IBM Lotus Sametime Meeting Room Management TaskReference

Quickly find and get started creating and managing meeting rooms using the IBM® Lotus® Sametime®

and IBM Lotus Notes® Sametime Meetings panel and the IBM Lotus Sametime Meeting Room Center.Read the sections below for the client you are using.

Sametime Meetings panel

Read this section to learn about creating and managing meeting rooms and working with your scheduledmeetings using the Lotus Sametime Connect or Lotus Notes Sametime Meetings panel.

Note: If this feature is available to you, you can also work with your scheduled meetings using the IBMLotus Sametime or IBM Lotus Notes Sametime Meetings panel.

Table 1. Sametime Meetings panel tasks

How do I... Action

Create a meeting room?Click the Sametime Meetings panel and then click .

Find a meeting room?Click the Sametime Meetings panel and then click .

Find a hidden meeting room?Click the Sametime Meetings panel and then click .Note: If your administrator allows hidden meetingrooms to be displayed in search results and you don’town or manage the meeting room, you must enter theexact name of the hidden meeting room to display it inthe search results.

If your administrator does not allow hidden rooms to bedisplayed in search results, you cannot search for hiddenmeeting rooms.

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Table 1. Sametime Meetings panel tasks (continued)

How do I... Action

Organize my list of meeting rooms? Click the Sametime Meetings panel and then clickto select which meeting rooms to display.

Invite others to join a meeting room? Click the Sametime Meetings panel and then click themeeting room to which you want to invite others. Then

click .

Find a link to a meeting room to send to others? Click the Sametime Meetings panel and then click themeeting room. Then click More Actions → Copy Link toClipboard.

Edit meeting room settings? Click the Sametime Meetings panel and then click themeeting room. Click More Actions → Edit.

See my meetings scheduled for today and tomorrow? (Ifthis feature is available to you.)

Click the Sametime Meetings panel and then clickand select Scheduled Meetings.

View information about a scheduled meeting? Click the Sametime Meetings panel and then clickand select Scheduled Meetings. Right-click (or Cmd +click on Macintosh) the scheduled meeting and then clickView Meeting Information.

Include a meeting room for a meeting I’m scheduling? Do one of the following:

v In Lotus Notes release 8.5.1 or later, create a newcalendar entry and follow the user interface to includea Lotus Sametime meeting room for the meeting youare scheduling.

v In Lotus Notes release 8.5 or later, in the Sametime

Meetings panel in the sidebar, click and then clickMy Meeting Rooms or Recent Meeting Rooms to findthe meeting room that you want to include with yourscheduled meeting. Then drag the meeting room to theopen calendar entry

v Any Lotus Notes release, copy a link to the meetingroom and paste it into the calendar entry.

v In Microsoft® Outlook with IBM Lotus Sametime 8.5,when you schedule a new meeting in MicrosoftOutlook, on the Sametime tab, select Include aSametime online meeting room and complete theappropriate fields.

Note: To include a meeting room with a meetingscheduled using the Microsoft Outlook calendar, youmust first install the Microsoft Outlook plug-in thatcomes with Lotus Sametime Connect release 8.5.

Start an instant meeting?Note: Instant meetings might not be available to you.

Do one of the following actions:

v In Lotus Sametime Connect, click Tools → Invite toInstant Meeting Room

v In Lotus Notes, click Tools → Sametime → Invite toInstant Meeting Room

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Lotus Sametime Meeting Room Center

Read this section to learn about creating and managing meeting rooms using the Lotus SametimeMeeting Room Center.

Table 2. Lotus Sametime Meeting Room Center tasks

How do I... Action

Create a meeting room? Click New Meeting Room.Note: You must be logged in to the Meeting RoomCenter to create new meeting rooms.

Find a meeting room? Type the entire a meeting room or owner name and thenclick Search.Note: You might need to be logged in to search formeeting rooms.

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Table 2. Lotus Sametime Meeting Room Center tasks (continued)

How do I... Action

Find a hidden meeting room? If searching for hidden meeting rooms is available toyou, select Hidden rooms by exact match.

You might need to be logged in to search for meetingrooms.Note: If your administrator allows hidden meetingrooms to be displayed in search results and you don’town or manage the meeting room, you must enter theexact name of the hidden meeting room to display it inthe search results.

If your administrator does not allow hidden rooms to bedisplayed in search results, you cannot search for hiddenmeeting rooms. Instead, you must have the Web address(URL) for the meeting room to join it.

Organize my list of meeting rooms meetings? Click the Meeting Room Name, Owner, Active, or LastAccessed column heads to sort the list of your meetingrooms.

Invite others to join a meeting room? In the My Meeting Rooms list, find the meeting room towhich you want to invite others. Click Copy Link andthen click Ctrl + click to copy the link to the clipboard.

Find a link to a meeting room to send to others? In the My Meeting Rooms list, find the meeting room.Click Copy Link and then click Ctrl + click to copy thelink to the clipboard.

Edit meeting room settings? In the My Meeting Rooms list, find the meeting room.Then click More Actions → Edit.

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