IBM Lotus Sametime 3.0 Quick Start Manual

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Contents

Get Started

Communicate in Real Time with Sametime

Connect

Use AOL Instant Messenger with

Sametime Connect

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Switch Between the Whiteboard and

1

1Check Your Browser

1Register

1Download Sametime Connect

2Log On

2Test a Meeting

3Accept Security Warnings

Screen Sharing

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3

3Add Names to the Contact List

4Send Chat Messages

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4

5Set Up Meetings

5Start an Instant Meeting

5Schedule a Meeting

6Attend Meetings

6Attend an Instant Meeting

7Attend a Scheduled Meeting

7Participate in Meetings

7Use Chat

8Raise Your Hand

8Transfer a File

10View Web Pages

10Participate in Polls

10View Meeting Information

12Present and Edit Files

12The Whiteboard

12Screen Sharing

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13

14Use Computer Audio and Video

14Test Your Audio and Video

14Speaking During the Meeting

15Moderate Meetings

15Grant and Revoke Permissions

15Lower Hands

16Attach a File during a Meeting

16Control the Audio

17Send Web Pages

17Send Polls

18Switch the Moderator

18Save Meeting Information and View It Later

.

18Saving a Chat Transcript

19Viewing Saved Chat Transcripts

19Saving a Whiteboard File

20Viewing Saved Whiteboard Files

21Viewing a Recorded Meeting

21Use Sametime Discussions and TeamRooms

.

21See Who is Available to Chat

21Chat with the Author

22Chat with All Participants

22Chat with Selected Participants

vii

Get Started

Check Your Browser

Register

Now that you have IBM® Lotus® Sametime® 3.0, you can use your
computer to communicate with your coworkers and conduct online
meetings. Meetings can be broadcast (the audience only watches and
listens) or interactive (participants work together using tools like screen
sharing).

During Sametime meetings, you can communicate using chat, computer
audio and video, and telephone conference calls.

Before you can use Sametime, you might need to:

To use Sametime, you need one of the following browsers:

•

Microsoft® Internet Explorer 4.01 with Service Pack 2, Microsoft
Internet Explorer 5.01, Microsoft Internet Explorer 5.5 with Service
Pack 1, Microsoft Internet Explorer 6.0.

•

Netscape Communicator 4.5 or 4.7

For more information, see “Making Your Browser Work with Sametime” in

IBM Lotus Sametime User’s Guide

the

Your system administrator might require you to register to use Sametime.

.

1.

Click Register on the Sametime Welcome page. If no Register link
appears on this page, you do not need to register.

2.

Click “Register to use Sametime.”

3.

Enter the required information. The user name and password that you
enter will apply to both Sametime and Sametime Connect. You might
be able to choose your user name and password, or your system
administrator might assign them to you.

4.

Click Submit Request.

5.

Click the Sametime logo to return to the Sametime Welcome page.

Download Sametime Connect

IBM Lotus Sametime Connect comes in two slightly different versions:
Sametime Connect for the desktop and Sametime Connect for browsers.

1

Log On

Contact your system administrator to find out which version(s) of Connect
you can use.

If you use Sametime Connect for browsers, you automatically download the
program the first time you click Launch Sametime Connect on the
Sametime Welcome page and accept the security warnings that appear.

If you use Sametime Connect for the desktop, you must download it and
install it on your computer. You can download Sametime Connect for the
desktop by clicking Download on the Sametime Welcome page, and then
clicking the link to download Sametime Connect. Follow the instructions to
install Sametime Connect for the desktop on your computer.

You must log on to Sametime Connect, and you might be required to log on
to the Meeting Center. If you register to use Sametime, you choose your
user name and password. If no register link appears on the Sametime
Welcome page, you must obtain your user name and password from your
system administrator.

To log on to Sametime Connect:

•

desktop, choose Sametime Connect from your computer’s Start menu,
enter your user name and password, and click Log On. To launch
Sametime Connect for browsers, click Launch Sametime Connect on the
Sametime Welcome page, accept any security warnings that appear,
enter your user name and password, and click Log On.

To log on to the Meeting Center:

•

when you click “Attend a Meeting” or “Schedule a Meeting” on the
Sametime Welcome page. You can also access the logon dialog box by
clicking “Log on to Sametime” in the upper right corner of the Meeting
Center. When the dialog box appears, enter your user name and
password, and click OK.

To start Sametime Connect for the

A logon dialog box might appear

Test a Meeting

Before attending your first Sametime meeting, attend a test meeting to
make sure that Sametime is functioning correctly. While testing a meeting,
you can ensure that your microphone, speakers, and video camera work
properly so that you can attend audio/video meetings. To test a meeting,
click Test Meeting in the Meeting Center and follow the instructions that
appear. You can also test a meeting by choosing Options - “Test a Meeting”
in the Sametime Connect window.

2 IBM Lotus Sametime Quick Start Guide

Accept Security Warnings

You might see security warnings related to Sametime at various times. The
security warnings inform you that you are about to download a program to
your computer. You must accept these warnings before you can use
Sametime. The text in the warnings depends on the version of the browser
that you use, but the text should be similar to the following:

Microsoft Internet Explorer:

•

Warning. Select the check box in front of “Always trust content from
Lotus Development Corporation,” and then click Yes. There are two
warnings; follow this procedure for both

Netscape Communicator:

•

Select the check box in front of “Remember this decision,” and then
click Grant. There are two warnings; follow this procedure for both.

Note

If you do not select “Always trust content from...” (Microsoft Internet
Explorer) or “Remember this decision” (Netscape Communicator), you see
the security warnings every time you attend a meeting, test a meeting,
launch Sametime Connect for browsers, or access your company’s
Directory.

The dialog box is called Security

.

The dialog box is a Java® Security warning.

Communicate in Real Time with Sametime Connect

Sametime Connect lets you:

•

See when your colleagues are online

•

Send instant messages and transfer files

•

Start instant meetings

Sametime Connect comes in two slightly different versions. Your system
administrator determines which version(s) you can use. See “Determining
Which Version of Sametime Connect You Are Using” in the

Sametime User’s Guide

for more information.

Add Names to the Contact List

Your contact list contains people with whom you want to maintain contact.
You decide which names appear in your contact list. To add names to a
personal group in the contact list:

1.

In the Sametime Connect window, click the Add button.

2.

Select the Users tab.

IBM Lotus

3

3.

Choose a user community from the drop-down menu:

Sametime:

•

appears in your company’s Directory, or click Directory to search the

Directory for a name. For more information, see “Searching for

Names in the Directory” in the

External:

•

company’s extranet. In the “User name” field, enter the person’s full

e-mail address (for example, [e-mail]).

AOL Instant Messenger:

•

Messenger

screen name in the “Screen name” field, or click Find By E-mail and

enter the person’s AOL® e-mail address.

4.

Select an existing group name or enter a new group name.

5.

Click Add.

6.

Click Close.

Send Chat Messages

You can send chat messages in several ways:

•

Double-click a name, enter your message, and click Send.

•

Right-click a name (or select multiple names, right-click one of the
selected names, and choose chat), enter your message, and click Send.

•

Select a name and click the chat button or choose Meeting - Chat. Enter
your message and click Send. To select more than one name, hold CTRL
while clicking each name, or press Shift while selecting a series of
names that appear next to each other in the contact list.

Tip

Press SHIFT+ENTER to start a new line in a chat message.

In the “User name” field, enter a name exactly as it

IBM Lotus Sametime User’s Guide

This community contains people connected to your

SM

users. Enter the user’s complete AOL Instant Messenger

This community contains AOL Instant

.

Use AOL Instant Messenger with Sametime Connect

If you use Sametime Connect for the desktop and AOL Instant Messenger
from America Online®, you can add your AOL buddies to your contact list.
You can also log on to AOL Instant Messenger and access other AOL
Instant Messenger services from the Sametime Connect window. Your
system administrator determines if you can use AOL Instant Messenger
with Sametime Connect.

4 IBM Lotus Sametime Quick Start Guide

Set Up Meetings

Sametime offers two types of online meetings:

For more information, see “Working with Sametime Meetings” in the

Lotus Sametime User’s Guide

Start an Instant Meeting

The people you invite to instant meetings are already online; you do not
need to notify them about the meeting through e-mail. You cannot save files
created on the whiteboard during instant meetings.

1.

2.

3.

4.

Instant Meetings:

•

meet with your online colleagues.

Scheduled Meetings:

•

plan your meeting or when you must save the whiteboard contents.

Select a green name in your Sametime Connect contact list. To select
more than one name, hold CTRL while selecting the names.

Choose Meeting and select an option: Chat, Audio, Video, Share, or
Collaborate. The Start Instant Meeting dialog box appears.

(Optional) Make any of the following changes to your invitation:

•

Edit the topic or message.

•

Add or remove tools for the meeting.

•

Secure the meeting with encryption to protect confidential

information.

•

Add names to the invitation.

Click Send.

Start an instant meeting when you want to quickly

Use scheduled meetings when you have time to

.

IBM

Schedule a Meeting

You must inform participants about the meeting and tell them how to
attend it.

1.

Click “Schedule a Meeting” on the Sametime Welcome page, or click
New Meeting in the Meeting Center.

2.

A logon dialog box might appear automatically. If it does not appear
automatically, click “Log on to Sametime” in the upper right corner of
the Meeting Center. When the logon dialog box appears, enter your
user name and password and click OK.

3.

Enter the information on the Essentials tab:

a.

Choose a meeting type. The descriptions in the tooltips will guide
you.

5

b.

Enter a name for the meeting. Choose a name that other participants
will recognize.

c.

You are the Moderator by default. You can choose a different
Moderator by clicking Change.

d.

If your version of Sametime includes an “Expected participants”
field, enter the number of participants for the meeting. If any of the
meeting participants are in the same location, you might want to
suggest that they meet in the same room and use one computer to
attend the meeting. You can count this group of people as a single
participant.

e.

Select Start Now or Schedule, and select a date (if necessary) and a
duration for the meeting.

f.

If you selected the Broadcast Presentation or Demo meeting type in
step 3a, choose presenters for the meeting by clicking “Add or
Remove Presenters.” If you selected a different meeting type, skip
to step 3g.

g.

(Optional) If your organization permits it, you can record the
meeting by selecting “Record this meeting so that others can replay
it later.”

4.

(Optional) Select any of the other tabs and enter information to
customize your meeting. For example, you can use the Files tab to
attach files to the whiteboard or the Tools tab to choose a type of audio
for the meeting (computer audio or a telephone conference call).

5.

Click Save.

Note

If the server does not have enough space for your meeting, you must
return to the Essentials tab and either reschedule the meeting at another
time or include fewer meeting participants.

Attend Meetings

If you are joining a meeting for the first time, you must accept the security
warnings. See “Accept Security Warnings” earlier in this chapter for more
information.

Attend an Instant Meeting

When you are invited to an instant meeting, you can:

Respond:

•

invited you to the meeting.

6 IBM Lotus Sametime Quick Start Guide

Click Respond to start a private chat with the person who

Join:

•

•

Click Join to attend the meeting. The Meeting Room appears.
Your name appears in the Participant List after you have joined the
meeting. If you are joining a meeting for the first time, you must accept
the security warnings.

Decline:

Click Close to decline the invitation.

Attend a Scheduled Meeting

1.

Click “Attend a Meeting” on the Sametime Welcome page.

2.

The Meeting Center appears. If you are prompted to log on to
Sametime, enter your user name and password and click OK. If you are
the Moderator, you must log on to Sametime before attending the
meeting, even if you are not automatically prompted to log on. If you
are not automatically prompted to log on, you can log on by clicking
“Log on to Sametime” in the upper right corner of the Meeting Center.

3.

Select the appropriate view (such as Active or My Meetings).

4.

Click the meeting name. If the meeting requires a password, enter the
password and click OK.

•

If the meeting has started, the Meeting Room appears on your
screen.

•

If the meeting has not started yet, the meeting details appear. Wait
until the scheduled meeting time, and click Attend. You might need
to refresh your browser to see the Attend button.

Tip

If you do not see the meeting you want to attend, it might be unlisted
(hidden). Click Unlisted Meeting in the Meeting Center, enter the meeting
name, and click OK. If the meeting requires a password, enter the password
and click OK.

Note

If your Meeting Center includes a search feature, you are using the
Enterprise Meeting Server (EMS). See the
for information about attending a meeting from the EMS.

IBM Lotus Sametime User’s Guide

Participate in Meetings

You can participate in Sametime meetings in the following ways:

Use Chat

You can use Meeting Room chat to send typed messages to everyone in the
meeting. You can also send private chat messages to selected participants.
Use chat if audio is not available or if you need to ask a question and do not
want to disturb the audio portion of the meeting. For example, you can use
chat to request permissions from the Moderator.

7

Send a Meeting Room Chat Message to All Participants

1.

Enter your message in the text-entry area at the bottom of the Meeting
Room.

Tip

Press SHIFT+ENTER to start a new line in a chat message.

2.

Click Send. All meeting participants see the message in the
chat-transcript area.

Send a Private Chat Message to Selected Participants

You can send private messages to one or more participants:

To send a message to one participant:

•

Participant List. Enter your message and click Send. The message
appears in the selected participant’s private chat window.

To send a message to multiple participants:

•

appropriate names. Choose Meeting - People - New Chat. Click Send. A
chat meeting window appears. As participants accept your invitation to
join the chat, their names appear on the right side of the window. Type
your messages in the text entry area and click Send. All chat
participants see the message in the chat transcript area.

Tip

Press SHIFT+ENTER to start a new line in a chat message.

Raise Your Hand

At any time during the meeting, you can raise your hand to call attention to
yourself. The Moderator might also ask for a hand raise to take a quick poll
of the meeting participants.

Double-click the name in the

Hold CTRL and select the

To raise your hand, click the raise-hand button at the bottom of the
Participant List. A hand icon appears next to your name. To lower your
hand, click the lower-hand button at the bottom of the Participant List.

The status bar at the bottom of the Meeting Room displays the number of
hands raised.

Transfer a File

You must transfer one file at a time. You must transfer the file to one person
at a time.

1.

Do one of the following:

Chat:

•

8 IBM Lotus Sametime Quick Start Guide

If you are in a chat with only one other person, choose
Meeting - Send File. If you are in a chat with two or more people,
select a name from the Participant List and choose Meeting - People ­Send File, or right-click the selected name and choose Send File from
the shortcut menu.

Instant or Scheduled Meeting:

•

Select a name from the Participant

List, right-click, and choose Send File from the shortcut menu.

Contact List:

•

You can transfer a file to a person who appears in your
contact list even if you are not in a meeting with that person. Select a
name and choose Meeting - Send File, or right-click the selected
name and choose Send File from the shortcut menu.

2.

The Send File dialog box appears. Type the full path and name of the
file, or click Browse to select the file. You can transfer only one file at a
time.

3.

(Optional) Type a description of the file.

4.

Click Send.

5.

The File Transfer Status dialog box appears:

•

If the recipient accepts the file transfer, a status bar tracks the
transfer process. You can select the check box to automatically close
the dialog box once the transfer is complete.

•

If the recipient declines the transfer, a message appears on your
screen.

6.

Click Close if you did not select the check box to automatically close the
dialog box in step 5.

Accept a File Transfer

1.

Click Accept when the Receive File dialog box appears on your screen.
The File Transfer Status dialog box appears.

2.

If you want to close the dialog box automatically once the transfer is
complete, select the appropriate check box.

3.

If you do not automatically close the dialog box in step 2, you can do
either of the following once the transfer is complete:

•

Click Open to open the file.

•

Click Close to close the dialog box without opening the file.

Decline or Cancel a File Transfer

To decline a file transfer, click Decline when the Receive File dialog box
appears. The person who sent the file receives a message indicating that
you declined the file transfer.

To cancel a file transfer that is already in progress, click Cancel at any time.
For example, you might want to cancel a file transfer that is taking too long.

9

View Web Pages

When the Moderator sends a Web page, a new browser window
automatically appears on your computer screen. You can explore the Web
page, go to a different Web page, or close the window without affecting
what other participants see in the meeting.

Tip

To view the most recently sent Web page, select the Web Pages tab
and click Go. The Web page appears in a browser window on your screen.
No one else can see this window.

Participate in Polls

Only the Moderator can send polls. Meeting participants can respond to
polls and view responses shared by the Moderator. In broadcast meetings,
only presenters can respond to poll questions.

Respond to Polls

When the “Respond to Poll” dialog box appears on your screen, follow
these steps:

1.

Select or enter your answers to the poll question. If you do not want to
participate in the poll, click Cancel.

2.

Click OK.

View the Tallied Poll Responses

If the Moderator shares the tallied responses, you can see them by selecting
a question from the “Questions asked” drop-down list in the Poll Tab. If the
Moderator specified correct answers, they are indicated by check marks.
You cannot see the individual responses unless you become the Moderator.

View Meeting Information

You can obtain the following information about a meeting:

Meeting Details:

•

more. You can see the meeting details for scheduled, finished, or
recorded meetings by clicking the meeting name in the Meeting Center.
During an active meeting, choose Meeting - Meeting Details.

Meeting Participants:

•

appears in the status bar at the bottom of the screen. The Participant
List displays the names of everyone attending the meeting. The
Participant List also shows you:

The Person Who is Currently Speaking (In meetings with computer
audio)

10 IBM Lotus Sametime Quick Start Guide

Includes start time, duration, Moderator’s name, and

During a meeting, the number of participants

Participants Waiting to Speak (In meetings using the Request
Microphone mode of computer audio)

Hands Raised (The number of hands raised appears in the status bar
at the bottom of the screen.)

Participant List Details:

•

During a meeting, click the Participant List
details button to see more information about meeting participants,
including:

The Moderator

Who is sharing the screen

Who controls the shared screen

Who has permission to speak and permission to edit/share. Only the
Moderator can see the permissions columns. The permission to speak
column appears only if a meeting includes computer audio or video.

Most Recent Web Page:

•

During a meeting, select the Web Pages tab

and then click Go to view the most recently sent Web page.

Tallied Poll Responses:

•

If the Moderator shares the poll responses,
you can see them in the Poll Tab. Click the arrow next to the “Questions
asked” drop-down list, and select the appropriate question.

A/V Tools:

•

During a meeting, see which participants have cameras,
microphones, and speakers by selecting a name in the Participant List
and choosing Meeting - People - Participants’ A/V Tools.

Permissions:

•

During a meeting, you can see participants’ permissions
by moving your mouse over the names in the Participant List and
reading the tooltip that appears. The Moderator can also view
participants’ permissions in the Participant List details.

Status Bar:

•

The status bar at the bottom of the Meeting Room displays
messages and information about the meeting, such as the elapsed or
remaining meeting time, the number of participants, and the number of
hands raised. If you see a locked padlock icon on the status bar, the
meeting content has been secured with encryption. If the padlock icon
is unlocked, the meeting has not been secured with encryption.

Status Details:

•

If you want more information about the meeting (such
as whether the meeting is being recorded) or if you are having a
technical problem during the meeting, click the status details button in
the status bar. The button might have an “i” for information, an “!” for
a warning, or an “X” for an alert. To solve a technical issue, find the
issue in the Status Details dialog box and implement the suggested
solution. Click the icon on the left side of the Status Details dialog box
to view the full text of an item.

11

Audio/Video Preferences:

•

video preferences for the Meeting Room by clicking the preferences
button beside the audio controls or in the video window.

Present and Edit Files

Use either the whiteboard or screen sharing to present or edit files during
meetings. See “Presenting Information in a Meeting” in the

Sametime User’s Guide

The Whiteboard

If you have permission to edit/share, you can present an attached file on
the whiteboard, or you can draw and type on the blank whiteboard. If you
do not have permission to edit/share, you must ask the Moderator to grant
you permission.

Note

The meeting creator and the Moderator can attach files to the
whiteboard when scheduling a meeting. The Moderator can attach files
during a meeting.

Present an Attached File

1.

Click Whiteboard near the top of the Meeting Room.

2.

Select the file name from the drop-down menu.

3.

Use the whiteboard tools to emphasize information in the file. For
example, you can circle important information or underline a word in
red. Everyone in the meeting sees what you draw and type on the
whiteboard. Use the Forward Arrow and Back Arrow to move through
the pages in your presentation.

You can view and edit your audio and

IBM Lotus

for advice about which tool is best for your needs.

Draw or Type on the Blank Whiteboard

1.

Click Whiteboard near the top of the Meeting Room.

2.

Select Whiteboard from the drop-down menu.

3.

Use the whiteboard tools to enter text, draw rectangles, circles, and
lines, or to create graphs, charts, and diagrams. Use the Pointer Tool to
display a marker on the whiteboard.

Screen Sharing

If you have permission to edit/share, you can share your screen with other
participants and even allow them to control your screen. If you do not have
permission to edit/share, you must ask the Moderator to grant you
permission. Before sharing your screen, make sure that any confidential
information is secure. See “Ensuring Security” in the

User’s Guide

12 IBM Lotus Sametime Quick Start Guide

for more information.

IBM Lotus Sametime

1.

Open the program(s) that you want to share.

2.

Click the screen-sharing button near the top of the Meeting Room.

3.

Select one of the following options from the screen-sharing toolbar:

Share a Program

Share My Entire Screen

Share Part of My Screen with a Frame

4.

You can be sure that you are sharing when you see the Stop Sharing
button in the upper right of the shared area.

5.

To stop sharing at any time, click Stop Sharing.

Give Control to Others

You can allow other participants with permission to edit/share to control
your screen. When you give control to other participants, they can use their
own computers to edit the information on your shared screen.

1.

Begin sharing your screen.

2.

Click Allow Control. Participants who have permission to edit/share
can now control your screen. Do not use your keyboard or mouse while
another participant has control.

3.

To confirm who controls your shared screen, click the Participant List
details button at the bottom of the Participant List. An arrow appears
next to the name of the participant who currently controls the shared
screen.

4.

To remove control from other participants, click Allow Control.

Taking Control of the Shared Screen

1.

Make sure you have permission to edit/share and that the person
sharing the screen has allowed others to control it.

2.

Click the control button. An arrow appears next to your name in the
Participant List details. All participants except the person who is
sharing the screen see your initials displayed beside the cursor while
you control the shared screen.

Switch Between the Whiteboard and Screen Sharing

In a meeting that includes both the whiteboard and screen sharing, any
participant with permission to edit/share can switch between the tools by
clicking the Screen Sharing or Whiteboard button. When one person
switches tools, everyone in the meeting also switches tools. Do not switch
between screen sharing and the whiteboard unless you want everyone in
the meeting to switch.

13

Use Computer Audio and Video

To speak and transmit your video image during meetings, first make sure
you have permission to speak. If you do not have permission to speak, ask
the Moderator to grant you permission.

Tip

If you have an audio/video problem, you might need to change your
audio/video preferences by clicking the preferences button beside the
audio controls or in the video window.

Test Your Audio and Video

Ensure that your microphone, speakers, and video camera work properly
by testing your equipment before attending your first meeting. You can test
your audio and video equipment when you test a meeting by choosing
Options - “Test a Meeting” in the Sametime Connect window or by clicking
Test Meeting in the Meeting Center.

Speaking During the Meeting

The Moderator determines who can speak and transmit video during the
meeting. The Moderator also determines which of the two types, or modes,
of audio is available during meetings:

•

Automatic Microphone mode

•

Request Microphone mode

Speak in Automatic Microphone Mode

All meetings begin in Automatic Microphone mode. If you have permission
to speak, you can speak into your microphone at any time and all the
meeting participants hear you. If you have a video camera attached to your
computer, your image is transmitted to the other participants while you are
speaking. Only two participants can speak at once.

Speak in Request Microphone Mode

If the Moderator switches the audio to Request Microphone mode, you
must request the microphone before you can speak. If you do not have
permission to speak, you must ask the Moderator for permission before you
can request the microphone.

1.

Click Request Microphone. If there is no Request Microphone button,
the meeting is in Automatic Microphone mode.

2.

A “waiting to talk” icon appears next to your name in the Participant
List, and the label on the button changes to Release Microphone.

3.

When the current speaker releases the microphone, the next person
who has requested the microphone can speak.

14 IBM Lotus Sametime Quick Start Guide

4.

5.

6.

Moderate Meetings

As the Moderator during a meeting, you coordinate the interaction of the
other meeting participants. You determine the degree of their participation
in the meeting.

Grant and Revoke Permissions

The Moderator can grant and revoke permissions by selecting a participant
and choosing an option from the Permissions menu. The Permissions menu
options are:

•

•

•

•

•

After you receive the microphone, a “currently talking” icon appears
next to your name in the Participant List.

Speak into your microphone. Everyone in the meeting hears you. If you
have a video camera attached to your computer, everyone sees your
video image when you speak.

When you finish speaking, click Release Microphone to allow the next
person to speak.

Give Microphone to Next Person:

audio in Request Microphone mode, this option passes the microphone
from the current speaker to the next participant who is waiting to talk.

Grant:

Grants permissions to participants selected in the Participant

List.

Grant to Everyone:

participants. Choose All Permissions, Permission to Speak, or
Permission to Edit/Share.

Revoke:

Participant List.

Revoke from Everyone:

participants except the Moderator. Choose All Permissions, Permission
to Speak, or Permission to Edit/Share.

Revokes permissions from participants selected in the

Automatically grants permissions to all

Automatically revokes permissions from all

In a meeting that includes computer

Lower Hands

If you are the Moderator, you can lower participants’ hands by:

•

Clicking the lower-all-hands button

•

Selecting names from the Participant List, right-clicking one of the
selected names, and choosing Lower Selected Hands

•

Selecting names from the Participant List and choosing Tools - Lower
Selected Hands

15

Attach a File during a Meeting

Only the Moderator can attach a file to the whiteboard during a meeting. If
another meeting participant has the file that you need to attach, ask that
participant to transfer the file or e-mail the file to you so that you can attach
it to the whiteboard.

1.

Click the “Attach a File” button, or choose “Tools - Attach a File to the
Whiteboard.”

2.

Click the link to search for your file type in the list of files that
Sametime can automatically convert for whiteboard display.

3.

Do one of the following:

•

If Sametime can automatically convert your file type, click Browse to
select the file from your computer. If you want to attach a
whiteboard file (SWB) from another meeting, see “Accessing
Meeting Details” in the
choosing the file, continue to step 4.

•

If Sametime cannot automatically convert your file type, you must
use Sametime Print Capture to convert the file. Once you have
converted the file, return to step 1 and attach the converted FST file.
See “Converting Files with Sametime Print Capture” in the

Lotus Sametime User’s Guide

4.

Click OK. The file appears on the whiteboard. You can also access the
file on the Meeting Details page in the Meeting Center.

5.

Repeat steps 1 - 4 until you have attached all of the files that you want
to display on the whiteboard. The most recently attached file appears
first on the whiteboard.

Tip

The Moderator can also save a whiteboard file that has been edited
during a meeting.

IBM Lotus Sametime User’s Guide

for more information.

. After

IBM

Control the Audio

The Moderator determines the audio mode by choosing an option from the
Tools - Audio menu.

Automatic Microphone Mode:

•

Microphone mode so that anyone with permission to speak can talk
during the meeting. Only two participants can speak at the same time.

Request Microphone Mode:

•

Participants with permission to speak cannot talk until the Moderator
gives them the microphone.

During meetings that use the Request Microphone mode of computer
audio, the Moderator can pass the microphone from the current speaker
to the next person who has requested it. To pass the microphone,

16 IBM Lotus Sametime Quick Start Guide

All meetings begin in Automatic

Only one person at a time can speak.

choose Permissions - Give Microphone to Next Person. The next person
who is waiting to talk receives the microphone.

Send Web Pages

Only the Moderator can send Web pages.

1.

Select the Web Pages tab. If the tab is not visible, choose View ­Interaction Tabs - All Tabs.

2.

Enter the address (the Uniform Resource Locator, or URL) of the Web
page.

3.

(Optional) To view the Web page privately before you send it to the
meeting participants, click Preview. The Web page appears in a new
browser window on your screen.

•

If the page is correct, close the preview window and proceed to
step 4.

•

If the page is not the one you want, type a new address in the
browser window or search until you find the correct page. Once you
find the correct Web page, copy the address from your browser
window, and paste the address into the Web Pages tab.

4.

Click Send. The Web page automatically appears in a new browser
window on each participant’s computer screen.

Send Polls

Only the Moderator can send polls. During broadcast meetings, only
presenters can respond to poll questions.

1.

Click New on the Poll Tab. If the Poll tab is not visible, choose View ­Interaction Tabs - All Tabs.

2.

Select the type of question from the drop-down menu.

3.

Enter the question in the “Question text” area.

4.

If necessary, enter the answers to the question. Depending on the type
of question, some answers might appear automatically.

5.

(Optional) If you want to indicate which answer is correct, select the
control to the left of the answer. Participants do not see the correct
answer until after they answer the question.

6.

(Optional) If you want to allow participants to select more than one
answer, select the box next to “Allow participants to choose multiple
answers.”

7.

(Optional) Select the box next to “Responses are anonymous” if you
want to allow participants to respond without revealing their identities.

8.

Click Send.

17

View and Share Poll Responses

The Moderator sees the tallied poll responses in the Poll Tab. If the
Moderator designated correct answers, they are indicated by check marks.
The Moderator can also:

Share Tallied Poll Responses:

•

asked” drop-down list on the Poll Tab, and click “Show Responses to
Everyone.”

View Individual Responses:

•

asked” drop-down list on the Poll tab, and click View Individual
Responses. If the Moderator specified correct answers, they are
indicated by check marks. The Moderator cannot share individual
responses.

Switch the Moderator

The Moderator can give Moderator duties to another participant.

To switch the Moderator:

1.

Tell the participant that you are going to switch the Moderator.

2.

Select the new Moderator’s name in the Participant List.

3.

Choose Permissions - Switch Meeting Moderator. The Switch
Moderator dialog box appears.

4.

Click Yes. The participant whom you selected is now the Moderator.

Note

The new Moderator can confirm his or her status by clicking the
Participant List details button and looking for the Moderator icon next to
his or her name or by clicking the status details button to read the text in the
Status Details dialog box.

Select a question from the “Questions

Select a question from the “Questions

Save Meeting Information and View It Later

You can save the chat transcripts and whiteboard files from meetings. After
a meeting is over, you can view any saved whiteboard files on the Meeting
Details page. You can also use the Meeting Details page to review other
information about the finished meeting. For example, you can view a
recorded meeting or listen to a recorded telephone call. If you saved a chat
transcript, you can view it on your own computer.

Saving a Chat Transcript

You can save a chat transcript from an instant chat meeting or a meeting
that occurs in the Meeting Room. (Public chat that occurs in the Meeting
Room is called Meeting Room chat.) Chat transcripts are saved on your
computer.

18 IBM Lotus Sametime Quick Start Guide

Saving an Instant Chat Meeting Transcript

1.

In the chat window, choose Meeting - Save As.

2.

(Optional) Change the default file name and location. If you rename the
file, you must use the TXT extension.

3.

Click Save.

Note

Sametime Connect for browsers cannot save chat transcripts. See
“Determining Which Version of Sametime Connect You Are Using” in the

IBM Lotus Sametime User’s Guide

Saving a Meeting Room Chat Transcript

1.

In the Meeting Room, choose Meeting - Save - Meeting Room Chat.

2.

(Optional) Change the default file name and location. If you rename the
file, you must use the TXT extension.

3.

Click Save.

Viewing Saved Chat Transcripts

If you saved a chat transcript, you can read it by locating the file on your
computer and double-clicking the file name. The default locations for chat
transcripts are:

Instant Chat Meeting Transcripts:

•

Client\Chat Transcripts

Meeting Room Chat Transcripts:

•

for more information.

C:\Program Files\Lotus\Sametime

C:\WINDOWS\JAVA\Sametime

Saving a Whiteboard File

During scheduled meetings, the Moderator can save whiteboard files so
that people can view the files after the meeting is over. Whiteboard files are
saved on your server as attachments to the meeting details. Sametime saves
whiteboard files in two formats: RTF (for viewing in a word processing
program) and SWB (a whiteboard file for viewing in a meeting).

Note

You cannot save your whiteboard presentation in its original file
format. For example, if you attach an IBM Lotus 1-2-3
whiteboard, you cannot edit and save the changes in Lotus 1-2-3 format. If
you must save your edits in the original file format, use screen sharing to
edit and save the file.

To save a whiteboard file:

1.

Make sure the file you want to save is displayed on the whiteboard.

2.

Click Save in the whiteboard toolbar or choose Meeting - Save ­Whiteboard.

Note

If the file you want to save is an annotated version of a file

attached to the whiteboard, the file names will be

®

file to the

19

Filename_Annotated.rtf and Filename_Sametime.swb. If the file was
created on a blank whiteboard during the meeting, the names are
Whiteboard.rtf and Whiteboard_Sametime.swb.

3.

To view the file immediately, click Access Saved Whiteboard. The
Meeting Details page appears. You can view the saved whiteboard file
or save it to your computer.

Viewing Saved Whiteboard Files

Sametime saves whiteboard files in two formats: RTF (for viewing in a
word processing program) and SWB (a whiteboard file for viewing in a
meeting). For best results, view the RTF file in Microsoft Word. If you want
to attach the saved file to another meeting, use the SWB version of the file.

1.

Click the meeting name in the Meeting Center. The meeting details
appear.

2.

Scroll to the bottom of the page until you see the Attachments heading.
The three types of whiteboard files are:

Whiteboard Attachments:

Moderator attached to the meeting. These files are in their original

format. For example, if you attach an IBM Lotus Word Pro® file

named Proposal.lwp, the file appears on the Meeting Details page as

Proposal.lwp. If you use Sametime Print Capture to convert the file

before attaching it, the FST version of the file appears.

RTF Files:

the Moderator makes changes to Proposal.lwp on the whiteboard

during a meeting and then saves the file, the file appears as

Proposal_Annotated.rtf on the Meeting Details page. If the

Moderator saves a presentation that was created on the blank

whiteboard, the filename is Whiteboard.rtf.

SWB Files:

to another meeting. If the Moderator makes changes to Proposal.lwp

on the whiteboard during a meeting and then saves the file, the file

appears as Proposal_Sametime.swb on the Meeting Details page. If

the Moderator saves a presentation that was created on the blank

whiteboard, the filename is Whiteboard_Sametime.swb.

3.

Do one of the following:

•

To view the file in a word-processing program, double-click the file

with the RTF extension. An appropriate program (such as Microsoft

Word) launches and displays the file.

Files that you can view in a word processing program. If

Files that you can save to your computer and then attach

Files that the meeting creator or

20 IBM Lotus Sametime Quick Start Guide

•

To save a file on your computer, right-click the file and choose Copy

from the shortcut menu. Open your file management system

(Windows® Explorer, for example), right-click, and choose Paste.

You can save either version of the file (the RTF version or the SWB

version).

Viewing a Recorded Meeting

1.

Click the meeting name in the Meeting Center. The meeting appears in
a new browser window and begins to play.

2.

You can use the Replay controls to stop or pause the recording or to
adjust the volume of the recording. You can also float the video
windows and view available status messages while viewing the
recorded meeting.

3.

When you are finished, choose Meeting - Leave Meeting.

Note

To view a recorded meeting, you must go to the server where the
meeting was created. See your system administrator for more information.

Use Sametime Discussions and TeamRooms

Sametime Discussions and TeamRooms let you see when other people are
viewing a Discussion, TeamRoom®, or document so that you can chat with
them. When a document’s author is online, you can chat with the author,
even if the author is not currently viewing the document. The only kind of
meeting that you can start from Discussions and TeamRooms is a chat
meeting.

See Who is Available to Chat

The Participant List at the bottom right of the window displays the names
and online status of people viewing the document, Discussion, or
TeamRoom. If you view the Discussion or TeamRoom from the Web, use
the tabs above the chat pane to switch between the Discussion or
TeamRoom and document views.

Chat with the Author

If the author is online, the author’s name appears in bold green in the
Participant List.

1.

Double-click the author’s name.

2.

Enter your message in the floating chat window and click Send. The
message appears on the author’s screen.

21

Chat with All Participants

1.

Select a tab in the chat area at the bottom of the document, Discussion,
or TeamRoom. You can chat with participants who are viewing the
document you are viewing or with participants who are using the same
Discussion or TeamRoom.

2.

Enter your message in the text-entry area at the bottom of the window.

3.

Click Send. All participants see the message in the chat-transcript area.

Chat with Selected Participants

1.

Select a tab in the chat area at the bottom of the document, Discussion,
or TeamRoom. You can chat with participants who are viewing the
document you are viewing or with participants who are using the same
Discussion or TeamRoom.

2.

In the Participant List, double-click a name (or select multiple names,
right-click a selected name, and choose Message from the shortcut
menu).

3.

Enter your message in the floating chat window and click Send. The
message appears on the selected participant’s screen.

22 IBM Lotus Sametime Quick Start Guide