[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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About contact management Adding personal addresses Creating mail lists Updating contact information About contact management FirstClass lets you store personal contact information, such as the email address, phone number, and street address of a friend. This information is stored in a personal address. Personal addresses provide a quick way to address messages to both people who aren't registered on your server and people who are, but whom you address, say, by nickname. You can also create mail lists. When you add personal addresses and mail lists, they are placed on the Contacts Folder tab and added to your personal view of the Directory.  Exceptions Personal addresses aren't added to the Directory if they are lacking work email addresses, or if your administrator didn't give you access to the contact management feature. If you don't have the contact management feature, you can still create personal addresses purely for reference. The Contacts Folder tab shows contacts in an Index Card view that gives you immediate access to standard information, such as phone numbers, so that you can call someone without having to open their personal address form: From this view, you can delete a contact by clicking Delete on the contact's index card, or create a preaddressed message by clicking Create Mail To. Controlling how you view personal address information FirstClass supplies several versions of the form you use to add and store personal addresses. 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 viewing preferences. Top Adding personal addresses To add a personal address: 1 Click the Contacts Folder tab. 2 Click New Contact. 3 Update the New Personal Address form.  Shortcut If the address you want is in the "From" field of a FirstClass message header, click the Add to Contacts Folder icon beside it. This opens the New Personal Address form with the name and email address prefilled. Top Creating mail lists To add a mail list: 1 Click the Contacts Folder tab. 2 Click New Mail List. 3 Update the New Personal Mail List form. Top Updating contact information To update contact information: 1 Open the personal address or mail list. 2 Change the information. Top