This document provides reference information about tasks for managing and participating in IBM Lotus Sametime meetings using meeting rooms that can open in a Sametime window or in a web browser. It outlines basic tasks like starting a meeting, sharing content, and inviting others. It also covers more advanced tasks for meeting owners like setting permissions, editing room information, and creating reports. The document is intended to help users get up and running quickly with Sametime meetings.

1. Lotus Sametime
®
Release 8.5
IBM Lotus Sametime Meetings Task Reference
SC23-8623-00

3. Lotus Sametime
®
Release 8.5
IBM Lotus Sametime Meetings Task Reference
SC23-8623-00

4. Note
Before using this information and the product it supports, read the information in “Notices” on page 11.
Edition Notice
This edition applies to version 1, release 8.5 of IBM Lotus Sametime (product number 5724-J23) and to all
subsequent releases and modifications until otherwise indicated in new editions.
© Copyright International Business Machines Corporation 2009.
US Government Users Restricted Rights – Use, duplication or disclosure restricted by GSA ADP Schedule Contract
with IBM Corp.

5. Contents
Meetings Task Reference . . . . . . . 1 Trademarks . . . . . . . . . . . . . . 13
Notices . . . . . . . . . . . . . . 11 Index . . . . . . . . . . . . . . . 15
© Copyright IBM Corp. 2009 iii

6. iv Sametime: IBM Lotus Sametime Meetings Task Reference

7. Meetings Task Reference
meetings take place in reservationless meeting rooms. Meeting rooms open in
either a window or a Web browser.
Get up and running with Sametime meetings!
Read below to get up and running with Sametime meetings in five easy steps.
Then find the section for the meeting room that you are using to get started with
basic and more advanced tasks for managing and participating in meetings.
Table 1. Five easy steps to setting up and starting a Sametime meeting
Steps Actions
1. Create a meeting room, if you don’t already From or :
have one. v Click the Sametime Meetings panel and
then click . Complete the fields for
the new meeting room and then click
Save.
From the Meeting Room Center:
v Click New Meeting Room. Complete
the fields for the new meeting room and
then click Save.
Note: You must be logged in to the
Meeting Room Center to create new
meeting rooms.
2. Add the meeting room to your calender Add the meeting room Web address (URL)
invitation. to any calendar invitation.
From or :
v Click the Sametime Meetings panel and
then drag the meeting room into the
Description field of your calendar
invitation.
The Web address (URL) for the meeting
room is added to the calendar invitation.
Note: If your meeting room uses a
password, be sure to also include the
password in the calendar invitation so that
people can join the meeting room.
From the Meeting Room Center:
v Click Copy Link for the meeting room
and then click Ctrl + C to copy the link
to the clipboard. Click Ctrl + V to paste
it into your calendar invitation.
Note: If your meeting room uses a
password, be sure to also include the
password in the calendar invitation so that
people can join the meeting room.
© Copyright IBM Corp. 2009 1

8. Table 1. Five easy steps to setting up and starting a Sametime meeting (continued)
Steps Actions
3. Bring other people into the meeting room From within a meeting room:
after the meeting is running. v Click Room Tools → View Meeting
Information in the global toolbar, copy
the meeting room Web address (URL)
and then paste it into a calendar
invitation, e-mail, or chat window to
send to others. Use this method to
invite people who are not online.
Note: If your meeting room uses a
password, be sure to also include the
password so that people can join the
meeting room.
If you are in a meeting room that opens in
a window, you can also:
v Drag and drop one or more contacts
who are online on your contact list into
the meeting room. These individuals
will get an invitation to join the
meeting.
4. Add files to share during the meeting. You add files to the Library to share from
within a meeting room.
In the meeting room Library, click and
select the file to add. You can add more
than one file.
Note: For meeting rooms that open in a
window, you can also drag one or more
files from your computer directly into the
meeting room Library.
5. Start sharing. In a meeting room, click Start Sharing and
select what you want to share, including
any files you added to the meeting room
Library.
2 Sametime: IBM Lotus Sametime Meetings Task Reference

9. Meeting rooms that open in a Sametime window
Read this section to get started with basic tasks for managing and participating in
meeting rooms that open in a window.
Table 2. Basic tasks for meeting rooms that open in a Sametime window
How do I? Action
Start sharing? Do one of the following actions:
v If no one is sharing, click Start Sharing
in the sharing area.
v If someone else is already sharing, click
Let Me Share in the sharing area. Click
what you want to share.
Stop sharing? Click Stop Sharing in the sharing toolbar.
Change the display size of what is being In the sharing toolbar, click one of these
shared? icons:
v to display what is being shared in
its original size.
v to scale what is being displayed to
fit in the shared area.
v to maximize the shared content.
Add files to share? Do one of the following actions:
v In the Library, click one of the available
icons, such as , and select what you
want to add.
v Drag a file from your computer directly
into the Library.
Meetings Task Reference 3

10. Table 2. Basic tasks for meeting rooms that open in a Sametime window (continued)
How do I? Action
Invite others to join the meeting room? Do one of the following actions:
v In the Participants list, click .
v Drag and drop one or more contacts
who are online on your contact list into
the meeting room. These individuals
will get an invitation to join the
meeting.
Chat privately with another participant? Click the name of the person with whom
you want to chat and then click .
Chat with all meeting room participants? In the Discussion area of the meeting
room, click and then enter your chat
message.
View meeting room information, such as the In the global toolbar, click Room Tools →
Web address (URL) for the meeting room? View Room Information.
See the call-in information to call in to the Click Show call-in information in the
audio conference using my telephone? Conferencing area of the meeting room.
Start a conference call? (For meeting room
Click in the Conferencing area of the
owners or presenters, if this feature is
meeting room.
available.)
Join a conference call? (For meeting room
Click in the Conferencing area of the
participants, if this feature is available.)
meeting room.
Use video in a meeting room? (If this feature
Click in the Conferencing area of the
is available to you.)
meeting room. The first video participant
clicks Start My Video.
Leave a meeting? Click the X in the upper-right corner of the
meeting room.
End a meeting? Click the X in the upper-right corner of the
meeting room.
Note: The meeting room closes for you,
but remains open and active for everyone
still in the meeting room.
Read this section to get started with more advanced tasks for managing and
participating in meeting rooms that open in a window.
Table 3. Advanced tasks for meeting rooms that open in a Sametime window
How do I? Action
Check whether someone else can share? In the Participants list, click the Set
Permissions icon and see who
appears under Who can share content.
Let someone else share? Any presenter in the meeting room can
click Let Me Share, even while someone
else is sharing.
See different views of the Participants list?
In the Participants list, click and select
how to display meeting attendees, such as
by their names or photos.
4 Sametime: IBM Lotus Sametime Meetings Task Reference

11. Table 3. Advanced tasks for meeting rooms that open in a Sametime window (continued)
How do I? Action
View details about items stored in the library? Click an item stored in the Library to
select it. Then click and click View
Details.
Set meeting room permissions? (Meeting room In the Participants list, click the Set
owner or managers only.)
Permissions icon and select the roles
and actions for individuals or all room
participants.
Edit meeting room information? In the global toolbar, click Room Tools →
Change Room Settings.
Change conference call-in information for a In the global toolbar, click Room Tools →
meeting room? Change Room Settings.
Use Lotus Sametime Audio/Video In the global toolbar, click Room Tools →
conferencing for a meeting room? (If this Change Room Settings and then click
feature is available to you.) Conferencing. Select Sametime
Audio/Video Conferencing.
Create new audio conferencing solutions for You create new audio conferencing
meeting rooms, for example, to add another solutions from or .
phone number?
Do one of the following actions:
v If you are using , click File →
Preferences.
v If you are using , click File →
Preferences and then click the plus sign
(+) beside Sametime in the navigator.
Then click Telephony, Audio and Video →
Connection and Conference Settings.
Create and send a poll?
In the Library, click the Add Poll con .
View and save poll results? In the Poll Results dialog box, click Save
Results and Close.
Capture meeting minutes and action items? In the Discussion area of the meeting
room, click to add meeting minutes or
to add action items and then type your
entry.
Create an attendance report? In the global toolbar, click Room Tools →
Create Meeting Report.
Note: Attendance is included in the
meeting report.
Create a meeting report? In the global toolbar, click Room Tools →
Create Meeting Report.
Optimize meeting rooms for a large number of In the global toolbar, click Room Tools →
participants? Change Room Settings. Under Participant
list, select Hide individual participant
names.
Meetings Task Reference 5

12. Table 3. Advanced tasks for meeting rooms that open in a Sametime window (continued)
How do I? Action
Rearrange the areas in the meeting room? Click the Conferencing, Participants list,
Library, or Discussion area of the meeting
room and drag it to another location in the
window.
Double-click the title bar of the
Conferencing, Participants List, Library, or
Discussion areas to reduce that area to just
its title bar, and double-click the title bar
again to expand it.
Drag the Conferencing, Participants list, Click the Conferencing, Participants List,
Library, and Discussion areas of the meeting Library, or Discussion area of the meeting
room into separate floating windows? room and drag it out of the meeting room
so that it is in a separate, floating window.
To return the window to the meeting
room, select the window by clicking the
title bar of the window (where the title
appears), and then drag it back into the
room.
Remove all content from a meeting room? In the global toolbar, click Room Tools →
Remove Room Content.
Delete a meeting room? Meeting room owners and managers can
delete a meeting room from or :
v Click the Sametime Meetings panel and
then click a meeting room to select it.
Click More Actions → Delete Room.
Record a meeting? In the global toolbar, click Record.
Set recording preferences You set recording preferences from or .
v If you are using , click File →
Preferences.
v If you are using , click File →
Preferences and then click the plus sign
(+) beside Sametime in the navigator.
Then click Sametime Meeting Rooms →
Recording.
6 Sametime: IBM Lotus Sametime Meetings Task Reference

13. Meeting rooms that open in a Web browser
Read this section to get started with basic tasks for managing and participating in
meeting rooms that open in a Web browser.
Table 4. Basic tasks for meeting rooms that open in a Web browser
How do I? Action
Start sharing? Do one of the following actions:
v If no one is sharing, click Start Sharing
in the sharing area.
v If someone else is already sharing, click
Let Me Share in the sharing area. Click
what you want to share.
Stop sharing? Click Stop Sharing in the sharing toolbar.
Change the display size of what is being In the sharing toolbar, click one of these
shared? icons:
v to display what is being shared in
its original size.
v to scale what is being displayed to
fit in the shared area.
v to maximize the shared content.
Add files to share?
In the Library, click and select what
you want to add.
Meetings Task Reference 7

14. Table 4. Basic tasks for meeting rooms that open in a Web browser (continued)
How do I? Action
Invite others to join the meeting room? Click Room Tools → View Room
Information and copy the meeting room
Web Address (URL) to paste into a
calendar invitation, e-mail, or chat window
to send to others.
Chat privately with another participant? (If Right-click the name of the person with
this feature is available to you.) whom you want to chat and then click
Chat.
Chat with all meeting room participants? In the Discussion area of the meeting
room, click and then enter your chat
message.
View meeting room information, such as the In the global toolbar, click Room Tools →
Web address (URL) for the meeting room? View Room Information.
See the call-in information to call in to the Click Show call-in information in the
audio conference using my telephone? Conferencing area of the meeting room.
Leave a meeting? Click the X in the upper-right corner of the
meeting room.
End a meeting? Click the X in the upper-right corner of the
meeting room.
Note: The meeting room closes for you,
but remains open and active for everyone
still in the meeting room.
Read this section to get started with more advanced tasks for managing and
participating in meeting rooms that open in a Web browser.
Table 5. Advanced tasks for meeting rooms that open in a Web browser
How do I? Action
Check whether someone else can share? In the Participants list, click the Set
Permissions icon and see who
appears under Who can share content.
Let someone else share? Any presenter in the meeting room can
click Let Me Share, even while someone
else is sharing.
See different views of the Participants list?
In the Participants list, click and select
how to display meeting attendees, such as
by their names or photos.
View details about items stored in the library? Click an item stored in the Library to
select it. Then click and click View
Details.
Set meeting room permissions? (Meeting room In the Participants list, click the Set
owner or managers only.)
Permissions icon and select the roles
and actions for individuals or all room
participants.
Edit meeting room information? In the global toolbar, click Room Tools →
Change Room Settings.
8 Sametime: IBM Lotus Sametime Meetings Task Reference

15. Table 5. Advanced tasks for meeting rooms that open in a Web browser (continued)
How do I? Action
Change conference call-in information for a In the global toolbar, click Room Tools →
meeting room? Change Room Settings.
View poll results? See the poll results posted to the
Discussion area of the meeting room.
Capture meeting minutes and action items? In the Discussion area of the meeting
room, click to add meeting minutes or
to add action items and then type your
entry.
Create an attendance report? In the global toolbar, click Room Tools →
Create Meeting Report.
Note: Attendance is included in the
meeting report.
Create a meeting report? In the global toolbar, click Room Tools →
Create Meeting Report.
Optimize meeting rooms for a large number of In the global toolbar, click Room Tools →
participants? Change Room Settings. Under Participant
list, select Hide individual participant
names.
Remove all content from a meeting room? In the global toolbar, click Room Tools →
Remove Room Content.
Delete a meeting room? Meeting room owners and managers can
delete a meeting room from the Meeting
Room Center.
v In the My Meeting Rooms view, for the
meeting room you want to delete, click
More Actions → Delete.
Meetings Task Reference 9

16. 10 Sametime: IBM Lotus Sametime Meetings Task Reference

17. 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
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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
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PUBLICATION “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHER
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This information could include technical inaccuracies or typographical errors.
Changes are periodically made to the information herein; these changes will be
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and/or changes in the product(s) and/or the program(s) described in this
publication at any time without notice.
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convenience only and do not in any manner serve as an endorsement of those Web
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product and use of those Web sites is at your own risk.
© Copyright IBM Corp. 2009 11

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12 Sametime: IBM Lotus Sametime Meetings Task Reference

19. modify, and distribute these sample programs in any form without payment to
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United States, other countries, or both:
IBM
Lotus
Lotus Notes
Sametime
Other company, product, or service names may be trademarks or service marks of
others.
Notices 13

20. 14 Sametime: IBM Lotus Sametime Meetings Task Reference

21. Index
© Copyright IBM Corp. 2009 15

22. 16 Sametime: IBM Lotus Sametime Meetings Task Reference

24. Printed in USA
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