IBM Lotus Sametime 3.0 User manual

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12Screen Sharing ..................
12The Whiteboard .................
12Present and Edit Files ...............
10View Meeting Information ............
10Participate in Polls ...............
10View Web Pages .................
8Transfer a File ...................
8Raise Your Hand .................
7Use Chat .......................
7Participate in Meetings ...............
7Attend a Scheduled Meeting ..........
6Attend an Instant Meeting ...........
6Attend Meetings ....................
5Schedule a Meeting ................
5Start an Instant Meeting .............
5Set Up Meetings ....................
4
Use AOL Instant Messenger with
Sametime Connect ..............
4Send Chat Messages ...............
3Add Names to the Contact List ........
3
Communicate in Real Time with Sametime
Connect .....................
3Accept Security Warnings ............
2Test a Meeting ...................
2Log On ........................
1Download Sametime Connect .........
1Register .......................
1Check Your Browser ...............
1
Get Started .....................
22Chat with Selected Participants .......
22Chat with All Participants ...........
21Chat with the Author ..............
21See Who is Available to Chat .........
21Use Sametime Discussions and TeamRooms .
21Viewing a Recorded Meeting ........
20Viewing Saved Whiteboard Files ......
19Saving a Whiteboard File ...........
19Viewing Saved Chat Transcripts ......
18Saving a Chat Transcript ...........
18Save Meeting Information and View It Later .
18Switch the Moderator .............
17Send Polls .....................
17Send Web Pages .................
16Control the Audio ................
16Attach a File during a Meeting ........
15Lower Hands ...................
15Grant and Revoke Permissions .......
15Moderate Meetings .................
14Speaking During the Meeting ........
14Test Your Audio and Video ..........
14Use Computer Audio and Video ........
13
Switch Between the Whiteboard and
Screen Sharing ................
vii
Contents

Get Started
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:
Check Your Browser
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
the IBM Lotus Sametime User’s Guide.
Register
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

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.
Log On
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: To start Sametime Connect for the
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: A logon dialog box might appear
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.
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: The dialog box is called Security
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: The dialog box is a Java® Security warning.
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.
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 IBM Lotus
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.
3

3. Choose a user community from the drop-down menu:
•Sametime: In the “User name” field, enter a name exactly as it
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 IBM Lotus Sametime User’s Guide.
•External: This community contains people connected to your
company’s extranet. In the “User name” field, enter the person’s full
e-mail address (for example, [email protected]).
•AOL Instant Messenger: This community contains AOL Instant
MessengerSM users. Enter the user’s complete AOL Instant 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.
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:
•Instant Meetings: Start an instant meeting when you want to quickly
meet with your online colleagues.
•Scheduled Meetings: Use scheduled meetings when you have time to
plan your meeting or when you must save the whiteboard contents.
For more information, see “Working with Sametime Meetings” in the IBM
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. Select a green name in your Sametime Connect contact list. To select
more than one name, hold CTRL while selecting the names.
2. Choose Meeting and select an option: Chat, Audio, Video, Share, or
Collaborate. The Start Instant Meeting dialog box appears.
3. (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.
4. Click Send.
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: Click Respond to start a private chat with the person who
invited you to the meeting.
6 IBM Lotus Sametime Quick Start Guide

•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 IBM Lotus Sametime User’s Guide
for information about attending a meeting from the EMS.
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: Double-click the name in the
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: Hold CTRL and select the
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.
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: 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.
8 IBM Lotus Sametime Quick Start Guide

•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: Includes start time, duration, Moderator’s name, and
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: During a meeting, the number of 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)
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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.
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•Audio/Video Preferences: You can view and edit your audio and
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 IBM Lotus
Sametime User’s Guide for advice about which tool is best for your needs.
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.
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 IBM Lotus Sametime
User’s Guide for more information.
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