[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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Contents Related topics About contact management Addressing messages using the Directory Addressing messages to conferences Addressing messages to Internet addresses Addressing messages to gateway addresses Using addresses from other messages Removing recipients Addressing messages using the Directory To specify a recipient who is in the Directory, enter the recipient's full name or part of the name. For details, see the help for the standard message form. To create a message from the Directory If you have not yet created a new message, you can use the Directory or Who's Online list to create a preaddressed standard message. To do this: 1 Select the listed recipient. 2 Click Create Mail To. Top Addressing messages to conferences You can address a message to a conference just as you would to another user. To automatically address a message to a conference, open the conference, then create the message. Top Addressing messages to Internet addresses To specify a recipient when the message will go over the Internet, type the recipient's email address. FirstClass recognizes any address containing @ as an Internet address. Example: FirstClass doesn't check whether this type of address is valid.  Note Sending mail to local addresses (addresses on your own server) is more efficient than sending mail over the Internet. For this reason, if the recipient is on your server, FirstClass will try to substitute their local FirstClass address for the Internet address. Top Addressing messages to gateway addresses To specify a recipient who is connected to your server through a gateway, type the address in the format recipient's name,gateway name The recipient's name is the user name or address of the recipient as defined on the other system. The gateway name is the name used by the other system.  Example To send a message to Amanda Ho through the HuskyPlanes Toronto gateway, type For information on the gateways to which you can address messages, contact your administrator. Top Using addresses from other messages To use an address from a message that has already been sent, click the appropriate name in the message envelope. A new message is created with this address in the "To" field. Top Removing recipients To remove a recipient, click the Delete icon beside that recipient's name. Top