[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 Types of voice greetings Creating voice greetings Types of voice greetings For all external calls, the system will look for an external greeting. For all internal calls, the system will look for an internal greeting. If there is no internal greeting, the system will look for an external greeting to play. Both external and internal greetings will be searched for in the following order: Scheduled greeting with override Scheduled greetings will play at scheduled times, overriding any non-scheduled external greeting. You can have scheduled greetings which play for specific called numbers, or for chosen callers. If there is a schedule conflict, the most recently created scheduled greeting will play. Override greeting for calling or called number You can have greetings which play for specific called numbers (if you have more than one phone number linked to your FirstClass Unified Communications Mailbox), or for chosen callers (calling number). The system will check for these settings and override other less customized greetings. Enabled greeting This is a standard enabled greeting with no custom settings. Your external greeting will play for internal callers if you have not recorded an internal greeting. Spoken name Your spoken name will identify you as the sender for any voice message sent to FirstClass Unified Communications users. If you record no other greetings, your spoken name and the default system greeting will play for all callers. System greeting If you have recorded no greetings, the system greeting will play and the system will play your name using text-to-speech if you have this feature installed. The system greeting will be similar to the following: "Welcome to FirstClass Call Answering. <Name> is not available to take your call at this time. Please leave a name, number and message after the tone." Top Creating voice greetings If you urgently need to create a new greeting, but you have only web browser access (no phone available) you can record a new greeting by doing the following. Remember that the sound quality may not be as high as a recording done by phone. To create a greeting using a web browser: 1       Record and save a voice greeting by following the instructions in Creating voice files, below. 2       Open your FirstClass Desktop using a web browser. 3       Choose Voice Greeting from the dropdown menu at the top of your screen and click New. 4       Upload the pre-recorded voice files. 5       Customize the greeting using the Voice Greetings form instructions. Creating voice files To create voice files that you want to attach to messages, you must use Windows, and your computer must be connected to a microphone. Configuring Sound Recorder 1       Start Sound Recorder by choosing Start > Run and type sndrec32. 2       Choose File > Properties. 3       Choose Recording formats at Format Conversion and click Convert Now. 4       Choose IMA ADPCM at "Format". 5       Choose 8.000 kHz, 4 Bit, Mono  3kb/sec at "Attributes" (4kb/sec is also acceptable if there is no 3kb/sec option). 6       Click Save As and save the format as something recognizable, like FirstClass. 7       Click OK to close all windows to return to the recorder panel. Accessing the saved configuration 1       Start Sound Recorder by choosing Start > Run and type sndrec32. 2       Choose File > Properties. 3       Choose your saved recording format at "Name". 4       Click OK to close all windows to return to the recorder panel. Recording a voice file 1       Click Record. 2       Record your message or greeting. 3       Click Stop. 4       Choose File > Save as and save the file with a unique name. To record another voice file, choose File > New, click the Record button, and repeat the recording procedure. Top