PDF of IBM Lotus Sametime Meeting Room Management Task Reference

1. Lotus Sametime
®
Release 8.5
IBM Lotus Sametime Meeting Room Management Task Reference
SC23-8622-00

3. Lotus Sametime
®
Release 8.5
IBM Lotus Sametime Meeting Room Management Task Reference
SC23-8622-00

4. Note
Before 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 all
subsequent releases and modifications until otherwise indicated in new editions.
© Copyright International Business Machines Corporation 2009.
US Government Users Restricted Rights – Use, duplication or disclosure restricted by GSA ADP Schedule Contract
with IBM Corp.

5. Contents
IBM Lotus Sametime Meeting Room Trademarks . . . . . . . . . . . . . . . 9
Management Task Reference. . . . . . 1
Index . . . . . . . . . . . . . . . 11
Notices . . . . . . . . . . . . . . . 7
© Copyright IBM Corp. 2009 iii

6. iv Sametime: IBM Lotus Sametime Meeting Room Management Task Reference

7. IBM® Lotus® Sametime Meeting Room Management Task
Reference
Learn how to get up and running with Sametime® meetings. Then, get started
creating and managing meeting rooms using the and Sametime Meetings panel
and 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 and
managing 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 already From or :
have one. v Click the Sametime Meetings panel and
then click . Complete the fields for
the new meeting room and then click
Save.
From the Meeting Room Center:
v Click New Meeting Room. Complete
the fields for the new meeting room and
then click Save.
Note: You must be logged in to the
Meeting Room Center to create new
meeting rooms.
2. Add the meeting room to your calender Add the meeting room Web address (URL)
invitation. to any calendar invitation.
From or :
v Click the Sametime Meetings panel and
then drag the meeting room into the
Description field of your calendar
invitation.
The Web address (URL) for the meeting
room is added to the calendar invitation.
Note: If your meeting room uses a
password, be sure to also include the
password in the calendar invitation so that
people can join the meeting room.
From the Meeting Room Center:
v Click Copy Link for the meeting room
and then click Ctrl + C to copy the link
to the clipboard. Click Ctrl + V to paste
it into your calendar invitation.
Note: If your meeting room uses a
password, be sure to also include the
password in the calendar invitation so that
people can join the meeting room.
© Copyright IBM Corp. 2009 1

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

9. Read this section to get started creating and managing meeting rooms using the or
Sametime Meetings panel. If this feature is available to you, you can also work
with 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 meeting
room name or owner.
Find a hidden meeting room? Click the Sametime Meetings panel and
then click .
Note: If your administrator allows hidden
meeting rooms to be displayed in search
results and you don’t own or manage the
meeting room, you must enter the exact
name of the hidden meeting room to display
it in the search results.
If your administrator does not allow hidden
rooms to be displayed in search results, you
cannot search for hidden meeting rooms.
Click to find the view that displays
the meeting room.
See my meetings scheduled for today and Click the Sametime Meetings panel and
tomorrow? (If this feature is available to
you.) then click and select Scheduled
Meetings.
View information about a scheduled Click the Sametime Meetings panel and
meeting? (If this feature is available to you.)
then click and select Scheduled
Meetings. Right-click (or Ctrl + click on
Macintosh) the scheduled meeting and then
click View Meeting Information.
Organize my list of meeting rooms? Click the Sametime Meetings panel and
then click to select which meeting
rooms to display.
Note: Some meeting room views might not
be available to you.
Invite others to join a meeting room? Click the Sametime Meetings panel and
then click the meeting room to which you
want to invite others. Then click .
Find a link to a meeting room to send to Click the Sametime Meetings panel and
others? then click the meeting room. Then click
More Actions → Copy Link to Clipboard.
Edit meeting room settings? Click the Sametime Meetings panel and
then click the meeting room. Click More
Actions → Edit.
IBM® Lotus® Sametime Meeting Room Management Task Reference 3

10. Table 2. Sametime Meetings panel tasks (continued)
How do I... Action
Add the meeting room to my calender Add the meeting room Web address (URL)
entry? to any calendar entry.
From or :
v Click the Sametime Meetings panel and
then drag the meeting room into the
Description field of your calendar
invitation.
The Web address (URL) for the meeting
room is added to the calendar invitation.
Note: If your meeting room uses a
password, be sure to also include the
password in the calendar invitation so that
people can join the meeting room.
In Microsoft® Outlook with 8.5, when you
schedule a new meeting in Microsoft
Outlook, on the Sametime tab, select
Include an IBM Lotus Sametime online
meeting and complete the appropriate
fields.
Note: To include a meeting room with a
meeting scheduled using a Microsoft
Outlook calendar, you must first install the
Microsoft Outlook plug-in that comes with
release 8.5.
Start an instant meeting? (If this feature is Do one of the following actions in an open
available to you.) chat window or for a selected contact:
v In , click Tools → Invite to Instant
Meeting Room
v In , click Tools → Sametime → Invite to
Instant Meeting Room
4 Sametime: IBM Lotus Sametime Meeting Room Management Task Reference

11. Meeting Room Center
Read this section to get started creating and managing meeting rooms using the
Meeting 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 Meeting
Room Center to create new meeting rooms.
Find a meeting room? Select the scope of the search (if this feature
is available to you). Then enter the meeting
room name or owner.
Note: You might need to be logged in to
search for meeting rooms.
IBM® Lotus® Sametime Meeting Room Management Task Reference 5

12. 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 for
meeting rooms.
Note: If your administrator allows hidden
meeting rooms to be displayed in search
results and you don’t own or manage the
meeting room, you must enter the exact
name of the hidden meeting room to display
it in the search results.
If your administrator does not allow hidden
rooms to be displayed in search results, you
cannot 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 to
sort the list of your meeting rooms.
Invite others to join a meeting room? In the My Meeting Rooms list, find the
meeting room to which you want to invite
others. Click Copy Link and then click Ctrl
+ C to copy the link to the clipboard.
Find a link to a meeting room to send to In the My Meeting Rooms list, find the
others? meeting room. Click Copy Link and then
click Ctrl + C to copy the link to the
clipboard.
Edit meeting room settings? In the My Meeting Rooms list, find the
meeting room. Then click More Actions →
Edit.
Add the meeting room to my calender From the Meeting Room Center:
entry? v Click Copy Link for the meeting room
and then click Ctrl + C to copy the link to
the clipboard. Click Ctrl + V to paste it
into your calendar entry.
6 Sametime: IBM Lotus Sametime Meeting Room Management Task Reference

13. Notices
This information was developed for products and services offered in the U.S.A.
IBM may not offer the products, services, or features discussed in this document in
other countries. Consult your local IBM representative for information on the
products and services currently available in your area. Any reference to an IBM
product, program, or service is not intended to state or imply that only that IBM
product, program, or service may be used. Any functionally equivalent product,
program, or service that does not infringe any IBM intellectual property right may
be used instead. However, it is the user’s responsibility to evaluate and verify the
operation of any non-IBM product, program, or service.
IBM may have patents or pending patent applications covering subject matter
described in this document. The furnishing of this document does not grant you
any license to these patents. You can send license inquiries, in writing, to:
IBM Director of Licensing
IBM Corporation
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For license inquiries regarding double-byte (DBCS) information, contact the IBM
Intellectual Property Department in your country or send inquiries, in writing, to:
Intellectual Property Licensing
Legal and Intellectual Property Law
IBM Japan Ltd.
1623-14, Shimotsuruma, Yamato-shi
Kanagawa 242-8502 Japan
The following paragraph does not apply to the United Kingdom or any other
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INTERNATIONAL BUSINESS MACHINES CORPORATION PROVIDES THIS
PUBLICATION “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHER
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This information could include technical inaccuracies or typographical errors.
Changes are periodically made to the information herein; these changes will be
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and/or changes in the product(s) and/or the program(s) described in this
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convenience only and do not in any manner serve as an endorsement of those Web
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© Copyright IBM Corp. 2009 7

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8 Sametime: IBM Lotus Sametime Meeting Room Management Task Reference

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IBM
Lotus
Lotus Notes
Sametime
Other company, product, or service names may be trademarks or service marks of
others.
Notices 9

16. 10 Sametime: IBM Lotus Sametime Meeting Room Management Task Reference

17. Index
© Copyright IBM Corp. 2009 11

18. 12 Sametime: IBM Lotus Sametime Meeting Room Management Task Reference

20. Printed in USA
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