[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 Starting private instant messages Starting instant messages from the Directory Starting private instant messages To start an instant message: 1 Click Instant Message. 2 Update the Setup section, if desired: Name If you supply a name for your instant message, then click Set, this name will appear on the invitations you send others. It will also be used as the instant message's subject, if you save the transcript. Enable catch up Only available to the creator of the instant message. Lets users who join an instant message session in progress see the transcript from the point you selected this field. Moderated Only available to the creator of the instant message. If you want to control others' input to the instant message, you can make yourself the moderator. Save transcript Only available to the creator of the instant message. If you select this, the transcript will be saved in the lower pane of your Mailbox after all participants have left.  Tip The transcript contains everything from the point you selected "Save transcript", so you can select this partway through your instant messaging session and still save a portion of the transcript. Check for updates every During an instant messaging session, FirstClass regularly checks to see if there is any new input from participants to add to the transcript. This is called polling. To change polling frequency, change the number of seconds. You can also make FirstClass poll immediately by clicking Check Now. Check Now button Forces FirstClass to poll for new input immediately. 3 Click Invite to invite a user. A list opens, showing users who are currently connected to your server and will accept instant message invitations. 4 Select the user you want to invite. 5 Click Invite. The selected user receives an invitation. If the user accepts, you will see the user's name in the "Participants" list. If the user declines, you are notified in the transcript. If the user ignores the invitation, you aren't notified. 6 Contribute to the instant message as you would to any other instant message. Top Starting instant messages from the Directory If you are in the Directory or Who's Online list, you can start an instant message by selecting the user, then clicking Invite User to Chat. In the Directory, you can only invite users who are currently online (their names are in bold). You can't invite users whose names are in italics. Top