a FirstClass object, it is restored to its original object type (for example, a message).         Exception Exported FirstClass containers remain folders when they are imported. If you are importing an RTF file, any original formatting is preserved. To import an exported FirstClass object: 1       Open the container to which you want to import the object. 2       Choose File > Import > Import Documents. 3       Select the file. You can select multiple files or a folder. Top How attachments are handled If you export a FirstClass object with attachments, the attachments are exported in a separate Attachments folder. They retain their file types. If you import the resulting file and folder back into FirstClass, the file is restored to its original FirstClass object type, with its attachments. Top