Lotus® Sametime

IBM Lotus Sametime Meeting Room Management Task Reference

Release 8.5

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Lotus® Sametime

IBM Lotus Sametime Meeting Room Management Task Reference

Release 8.5

SC23-8622-00

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NoteBefore using this information and the product it supports, read the information in “Notices” on page 7.

Edition Notice

This edition applies to version 1, release 8.5 of IBM Lotus Sametime (product number 5724-J23) and to allsubsequent 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 Contractwith IBM Corp.

Contents

IBM Lotus Sametime Meeting RoomManagement Task Reference. . . . . . 1

Notices . . . . . . . . . . . . . . . 7

Trademarks . . . . . . . . . . . . . . . 9

Index . . . . . . . . . . . . . . . 11

© Copyright IBM Corp. 2009 iii

iv Sametime: IBM Lotus Sametime Meeting Room Management Task Reference

IBM® Lotus® Sametime Meeting Room Management TaskReference

Learn how to get up and running with Sametime® meetings. Then, get startedcreating and managing meeting rooms using the and Sametime Meetings paneland the Meeting Room Center.

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 client you are using to get started creating andmanaging meeting rooms.

Table 1. Five easy steps to setting up and starting a Sametime meeting

Steps Actions

1. Create a meeting room, if you don’t alreadyhave one.

From or :

v Click the Sametime Meetings panel and

then click . Complete the fields forthe new meeting room and then clickSave.

From the Meeting Room Center:

v Click New Meeting Room. Completethe fields for the new meeting room andthen click Save.Note: You must be logged in to theMeeting Room Center to create newmeeting rooms.

2. Add the meeting room to your calenderinvitation.

Add the meeting room Web address (URL)to any calendar invitation.

From or :

v Click the Sametime Meetings panel andthen drag the meeting room into theDescription field of your calendarinvitation.

The Web address (URL) for the meetingroom is added to the calendar invitation.Note: If your meeting room uses apassword, be sure to also include thepassword in the calendar invitation so thatpeople can join the meeting room.

From the Meeting Room Center:

v Click Copy Link for the meeting roomand then click Ctrl + C to copy the linkto the clipboard. Click Ctrl + V to pasteit into your calendar invitation.

Note: If your meeting room uses apassword, be sure to also include thepassword in the calendar invitation so thatpeople can join the meeting room.

© Copyright IBM Corp. 2009 1

Table 1. Five easy steps to setting up and starting a Sametime meeting (continued)

Steps Actions

3. Bring other people into the meeting roomafter the meeting is running.

From within a meeting room:

v Click Room Tools → View MeetingInformation in the global toolbar, copythe meeting room Web address (URL)and then paste it into a calendarinvitation, e-mail, or chat window tosend to others. Use this method toinvite people who are not online.Note: If your meeting room uses apassword, be sure to also include thepassword so that people can join themeeting room.

If you are in a meeting room that opens ina window, you can also:

v Drag and drop one or more contactswho are online on your contact list intothe meeting room. These individualswill get an invitation to join themeeting.

4. Add files to share during the meeting. You add files to the Library to share fromwithin a meeting room.

In the meeting room Library, click andselect the file to add. You can add morethan one file.Note: For meeting rooms that open in awindow, you can also drag one or morefiles from your computer directly into themeeting room Library.

5. Start sharing. In a meeting room, click Start Sharing andselect what you want to share, includingany files you added to the meeting roomLibrary.

Sametime Meetings panel

2 Sametime: IBM Lotus Sametime Meeting Room Management Task Reference

Read this section to get started creating and managing meeting rooms using the orSametime Meetings panel. If this feature is available to you, you can also workwith your scheduled meetings from the Sametime Meetings panel.

Table 2. Sametime Meetings panel tasks

How do I... Action

Create a meeting room? Click the Sametime Meetings panel and

then click .

Find a meeting room? Click the Sametime Meetings panel and

then click . Then enter the meetingroom name or owner.

Find a hidden meeting room? Click the Sametime Meetings panel and

then click .Note: If your administrator allows hiddenmeeting rooms to be displayed in searchresults and you don’t own or manage themeeting room, you must enter the exactname of the hidden meeting room to displayit in the search results.

If your administrator does not allow hiddenrooms to be displayed in search results, youcannot search for hidden meeting rooms.

Click to find the view that displaysthe meeting room.

See my meetings scheduled for today andtomorrow? (If this feature is available toyou.)

Click the Sametime Meetings panel and

then click and select ScheduledMeetings.

View information about a scheduledmeeting? (If this feature is available to you.)

Click the Sametime Meetings panel and

then click and select ScheduledMeetings. Right-click (or Ctrl + click onMacintosh) the scheduled meeting and thenclick View Meeting Information.

Organize my list of meeting rooms? Click the Sametime Meetings panel and

then click to select which meetingrooms to display.Note: Some meeting room views might notbe available to you.

Invite others to join a meeting room? Click the Sametime Meetings panel andthen click the meeting room to which you

want to invite others. Then click .

Find a link to a meeting room to send toothers?

Click the Sametime Meetings panel andthen click the meeting room. Then clickMore Actions → Copy Link to Clipboard.

Edit meeting room settings? Click the Sametime Meetings panel andthen click the meeting room. Click MoreActions → Edit.

IBM® Lotus® Sametime Meeting Room Management Task Reference 3

Table 2. Sametime Meetings panel tasks (continued)

How do I... Action

Add the meeting room to my calenderentry?

Add the meeting room Web address (URL)to any calendar entry.

From or :

v Click the Sametime Meetings panel andthen drag the meeting room into theDescription field of your calendarinvitation.

The Web address (URL) for the meetingroom is added to the calendar invitation.Note: If your meeting room uses apassword, be sure to also include thepassword in the calendar invitation so thatpeople can join the meeting room.

In Microsoft® Outlook with 8.5, when youschedule a new meeting in MicrosoftOutlook, on the Sametime tab, selectInclude an IBM Lotus Sametime onlinemeeting and complete the appropriatefields.Note: To include a meeting room with ameeting scheduled using a MicrosoftOutlook calendar, you must first install theMicrosoft Outlook plug-in that comes withrelease 8.5.

Start an instant meeting? (If this feature isavailable to you.)

Do one of the following actions in an openchat window or for a selected contact:

v In , click Tools → Invite to InstantMeeting Room

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

4 Sametime: IBM Lotus Sametime Meeting Room Management Task Reference

Meeting Room Center

Read this section to get started creating and managing meeting rooms using theMeeting Room Center.

Table 3. Meeting Room Center tasks

How do I... Action

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

Find a meeting room? Select the scope of the search (if this featureis available to you). Then enter the meetingroom name or owner.Note: You might need to be logged in tosearch for meeting rooms.

IBM® Lotus® Sametime Meeting Room Management Task Reference 5

Table 3. Meeting Room Center tasks (continued)

How do I... Action

Find a hidden meeting room? Enter the exact meeting room name.

You might need to be logged in to search formeeting rooms.Note: If your administrator allows hiddenmeeting rooms to be displayed in searchresults and you don’t own or manage themeeting room, you must enter the exactname of the hidden meeting room to displayit in the search results.

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

Organize my list of meeting rooms? Click the Meeting Room Name, Owner,Active, or Last Accessed column heads tosort the list of your meeting rooms.

Invite others to join a meeting room? In the My Meeting Rooms list, find themeeting room to which you want to inviteothers. Click Copy Link and then click Ctrl+ C to copy the link to the clipboard.

Find a link to a meeting room to send toothers?

In the My Meeting Rooms list, find themeeting room. Click Copy Link and thenclick Ctrl + C to copy the link to theclipboard.

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

Add the meeting room to my calenderentry?

From the Meeting Room Center:

v Click Copy Link for the meeting roomand then click Ctrl + C to copy the link tothe clipboard. Click Ctrl + V to paste itinto your calendar entry.

6 Sametime: IBM Lotus Sametime Meeting Room Management Task Reference

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 inother countries. Consult your local IBM representative for information on theproducts and services currently available in your area. Any reference to an IBMproduct, program, or service is not intended to state or imply that only that IBMproduct, program, or service may be used. Any functionally equivalent product,program, or service that does not infringe any IBM intellectual property right maybe used instead. However, it is the user’s responsibility to evaluate and verify theoperation of any non-IBM product, program, or service.

IBM may have patents or pending patent applications covering subject matterdescribed in this document. The furnishing of this document does not grant youany license to these patents. You can send license inquiries, in writing, to:

IBM Director of LicensingIBM CorporationNorth Castle DriveArmonk, NY 10504-1785U.S.A.

For license inquiries regarding double-byte (DBCS) information, contact the IBMIntellectual Property Department in your country or send inquiries, in writing, to:

Intellectual Property LicensingLegal and Intellectual Property LawIBM Japan Ltd.1623-14, Shimotsuruma, Yamato-shiKanagawa 242-8502 Japan

The following paragraph does not apply to the United Kingdom or any othercountry where such provisions are inconsistent with local law:INTERNATIONAL BUSINESS MACHINES CORPORATION PROVIDES THISPUBLICATION “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHEREXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIEDWARRANTIES OF NON-INFRINGEMENT, MERCHANTABILITY OR FITNESSFOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express orimplied warranties in certain transactions, therefore, this statement may not applyto you.

This information could include technical inaccuracies or typographical errors.Changes are periodically made to the information herein; these changes will beincorporated in new editions of the publication. IBM may make improvementsand/or changes in the product(s) and/or the program(s) described in thispublication at any time without notice.

Any references in this information to non-IBM Web sites are provided forconvenience only and do not in any manner serve as an endorsement of those Websites. The materials at those Web sites are not part of the materials for this IBMproduct and use of those Web sites is at your own risk.

© Copyright IBM Corp. 2009 7

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The licensed program described in this information and all licensed materialavailable for it are provided by IBM under terms of the IBM Customer Agreement,IBM International Program License Agreement, or any equivalent agreementbetween us.

Any performance data contained herein was determined in a controlledenvironment. Therefore, the results obtained in other operating environments mayvary significantly. Some measurements may have been made on development-levelsystems and there is no guarantee that these measurements will be the same ongenerally available systems. Furthermore, some measurements may have beenestimated through extrapolation. Actual results may vary. Users of this documentshould verify the applicable data for their specific environment.

Information concerning non-IBM products was obtained from the suppliers ofthose products, their published announcements or other publicly available sources.IBM has not tested those products and cannot confirm the accuracy ofperformance, compatibility or any other claims related to non-IBM products.Questions on the capabilities of non-IBM products should be addressed to thesuppliers of those products.

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8 Sametime: IBM Lotus Sametime Meeting Room Management Task Reference

modify, and distribute these sample programs in any form without payment toIBM, for the purposes of developing, using, marketing or distributing applicationprograms conforming to the application programming interface for the operatingplatform for which the sample programs are written. These examples have notbeen thoroughly tested under all conditions. IBM, therefore, cannot guarantee orimply reliability, serviceability, or function of these programs. The sampleprograms are provided ″AS IS″, without warranty of any kind. IBM shall not beliable for any damages arising out of your use of the sample programs.

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IBMLotusLotus NotesSametime

Other company, product, or service names may be trademarks or service marks ofothers.

Notices 9

10 Sametime: IBM Lotus Sametime Meeting Room Management Task Reference

Index

© Copyright IBM Corp. 2009 11

12 Sametime: IBM Lotus Sametime Meeting Room Management Task Reference

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