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User Guide for Sametime 8

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Page 1 of 17 User Guide for Sametime 8 Embedded Sametime with the Notes 8.0.2 Client
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Page 1: User Guide for Sametime 8

Page 1 of 17

User Guide for Sametime 8

Embedded Sametime with the Notes 8.0.2 Client

Page 2: User Guide for Sametime 8

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Contents Introduction ..................................................................................................................................... 3

What is Sametime? ......................................................................................................................... 3

Benefits ........................................................................................................................................... 3

A New Way of Collaborating ......................................................................................................... 4

Getting Started ................................................................................................................................ 4

Logging in ................................................................................................................................... 4

Side Shelf Login ..................................................................................................................... 4

Preferences Login ........................................................................................................................... 6

Sametime Password Facts ............................................................................................................... 8

Sametime Password .................................................................................................................... 8

How to request or change a password..................................................................................... 8

Contact List ..................................................................................................................................... 9

Adding a new Sametime Contact or Sametime Group: .......................................................... 9

Custom Sametime Group ........................................................................................................ 9

New Sametime Contact......................................................................................................... 10

Sametime Options ......................................................................................................................... 13

Auto Status Changes ................................................................................................................. 13

Status Options ....................................................................................................................... 14

Calendar Service Option ........................................................................................................... 14

Chat History Options ................................................................................................................ 15

Chat Window Options............................................................................................................... 15

Geographic Location ................................................................................................................. 16

Privacy Options ............................................................................................................................. 17

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Introduction This training guide will give you a basic understanding of Lotus Sametime, including:

What is Sametime?

Why we have decided to use Sametime within Schneider Electric?

How do I use Sametime?

In this guide, you will also find tips and techniques for using this valuable communication tool more effectively. An

example of the useful information contained in this guide is the recommendation of adding the names of people you

frequently exchange messages to a special contact list (“Buddy List”). You can find this information on pages 9 –

12.

What is Sametime? Lotus Sametime is an instant messaging tool that works with Lotus Notes. Using Lotus Sametime will help us work

more easily and quickly with each other. If you have experience with public instant messaging services provided by

companies like Yahoo, MSN, or AOL, Sametime will seem familiar to you. Sametime allows you to:

• see another person’s availability on-line (“Presence Awareness”)

• exchange short, quick messages with that person (“Instant Messaging” or “Chat”)

In the future, we will roll out additional Sametime functions such as web meetings, connections to Blackberry

devices, and instant messaging with customers and suppliers. For now, Sametime will not replace current tools such

as Netmeeting and other instant messaging services.

Benefits

Sametime helps us in several ways:

• As Schneider Electric continues to grow, we must find new ways to communicate effectively and

efficiently. We must remove barriers and reduce complexity. We must become One Schneider

• Our customers expect us to respond rapidly, often instantaneously, to problems and questions. It is

critical to find the right person with the right information at a moment’s notice.

• We work more often in teams that are geographically dispersed. Team members work in different offices

and different time zones. It is increasingly more valuable to see another person’s availability and be able to

contact that person quickly from a distance.

In addition, Sametime:

• Reduces the number of e-mails

• Eases language barriers

• Is more secure and reliable than public instant messaging services

• Reduces the cost of networks and data storage

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A New Way of Collaborating We will go through a transition period as we learn to use this new tool. In the future we will interact with each other

differently than we do today.

To get the expected benefit, we need to work together to build critical mass. When we all use Sametime, we can

react more quickly for our customers, improving their experience with us. We can get answers to important

questions faster, so we can make quicker progress on projects and issue resolution.

We need to support each other as we move into this new phase of communicating. A few of us will go very fast

with the new tool and immediately begin to use it a lot. Most of us will go more slowly and increase our usage over

time. Some of us will choose to work as we did before and not use this new tool. Each of these reactions are normal

giving us reason to encourage each other to push through our unfamiliarity and discomfort as quickly as possible, so

that we can take advantage of this new way of working together.

We also need to remember that we are all busy. We will establish and follow some etiquette guidelines. Without

guidelines, the volume of Instant Messages sent and received during the work day could become disruptive.

Getting Started

Logging in When you log into your new Lotus Notes 8.0.2, Sametime should already be activated for you. After you log into

Notes 8.0.2, you may be prompted to log into Sametime.

There are 2 places you can login to Sametime.

Side Shelf Login 1) The first location is through the Sametime Side Shelf on the right side of the screen in Lotus Notes:

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If you do not see the Sametime Side shelf, you can select to show the Side Shelf by:

To show the Sametime Side Shelf:

Go to the top left side of your Lotus Notes screen

and select View Sidebar Panels Sametime

Contacts option.

Once you have chosen to Display the Sametime Sidebar Panel, then you will have the ability to login to the

Sametime Server Community at the top of this panel. Additionally, you can choose your status upon logging in:

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Preferences Login

2) The second method of logging in to the Sametime Server Community is to go into Preferences within Lotus Notes

at the top left of your screen by:

Select FilePreferences

The Preferences window will open. Expand the Sametime section by

clicking on the + box next to it to reveal the Sametime options.

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Select Server Communities and enter your User name and Password in the corresponding fields on the Log In tab.

Useful tip: The user name and password prompt window has a check box asking you if you would like

Sametime to remember your password and automatically log you in when Lotus Notes is launched. If

you click – “Yes” – you will not be prompted for your password each time you launch Lotus Notes. If

you leave the check box unchecked, you will be prompted for your Sametime password each time you

launch Lotus Notes.

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Sametime Password Facts

Sametime Password Sametime uses the same HTTP password that is required to log into many Schneider Electric intranet applications.

If you do not already use an HTTP password, you will need to request one before you can log into Sametime.

After your new HTTP password is created, you will need to wait a minimum of 2-4 hours before your

new password is set up and ready for use.

We recommend that you request your new HTTP password now.

How to request or change a password Follow the procedure listed below for your Lotus Notes mail domain (location).

Americas To request a new HTTP password or to change your HTTP password, click on the link:

http://intranet.us.schneider-electric.com/us/passreset.nsf

Europe To request a new HTTP password, send an email to "Reset-HTTP-Password@europe" with the subject "Password”.

To change your HTTP password, click on the link:

http://aafr0250.fr.schneider-electric.com/europe/httppass.nsf

AsiaPacific To request a new HTTP password or to change your HTTP password, send an email to "Reset-HTTP-

Password@asiapacific" with the subject "Password”.

Note: For all domains, you will need to wait the minimum of 2-4 hours before your new password is set up and

ready for use.

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Contact List The Contact list options is used to build your “Buddy” list of users you work with on a frequent basis.

Adding a new Sametime Contact or Sametime Group: Go the “Side-Shelf” on the right side of your Lotus Notes screen:

Custom Sametime Group You can create a custom Sametime Group to organize your contacts by selecting Add a new personal group (default)

and typing in the group name you want call this group:

Once you have added your custom group, you can now populate it with your individual contacts:

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New Sametime Contact Add a new contact by either looking up the name or browsing for it.

1) Right-mouse click on icon located on the Sametime Contacts menu bar as described below:

Lookup Name 2a) Enter the name in the User name field:

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3a) When the Lookup Box opens; highlight the individual user name you want to add to one of your groups and

click Add to add this name to the group listed in the Add to Group field

Clicking on the Change button as highlighted above, will open the Change Group window. Here you select the

custom group you want the contact to reside in:

4a) Click OK

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Browse for Name

2b) Enter the First or Last name you want to locate

3b) Click Add

Use an Existing Lotus Notes email Distribution Group You can also search the Lotus Notes Names and Address Book (NAB) for a public group to add to your Contact list:

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Sametime Options

Auto Status Changes This is a very important feature within Sametime that will automatically change your status depending on several

factors as you are working throughout the day. It is recommended to show your actual status to others to minimize

interruptions during conference calls, meetings, or when you are presenting during a web conference.

The 4 Status options are

1. I am Available

2. I am Away

3. I am in a Meeting

4. Do Not Disturb

In order to automatically change your status you are in meetings or lock your PC when you step away, you must

configure the options in your Preference window. Go to the menu bar at the top left corner of your Lotus Notes

screen and select FilePreferences. Expand the Sametime options by clicking on the + next to it. Click on Auto-

Status Changes and check the boxes as shown below.

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Status Options You can choose to modify the status messages that others will see by typing in your personalized message for any of

the Status messages shown below:

Calendar Service Option To utilize the automatic status updates, you must enter your Lotus Notes Password in the Calendar Service section:

Once this feature is setup, as your scheduled meetings begin and end, your Sametime status will automatically

change to reflect your availability.

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Chat History Options You can save your chat history to either a folder on your computer or within Lotus Notes by selecting the options

listed in the Preference below. When saved within Lotus Notes, the chats can be used to create a history of

collaboration between yourself and others.

Chat Window Options You set the various options for your Chat Windows within the Lotus Notes Preference window:

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Geographic Location You can set your geographic location within Sametime to display your physical location. Sametime will recognize

when you are on different networks and will prompt you to save the locations you frequent. Displaying your actual

location and phone number will assist others to know how to contact/locate you:

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Privacy Options When you are setting your Status (Page 10), you have the option for “Do Not Disturb” When you select this setting,

no one will be able to send you an Instant Message. There are options you can configure to enable specific users to

be able to contact you even if you have set your status to “Do Not Disturb”


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