Sametime User Guide

April 2010 Version 1.1

Based on Sametime 8.0.2

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Contents at a Glance Part 1: What Is Sametime? ........................................................................................................................... 3 Part 2: How do I get Sametime? ……………………………………………………………………………… 5 Do I already have Sametime? ……………………………………………………... 7 What Version of Sametime do I have? ……………………………………….... 7 How can I get Sametime or Upgrade my Version? ………………………. 8

Part 3: Instant Messages .............................................................................................................................. 9 Logging In to Sametime For the 1st time …………………………….………………………………… 9 Other times ……………………………….………........................................ 10 Using Sametime …………………………………….…………………………………. 11 Managing your own Pressence …………………….…..................................... 12 Setting your status …………………………………….……………………………... 12 Managing Partners ……………………………………..……………………………. 12 Interacting with people in your Contact list …….………………………… 14 Part 4: Sametime Web Conferences ..................................................................................................... 17 Appreciating the Advantages of web conferences …............................. 17 Starting up a Sametime Meeting ……………….……..................................... 18 Using the Sametime Meeting Centre …………….………………………….. 20 Attending a Web Conference ………………………...………………………… 24 Part 5: Sametime Your Way ..................................................................................................................... 29 Respecting Sametime Status …………………………………………………… 29 Changing your Status Manually ……………………………………………………………………… 29 Automatically ………………………………………………………………. 30 Turning on Chat Histories ……………………………………………………….. 31 Using Chat Histories ……………………………………………………………….. 31 Part 6: Ten Sametime Reminders ........................................................................................................ 33 Part 7: Ten Reasons to use Sametime ................................................................................................ 35

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Part 1 What Is Sametime? Sametime is software that helps people communicate and work together — in real time, with no waiting. It enables instant online communication with available co-workers and lets you know who’s actually available so you don’t waste time playing phone tag or sending ten e-mails to set up a conference. And all that’s just for starters. Chatting up success The most common and practical reason people use Sametime is for instant messaging, also known as chat. Chat is awesome — once you start using it, you can’t believe you ever got along without it. It certainly speeds your job: You can get answers to your questions, for example, much faster. E-mail and even voice-mail messages can get lost in the influx of a person’s inbox, but an instant message lets the recipient know right away that you’re looking for a quick response to a short, simple question. And you get it in writing. Meeting on the Web The second big thing Sametime offers is Web conferencing, also known as desktop sharing. The basic premise here is that you can use a Sametime Web conference to let other people see what’s happening on your computer’s screen. Very often, it’s for a presentation; maybe you want to take a group of customers through a Microsoft PowerPoint presentation, without having to be in the same room with them. Sametime Web conferences are also used to work collaboratively (such as a team writing and editing a Microsoft Word document together) and even for tech support (such as enabling your support technician to take control of your computer to troubleshoot why you can’t print something). Because everyone can see the same information, Sametime Web conferences keep everyone on the same page, so to speak. Keeping tabs on availability The third handy Sametime feature — somewhat more subtle, but essential to making the other two function properly — is presence. Presence is the idea of knowing, in advance, whether a person is online and available to respond to your instant messages. This capability is fundamentally different from, say, a phone call, where you just dial a number and hope the person is there to answer. With Sametime, you can find out before you send a message whether your partner is available, so you don’t try to send someone an instant message if he or she isn’t even online. Presence isn’t just for your buddy list. It can work across a range of applications. You can tell, right in your inbox, whether the person who sent you the e-mail is online and available.

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You’ll always know in advance whether your colleague is available for communications. Connection In most cases, you use the Sametime Client to interact with the Sametime server (and, of course, your colleagues.) When you log in to Sametime, you see who is online, manage your contact list, and actually chat with your colleagues. Figure 1-1 shows the main screen for the Sametime Client.

Figure 1-1: Sametime Client is the most common way to interact with a Sametime server. But you don’t always interact directly with Sametime Client. For example, when you attend (or schedule) a Sametime Web conference, you do that with your current, familiar Web browser, as shown in Figure 1-2.

Figure 1-2: Using a Web browser to schedule a Web conference. Part 2 How do I get Sametime?

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It may be that you already have access to Sametime but are unaware of the fact, or that you already use Sametime but have an old version that doesn’t have the full list of features that the latest versions can offer… This section will tell you how to find what version you have, and how to download and install/upgrade if you are using an older version…. Sametime Client Types There are two different types of Sametime client: Sametime Connect Client – A stand-alone client that is run independently of all other software. Requires separate logon to Notes client. Latest version can be downloaded from the Sametime Meeting centre (http://acsametime.emea.group.atlascopco.com)

Figure 2-1: Sametime stand-alone Connect Client.

Sametime integrated in the Notes Client - This Sametime Client comes as part of the Notes Client from version 6.5 onwards. It Provides Presence Awareness within Notes databases/Mailfile as well as the ‘Connect Client’ functionality.

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Figure 2-2: Sametime integrated into a notes v7.0.4 Client.

Figure 2-3: Sametime integrated into a notes v8.0.2 Client.

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Do I already have Sametime? If you already have a Sametime Connect Client you will see an icon to launch it on your Windows desktop, or by going to Windows start – All Programs you will see a folder called IBM Lotus Sametime Connect (or similar). If you have a Lotus Notes Client after v6.5 you will have the ability to log on to Sametime via your Notes client. If you either: A) Do not have a Notes Client after v6.5 B) Do not have the Sametime element activated. Please contact your local Service desk and request that you are upgraded to the latest version of Lotus Notes and have Sametime enabled. What Version of Lotus Notes am I using? Sametime Connect Client – With your Sametime Connect Client open click on the Help – About Lotus Sametime option

Figure 2-4: How to find out what version of Sametime Connect Client you are using. Sametime integrated in the Notes Client - With your Lotus Notes Client open click on the Help – About Notes menu item… A window will appear stating which version you are running.

Figure 2-5: How to find out what version of Lotus Notes you are using.

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How can I get Sametime or Upgrade my Version? Sametime Connect Client – The latest Connect Client v8.0.1 is available for download direct from the Sametime Meeting server. To download the code follow these steps: 1. Open your browser. 2. Go to the url http://acsametime.emea.group.atlascopco.com 3. Log on 4. From the Sametime Meeting Centre Home page click on the Download ‘Lotus

Sametime Connect 8.0.2 Client’ Although the label clearly states it is v8.0.2 you will actually download the 8.0.1 code.

5. From the Window that appears, select if you want to install immediately or Save to your hard drive for installation later. 6. Follow the remaining instructions given by the installation Wizzard. Sametime integrated in the Notes Client – The only way to upgrade the embedded Sametime element of your Lotus Notes Client is to upgrade your Lotus Notes client to the latest recommended version. Please contact your local service desk and request a Lotus Notes Client upgrade as soon as possible.

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Part 3 Instant Messages Community in the Sametime world means a collection of people who you exchange messages and attend Web conferences — In Atlas Copco terms our Community is called ‘acsametime.emea.group.atlascopco.com’ Logging In to Sametime You need to log into a Sametime community, and doing so makes a couple of things happen: 1. It registers you on the Sametime server, so that you can send and receive instant messages, voice chats, Announcements, and so on. 2. It puts your name in lights all across the company. In other words, anyone in your organization who has your name in their Contact list will see that you are online. Logging in for the first time [Details given for the Sametime Connect Client but are the same for the integrated Notes Client] When you start Sametime for the first time ever, you’re asked to supply three key pieces of information:

• Your user name, Your password and the name of your Sametime community

Figure 3-1 shows the Welcome to Sametime dialog box, where you supply the info. As you can see in figure 3-1, there are other, Optional, settings available on the dialog box. Each of these settings concerns what happens each time you start Sametime:

• Remember Password: If you click this check box, you don’t have to manually enter your password each time you start Sametime. Slightly more convenient, but also slightly less secure.

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• Automatically Log In: Checking this box saves you the step of having to click the Log In button every time you start Sametime. You can only click this check box if you also click the Remember password check box. • Log In Status: As the next section explains, every Sametime user has a status, which indicates whether he or she is available and amenable to hearing from you. Use this drop-down list to select what your status will be when you log in. (You can always change your status, later.) • Status Message: Along with your status, a message also appears when a colleague hovers the mouse over your name; use this field to enter that text. (You can always change this later, too.) After you’ve entered your name, password, and community, click the Log In button. When you log in for the first time, Sametime also asks a couple of questions about your

Location; be on the lookout for a Sametime alert message that will appear in the lower-right corner of your screen. Your Location settings are used to tell your colleagues where you are physically located, what your phone number is, and so on. Although you can choose to not share such Location info with chat partners, it’s usually a good idea. Logging in all the other times After you’ve logged in for the first time, all the subsequent times are straightforward. Follow these steps to log in with Sametime Connect: 1. Start Sametime Connect.

2. Choose File➪Log in.

3. Choose your status.

How to be in three places with Sametime Sametime automatically detects and matches your Location profile with your system’s network IP address, so if you work from multiple locations, you’ll likely end up with several different Location profiles. E.g. you may have one Location profile that describes you when you’re working from home, another that describes you when you’re working at the office (and plugged in to the Atlas Copco network), and yet another that covers you when you’re working from an Internet “hot spot” or hotel room. Once you’ve set up a Location profile for a given locale, Sametime automatically switches to that Location every time you reconnect there. You can configure Sametime Connect to automatically log you in, every time you start the software. Choose File➪Preferences and click the + sign next to Communities in the Preferences dialog box. Select the community in question, and then click the Automatically Log In check box. Click the OK button when you’re finished.

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Using Sametime Connect Viewing the big picture Figure 3-2 shows a sample contact list; as you can see from the figure, Sametime Connect has seven parts:

• Menu: Contains the File, Edit, View, Tools, and Help menus. • Location profile: Use the buttons in the Profile to manage your own Status and Location. • Action bar: These buttons are the most oft-performed tasks in Sametime. • Contact search: If and when your contact list gets loaded with lots and lots of names, use the Contact Search field to quickly find a particular person. • Contact list: This is where most of the action is in Sametime Connect. The Contact list shows all of the people you’ve added and is the place you go to start a new chat, look up a partner’s business card, and so on. • Plugin panels: If your company built or bought Sametime plugins, you’ll likely see them listed at the bottom of the Sametime Connect contact list. • Status bar: Indicates whether or not you are connected to the Sametime server.

Figure 3-2: The Sametime Connect Client.

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Managing your own presence One of the lynchpins of Sametime is its ability to convey a given person’s (yours, or a partner’s) presence. You can choose from four statuses: • Available indicates that the individual is ready, willing, and able to send and receive instant messages, receive VoIP calls, and so on. • Away means that the person has logged in but stepped away; if you send him or her a message, be aware that you probably won’t get an immediate response. • In a Meeting indicates that the person is in a meeting, and may even be sharing the contents of their screen with others. Think long and hard about whether you want to send a message to a user who is in a meeting. First, they have specifically indicated to you that they are occupied with something important. Second, there’s a chance your recipient will make the contents of your instant message visible to more people than you meant to see it • Do Not Disturb lets you know that although the person is logged in, he or she can’t be interrupt with an instant message. Consider sending an e-mail, instead.

Setting your own status Use these four steps to set your status: 1. Click the Status icon on the Community Settings bar. 2. Choose a status: I Am Available, I Am Away, In a Meeting, or Do not Disturb. 3. Enter a status message (which will be displayed to any and all of your colleagues when they hover over your name) in the Edit message dialog box. 4. Click the OK button. When you click the OK button, the icon next to your name changes, and the Status button in the Community Settings bar changes too. Your status changes all across the company — every person who has added you to their contact list can see your new availability, not to mention the fact that your status automatically and instantly changes in all Lotus Notes inboxes etc. You can have Sametime automatically change your status to Away if you haven’t used your keyboard. Choose File➪Preferences➪ Auto-Status Changes, and click the From Available to Away When I Have Not Used the Mouse or Keyboard After the Following Duration check box. Enter the number of minutes and click the OK button. Managing partners Your contact list is about people; you use it to track, organize, and interact with your colleagues. You can have as many or as few people in your contact list as you want. If you have a long contact list with lots of people in it, you may want to use Sametime’s built-in groups to help organize it

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Adding a partner Use these steps to add a new chat partner to your contact list: 1. Choose File➪Add➪Contact.

2. Type the person’s name in the Enter Name field and press Enter. Sametime displays a list of people who have names close to what you entered. 3. Select the name of the person you want from the list. Optionally, type a nickname for the new contact in the Nickname field. 4. Type the name of the group to which the new contact will be added in

the Add To Group field. (If you enter the name of a group that doesn’t already exist, you are in effect creating a new group and adding the new person to it, all in one step.)

5. Click the Add button.

6. Click the Close button when you are finished adding contacts. If you are unsure of the spelling of a person’s name, click the Browse for name tab in the Add New Contact dialog box to choose, rather than type, the person’s name. Looking at a partner Every Sametime user has a business card, which tells you the person’s name and Sametime status, displays the Status message, and may also tell you things such as location, telephone number etc. If the user has added a photo the Business card will display it. Figure 3.3 shows an example business card.

Figure 3-3: When you hover over a person’s name in your Contact list, Sametime Connect shows you the person’s business card.

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Interacting with people in your contact list Instant messages Although you have several ways to get the conversation rolling with someone in your chat list (assuming, of course, that your colleague is not in Do Not Disturb status), the easiest is to double-click the person’s name in your contact list. When you do, you see a chat window, wherein you and your partner have your text-based conversation. Figure 3.4 shows an example conversation.

Figure 3-4: Using Sametime to exchange instant messages. The basic operation of the chat window is easy; you type a message in the chat window, and click the Send button. When you do, whatever you typed appears on your partner’s screen, instantly, whether they are on the other side of the conference table or the other side of the world. And of course, it’s reciprocal; your partner does the same thing. Sametime tells you when your partner is replying; you’ll see a message such as ‘Toby is typing’ at the bottom of the chat window. As you can see in the figure, Sametime helps keep the conversation timely by time-stamping each message. This is very useful, especially if you have conversations that span hours. You may also notice as you type that Sametime automatically checks the spelling of your message and underlines any misspelled words in red. Right-click on a misspelled word and use the spell check dialog box to fix your mistakes before you send any typos. You can use all the following buttons in the chat window while exchanging instant messages (from left to right) :

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Invite others: Conversations almost always start out with 2 people; use this button if you need to get someone else involved. Note that if the number grows beyond 3 or 4 people you may need to continue the conversation on a VoIP call or Web conference instead! Chat history: Click to see a transcript of previous conversations you have had with the person. Call -Voice chat: Sometimes there’s no substitute for talking; click this button to use Sametime’s built-in VoIP and actually speak to and hear your chat partner. Instant Meeting: Click to convert your instant message conversation into a Web conference. Add user: Use this button if someone begins a conversation with you, and you decide that the person belongs in your contact list. You get to pick the group to which the new person will be added. Text foreground color: This option changes the colour of the words you type and the colour of the words your partner sees. Handy if you have more than two people chatting at once and you want to differentiate who’s saying what at a glance. Text background color: This changes the colour of the chat window background. Default font: This resets any colour or font changes you have made. Increase Font Size: Type bigger. Decrease Font Size: Type smaller. Bold: Emphasize what you’re typing about with the Bold button. Italic: Another way to stress a word or phrase is to italicize it. Underline: Yet another way to stress a word or phrase is to underline it. Spell check: If you do not want Sametime to automatically check your spelling and underline words as you type, click this button. Emoticons: Pictures to make sure that your partner knows that you are kidding or happy or rolling on the floor laughing, it’s hard to convey irony in the typed word. Hyperlink: Send your Chat partner a url

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Send a file: You can use Sametime to send a file (almost like an e-mail attachment) to your partner. Send a screenshot: A picture is worth 1,000 instant messages; click this button, and then click and drag over the part of your screen that you want to show to your partner. Instant messaging is not just for text anymore! Other ways of interacting with your colleagues Chat is certainly the most common way to interact with your colleagues. But there are others ways to work with people in Sametime. Using Sametime’s built-in VoIP One of the new features from Sametime 7.5 onwards, is built-in VoIP communications, which is a way to use your computer, headset and microphone, and Sametime to talk with people as if you were on the phone. No telephones, phone numbers, or long distance charges! When you click the Voice Chat button, or right-click a partner’s name and choose Call, your partner gets an Alert message and hears a sound much like a phone ringing. You click the Answer button to answer the incoming Voice Chat request.

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Part 4 Sametime Web Conferences Web conferences help you share information with other people, whether they are down the hall or across the globe. Here’s what you need to get started, with special focus on how you schedule a Sametime Web conference and the tools to share and show. Appreciating the Advantages of Web Conferences Web conferences are a way that you can work across long distances, visually and in real time, with other people — as if you were all in the same room. Through Sametime Web conferencing, you can either show other people what is happening on your computer or see what’s happening on theirs. Sametime Web conferencing is used for any of these scenarios:

• Showing a presentation: The most common reason to use Sametime Web conferencing is to share visual information, such as graphs, charts, and so on. For example, you may have a Microsoft PowerPoint presentation that you need to share with an audience of 2 or 200 people. • Working collaboratively: Sometimes you may need to edit a document or coordinate input on a project with a smaller group of people. For example, if you need someone to look over your shoulder, virtually, and help you write a new press release (or spreadsheet or any other kind of digital document), you can use a Web conference for that, too. • Easing tech support: Under certain circumstances, you can let someone else in the Web conference control your computer. This means the designated person can “drive” your system, and actually edit the document, revise the spreadsheet, or do whatever you enable them to do. This ability to grant control to other people is especially helpful for tech support.

Can You Hear Me Now? Every Web conference has an audio conference to go with it so attendees can speak to one another as easily as over a phone conference call. In other words, Sametime handles what meeting participants can see in the Web conference, but you also need to arrange for what people will hear in the Web conference. In some Web conferences, it’s appropriate to use Sametime’s built-in VoIP. This assumes, of course, that everyone who is attending has a microphone, speakers, and/or a headset connected to their computer. Sametime’s built-in VoIP is a great way to handle the audio for a relatively small Web conference. In practical terms, if the Web conference has, say, five participants or fewer, VoIP is likely your best way to go for audio.

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For larger Web conferences, you may want to look elsewhere for the audio; in other words, set up the audio conference part of your Sametime meeting the same way you’d set up any other telephone conference call. i.e. Genesys. After you schedule the call, you get a phone number and passcode that you share with your meeting’s participants. Make sure that you always include the audio portion of the conference call details (the phone number for participants to dial, the call’s passcode, and so on) with the invitation to your Sametime Web conference. You can also include the call-in number in the Description field so that these pertinent details appear on the Welcome screen of your Web conference.

Figure 4-1: Meeting Welcome screen with 3rd Party (Genesys) dial-in information. Starting Up a Sametime Meeting Every Sametime Web conference starts in one of the following 3 ways:

• Instant meeting: This shortcut is a way to promote a discussion you’ve been having in Instant Messaging so that your chat partner can see something that you’ve been ‘chatting’ about. The basic idea is that this kind of Web conference isn’t booked ahead of time — you need one right now. • Your Notes calendar: When you need to arrange a Web conference ahead of time, simply book a meeting as normal in your Calendar, but then assign ‘Online Meeting resource’ i.e. Sametime Meeting • Calling all attendees — the easy way

• Sametime Meeting Centre: If you’re planning a Web conference go to the Meeting Centre and book a meeting. [acsametime.emea.group.atlascopco.com]

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Using instant meetings Instant meetings are really timesavers. You could ask your chat partner to wait a minute while you open a browser window, enter the Sametime Meeting Centre’s URL (acsametime.emea.group.atlascopco.com), fill out a new meeting form, save the form, and then tell your chat partner what the meeting’s URL is. Why do all that when you can simply click the Instant Meeting icon so you and your chat partner are immediately taken into a Sametime Web conference, wherein you can share your screen, use the Whiteboard, and so on. Instant meetings are like any other type of Web conference; they’re just much easier to start. Booking a Sametime meeting from your calendar Use the following steps to book a Sametime Web conference from Lotus Notes: [Steps vary depending on the Notes Client version you are using]

1. Open your Lotus Notes calendar.

2. Click the Schedule a Meeting button.

3. Fill out the meeting form as you would for any other meeting. Enter the meeting’s subject, desired participants, start and end times, etc... 4. Click the This is an Online Meeting check box.

5. Select Collaboration, Moderated Presentation, or Broadcast Meeting from in the Type field. Almost all online meetings are Collaboration meetings.

6. Select the name of the Sametime server that will host the meeting in the Place field.

7. Click the Restrict Only to Meeting Invitees check box if you want Sametime to prevent anyone who isn’t listed in the invitation’s Required and cc list from attending the Web conference.

8. Type the Web conference’s password in the Meeting password field. All attendees will be required to supply the meeting password in order to attend the Web conference. 9. Click the Attachment button in the Online Meeting Attachments field if

you want to upload materials (such as a PowerPoint Presentation) in advance of the meeting.

10. Click the Save and Send Invitations button. Two important things happen: The invitation is dispatched to the people whom you’ve invited, and your Web conference is booked on the Sametime server. You’re done!

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Using the Sametime Meeting Centre Follow these steps to schedule a Web conference with the Sametime Meeting Centre: 1. Open your Internet Explorer browser. 2. Enter the URL for your Sametime server.

‘acsametime.emea.group.atlascopco.com’. You will have to log in to use the Sametime Meeting Centre. 3. Click the Schedule a Meeting button. The New Meeting form appears, as shown in Figure 4-2. 4. Fill out as much as you need to on the form, as explained in the following

sections, and click the Save button when you’re done

Figure 4-2: Use the Sametime Meeting Centre’s New Meeting form to book a Web conference.

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The New Meeting Form has four tabs: • Essentials contains the most important information about the Web conference, such as its name, start and end times, and so on. Required fields on this tab are indicated as such with a red asterisk. • People enables you to determine who can attend the Web conference, who is the Web conference’s Chair (that’s probably you), and whether everyone who attends the meeting will be permitted to present (though you can give or take away permissions later). • Slides enables you to upload a presentation or other file to share during the Web conference. If you have the slides ready at the time you are filling out the New Meeting, it’s a good idea to take care of that now. Files you upload with the Sides tab will also be available for participants to download, after the meeting. • Options indicates whether the Web conference will be recorded and whether it will be listed in the Meeting Centre’s list of Web conferences. One of the features on the Options tab is the ‘Record the Meeting so that Others Can Replay It Later’ check box, which does exactly what it says — records and preserves everything that happens in the Web conference, both for the sake of posterity and so that anyone who missed the meeting can watch, after the fact. Recorded meetings are stored right in the meeting centre; click the Record Meetings link in the sidebar to access them. The most important fields on the New Meeting form are those on the Essentials tab. Make sure to fill in all the required fields (with the red asterisk). Every Sametime Web conference needs a name, which is the text you enter in the Name field. Because the meeting’s name shows up in a list with other Web conferences in the Sametime Meeting Centre, be as specific as you can. You can also use the Description field to provide other information about the Web conference. For example, enter the call-in details — phone number and passcode — if you have them every time you set up a new Web conference. The fields in the When section of the Essentials tab tell Sametime when the meeting will occur. As you can see in Figure 3-2, you can click the Start Now check box to have the Web conference start right away, or you can select the appropriate times and dates. You have three options in the Audio and Video Services section of the form: • None means that the Sametime server will not be providing any audio services. • Computer Audio uses Sametime’s built-in VoIP services. Remember that all the meeting participants need their own computer microphone, speakers, and/or headset. This option works best if the conference has no more than five people. • Computer Audio and Video if you want to utilise Sametime’s audio & video capabilities

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Managing Web conference attendees Use the fields on the People tab (as shown in Figure 4-3) to determine who, attends your Web conference and what privileges, if any, they have.

Figure 4-3: Use People tab to control your Web conference’s invitees. By default, Sametime Web conferences are open to all Atlas Copco users. You can further limit a Web conference’s attendees by clicking the Restrict the Meeting to the Following Users radio button and then using the Add or Remove People button to select who, exactly, is invited to your meeting. Keeping Web conferences secure Because Sametime Web conferences are run on our Atlas Copco network and servers, you can have peace of mind regarding their security. You can, however, make meetings more secure a few other ways, such as the following:

• Passwords: As you can see in Figure 4-3, every Sametime meeting can and should have a password, in fact, within Atlas Copco it is required that a password be set and the meeting can’t be saved until it has been done. • Hide them: Check the Do Not List This Meeting check box on the Options tab if you want a Web conference to be hidden and not listed in the Sametime Meeting Centre’s list of meetings. • Mum’s the word: When push comes to shove, a Web conference is just a URL. So if you share your Web conference’s URL only with the short list of people you want to attend, you can be reasonably certain that no one else will try to enter the meeting.

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Sharing The very nature of a Web conference is that something needs to be shown and shared amongst a group of people, you can share just about anything on your computer, so this section explains which Sametime features are best for which types of documents or applications you’re presenting or sharing in the Web conference. To be able to share in a Sametime Web conference, you have to (1) be given the right to do so by the meeting’s Chair, and (2) click the Click to Present button. You can share information with your Web conference’s attendees three basic ways: • Uploading the file: You can upload a file at the same time as you schedule a new Web conference, so that your colleagues can see it in the Slides tab of the Web conference. Use the New Meeting form’s Upload button to upload the file to the meeting centre, so that it will be there when you and your colleagues join the Web conference. You can also upload files during the meeting. Click the Supported File Types link on the Slides tab of the New Meeting form to see the detailed list of file types that can be uploaded. • Application sharing: You can start an application or open a file that you want to share, and Sametime enables everyone in the Web conference to see what you see. When you share a document (such as a spreadsheet) this way, you can also enable attendees to edit or control the application. • Using the Whiteboard: This is like a blank canvas where you and your colleagues can write text, draw pictures, and so on during the Web conference. How do you decide which sharing method to use? When you’re concerned about speed, network performance, and screen refresh issues, upload the file(s) to the Web conference. If interactivity and immediacy are paramount, choose the application sharing. One distinct advantage of uploading files is that it is faster because Sametime converts the files to a special format that is very easy and fast to share. This is good if one of your colleagues is on a slow connection. Application sharing is a little slower but offers the advantage of immediacy — which is to say people see exactly what you’re sharing, exactly at the same time as you are sharing it, and interact with it. When you use application sharing, people see every click, drag, and drop that you’re doing on your computer, live, and you as Chair or anyone you grant control to can make changes on the fly.

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Attending a Web Conference Every Sametime Web conference has a unique URL, and if you don’t have that, you can’t come. As you can see in Figure 4-4, when you schedule a new Web conference, Sametime tells you the URL, which you, as Chair, need to supply to all invitees.

Figure 4-4: Every Sametime Web conference has its own unique URL, which is used to attend the meeting. Usually, attending a Web conference means clicking a URL. The URL may be in the meeting invitation on your Lotus Notes calendar, or it may be in the body of an e-mail message that was sent to you, or it may even be in the Instant Message that you just received. If the Web conference’s URL wasn’t supplied to you, open the Sametime Meeting Centre with your Web browser, and click the Attend a Meeting button to see what’s happening. If you still can’t find it, contact the person who sent you the meeting invitation. When you attend a Web conference, you will see something similar to Figure 4-5. Of course what you see may be a little different, depending on how the Web conference was booked, which options the chair decided to employ, and whether you yourself are the Chair.

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Figure 4-5: Attending a Sametime Web conference. Here’s a short list of the buttons you may click and activities you may undertake when you’re in a Sametime Web conference:

• Invite: Click this button if you’re the Chair and want to send an Instant Message to ask someone to come join your Web conference. • Web page: The Chair can enter a URL in the New Web Page field and click the Send button to have that Web page open up on the screen (in a new browser window) of each meeting participant. • Polling: Need to take a quick vote or gather opinions from participants? The Chair can set up poll questions, track the answers, and share them with the others in the Web conference. • Group chat: Everyone in the meeting can use the group chat box and everyone can see its contents. • Fit to screen and maximize: Use these buttons to control how much of your screen is taken up by what your colleague is sharing. • Welcome tab: When an attendee joins the Web conference, this screen displays the title, start time, and description of the meeting, and remains on everyone’s screen until the Chair changes it. This is very useful in the first few minutes of a Web conference as people dial in, remind themselves why they’re coming to this meeting, and generally get themselves settled.

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• Slides tab: Click this tab to see the file or document that has been uploaded to the Meeting Centre (if one has been uploaded). • Sharing tab: Click this tab and use the Start sharing dialog box (shown in Figure 4-6) to show people in the meeting something from your system, whether it’s your desktop, an application, or a frame for showing portions of your screen.

Figure 4-6: Deciding what and how to share in a Web conference.

• Whiteboard tab: Click this tab to use the Web conference’s Whiteboard to take notes or brainstorm. • Add slides: Sometimes you don’t have all the slides you need to upload in advance of a Web conference. Use this tab to upload new slides to the Web conference after the meeting has begun and is underway. • Attendees: A list of the people who are attending the Web conference. You can double-click a person’s name to open a private chat window with them. (like a side conversation between you and the individual, which only you and they can see.) You can also right-click on his or her name to send only that person a file. No matter which method you choose to share on the Sharing tab, as Chair, you see the Sharing Tools dialog box, which has buttons to control how you share: • Stop Sharing: People won’t be able to see what’s on your screen anymore. • Switch to sharing something else: Stop showing this and start showing that.

• Allow others to control your screen: Puts one of your colleagues in the driver’s seat, and lets him or her take over your computer. • Reclaim control of your screen: Wrests control back so that no one but you can control your system.

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If you use the Whiteboard tab, instead, you get a whole different set of buttons, as you can see in Figure 4-7. • Select Objects: Use the arrow to select an object that’s already on the Whiteboard in order to make some kind of change to it. • Laser Pointer: A useful little red light that is sure to draw your audience’s attention to wherever you click it. • Highlighter: Used to draw a fat line that emphasizes something on the Whiteboard. • Draw with freehand pen: Draws squiggly lines, in the colour and thickness of your choosing. • Draw a straight line: Draws straight lines, in the colour and thickness of your choosing. • Draw a rectangle: Draws rectangles! • Draw an Oval: Rounder and softer than rectangles, and this is the tool to pick when you need to draw one. • Add a stamp: Stamps a little star next to something you’d like to emphasize. • Add text: Puts some words on the Whiteboard with this tool. • Erase annotations: Gets rid of the items on the Whiteboard. • Erase all annotations on this page: Gets rid of all the items on the Whiteboard.

Figure 4-7: Using the Whiteboard.

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Sharing just enough When you click the Sharing tab (assuming the chair has given you permission of course), you have a couple of decisions to make about what (and how) you will share from your screen with the other people in the Web conference. As you can see in Figure 4-6, the Sharing dialog box has three choices: • The entire screen: This means that everybody in the screen will be able to see everything that happens on your computer (until you stop sharing). Note: Although this first option is certainly the most direct way to share, be careful; You might mean to show a PowerPoint presentation but show something else you have open! • A resizable rectangular frame: This gives you a (resizable) box that you drag around your screen. The idea is that your colleagues can see what’s on your screen if it’s inside the box and can’t see if it isn’t. It also helps you keep your audience focused by directing their attention, and even helps a little with the meeting’s performance because you can control how big the box is. • A currently running application: This presents a list of programs you have open; select the program you want people to see.

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Part 5 Sametime Your Way This part is all about how you make Sametime suit your own particular tastes and preferences. Respecting the Sametime Status Social Contract Your status is important because it’s the way your colleagues know when you’re available and amenable to a Sametime conversation, whether that’s via instant messages or a VoIP Voice chat. As a member of the Sametime community, you owe it to your colleagues to be reasonably diligent about changing your status. If for example, you’re headed to lunch, be considerate (it’s just one click) and set your Sametime status to Away. And then set yourself back to I am Available when you get back.

Figure 5-1: Make sure you use the Sametime Status menu. Changing your status manually Follow these steps to change your status:

1. Click the Status button on the Toolbar.

2. Select I am Available, I am Away, In a Meeting, or Do Not Disturb.

3. Type a little hint about yourself in the Edit message dialog box.

Figure 5-2: Changing your Sametime Status message. Your Sametime Status message will be displayed to all of your colleagues when they hover over your name. 4. Click the OK button. Sametime Connect changes your status, as you can see in the Toolbar, and importantly, your Status indicator changes all over Atlas Copco.

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Although you can have Sametime prompt you to change your Status message every time you adjust your status, you can create your own default Status by choosing File➪Preferences and clicking Status Messages. Relying on Auto-Status Changes Setting your status is such an important part of being a member of the Sametime community that the software helps you by automatically changing your status in a couple of key scenarios. Choose File➪Preferences and click Auto-Status Changes in the Preferences dialog box, as shown in Figure 5-3. Click the check box labelled From Available to Away When I Have Not Used the Mouse or Keyboard After the Following Duration, and then enter a number of minutes in the Minutes field if you want Sametime to monitor your computer and assume that you’re unavailable if you’re not using it.

Figure 5-3: Using the Preferences dialog box to tell Sametime when (and if) it can automatically change your status for you. This is useful, for example, if you leave your desk in a hurry for a meeting and don’t set your Sametime status manually. If you do click the first From Available to Away When I . . . check box, you probably also want to click the From Away to Available When I Begin to Use My Mouse or Keyboard check box, so that Sametime Connect can similarly conclude that you are once more Available upon your return. Click the From Available to Away When I Lock My Computer Using the Operating System Lock check box if you want Sametime Connect to assume that you’re away when and if your screensaver turns itself on.

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Jogging Your Memory with Chat Histories Another new feature from Sametime 7.5 onwards, is integrated Chat Histories, which are essentially a text-based transcript of the instant messaging conversations you’ve had. Chat Histories make it easy and automatic to review a previous discussion, so that if, for example, you’ve already asked someone a question, you’ll never have to ask again. Chat Histories are also a great way to keep a record of what you discussed with a given person in a given situation and can even be copied/pasted into an e-mail message if you need to share your conversation with someone else. Turning on Chat Histories Because Sametime Connect doesn’t automatically save chat transcripts unless you tell it do so, use these steps to do exactly that:

1. Choose File➪Preferences and click Chat Histories.

2. Click the Automatically Save My Chat Transcripts check box.

3. (Optional) Choose the path wherein the files will be stored by using the Browse button. 4. (Optional) Chat transcripts are, by default, stored forever; if you don’t need them that long, click the Delete Saved Transcripts After This Number of Days check box, and enter the appropriate number in the field. 5. (Optional) Click the Display Saved Transcripts in Chats from the Following Number of Days field if you want Sametime to include the last few chats you’ve had with a person every time you start a new one. This feature is a great way to have a little reminder of what you’ve been talking about inserted into every Chat conversation you have. 6. Click the OK button when you are finished with the Preferences dialog box

Using Chat Histories If you clicked the Display Saved Transcripts in Chats from the Following Number of Days field in the Preferences dialog box, you can see the transcript of your previous conversation with a person every time you start a new chat with that person. If, on the other hand, you didn’t click that check box, or if you need to examine the transcript of a conversation outside of a chat, you can access that Chat History a couple of ways. Firstly, you can use Sametime’s built-in Chat History browser; choose File➪Open Chat History to see what you’ve been typing and whom you’ve been typing it to (see Figure 5-4).

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Figure 5-4: Using the Chat History Browser to review prior conversations. As you can see in Figure 5-4, you can select the name of your colleague on the left side of the screen in order to see the transcripts of conversations with that person on the right side of the screen. You can also use the Chat History browser’s File menu to print transcripts, save them to a different location, or delete a transcript. Alternatively, you can use your operating system to navigate to the folder where your transcripts are being saved, normally someplace along the lines of C:\Documents and Settings\your name\Sametime Transcripts. You will find, in that folder, another folder for every person with whom you’ve exchanged instant messages. You can navigate amongst the folders (there’s one for every person) to find the transcript you need. Getting a Little Privacy You can configure a couple of special Privacy settings in Sametime; choose File➪Preferences and click on Privacy. I am always available for . . . Click the Enable the Following People to See Me as Available Even When My Status Is Set to Do Not Disturb check box if there are a few select individuals who will have the special privilege to interrupt you, even when you have set your status to Do Not Disturb. Common sense dictates that this would be a very short list of people — probably your boss, their boss, and the two people on your team with whom you collaborate most. Type their names and press Enter to add them to this special list. I am never available for . . . Click the When I Am Online tab if there are certain people from whom you need to, well, hide. When you click the Enable This List to Control Who Can See You When You’re Online check box, you then tell Sametime whether you will be available to only the people whose names you specify, or whether you will be Available to everyone except the names you specify. The basic idea here is that Sametime lets you hide from certain people. If you want to be available to the majority of the people in your Sametime community but don’t want to interact with a few people, click the Everybody EXCEPT Those on This List Can See Me Online option.

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Part 6 Ten Sametime Reminders Sametime helps you work in real time with your colleagues, customers, and business partners, but you all need to get comfortable with its conventions, to take full advantage of its versatility. Because it’s a new platform for communication, it has its own rules and customs, so take a moment to memorise the following ten things you shouldn’t forget when using Sametime. Here are some do’s and don’ts of Sametime etiquette:

• Don’t forget that instant messages are a lot like e-mail: The immediacy of instant messages can be both a good and bad. Instant messages live on long past when you send them. Most people use Sametime’s chat histories to preserve their chat conversations. It’s even becoming common for people to copy/paste a chat conversation into e-mail and forward it in the body of an e-mail message. If there’s something you need to say to someone that you wouldn’t want forwarded in an e-mail, you’d best not use Sametime. Pick up the phone instead. • Think twice before Sametime(ing) someone in a meeting: Sametime has a Status called In a Meeting, and you should use it, watch for it, and respect it. When someone is leading a Web conference, there’s a pretty good chance that they’re sharing their screen. So sending them an instant message is, first and foremost, a bad idea because you are interrupting and distracting your colleague. Secondly, did you really want everyone to see what you had to say? • Don’t lose your cool: The immediacy of instant messaging can lead, to someone typing a message that they shouldn’t have, and the shorthand and many abbreviations used in instant messages can compound the problem and lead to unfortunate misunderstandings. If your chat partner says something that seems inflammatory or confrontational, wait before replying. It may very well be that your colleague didn’t mean the message to be as harsh as you might think. • Don’t forget about e-mail and answering the phone: Instant messages and Web conferences are indispensable ways to communicate and work together, but they aren’t the only way. Sametime is intended to supplement, not replace, other forms of communications such as e-mail and the telephone. There’s nothing worse than getting three pages of text in an instant message window; it’s just as bad as getting a 17-minute voice-mail message. The trick is to pick the right tool for the job; some things are appropriate for instant messages, and some aren’t. • Don’t forget to indicate your own status: Your status — whether you are

Available, Away, In a Meeting, or in Do Not Disturb — is one of the most important aspects of Sametime; it lets your colleagues know whether you are available and able to work together. Don’t forget to change your status, as it’s polite, and part of the Sametime social contract. If you haven’t been getting instant messages for

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an hour or so, check your own status. You may be sending the wrong message that you’re unavailable. • Don’t forget to set your location: Sametime has a new feature, where in it can track and share your physical location. Don’t forget to use Location profiles so that your colleagues know where you are. • Use PowerPoint’s screenshow feature: When you attend and present in a Web conference, it’s a pretty sure you’ll be sharing Microsoft PowerPoint slides. Use the PowerPoint screenshow feature, so that your slides take up as much of your screen as possible, and so that your colleagues who are watching you present will be able to see everything clearly. • Tell attendees the Web conference’s password: Make sure anyone who is invited to your Web conferences knows, in advance, the Web conference’s password by including it in the meeting’s invitation. • Get a headset: One of the best new features in Sametime is its built-in support for VoIP, which lets you use Sametime to talk to your colleagues — no telephone, no phone number, no busy signal. • Set your status to In a Meeting when leading a Web conference: If you tell Sametime to automatically set your status to In a Meeting every time you join a Web conference, you have one less thing to remember.If you fail to do this, you run the risk of being barraged with incoming instant messages while you’re trying to hold a Sametime Web conference.

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Part 7 Ten Reasons to use Sametime Built for Business Sametime is and always was designed for business, and so it has all the features that businesses need — including encryption, authentication, chat histories, reliability etc.. This approach is fundamentally different from that of Sametime’s competitors, many of which began their careers as consumer-oriented chat services and are now trying to move in on the enterprise market. You wouldn’t trust your business e-mail to a basic online service provider and you shouldn’t do it for real-time collaboration, either. Sametime v’s Webex / GoToMeeting / Others… Firstly, and most importantly, Sametime is Free to use as Atlas Copco has already paid for the licenses, hardware and network, therefore there are no further charges compared to the $200 - $500 a month for its competitors! Secondly, Sametime is fully integrated into Lotus Notes and doesn’t require, potentially harmful, pluggins to be installed like its competitors. Third, and finally, Sametime offers the same feature set as its competitors… Why use anything else ??? Top-Notch Security You want to be sure that the tools you use in your job (such as e-mail, Web applications, and instant messages) are secure. You want to be protected from prying eyes; you want to be sure that when you’re communicating with someone, that you really know that the person is who they say they are. Fully Integrated with Your Enterprise Sametime is intended to work with other systems; that’s why you can use Sametime inside your e-mail, use Sametime inside Microsoft Office etc... Through integration, Sametime enables you to to respond to clients and customers quickly and efficiently with just the information they need. Easy to Use Sametime is designed to be a tool that your company can use right out of the box, with little or no training required. An Expandable Platform Sametime offers more than just a buddy list and Web conferencing; it is a platform for real-time collaboration. By using Sametime’s toolkits or add-on solutions from third party providers, you can inject real-time collaboration into any other application, and create mashups that combine the best of Sametime with just about any other application or service.

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Complies with Compliance Issues Sametime includes tools that you can use to make sure your real-time collaboration tools are compliant. With its chat logging feature, you can be confident that every message that the Sametime server handles is logged. Sametime helps keep you in line with such compliance regulation. Reduces Travel and Voice Mail Many chat conversations you have saves a phone call, and likewise every Web conference you attend potentially saves travel. The cost savings Sametime can bring are easy to measure, to say nothing of the productivity gains Sametime offers. Cost-Effective Sametime is more cost-effective to license, deploy, and manage. It also presents a more manageable and predictable cost structure, especially when compared with its expensive pay-as-you-go hosted Web conferencing competitors. Corporate Policy And Finally, and possibly most importantly…. Because Sametime is the chosen standard for Instant Messaging (Chat) and Web Conferencing for the Atlas Copco Group. Extract from ‘The Way We Do Things’ - Collaboration Products The Atlas Copco Group standard in the area of Collaboration (mail, calendar, workflow, simple applications and instant messaging) is based on IBM products. This line of products is mainly based on the IBM Lotus portfolio. The Global Collaboration Products (GCP) team governs the Atlas Copco Lotus Notes/Domino environment. Server replication and mail routing design is the responsibility of GCP, as well as providing IBM Lotus Sametime Servers and IBM Lotus Quickplace Servers. Client Software

IBM Lotus Sametime 8 stand alone client should be used if the Lotus Notes client is version 7

IBM Lotus Sametime integrated client should be used if the Lotus Notes client is version 8 Server Software

IBM Lotus Sametime 8 is the standard