Lotus Sametime and Lotus Sametime Advanced Task Reference

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Lotus® Lotus SametimeVersion 8

Lotus Sametime Advanced, Version 8Lotus Sametime 8 Task Reference

Version 8

SC23-9609-00

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Lotus® Lotus SametimeVersion 8

Lotus Sametime Advanced, Version 8Lotus Sametime 8 Task Reference

Version 8

SC23-9609-00

���

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Note

Before using this information and the product it supports, read the information in ″Notices.″

Edition notice

This edition applies to version 8.0 of IBM Lotus Sametime Advanced (program number 5724-S90) and to all

subsequent releases and modifications until otherwise indicated in new editions.

© Copyright International Business Machines Corporation 2008. All rights reserved.

US Government Users Restricted Rights – Use, duplication or disclosure restricted by GSA ADP Schedule Contract

with IBM Corp.

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Contents

Sametime 8 Task Reference . . . . . . 1

Notices . . . . . . . . . . . . . . 23

Trademarks . . . . . . . . . . . . . . 25

© Copyright IBM Corp. 2008 iii

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iv Lotus Sametime: Lotus Sametime 8 Task Reference

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Sametime 8 Task Reference

Quickly find any task and how to get started doing it in IBM® Lotus® Sametime® 8

and IBM Lotus Sametime Advanced 8.

IBM Lotus Sametime Standard 8

The following tables describe how to work with the Lotus Sametime Standard 8

software.

Get started

Use the information in this table to get started.

How do I....? Do this...

Log in for the first time.

Note: This logs you in to your default

server community.

Select Lotus Sametime Connect 8 from your

computer’s Start menu.

Log in to additional server communities. Click File → Log In and select the

community to which you want to log in or

click All to log in to all of your server

communities at once.

Log in as a different user.

Note: This procedure replaces the current

contact list and server communities with

yours.

Click File → Preferences and then click

Server Communities in the navigator. Click

Reset User.

Start the Lotus Sametime Connect client

automatically whenever I turn on my

computer.

In the Lotus Sametime Connect client or chat

window, click File → Preferences and then

click Contact List in the navigator. Select

Launch Sametime at system startup.

Log out. Click File → Log Out and then click All to

log out of all your server communities at

once or click the community from which you

want to log out.

Exit. Click File → Exit.

Optimize the Lotus Sametime Connect client

for accessibility.

Click File → Preferences and then click

Accessibility in the navigator. Select all of

the accessibility options.

Select the language in which to display the

user interface and Help.

Click File → Preferences and then click

Language in the navigator. Select the

language.

Change the language dictionary to use for

spell checking.

Click File → Preferences and then click Spell

Checking in the navigator. Select the

language.

Note: If the language you want is not

available in the list, you’ll need to install the

language dictionaries from the optional

plug-in update site. Click Tools → Plug-ins →

Check for Optional Plug-ins to find and

install these plug-ins. If the Optional plug-in

site is not available, see your administrator.

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How do I....? Do this...

Keep the Lotus Sametime Connect client

window on top of all my other applications.

Click View → Always on Top.

Hide my contact list window to the system

tray when it is minimized.

Click File → Preferences and then click

Contact List in the navigator.

Show or hide my Lotus Sametime Connect

client application (plug-in) panels.

Click View → Application panels and then

select the application panels you want to

show.

Save or print a screen capture of a portion

of my screen.

Click Tools → Screen Capture.

Get notified whenever my network

connection is lost.

Click File → Preferences and then click

Contact List in the navigator.

Change my availability status for a specific

server community.

Click the availability status icon for a

community at the top of the Lotus Sametime

Connect client window and then select a

status.

Change my availability status for all my

server communities.

Click Tools → Set Availability and then

select a status.

Automatically change my availability status

to another status in certain situations, such

as when I do not touch my keyboard for a

certain amount of time.

Click File → Preferences and then click

Auto-Status changes.

Edit my availability status message for a

specific server community.

Click the availability status icon for a

community at the top of the Lotus Sametime

Connect client window and then click Edit

Status Message.

Edit my availability status messages for all

my server communities.

In the Lotus Sametime Connect client or the

chat window, click Tools → Edit Status

Message.

Set who sees my name on their contact list

when I am online.

Click Tools → Privacy and then click the

When I am online tab. Select Enable this

list to control who can see you when you’re

online and add names to include or exclude

from this privacy list.

Set who can see my name on their contact

list when my availability status is ″Do Not

Disturb.″

Click Tools → Privacy and then click the

When I am on Do Not Disturb tab. Select

Enable the following people to see me as

Available even when my status is set to Do

Not Disturb and add names to include or

exclude from this privacy list.

Add server communities. Click File → New → Server Community.

Work with my server communities:

v Remove a server community.

v Manage my server communities.

v Edit my server community settings.

v Set preferences for my server

communities.

Click File → Manage Communities and then

select a server community with which to

work.

Set or update my geographic location so

others know where I am and how to contact

me.

Click File → Preferences and then click

Geographic Location in the navigator.

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How do I....? Do this...

Make my geographic location information

available for others to see on their

computers.

Click File → Preferences and then click

Geographic Location in the navigator. Select

Share my geographic location with others.

Display or hide my geographic location

information on my Lotus Sametime Connect

client.

Note: If you hide your geographic location

information, others can still see it on their

computers as long as you set your

Geographic Location preferences to share

your geographic location information.

Click View → Show → My Status Toolbar.

Clear this setting to hide your geographic

location information.

Set preferences for all my geographic

locations.

Click File → Preferences and then click

Geographic Location in the navigator.

Set how I want to be notified of a variety of

events, such as when I receive a call, an

invitation, or an announcement.

Click File → Preferences and then click

Notifications in the navigator.

Install new plug-ins. Click Tools → Plug-ins → Install Plug-ins.

Automatically check for new plug-ins

whenever I start my Lotus Sametime

Connect client.

Click File → Preferences and then click

Contact List in the navigator.

Check to see if any optional plug-ins are

available to install.

Click Tools → Plug-ins → Check for Optional

Plug-ins.

Configure my installed plug-ins. Click Tools → Plug-ins → Manage Plug-ins.

Migrate my installed plug-ins from another

version of Lotus Sametime.

Click Tools → Plug-ins → Migrate Features.

Uninstall one or more of my plug-ins. Click Tools → Plug-ins → Manage Plug-ins.

Select the plug-in you want to uninstall and

then click Uninstall.

Contacts

Use the information in this table to work with contacts.

How do I...? Do this...

Add contacts to my contact list. Click File → New → Contact.

Create nicknames for contacts on my contact

list.

Note: Nicknames display only on your own

computer, wherever a name appears, such as

on your contact list or in a chat window.

Other people cannot see the nicknames you

create.

Click a contact’s name and then click Edit →

Edit Nickname.

Display my contacts with short names

(names without their server addresses) or

full names (names with their server

addresses).

Click View → Short Names. Clear this

setting to show full names.

Move a contact on my contact list.

Note: You cannot move contacts within or

between public groups.

Click and drag a contact’s name to move it

within or between personal groups.

Remove a contact from my contact list. Click a contact’s name and then click Edit →

Remove from Contact List.

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How do I...? Do this...

Reduce the number of contacts on my

contact list by removing specific contacts or

those with whom I rarely or never chat.

Click Tools → Clean Contact List.

Alphabetically sort the contact names on my

contact list.

Click View → Contacts Alphabetically.

Display only online contacts or both online

and offline contacts on my contact list.

Click View → Online Only. Clear this setting

to show all contacts.

Show contacts in my contact list for specific

server communities.

Click View → Server Communities and then

select one or more server communities. Clear

this setting to hide the display of contacts

for specific server communities.

Expand and collapse the display of contacts

on my contact list.

Click View → Expand/Collapse.

Add a personal group to my contact list. Click File → New → Group and select Add a

new personal group.

Add a public group to my contact list. Click File → New → Group and select Search

for a public group.

Edit the name of a personal group on my

contact list.

Note: You cannot edit the names of public

groups.

Click the name of a personal group on your

contact list and then click Edit → Rename

Group.

Show both online and offline members of

the public groups on my contact list.

Click the name of the public group whose

members you want to display and then click

View → Show Group Content.

Alphabetically sort the group names on my

contact list.

Click View → Groups Alphabetically.

Remove a group from my contact list. Click the group name and then click Edit →

Remove from Contact List.

Work with my contact list:

v Select the font to use to display my

contact list group and contact names.

v Hide the names on my contact list

whenever I’m offline.

v Display icons representing my contacts’

server communities beneath each of their

availability status icons.

v Select the transparency of the server

community icons displayed beneath each

of my contact’s availability status icons.

v Show the business card information for a

contact when my mouse hovers over their

name on my contact list.

v Reconcile the local copy of my contact list

with the version stored on the server if

they become out-of-synch.

Click File → Preferences and then click

Contact List in the navigator.

Send an announcement to one or more

contacts on my contact list.

Click the names of one or more contacts and

then click Tools → Send → Announcement.

Send an e-mail to one or more contacts on

my contact list.

Click the names of one or more contacts and

then click Tools → Send → E-mail.

Send a file to one or more contacts on my

contact list.

Click the names of one or more contacts and

then click Tools → Send → File.

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How do I...? Do this...

Import a contact list from a server or file to

add the names to my existing contact list or

to replace my existing contact list.

Click File → Import Contact List.

Export my contact list from one or all of my

server communities to a file.

Click File → Export Contact List.

Set a one-time alert so that I am notified

when a contact comes online and is

available.

Click a contact’s name and then click Tools

→ Alerts → Alert me when available.

Work with alerts set for individual contacts:

v Set a one-time or recurring alert for a

contact so that I am notified when the

contact becomes available, unavailable, or

goes offline.

v Modify an existing alert set for a contact.

v Remove an existing alert set for a contact.

v Select alerts to remove from one or more

contacts.

v Remove all alerts set for one or more

contacts.

Click one or more contacts’ names with an

alert and then click Tools → Alerts → Alert

Me When.

Get alerted whenever I add a new contact to

my contact list.

Click File → Preferences and then click

Contact List in the navigator.

Get alerted whenever I start a chat or other

events with groups larger than a specified

number of people.

Click File → Preferences and the click

Contact List in the navigator.

Text chats

Use the information in this table to work with text chats.

How do I...? Do this...

Start a text chat with someone on my

contact list.

Double-click a contact’s name

Start a text chat with someone not on my

contact list.

In the Type a name or phone number field

at the top of your Lotus Sametime Connect

client, type the name of the person with

whom you want to chat. When you find the

name, click it.

Invite others to a chat. In the chat window, click Tools → Invite

Others.

Respond to an invitation to join a chat. In the chat invitation window, click Join the

Chat.

Leave a chat. In the chat window, click File → Close.

Specify how to alert me when I get a new

chat.

Click File → Preferences and then click

Notifications in the navigator.

Format the text I am typing to send to my

chat partner.

In the chat window, click Edit → Text

Properties.

Manually check the spelling of the text I am

typing to send to my chat partner.

In the chat window, click Tools → Check

spelling.

Automatically check the spelling of text I am

typing to send to my chat partner.

In the chat window, click Tools → Check

Spelling Automatically.

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How do I...? Do this...

Insert an emoticon into the text I am typing

to send to my chat partner.

In the chat window, click Tools → Insert →

Emoticons.

Work with emoticon palettes:

v Create a custom emoticon palette.

v Edit an emoticon palette.

v Import and export emoticon palettes.

v Rename an emoticon palette.

v Remove an emoticon palette.

Click File → Preferences and then click

Emoticon palettes in the navigator.

Insert a Web address into the text I am

typing to send to my chat partner.

In the chat window, click Tools → Insert →

Hyperlink.

Insert an IBM Lotus Notes® link into the text

I am typing to send to my chat partner.

After copying an IBM Lotus Notes link, in

the chat window, click Tools → Insert →

Hyperlink.

Send an annotated screen capture of a

portion of my screen to my chat partner.

In the chat window, click Tools → Insert →

Screen capture.

Send a file to my chat partner. In the chat window, click Tools → Send →

File.

Receive a file that my chat partner sends

me.

In the chat window, click Accept.

Send the chat transcript in my open chat

window as an e-mail.

In the chat window, click Tools → Send → As

E-Mail.

Print the chat transcript in my open chat

window.

In the chat window, click File → Print.

Prevent my chat partners from saving,

copying, or printing a chat transcript.

In the chat window, click Tools → Prevent

Transcript Save.

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How do I...? Do this...

Work with my text chats:

v Set the font for all my text chats.

v Always display my text chats using the

fonts and colors I select.

Note: This setting overrides your chat

partners’ fonts and colors.

v Define whether pressing the Enter key

sends my chat message to my chat

partner or inserts a new line in the chat

messages I am typing.

v Display date stamps in the text chat

exchanges I have with my chat partner.

v Display time stamps in the text chat

exchanges I have with my chat partner.

v Choose a format for time stamps that

display in the transcripts of all my text

chats.

v Display emoticons in the chat text that I

send and receive.

Note: If you do not display emoticons,

then the ASCII equivalent of each

emoticon, such as ;) shows in the

transcript instead of the emoticon.

v Show my chat partner’s business card

information at the top of the chat window.

v Show in my status bar and chat window

whenever my chat partner changes his or

her availability status.

v Indicate when my chat partner closes the

chat window.

v Set the direction for text that I type in my

chat window message entry field.

v Warn me if someone I am about to start a

chat with has an availability status of

″Away.″

v Warn me if my chat partner sends me a

message as I close the chat window.

v Use the Escape key to close the chat

window.

v Set Lotus Sametime so that when I exit it,

any open chat windows re-open the next

time I log in.

Click File → Preferences and then click Chat

Window in the navigator.

Set if and how to save all of my chat

transcripts, by default.

Click File → Preferences and then click Chat

History in the navigator.

Manually save the transcript in my active

chat window to a file.

Note: You cannot view or work with

manually-saved chat transcripts in the chat

history viewer.

In the chat window, click File → Save Chat

As.

Automatically save all my chat transcripts.

Note: Only automatically-saved chat

transcripts are available in the chat history

viewer.

In the chat window, click File → Preferences

and then click Chat History in navigator.

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How do I...? Do this...

View and work with my

automatically-saved chat transcripts in the

chat history viewer:

Note: Only automatically-saved chat

transcripts are available in the chat history

viewer.

v Open my chat history to view my chat

transcripts.

v E-mail a chat transcript.

v Print a chat transcript.

v Delete a chat transcript from the chat

history viewer.

In the chat window, click File → Open Chat

History to open the chat history. Then click

File or Tools to select an action to carry out.

Display multiple chat windows in a single,

consolidated, tabbed window.

Click File → Preferences and then click Chat

Window in the navigator.

Display or hide the following elements of

my open chat window:

v Contact Search

v Action Bar

v Business Card

v Tools Bar

v Status Bar

v Send Button

In the chat window, click View → Show and

select the elements you want to show.

Display or hide the following elements of

my chat transcripts:

v Emoticons

v Datestamps

v Timestamps

v Show Pop-up area

v View Received files

In the chat window, click View and select

one or more elements to include them in

chat transcripts.

Voice chats and video calls

Use the information in this table to work with (computer-to-computer) voice chats

and video calls, both of which come with the Lotus Sametime software.

How do I...? Do this...

Start a voice chat with up to five

participants, including myself, using my

computer’s and my chat partners’ computer

audio capabilities.

Click one or more contacts on your contact

list and then click Tools → Invite to Call.

Convert a text chat to a voice chat. In the chat window, Tools → Invite to Call.

Respond to an invitation to join a voice chat. In the invitation window, click Accept.

Start a video call so that I can see and hear

call participants.

Note: Video calls must be started from voice

chats.

In the voice chat window, click the Video

Controls icon and then click Start my video.

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How do I...? Do this...

Automatically start a video call whenever

I’m in a voice chat.

Click File → Preferences and then click

Telephony, Audio, and Video in the

navigator. Select Always show my video

when making or receiving calls on my

computer.

Telephone calls

Use the information in this table to work with telephone-to-telephone calls. This

capability is available only if you have telephone-to-telephone call capabilities

integrated with the Lotus Sametime software.

How do I...? Do this...

Start a telephone call with someone who is

on my contact list.

Click one or more contacts on your contact

list and then click Tools → Invite to Call.

Start a telephone call with someone who is

not on my contact list.

In the Type a name or phone number field

at the top of the Lotus Sametime Connect

client window, type the name of the person

you want to call. When you find it,

right-click (or ctrl-click on Macintosh) and

click Call.

Start a telephone call with someone not in

my organization.

In the Type a name or phone number field

at the top of the Lotus Sametime Connect

client window, type the entire name or

telephone number of the person you want to

call. Click Call Phone Number.

Manage my preferred devices and telephone

numbers.

Click File → Preferences and then click the

plus sign (+) beside Telephony, Audio, and

Video in the navigator. Click Preferred

Numbers.

Select my preferred device or telephone

number for calls.

Click the telephone icon at the top of the

Lotus Sametime Connect client window and

select the device or telephone number you

want to use.

Select my computer sound and video

camera devices for calls.

Click File → Preferences and then click

Telephony, Audio, and Video in the

navigator.

Add a new telephone number to my list of

preferred numbers.

Click File → Preferences and then click the

plus sign (+) beside Telephony, Audio, and

Video in the navigator. Click Preferred

Numbers.

Route my incoming calls to another

telephone number or device based on where

I am geographically located.

Click File → Preferences and then click the

plus sign (+) beside Telephony, Audio, and

Video in the navigator. Click Route Calls.

Select whether or not to use sounds to alert

me of different events related to my calls,

such as when I receive a call or a connection

ends, and, if so, which sounds to use.

Click File → Preferences and then the plus

sign (+) beside Telephony, Audio, and

Video in the navigator. Click Sound Alerts.

Note: Click File → Preferences and then

click Notifications in the navigator to

specify other call notification options.

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How do I...? Do this...

Set my telephone connection information

before using Lotus Sametime for

telephone-to-telephone calls.

Click File → Preferences and then click the

plus sign (+) beside Telephony, Audio, and

Video in the navigator. Click Telephone

Connection Settings.

Meetings

Use the information in this table to work with meetings.

How do I...? Do this...

Start an instant meeting to share what is on

my screen in the context of an online

meeting room.

Click one or more contacts on your contact

list and then click Tools → Invite to Instant

Meeting. After entering the meeting, click

Tools → Screen Sharing → Share Screen.

Start an instant meeting from an active chat. In the chat window, click Tools → Start

Instant Meeting.

Respond to an invitation to join an instant

meeting.

In the Invitation dialog box, click Join.

Schedule an online meeting. Click Tools → Meetings → Schedule Meeting.

Schedule a repeating online meeting. Click Tools → Meetings → Schedule Meeting.

On the Essentials tab, click the Repeat

button.

Attend a scheduled online meeting. Click Tools → Meetings → Attend Meeting.

Test that my browser and audio and video

tools are correctly set up for online

meetings.

Click Tools → Meetings → Test Meeting.

See which audio and video online meeting

tools are available for each selected contact.

Click one or more contacts on your contact

list and then click Tools → Meetings →

Available Tools.

Select the audio and video tools I want

others to know I have.

Click File → Preferences and then click the

plus sign (+) beside Telephony, Audio, and

Video in the navigator. Click Web

Conference Tools and then select the tools

you want to show.

Integration of IBM Lotus Sametime with Microsoft® Office and

Microsoft Outlook

Use the information in this table to work with IBM Lotus Sametime in Microsoft

Office and Microsoft Outlook, if this feature is available to you.

How do I...? Do this...

Set if and when to launch Lotus Sametime

whenever I start Microsoft Outlook.

In Microsoft Outlook, click Tools → Options.

Click the Sametime Toolbar tab.

Search for Lotus Sametime contacts in

Microsoft Outlook.

In the Lotus Sametime toolbar, click the

Lotus Sametime Quick Find icon.

Open the Lotus Sametime contact list in

Microsoft Outlook.

In the Lotus Sametime toolbar, click the

Open the Lotus Sametime contact list icon.

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How do I...? Do this...

Start a Lotus Sametime text chat, voice chat,

telephone call, or video call with the sender

of the selected e-mail in Microsoft Outlook.

Note: The sender of the selected e-mail

must also be logged in to Lotus Sametime.

In Microsoft Outlook, click Tools →

Sametime and then select the action you

want.

Start a Lotus Sametime instant meeting in

Microsoft Outlook.

In the Lotus Sametime toolbar, click Tools →

Sametime → Instant Meeting.

Change your current availability status. In the Lotus Sametime toolbar, click your

availability status icon.

Carry out various Lotus Sametime tasks

from names and e-mail addresses in

Microsoft Word, Excel, and Powerpoint that

are recognized as smart tags.

Note: Lotus Sametime menu options are

available for names and e-mail addresses

that correspond to Lotus Sametime contacts.

Click the i beside the underlined name or

e-mail address to show a menu of options to

carry out tasks for that person.

Set up Microsoft Outlook so that I can create

Lotus Sametime meetings.

In Microsoft Outlook, click Go → Folder List

and then right-click the Personal

Folders/Calendar folder. (Right-click the

Calendar tab for Microsoft Vista.) Select

Properties and then click the General tab.

For the When posting to this folder, use

field, select ST OnlineMeeting.

Create a Lotus Sametime meeting whenever

I create a Microsoft Outlook meeting.

In Microsoft Outlook, click the Calendar tab.

Click New → Meeting Request. Click the

Sametime tab and select Include an IBM

Lotus Sametime online meeting.

Automatically change my Lotus Sametime

availability status whenever I have a

Microsoft Outlook meeting.

In the Lotus Sametime Connect client, click

File → Preferences. Click Auto-status

Changes in the navigator.

Specify a Lotus Sametime meeting server for

my meetings.

In Microsoft Outlook, click Tools → Options.

Click the Sametime Meeting tab.

Create a repeating Lotus Sametime meeting

from Microsoft Outlook.

In Microsoft Outlook, click New → Meeting

Request. Select Recurrence.

Update meeting information. In your Microsoft Outlook calendar,

double-click the meeting you want to

update.

Delete a meeting.

Note: This procedure does not delete a

repeating Lotus Sametime meeting.

In Microsoft Outlook, select the meeting and

click Delete.

Copy contacts on my Lotus Sametime

contact list to my Microsoft Outlook contact

list.

In Microsoft Outlook, click Tools →

Synchronize Contacts. Click Synchronize

Sametime to Outlook.

Copy contacts on my Microsoft Outlook

contact list to my Lotus Sametime contact

list.

In Microsoft Outlook, click Tools →

Synchronize Contacts. Click Synchronize

Outlook to Sametime.

IBM Lotus Sametime Advanced 8

The following tables describe how to work with the IBM Lotus Sametime

Advanced 8 software. You can use Lotus Sametime Advanced 8 from the IBM

Lotus Sametime Connect client or a browser, depending on how this software is

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available to you in your organization. The tables below describe how to perform

tasks from both the client or a browser, depending on where these tasks can be

performed.

Chat Rooms

Use the information in this table to work with chat rooms.

How do I...? Do this...

Find a chat room I’m interested in from

those listed on my Lotus Sametime Connect

client Chat Rooms panel.

Note: This panel shows the chat rooms that

you previously added to your My Chat

Rooms list in the Lotus Sametime Advanced

Manage Chat Rooms page.

In the Sametime Connect client Chat Rooms

panel, type the name of the chat room you

want to find in the Type to find chat rooms

below field and click the chat room you

want.

Find a chat room I’m interested in amongst

all the chat rooms to which I have access,

but have not yet added to my My Chat

Rooms list.

Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click Tools → Chat rooms → Manage Chat

Rooms.

v In a browser, go to the next step.

Click the All Chat rooms tab. If you don’t

see the chat room you want, use tags to find

chat rooms matching with particular tags,

browse folders, or click the Search tab for

advanced search options.

Enter a chat room to participate in it.

Note: You must have access rights to enter a

chat room.

Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, you might need to be

logged in.

v In the Lotus Sametime Connect client

Chat Rooms panel, double click the name

of a chat room in your list of chat rooms.

If the chat room is not listed, click Tools →

Chat Rooms → Manage Chat Rooms.

v In a browser, go to the next step.

Click the My Chat Rooms or All Chat

Rooms tab. Click Enter Chat Room for the

chat room you want.

Invite others to participate in a chat room.

Note: This feature is available only if the

chat room creator allows participants to

invite others.

In an active chat room window, click Tools →

Invite Others.

Post a file to a chat room. In an active chat room window, click Tools →

Add File.

Download a file posted to a chat room. In an active chat room window, double-click

the file.

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How do I...? Do this...

Show in my chat room when participants

join or leave the chat room.

In Lotus Sametime Advanced in a browser,

in an active chat room window click View →

Show → When Users Join or Leave.

Create a chat room. Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click Tools → Chat rooms → Manage Chat

Rooms.

v In a browser, go to the next step.

Click the All Chat rooms tab, navigate to

the folder in which you want the new chat

room to be, and then click New Chat Room.

Limit the size of the transcript that shows in

a chat room and specify how much

transcript to automatically move to the chat

room history.

Note: Limiting the size of the transcript in

a chat room determines how much of the

transcript shows when a participant enters a

chat room. Once transcript text is moved

from the chat room window to the chat

room history, it is no longer available in the

chat room. You specify these settings when

you create a chat room.

Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click Tools → Chat rooms → Manage Chat

Rooms.

v In a browser, go to the next step.

Click the All Chat rooms tab and then click

New Chat Room. Click the Transcript tab.

Add or edit tags for a chat room so that

people can search for the chat room based

on these tags or keywords.

Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click Tools → Chat rooms → Manage Chat

Rooms.

v In a browser, go to the next step.

On the All Chat Rooms tab, find a chat

room to which you have access, click Show

details, and then click Edit to add or edit

tags for a chat room.

Add a chat room to the My Chat Rooms tab

on the Lotus Sametime Connect client

Manage Chat Rooms page or Lotus

Sametime Advanced in a browser.

Note: Chat rooms that you add to your My

Chat Rooms list also appear on the Lotus

Sametime Connect client’s Chat Rooms

panel.

Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click Tools → Chat rooms → Manage Chat

Rooms.

v In a browser, go to the next step.

Click the All Chat Rooms tab, click the chat

room you want, and then click Add to My

Chat Rooms.

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How do I...? Do this...

Refresh the list of chat rooms on my Lotus

Sametime Connect client Chat Rooms panel.

Note: Chat Rooms that are listed on the

Lotus Sametime Connect client Chat Rooms

panel are the chat rooms that you previously

added to your My Chat Rooms tab in the

Manage Chat Rooms page.

In the Lotus Sametime Connect client, click

the Chat Rooms panel and then click the

Refresh List icon.

Organize the chat rooms listed on my Lotus

Sametime Connect client Chat Rooms panel:

v View chat rooms in a single list, based on

chat room activity.

v View chat rooms by personal folder.

v Sort chat rooms by name, active

participants, or unread text.

Note: If you are viewing by folder, the sort

applies to the current folder only.

In the Lotus Sametime Connect client, click

the Chat Rooms panel, click the View icon,

and then click the option you want.

Sort the chat rooms in the Lotus Sametime

Connect client Manage Chat Rooms page or

in Lotus Sametime Advanced in a browser.

Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click Tools → Chat rooms → Manage Chat

Rooms.

v In a browser, go to the next step.

Click the My Chat Rooms or All Chat

Rooms tab tab.

In the Sort by field, select how you want to

sort the chat rooms.

Work with the chat room folders listed on

my Lotus Sametime Connect client Chat

Rooms panel.

In the Lotus Sametime Connect client, click

the Chat Rooms panel, click the View icon,

and then click View by Chat Room Folders.

Right-click (or Ctrl-click on Macintosh) a

folder for menu options to work with

folders.

Work with chat room folders in the Lotus

Sametime Advanced Manage Chat Rooms

page or in Lotus Sametime Advanced in a

browser.

Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click Tools → Chat rooms → Manage Chat

Rooms. Then click the My Chat Rooms.

v In a browser, click the My Chat Rooms.

Create new personal folders or rename or

delete folders.

Click the All Chat Rooms tab. Depending

on your folder role, create new global

folders or rename or delete folders.

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How do I...? Do this...

Get notified when a specific chat room has

active participants, contains messages that I

have not read, or has specific words that I

identify.

Note: You can only set alerts for chat rooms

on your Lotus Sametime Connect client Chat

Rooms panel list. These are the chat rooms

that you previously added to your My Chat

Rooms tab in the Manage Chat Rooms page.

In the Lotus Sametime Connect client, click

Tools → Chat rooms → Alert Me When.

Note: To set alerts for chat rooms not on

your Chat Rooms panel, first add them to

the My Chat Rooms tab from the All Chat

Rooms tab on the Manage Chat Rooms

page. This procedure is described earlier in

this table.

Specify audio and visual options for my chat

room alerts.

In the Lotus Sametime Connect client, click

File → Preferences and then click

Notifications in the navigator. Select Chat

room alert from the list to set the alert

options you want.

Work with chat rooms:

v Edit the chat room name or set up

options.

v Create new folders and move chat rooms

to folders.

v Delete a chat room.

Note: This deletes the chat room, the chat

room transcript, and any chat room FAQs.

v Archive a chat room to remove it to an

archive view so participants can no longer

see or access the chat room.

v Restore an archived chat room.

v Disable a chat room to prevent users from

entering it, posting content, or reading the

chat room history for it.

v Re-enable a disabled chat room.

Note: You must have the appropriate access

rights to perform some of these actions.

Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click Tools → Chat rooms → Manage Chat

Rooms.

v In a browser, go to the next step.

Click the All Chat Rooms tab.

For a chat room, click More Actions and

then click the option you want.

Depending on your folder role, you can also

create new global folders, move chat rooms

to different folders, or sort the chat rooms

Click the My Chat Rooms tab. Create new

personal folders or move chat rooms to

different folders.

See chat rooms details. Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click Tools → Chat rooms → Manage Chat

Rooms.

Note: You can also right-click (ctrl-click

for Macintosh) on a chat room in the Chat

Rooms panel and click Chat Room

Details.

v In a browser, go to the next step.

Click the My Chat Rooms or All Chat

Rooms tab. Click on the name of the chat

room for which you want to see details.

View more of the transcript than shows in

an active chat room window.

In an active chat room, click the Show more

link.

Sametime 8 Task Reference 15

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How do I...? Do this...

View and search for older transcripts for a

chat room.

In an active chat room window, click File →

Open Chat Room History.

For archived chat rooms, click the All Chat

Rooms tab, click Archived Chat Rooms in

the navigator and then click Open Chat

Room History.

Note: You must have appropriate rights to

access and work with archived chat rooms.

Save chat room transcripts. Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client, in a

chat room click File → Save Chat As.

v In a browser, in a chat room click the File

→ Save Chat Room Transcript.

Subscribe to a chat room RSS feedreader.

Note: This feature must be available to you

to use it.

In Lotus Sametime Advanced in a browser,

click the My Chat Rooms or All Chat

Rooms tab. Click the RSS icon to subscribe

to a feed with information about the chat

rooms on these tabs. You can also click on

an individual chat room and then click the

RSS feedreader icon for a feed with

information about that chat room.

Create an FAQ based on information in a

chat room transcript.

Do one of the following actions,

v In an active chat room window, click the

Chat Rooms FAQ Actions icon and then

click Add Chat Room FAQ.

v In the Manage Chat Rooms page or in

Lotus Sametime Advanced in a browser,

click the All Chat Rooms tab, click the

FAQ link, and then click New FAQ.

View the FAQs entered for a chat room. In an active chat room window, click the

Chat Room FAQ Actions icon and then click

Open Chat Room FAQs.

Search chat room transcripts or chat room

FAQs

Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click Tools → Chat rooms → Manage Chat

Rooms.

v In a browser, go to the next step.

Click the Search tab.

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How do I...? Do this...

Work with FAQs for a chat room:

v Find FAQs

v Show FAQ details

v Edit FAQs

v Delete FAQs

v Create a new FAQ

Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click Tools → Chat rooms → Manage Chat

Rooms.

v In a browser, go to the next step.

Click the My Chat Rooms or All Chat

Rooms tab. Then click the FAQ link for a

chat room.

Rate an FAQ so that other participants can

see the usefulness of the information

provided in the FAQ.

Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click Tools → Chat rooms → Manage Chat

Rooms.

v In a browser, go to the next step.

Click the My Chat Rooms or All Chat

Rooms tab. Then click the FAQ link for a

chat room. If the page has FAQs, click the

stars beside an FAQ to rate it.

Adjust settings for the connections for the

Lotus Sametime Advanced chat room and

broadcast tool even broker servers.

In the Lotus Sametime Connect client, click

File → Preferences and then click Chat

Rooms and Broadcast Tools in the

navigator.

Broadcast Communities

Use the information in this table to work with broadcast communities and tools.

You do most tasks from the Lotus Sametime Connect client Broadcast Communities

panel. You can create and edit broadcast communities from both the client and

from Lotus Sametime Advanced in a browser.

How do I...? Do this...

Create a broadcast community and,

depending on the type of community,

specify who are managers and members.

Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click Tools → Broadcast Tools →

Create/Edit Broadcast Communities.

v In a browser, click the Broadcast

Communities tab and then click New

Broadcast Community.

Join a broadcast community so that you can

send and receive broadcasts.

In the Lotus Sametime Connect client, click

Tools → Broadcast Tools → Join Broadcast

Communities.

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How do I...? Do this...

Send a Skill Tap question, Instant Poll, Chat,

or Announcement to a broadcast community.

In the Lotus Sametime Connect client, click

the Broadcast Community panel, click a

broadcast community, and then click Tools →

Broadcast Tools → Send Broadcast.

Set filters to limit incoming broadcasts. In the Lotus Sametime Connect client, click

Tools → Broadcast Tools → Filter Incoming

Broadcasts.

Find a broadcast community I’m interested

in from those listed in my Lotus Sametime

Connect client.

In the Lotus Sametime Connect client

Broadcast Communities panel, type the

name of the broadcast community you want

to find in the Type to find Broadcast

Communities field.

Search for a broadcast community to edit or

manage.

Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click Tools → Broadcast Tools →

Create/Edit Broadcast Communities.

v In a browser, click the Broadcast

Communities tab.

Select which broadcast communities to show

and how to sort them.

Set audio and visual options for broadcast

community alerts.

In the Lotus Sametime Connect client, click

Tools → Broadcast Tools → Edit Notification

Rules. Select Broadcast tools from the list of

notification events.

You can create a new notification for specific

broadcast communities or tools.

Edit a broadcast community. Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click Tools → Broadcast Tools →

Create/Edit Broadcast Communities.

Click Show Details for the broadcast

community and then click Edit.

v In a browser, click the Broadcast

Communities tab, click Show Details for

the broadcast community, and then click

Edit.

Leave a broadcast community.

Note: When you leave a broadcast

community, you will no longer receive

broadcasts sent to that community.

In the Lotus Sametime Connect client, click

the Broadcast Communities panel, click a

broadcast community, and then click Tools →

Broadcast Tools → Leave Broadcast

Community.

See a description of the different types of

broadcast communities and the icon that

represents each.

In the Lotus Sametime Connect client, click

Tools → Broadcast Tools → View Broadcast

Community Icon Legend.

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How do I...? Do this...

See which broadcasts I’ve recently received

since I last logged in to the Lotus Sametime

Connect client.

In the Lotus Sametime Connect client, click

Tools → Broadcast Tools → View Recent

Broadcasts.

Create an FAQ based on a Skill Tap

broadcast question that I received.

After you receive a Skill Tap question and

provide an answer to it, close the Skill Tap

window. Select Assistance was provided

and then select Add to Skill Tap FAQ. Click

Submit.

Work with the Skill Tap FAQs for one of my

broadcast communities:

v Show FAQ details

v Edit an FAQ

v Delete an FAQ

v Find an FAQ

Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click the Broadcast Communities panel,

click a community and then click Tools →

Broadcast Tools → View Broadcast

Community FAQs.

v In a browser, click the Broadcast

Communities tab.

Click the FAQs link to see and work with all

FAQs for a broadcast community.

Rate an FAQ so that other users see the

value of the provided expertise.

Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click the Broadcast Communities panel,

click a community and then click Tools →

Broadcast Tools → View Broadcast

Community FAQs.

v In a browser, click the Broadcast

Communities tab. Click the FAQs link to

see all FAQs for a broadcast community.

Click the stars beside an FAQ to rate that

FAQ answer.

View past Skill Tap FAQs for a broadcast

community.

In the Lotus Sametime Connect client, click

the Broadcast Communities panel, click a

community, then click Tools → Broadcast

Tools → View Broadcast Community FAQs.

Sametime 8 Task Reference 19

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How do I...? Do this...

Search for specific Skill Tap FAQs. Do one of the following actions, depending

on whether you are using the Lotus

Sametime Connect client or a browser. If you

are using a browser, be sure you are logged

in.

v In the Lotus Sametime Connect client,

click the Broadcast Community panel,

click a broadcast community, and then

click Tools → Broadcast Tools → View

Broadcast Community FAQs.

v In a browser, click the Broadcast

Communities tab and go to the FAQs

page for a broadcast community or click

the Search tab for advanced search

options.

See the members of a broadcast community. In the Lotus Sametime Connect client, click

the broadcast community and then click

Tools → Broadcast Tools → View Members.

Specify my broadcast tools servers and

connections.

In the Lotus Sametime Connect client, click

File → Preferences and then click Chat

Rooms and Broadcast Tools in the

navigator.

Instant Share

Use the information in this table to work with Instant Share in the Lotus Sametime

Connect client. Instant Share is not available from IBM Lotus Sametime Advanced

in a browser.

How do I...? Do this...

Start sharing my screen with others. Do one of the following actions:

v From the Lotus Sametime client, click one

or more contacts and then click Tools →

Instant Share and select what you want

to share.

v From a chat window, click Tools → Instant

Share and select what you want to share.

Let someone else take control of my screen. During an Instant Share session, click the

Allow Control icon in the floating palette

window. The participant who wants to take

control then clicks the Take Control icon in

their shared screen window.

Reclaim control of my screen. During an Instant Share session in which a

participant took control of your screen, click

the Reclaim Control icon in the floating

palette window.

Invite others to an existing Instant Share

session.

During an Instant Share session, click the

Stop Sharing icon in the floating palette

window to end the Instant Share session.

Click the names of current contacts with

whom you want to participate in the Instant

Share session and then click Tools → Instant

Share.

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How do I...? Do this...

Save a picture of the shared screen I am

viewing.

During an Instant Share session, click the

Snap Shot icon at the top of the shared

screen window. Click OK.

Specify the location to which to save a snap

shot of a shared screen.

Click File → Preferences and then click

Instant Share in the navigator.

Sametime 8 Task Reference 21

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Notices

This information was developed for products and services offered in the U.S.A.

IBM may not offer the products, services, or features discussed in this document in

other countries. Consult your local IBM representative for information on the

products and services currently available in your area. Any reference to an IBM

product, program, or service is not intended to state or imply that only that IBM

product, program, or service may be used. Any functionally equivalent product,

program, or service that does not infringe any IBM intellectual property right may

be used instead. However, it is the user’s responsibility to evaluate and verify the

operation of any non-IBM product, program, or service.

IBM may have patents or pending patent applications covering subject matter

described in this document. The furnishing of this document does not grant you

any license to these patents. You can send license inquiries, in writing, to:

IBM Director of Licensing

IBM Corporation

North Castle Drive

Armonk, NY 10504-1785

U.S.A.

For license inquiries regarding double-byte (DBCS) information, contact the IBM

Intellectual Property Department in your country or send inquiries, in writing, to:

IBM World Trade Asia Corporation

Licensing 2-31 Roppongi 3-chome, Minato-ku

Tokyo 106-0032, Japan

The following paragraph does not apply to the United Kingdom or any other

country where such provisions are inconsistent with local law:

INTERNATIONAL BUSINESS MACHINES CORPORATION PROVIDES THIS

PUBLICATION “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHER

EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED

WARRANTIES OF NON-INFRINGEMENT, MERCHANTABILITY OR FITNESS

FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express or

implied warranties in certain transactions, therefore, this statement may not apply

to you.

This information could include technical inaccuracies or typographical errors.

Changes are periodically made to the information herein; these changes will be

incorporated in new editions of the publication. IBM may make improvements

and/or changes in the product(s) and/or the program(s) described in this

publication at any time without notice.

Any references in this information to non-IBM Web sites are provided for

convenience only and do not in any manner serve as an endorsement of those Web

sites. The materials at those Web sites are not part of the materials for this IBM

product and use of those Web sites is at your own risk.

IBM may use or distribute any of the information you supply in any way it

believes appropriate without incurring any obligation to you.

© Copyright IBM Corp. 2008 23

Page 30: Lotus Sametime and Lotus Sametime Advanced Task Reference

Licensees of this program who wish to have information about it for the purpose

of enabling: (i) the exchange of information between independently created

programs and other programs (including this one) and (ii) the mutual use of the

information which has been exchanged, should contact:

IBM Corporation

Software Interoperability Coordinator, Department 49XA

3605 Highway 52 N

Rochester, MN 55901

U.S.A.

Such information may be available, subject to appropriate terms and conditions,

including in some cases, payment of a fee.

The licensed program described in this information and all licensed material

available for it are provided by IBM under terms of the IBM Customer Agreement,

IBM International Program License Agreement, or any equivalent agreement

between us.

Any performance data contained herein was determined in a controlled

environment. Therefore, the results obtained in other operating environments may

vary significantly. Some measurements may have been made on development-level

systems and there is no guarantee that these measurements will be the same on

generally available systems. Furthermore, some measurements may have been

estimated through extrapolation. Actual results may vary. Users of this document

should verify the applicable data for their specific environment.

Information concerning non-IBM products was obtained from the suppliers of

those products, their published announcements or other publicly available sources.

IBM has not tested those products and cannot confirm the accuracy of

performance, compatibility or any other claims related to non-IBM products.

Questions on the capabilities of non-IBM products should be addressed to the

suppliers of those products.

All statements regarding IBM’s future direction or intent are subject to change or

withdrawal without notice, and represent goals and objectives only.

All IBM prices shown are IBM’s suggested retail prices, are current and are subject

to change without notice. Dealer prices may vary.

This information is for planning purposes only. The information herein is subject to

change before the products described become available.

This information contains examples of data and reports used in daily business

operations. To illustrate them as completely as possible, the examples include the

names of individuals, companies, brands, and products. All of these names are

fictitious and any similarity to the names and addresses used by an actual business

enterprise is entirely coincidental.

COPYRIGHT LICENSE:

This information contains sample application programs in source language, which

illustrate programming techniques on various operating platforms. You may copy,

modify, and distribute these sample programs in any form without payment to

IBM, for the purposes of developing, using, marketing or distributing application

programs conforming to the application programming interface for the operating

24 Lotus Sametime: Lotus Sametime 8 Task Reference

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platform for which the sample programs are written. These examples have not

been thoroughly tested under all conditions. IBM, therefore, cannot guarantee or

imply reliability, serviceability, or function of these programs.

Each copy or any portion of these sample programs or any derivative work, must

include a copyright notice as follows:

© (your company name) (year). Portions of this code are derived from IBM Corp.

Sample Programs. © Copyright IBM Corp. _enter the year or years_. All rights

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If you are viewing this information softcopy, the photographs and color

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Trademarks

These terms are trademarks of International Business Machines Corporation in the

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DB2 Universal Database

Domino

i5/OS

Lotus

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Sametime

WebSphere

AOL is a registered trademark of AOL LLC in the United States, other countries, or

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AOL Instant Messenger is a trademark of AOL LLC in the United States, other

countries, or both.

Google Talk is a trademark of Google, Inc, in the United States, other countries, or

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its subsidiaries in the United States, other countries, or both.

Linux is a trademark of Linus Torvalds in the United States, other countries, or

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Notices 25

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Other company, product, or service names may be trademarks or service marks of

others.

26 Lotus Sametime: Lotus Sametime 8 Task Reference

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