IBM Lotus Sametime Meetings Task Reference

Lotus® Sametime® meetings take place in reservationless meeting rooms. Meeting rooms open in either aLotus Sametime window or a Web browser. Read the section below for the meeting room that you areusing to get started with the tasks for managing and participating in meetings.

Meeting rooms that open in a Sametime window

Read this section to learn about working in meeting rooms that open in a Lotus Sametime window.

How do I... Action

Start a conference call? (If this feature is available to you.) Click in the Conferencing area of the meetingroom.

Join a conference call? (If this feature is available to you.) Click in the Conferencing area of the meetingroom.

See the call-in information to call in to the audio conferenceusing my telephone? (If this feature is available to you.)

Click Show call-in information in the Conferencingarea of the meeting room.

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How do I... Action

Use video in a meeting room? (If this feature is available toyou.)

Click in the Conferencing area of the meetingroom. The first video participant clicks Start MyVideo.

Use Lotus Sametime Audio/Video conferencing? (If thisfeature is available to you.)

Click Room Tools → Change Room Settings and thenclick Conferencing. Select Sametime Audio/VideoConferencing.

Change conference call-in information for a meeting room? Click Room Tools → Change Room Settings.

Create a new audio conferencing solution for a meetingroom?

You create new audio conferencing solutions fromIBM® Lotus Sametime Connect or IBM Lotus Notes®.

Do one of the following actions:

v If you are using Lotus Sametime Connect, click File→ Preferences.

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

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

Start sharing? Do one of the following actions:

v If no one is sharing, click Start Sharing in thesharing area.

v If someone else is already sharing, click Let MeShare in the sharing area. Click what you want toshare.

Toggle between displaying what is being shared in itsoriginal size and scaling it to fit in the shared area.

Click and in the sharing toolbar.

Stop sharing? Click Stop Sharing in the sharing toolbar.

Let someone else share? Any presenter in the meeting room can click Let MeShare, even while someone else is sharing.

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

and see who appears under Who can sharecontent.

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

v In the Library, click one of the available icons, such

as , and select what you want to add.

v Drag a file from your computer to the Library.

Set meeting room permissions? (Meeting room owner ormanagers only.)

In the Participants list, click the Set Permissions icon

and select the roles and actions for individuals orall room participants.

Invite others to join the meeting room?In the Participants list, click .

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

See different views of the Participants list? In the Participants’ list, click and select how todisplay meeting attendees, such as by their names orphotos.

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

chat and then click .

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How do I... Action

Chat with all meeting room participants?In the Discussion area of the meeting room, clickand then enter your chat message.

Find a link to a meeting room to send to others? In the global toolbar, click Room Tools → ViewMeeting Information.

View meeting room information? In the global toolbar, click Room Tools → View RoomInformation.

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

Optimize meeting rooms for a large number ofparticipants?

In the global toolbar, click Room Tools → ChangeRoom Settings. Under Participant list, select Hideindividual participant names.

Take and share a snap shot of my screen?In the Library, click the Screen capture icon .

View details about items stored in the library? Click an item stored in the Library to select it. Thenclick and click View Details.

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 Save Results andClose.

Capture meeting minutes and action items? In the Discussion area of the meeting room, click theMinutes or Action item icon and type your entry.

Create an attendance report? In the global toolbar, click Room Tools → CreateMeeting Report.

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

End a meeting? Click the X in the upper-right corner of the meetingroom.Note: The meeting room remains active for everyonestill in the room.

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

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

Delete a meeting room? Meeting room owners and managers can delete ameeting room from IBM Lotus Sametime Connect orIBM Lotus Notes. Click the Sametime Meetings paneland then click a meeting room to select it. Click MoreActions → Delete Room.

Set recording preferences You set recording preferences from IBM LotusSametime Connect or IBM Lotus Notes.

v If you are using Lotus Sametime Connect, click File→ Preferences.

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

Then click Sametime Meeting Rooms → Recording.

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Meeting rooms that open in a Web browser

Read this section to learn about working in meeting rooms that open in a Web browser.

How do I... Action

See the call-in information to call in to the audioconference using my telephone? (If this feature isavailable to you.)

Click Show call-in information in the Conferencing areaof the meeting room.

Change conference call-in information for a meetingroom?

Click Room Tools → Change Room Settings.

Start sharing? Do one of the following actions:

v If no one is sharing, click Start Sharing in the sharingarea.

v If someone else is already sharing, click Let Me Sharein the sharing area. Click what you want to share.

Toggle between displaying what is being shared in itsoriginal size and scaling it to fit in the shared area.

Click and in the sharing toolbar.

Stop sharing? Click Stop Sharing in the sharing toolbar.

Let someone else share? Any presenter in the meeting room can click Let MeShare, even while someone else is sharing.

Check whether someone else can share?In the Participants list, click the Set Permissions iconand see who appears under Who can share content.

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How do I... Action

Add materials to share? In the Library, click one of the available icons, such as

, and select what you want to add.

Set meeting room permissions? (Meeting room owner ormanagers only.) In the Participants list, click the Set Permissions icon

and select the roles and actions for individuals or allroom participants.

Invite others to join the meeting room? Click Room Tools → View Room Information and copythe meeting room Web Address (URL) to send others.

See different views of the Participants list? In the Participants list, click and select how todisplay meeting attendees, such as by their names orphotos.

Chat privately with another participant? (If this feature isavailable to you.)

Right-click the name of the person with whom you wantto chat and then click Chat.

Chat with all meeting room participants?In the Discussion area of the meeting room, clickand then enter your chat message.

Find a link to a meeting room to send to others? In the global toolbar, click Room Tools → View MeetingInformation

View meeting room information? In the global toolbar, click Room Tools → View RoomInformation.

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

Optimize meeting rooms for a large number ofparticipants?

In the global toolbar, click Room Tools → Change RoomSettings. Under Participant list, select Hide individualparticipant names.

View details about items stored in the library? Click an item stored in the Library to select it. Then clickand click View Details.

View poll results? See the poll results posted to the Discussion area of themeeting room.

Capture meeting minutes and action items? In the Discussion area of the meeting room, click theMinutes or Action item icon and type your entry.

Create an attendance report? In the global toolbar, click Room Tools → Create MeetingReport.

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

End a meeting? Click the X in the upper-right corner of the meetingroom.Note: The meeting room remains active for everyone stillin the room.

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

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

Delete a meeting room? Meeting room owners and managers can delete ameeting room from the Lotus Sametime Meeting RoomCenter. In the My Meeting Rooms view, for the meetingroom you want to delete, click More Actions → Delete.

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