ibm lotus sametime meetings task reference

Lotus® Sametime

IBM Lotus Sametime Meetings Task Reference

Release 8.5

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NoteBefore using this information and the product it supports, read the information in “Notices” on page 11.

Edition Notice

This edition applies to version 1, release 8.5 of IBM Lotus Sametime (product number 5724-J23) and to allsubsequent releases and modifications until otherwise indicated in new editions.

© Copyright International Business Machines Corporation 2009.US Government Users Restricted Rights – Use, duplication or disclosure restricted by GSA ADP Schedule Contractwith IBM Corp.

Contents

Meetings Task Reference . . . . . . . 1

Notices . . . . . . . . . . . . . . 11

Trademarks . . . . . . . . . . . . . . 13

Index . . . . . . . . . . . . . . . 15

© Copyright IBM Corp. 2009 iii

iv Sametime: IBM Lotus Sametime Meetings Task Reference

Meetings Task Reference

meetings take place in reservationless meeting rooms. Meeting rooms open ineither a window or a Web browser.

Get up and running with Sametime meetings!

Read below to get up and running with Sametime meetings in five easy steps.Then find the section for the meeting room that you are using to get started withbasic and more advanced tasks for managing and participating in meetings.

Table 1. Five easy steps to setting up and starting a Sametime meeting

Steps Actions

1. Create a meeting room, if you don’t alreadyhave one.

From or :

v Click the Sametime Meetings panel and

then click . Complete the fields forthe new meeting room and then clickSave.

From the Meeting Room Center:

v Click New Meeting Room. Completethe fields for the new meeting room andthen click Save.Note: You must be logged in to theMeeting Room Center to create newmeeting rooms.

2. Add the meeting room to your calenderinvitation.

Add the meeting room Web address (URL)to any calendar invitation.

From or :

v Click the Sametime Meetings panel andthen drag the meeting room into theDescription field of your calendarinvitation.

The Web address (URL) for the meetingroom is added to the calendar invitation.Note: If your meeting room uses apassword, be sure to also include thepassword in the calendar invitation so thatpeople can join the meeting room.

From the Meeting Room Center:

v Click Copy Link for the meeting roomand then click Ctrl + C to copy the linkto the clipboard. Click Ctrl + V to pasteit into your calendar invitation.

Note: If your meeting room uses apassword, be sure to also include thepassword in the calendar invitation so thatpeople can join the meeting room.

© Copyright IBM Corp. 2009 1

Table 1. Five easy steps to setting up and starting a Sametime meeting (continued)

Steps Actions

3. Bring other people into the meeting roomafter the meeting is running.

From within a meeting room:

v Click Room Tools → View MeetingInformation in the global toolbar, copythe meeting room Web address (URL)and then paste it into a calendarinvitation, e-mail, or chat window tosend to others. Use this method toinvite people who are not online.Note: If your meeting room uses apassword, be sure to also include thepassword so that people can join themeeting room.

If you are in a meeting room that opens ina window, you can also:

v Drag and drop one or more contactswho are online on your contact list intothe meeting room. These individualswill get an invitation to join themeeting.

4. Add files to share during the meeting. You add files to the Library to share fromwithin a meeting room.

In the meeting room Library, click andselect the file to add. You can add morethan one file.Note: For meeting rooms that open in awindow, you can also drag one or morefiles from your computer directly into themeeting room Library.

5. Start sharing. In a meeting room, click Start Sharing andselect what you want to share, includingany files you added to the meeting roomLibrary.

2 Sametime: IBM Lotus Sametime Meetings Task Reference

Meeting rooms that open in a Sametime window

Read this section to get started with basic tasks for managing and participating inmeeting rooms that open in a window.

Table 2. Basic tasks for meeting rooms that open in a Sametime window

How do I? Action

Start sharing? Do one of the following actions:

v If no one is sharing, click Start Sharingin the sharing area.

v If someone else is already sharing, clickLet Me Share in the sharing area. Clickwhat you want to share.

Stop sharing? Click Stop Sharing in the sharing toolbar.

Change the display size of what is beingshared?

In the sharing toolbar, click one of theseicons:

v to display what is being shared inits original size.

v to scale what is being displayed tofit in the shared area.

v to maximize the shared content.

Add files to share? Do one of the following actions:

v In the Library, click one of the available

icons, such as , and select what youwant to add.

v Drag a file from your computer directlyinto the Library.

Meetings Task Reference 3

Table 2. Basic tasks for meeting rooms that open in a Sametime window (continued)

How do I? Action

Invite others to join the meeting room? Do one of the following actions:

v In the Participants list, click .

v Drag and drop one or more contactswho are online on your contact list intothe meeting room. These individualswill get an invitation to join themeeting.

Chat privately with another participant? Click the name of the person with whom

you want to chat and then click .

Chat with all meeting room participants? In the Discussion area of the meeting

room, click and then enter your chatmessage.

View meeting room information, such as theWeb address (URL) for the meeting room?

In the global toolbar, click Room Tools →View Room Information.

See the call-in information to call in to theaudio conference using my telephone?

Click Show call-in information in theConferencing area of the meeting room.

Start a conference call? (For meeting roomowners or presenters, if this feature isavailable.)

Click in the Conferencing area of themeeting room.

Join a conference call? (For meeting roomparticipants, if this feature is available.)

Click in the Conferencing area of themeeting room.

Use video in a meeting room? (If this featureis available to you.)

Click in the Conferencing area of themeeting room. The first video participantclicks Start My Video.

Leave a meeting? Click the X in the upper-right corner of themeeting room.

End a meeting? Click the X in the upper-right corner of themeeting room.Note: The meeting room closes for you,but remains open and active for everyonestill in the meeting room.

Read this section to get started with more advanced tasks for managing andparticipating in meeting rooms that open in a window.

Table 3. Advanced tasks for meeting rooms that open in a Sametime window

How do I? Action

Check whether someone else can share? In the Participants list, click the Set

Permissions icon and see whoappears under Who can share content.

Let someone else share? Any presenter in the meeting room canclick Let Me Share, even while someoneelse is sharing.

See different views of the Participants list? In the Participants list, click and selecthow to display meeting attendees, such asby their names or photos.


Table 3. Advanced tasks for meeting rooms that open in a Sametime window (continued)

How do I? Action

View details about items stored in the library? Click an item stored in the Library toselect it. Then click and click ViewDetails.

Set meeting room permissions? (Meeting roomowner or managers only.)

In the Participants list, click the Set

Permissions icon and select the rolesand actions for individuals or all roomparticipants.

Edit meeting room information? In the global toolbar, click Room Tools →Change Room Settings.

Change conference call-in information for ameeting room?

In the global toolbar, click Room Tools →Change Room Settings.

Use Lotus Sametime Audio/Videoconferencing for a meeting room? (If thisfeature is available to you.)

In the global toolbar, click Room Tools →Change Room Settings and then clickConferencing. Select SametimeAudio/Video Conferencing.

Create new audio conferencing solutions formeeting rooms, for example, to add anotherphone number?

You create new audio conferencingsolutions from or .

Do one of the following actions:

v If you are using , click File →Preferences.

v If you are using , click File →Preferences and then click the plus sign(+) beside Sametime in the navigator.

Then click Telephony, Audio and Video →Connection and Conference Settings.

Create and send a poll?In the Library, click the Add Poll con .

View and save poll results? In the Poll Results dialog box, click SaveResults and Close.

Capture meeting minutes and action items? In the Discussion area of the meeting

room, click to add meeting minutes or

to add action items and then type yourentry.

Create an attendance report? In the global toolbar, click Room Tools →Create Meeting Report.Note: Attendance is included in themeeting report.

Create a meeting report? In the global toolbar, click Room Tools →Create Meeting Report.

Optimize meeting rooms for a large number ofparticipants?

In the global toolbar, click Room Tools →Change Room Settings. Under Participantlist, select Hide individual participantnames.


Table 3. Advanced tasks for meeting rooms that open in a Sametime window (continued)

How do I? Action

Rearrange the areas in the meeting room? Click the Conferencing, Participants list,Library, or Discussion area of the meetingroom and drag it to another location in thewindow.

Double-click the title bar of theConferencing, Participants List, Library, orDiscussion areas to reduce that area to justits title bar, and double-click the title baragain to expand it.

Drag the Conferencing, Participants list,Library, and Discussion areas of the meetingroom into separate floating windows?

Click the Conferencing, Participants List,Library, or Discussion area of the meetingroom and drag it out of the meeting roomso that it is in a separate, floating window.

To return the window to the meetingroom, select the window by clicking thetitle bar of the window (where the titleappears), and then drag it back into theroom.

Remove all content from a meeting room? In the global toolbar, click Room Tools →Remove Room Content.

Delete a meeting room? Meeting room owners and managers candelete a meeting room from or :

v Click the Sametime Meetings panel andthen click a meeting room to select it.Click More Actions → Delete Room.

Record a meeting? In the global toolbar, click Record.

Set recording preferences You set recording preferences from or .

v If you are using , click File →Preferences.

v If you are using , click File →Preferences and then click the plus sign(+) beside Sametime in the navigator.

Then click Sametime Meeting Rooms →Recording.


Meeting rooms that open in a Web browser

Read this section to get started with basic tasks for managing and participating inmeeting rooms that open in a Web browser.

Table 4. Basic tasks for meeting rooms that open in a Web browser

How do I? Action

Start sharing? Do one of the following actions:

v If no one is sharing, click Start Sharingin the sharing area.

v If someone else is already sharing, clickLet Me Share in the sharing area. Clickwhat you want to share.

Stop sharing? Click Stop Sharing in the sharing toolbar.

Change the display size of what is beingshared?

In the sharing toolbar, click one of theseicons:

v to display what is being shared inits original size.

v to scale what is being displayed tofit in the shared area.

v to maximize the shared content.

Add files to share? In the Library, click and select whatyou want to add.


Table 4. Basic tasks for meeting rooms that open in a Web browser (continued)

How do I? Action

Invite others to join the meeting room? Click Room Tools → View RoomInformation and copy the meeting roomWeb Address (URL) to paste into acalendar invitation, e-mail, or chat windowto send to others.

Chat privately with another participant? (Ifthis feature is available to you.)

Right-click the name of the person withwhom you want to chat and then clickChat.

Chat with all meeting room participants? In the Discussion area of the meeting

room, click and then enter your chatmessage.

View meeting room information, such as theWeb address (URL) for the meeting room?

In the global toolbar, click Room Tools →View Room Information.

See the call-in information to call in to theaudio conference using my telephone?

Click Show call-in information in theConferencing area of the meeting room.

Leave a meeting? Click the X in the upper-right corner of themeeting room.

End a meeting? Click the X in the upper-right corner of themeeting room.Note: The meeting room closes for you,but remains open and active for everyonestill in the meeting room.

Read this section to get started with more advanced tasks for managing andparticipating in meeting rooms that open in a Web browser.

Table 5. Advanced tasks for meeting rooms that open in a Web browser

How do I? Action

Check whether someone else can share? In the Participants list, click the Set

Permissions icon and see whoappears under Who can share content.

Let someone else share? Any presenter in the meeting room canclick Let Me Share, even while someoneelse is sharing.

See different views of the Participants list? In the Participants list, click and selecthow to display meeting attendees, such asby their names or photos.

View details about items stored in the library? Click an item stored in the Library toselect it. Then click and click ViewDetails.

Set meeting room permissions? (Meeting roomowner or managers only.)

In the Participants list, click the Set

Permissions icon and select the rolesand actions for individuals or all roomparticipants.

Edit meeting room information? In the global toolbar, click Room Tools →Change Room Settings.


Table 5. Advanced tasks for meeting rooms that open in a Web browser (continued)

How do I? Action

Change conference call-in information for ameeting room?

In the global toolbar, click Room Tools →Change Room Settings.

View poll results? See the poll results posted to theDiscussion area of the meeting room.

Capture meeting minutes and action items? In the Discussion area of the meeting

room, click to add meeting minutes or

to add action items and then type yourentry.

Create an attendance report? In the global toolbar, click Room Tools →Create Meeting Report.Note: Attendance is included in themeeting report.

Create a meeting report? In the global toolbar, click Room Tools →Create Meeting Report.

Optimize meeting rooms for a large number ofparticipants?

In the global toolbar, click Room Tools →Change Room Settings. Under Participantlist, select Hide individual participantnames.

Remove all content from a meeting room? In the global toolbar, click Room Tools →Remove Room Content.

Delete a meeting room? Meeting room owners and managers candelete a meeting room from the MeetingRoom Center.

v In the My Meeting Rooms view, for themeeting room you want to delete, clickMore Actions → Delete.


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Notices 13

Index


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SC23-8623-00

ibm lotus sametime meetings task reference

Business

meeting room library

meeting room center

meeting roomfrom

new meeting rooms

reservationless meeting

meeting room web address

fields forthe new meeting

meeting rooms open ineither