[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 manage messages while on vacation Minimum version: FirstClass 8.3 Audience: All users Experience:   Features applications used:            Mail rules/Rules and Resources folder  Summary Want to make sure important messages are handled without interrupting your vacation? Or maybe you only want to handle mail relating to a large deal that is in negotiation. Use mail rules to redirect business messages to fellow employees and generate an autoreply to personal messages. Use the same set of rules to forward especially important messages to your home account and send a notification to your pager.  Example Michael Green is the VP of Sales and Marketing at Husky Planes. He is leaving for vacation tomorrow and wants to make sure his business is handled in his absence. He already has a set of mail rules to handle incoming messages. He adds a few temporary mail rules to do the following: •       redirect mail about the ABC project to Stanley Cross •       forward mail about the Can-Do project to his home account and notify his pager •       send an autoreply to all other mail. Redirect mail The first rule redirects all mail relating to the ABC project to Stanley Cross, and files a copy in the ABC Project folder. Handle important mail The next rule forwards all messages related to the Can Do project to Michael's personal account that he checks while on vacation, and then stops rule processing. He also sets up the rule to notify his pager if any of these messages are received.  Tip Michael uses the Messaging > Paging tab of the Preferences form (Edit > Preferences) to configure his pager in advance. He includes his pager email address, information to include when paging, and items to forward to the pager. Automatically reply to all other mail Any messages that do not meet the mail rules criteria receive a standard autoreply message. Put the rules in order Once Michael has created all of the rules, he needs to put them in order to ensure that messages are handled properly. This is what the rules list looked like before Michael added the new rules.         Caution The order of the rules is important. Each rule does a check as to whether the mail meets the specific criteria. If it doesn't, it goes to the next rule in the list. Once a criteria is met, the rules stop processing. These are the rules Michael had created previously to manage his messages. This is what the rules list looks like after Michael has added the new rules.  Tips • It is important that the "ABC Project Redirect to Stanley" rule be listed before the existing "ABC Project" rule so the new rule overrides the existing rule. • When Michael returns from vacation, he can simply delete the new rules or disable them until his next vacation.  More information Click here to see the existing rules Michael had set up.