Task reference for some common and advanced tasks for Sametime Advanced (chat rooms, broadcast communities, and instant share).

1. IBM Sametime 8.5.2 Chat Rooms, Broadcast Communities,
and Instant Share Task Reference
Learn how to get up and running with Sametime chat rooms, broadcast communities, and Instant Share,
the three major features of the IBM® Sametime® Advanced software.
Chat Rooms
Read this section to get started with chat rooms using the Chat Rooms panel in your IBM Sametime
Connect client or in the IBM Lotus Notes® sidebar.
See, "Sametime Advanced in a browser," if you are using that client.
Table 1. Chat room tasks
How do I... Do this:
Create a chat room? Click the Chat Rooms panel and then click the Manage
Chat Rooms icon . Then click the All Chat rooms
tab, navigate to the folder in which you want the new
chat room to be, and then click New Chat Room.
Find a chat room? Click the Chat Rooms panel. Then type the name of the
chat room you want to find in the Type to find chat
rooms below field and click the chat room you want.
Note: This panel shows the chat rooms that you
previously added to your My Chat Rooms list in the
Sametime Advanced Manage Chat Rooms page.
Find a chat room to which I have access, but that I have Click the Chat Rooms panel and then click the Manage
not yet added to my My Chat Rooms list?
Chat Rooms icon . Click the Search tab.
Invite others to participate in a chat room? In an active chat room window, click the Invite Others
Note: This feature is available only if the chat room
creator allows participants to invite others? icon .
Post a file to a chat room? In an active chat room window, click Tools > Add File.
Show in my chat room when participants join or leave In an active chat room window click View > Show >
the chat room? When Users Join or Leave.
© Copyright IBM Corp. 2011 1

2. Table 1. Chat room tasks (continued)
How do I... Do this:
Limit the size of the transcript that shows in a chat room Click the Chat Rooms panel and then click the Manage
and specify how much transcript to automatically move
to the chat room history? Chat Rooms icon . Click the All Chat rooms tab and
then click New Chat Room. Click the Transcript tab.
Note: Limiting the size of the transcript in a chat room
determines how much of the transcript shows when a
participant enters a chat room. Once transcript text is
moved from the chat room window to the chat room
history, it is no longer available in the chat room. You
specify these settings when you create a chat room.
Add a chat room to the My Chat Rooms tab? Click the Chat Rooms panel and then click the Manage
Note: Chat rooms that you add to your My Chat Rooms
list also appear on the Sametime Connect client's Chat Chat Rooms icon . Click the All Chat Rooms tab,
click the chat room you want, and then click Add to My
Rooms panel.
Chat Rooms.
Organize the chat rooms, including how to view and sort
chat rooms? Click the Chat Rooms tab, click the View icon and
Note: If you are viewing by folder, the sort applies to select how to view the list. Or, click the Manage Chat
the current folder only.
Rooms icon and then click the My Chat Rooms or
All Chat Rooms tab. In the Sort by field, select how to
view the list.
Work with the chat room folders?
Click the Chat Rooms tab, click the View icon and
then select View by Chat Room Folders. Right-click (or
Ctrl-click on Macintosh) a folder for menu options to
work with folders. Or, click the Manage Chat Rooms
icon . Click the My Chat Rooms tab to work with
personal folder or click the All Chat Rooms tab to work
with global folders.
Get notified when a specific chat room has active Click Tools > Chat rooms > Alert Me When.
participants, contains messages that I have not read, or Note: To set alerts for chat rooms not on your Chat
has specific words that I identify? Rooms panel, first add them to the My Chat Rooms tab
Note: You can only set alerts for chat rooms listed on from the All Chat Rooms tab on the Manage Chat
yourSametime Connect client Chat Rooms panel. These Rooms page. This procedure is described earlier in this
are the chat rooms that you previously added to your table.
My Chat Rooms tab in the Manage Chat Rooms page.
Specify audio and visual options for my chat room Do one of the following actions, depending on the client
alerts? you are using.
v If you are using Sametime Connect, click File >
Preferences and then click Notifications in the
navigator. Select Chat room alert from the list to set
the alert options you want.
v If you are using Lotus Notes, click File > Preferences
and then click the plus sign (+) beside Sametime in
the navigator. Then click Notifications. Select Chat
room alert from the list to set the alert options you
want.
Work with chat rooms, including editing, organizing, and Click the Chat Rooms panel and then click the Manage
archiving chat rooms?
Note: You must have the appropriate access rights to Chat Rooms icon . Click the All Chat Rooms tab.
perform some chat room actions. Click a chat room and then click More Actions and
select the option you want. Click the My Chat Rooms
tab to work with your chat rooms.
2 IBM Sametime 8.5.2 Chat Rooms, Broadcast Communities, and Instant Share Task Reference

3. Table 1. Chat room tasks (continued)
How do I... Do this:
View more of the transcript than shows in an active chat Go to an archived chat room: click the Chat Rooms
room window?
panel and then click the Manage Chat Rooms icon .
Click All Chat Rooms tab, click Archived Chat Rooms
in the navigator. In an active chat room, click the Show
more link.
Note: You must have appropriate rights to access and
work with archived chat rooms.
View and search for older chat room transcripts? In an active chat room window, click File > Open Chat
Room History.
Create an FAQ based on information in a chat room
transcript? In an active chat room window, click and click
Add Chat Room FAQ.
View the FAQs entered for a chat room?
In an active chat room window, click and click
Open Chat Room FAQs..
Search chat room transcripts or chat room FAQs? Click the Chat Rooms panel and then click the Manage
Chat Rooms icon . Click the Search tab. For the
Search in: field, select search scope.
Work with FAQs for a chat room? Click the Chat Rooms panel and then click the Manage
Chat Rooms icon . Click the My Chat Rooms or All
Chat Rooms tab. Then click the FAQ link for a chat
room.
Rate an FAQ so that other participants can see the Click the Chat Rooms panel and then click the Manage
usefulness of the information provided in the FAQ?
Chat Rooms icon . Click the My Chat Rooms or All
Chat Rooms tab. Then click the FAQ link for a chat
room. If the page has FAQs, click the stars beside an
FAQ to rate it.
Adjust connections settings for the connections chat Do one of the following actions, depending on the client
room and broadcast tool event broker servers? you are using.
v If you are using Sametime Connect, click File >
Preferences and then click Chat Rooms and Broadcast
Tools in the navigator.
v If you are using Lotus Notes, click File > Preferences
and then click the plus sign (+) beside Sametime in
the navigator. Click Chat Rooms and Broadcast Tools.
Broadcast Communities
Read this section to get started with broadcast communities and tools using the Broadcast Communities
panel in your IBM Sametime Connect client or in the IBM Lotus Notes sidebar.
See, "Sametime Advanced in a browser," if you are using that client.
IBM Sametime 8.5.2 Chat Rooms, Broadcast Communities, and Instant Share Task Reference 3

4. Table 2. Broadcast communities tasks
How do I... Do this:
Create a broadcast community and, depending on the Click the Broadcast Communities panel and then click
type of community, specify who are managers and
members? the Broadcast Communities icon . Click Create/Edit
Broadcast Communities.
Join a broadcast community so that you can send and Click the Broadcast Communities panel and then click
receive broadcasts?
the Broadcast Communities icon . Click Join
Broadcast Communities.
Send a Skill Tap question, Instant Poll, Chat, or Click the Broadcast Communities panel and then click
Announcement to a broadcast community? one of the broadcast tools icons at the top of the
Broadcast Communities panel.
Set filters to limit incoming broadcasts? Click the Broadcast Communities panel and then click
the broadcast status icon . Click Filter Incoming
Broadcasts.
Find a broadcast community? Click the Broadcast Communities panel and then type
the name of the broadcast community you want to find
in the Type to find Broadcast Communities field.
Search for a broadcast community to edit or manage? Click the Broadcast Communities panel and then click
the Broadcast Communities icon . Click Create/Edit
Broadcast Communities. Select which broadcast
communities to show and how to sort them.
Set audio and visual options for broadcast community Do one of the following actions, depending on the client
alerts? you are using.
v If you are using Sametime Connect, click File >
Preferences and then click Notifications in the
navigator. Select Broadcast tools from the list of
notification events. You can create a new notification
for specific broadcast communities or tools.
v If you are using Lotus Notes, click File > Preferences
and then the plus sign (+) beside Sametime in the
navigator. Click Notifications and select Broadcast
tools from the list of notification events. You can create
a new notification for specific broadcast communities
or tools.
Edit a broadcast community. Click the Broadcast Communities panel and then click
the Broadcast Communities icon . Click Create/Edit
Broadcast Communities. Click Show Details for the
broadcast community and then click Edit.
Leave a broadcast community? Click the Broadcast Communities panel and then
Note: When you leave a broadcast community, you will right-click (Ctrl + click on Macintosh) and select Leave
no longer receive broadcasts sent to that community. Broadcast Community.
4 IBM Sametime 8.5.2 Chat Rooms, Broadcast Communities, and Instant Share Task Reference

5. Table 2. Broadcast communities tasks (continued)
How do I... Do this:
See which broadcasts I've recently received since I last Click the Broadcast Communities panel, click a
logged in to Sametime? broadcast community, and then click the Broadcast
History icon . Click View Recent Broadcasts.
Create an FAQ based on a Skill Tap broadcast question After you receive a Skill Tap question and provide an
that I received? answer to it, close the Skill Tap window. Select
Assistance was provided and then select Add to Skill
Tap FAQ. Click Submit.
Work with the Skill Tap FAQs for one of my broadcast Click the Broadcast Communities panel, right-click (ctrl
communities? + click on Macintosh) a broadcast community select
View Broadcast Community FAQs
Rate an FAQ so that other users see the value of the Click the Broadcast Communities panel, right-click (ctrl
provided expertise? + click on Macintosh) a broadcast community and select
View Broadcast Community FAQs. Click the stars beside
an FAQ to rate that FAQ answer. Click the stars beside
an FAQ to rate that FAQ answer.
View past Skill Tap FAQs for a broadcast community? Click the Broadcast Communities panel, right-click (ctrl
+ click on Macintosh) a broadcast community and select
View Broadcast Community FAQs.
Search for specific Skill Tap FAQs? Click the Broadcast Communities panel, right-click (ctrl
+ click on Macintosh) a broadcast community and select
View Broadcast Community FAQs. In the Find field,
enter the name of a community.
Specify my broadcast tools servers and connections? Click File > Preferences and then click Chat Rooms and
Broadcast Tools in the navigator.
Sametime Advanced in a browser
Read this section to get started with broadcast communities and chat rooms using Sametime Advanced in
a browser.
IBM Sametime 8.5.2 Chat Rooms, Broadcast Communities, and Instant Share Task Reference 5

6. You can create and edit chat rooms using Sametime Advanced in a browser.
Table 3. Chat room tasks
How do I... Do this:
Create a chat room? Click the All Chat rooms tab, navigate to the folder in
which you want the new chat room to be, and then click
New Chat Room.
Note: You must be logged in. If you are not already
logged in, click Log in at the top of the page and enter
your user name and password.
Find a chat room? Click the All Chat Rooms tab and then click a folder or
a tag to filter the list of chat rooms. Click the Search tab
for advanced search options.
Find a chat room to which I have access, but that I have Click the Search tab.
not yet added to my My Chat Rooms list? Note: You must be logged in. If you are not already
logged in, click Log in at the top of the page and enter
your user name and password.
Invite others to participate in a chat room? In an active chat room window, click the Invite Others
Note: This feature is available only if the chat room
creator allows participants to invite others. icon .
Post a file to a chat room? In an active chat room window, click Tools > Add File.
6 IBM Sametime 8.5.2 Chat Rooms, Broadcast Communities, and Instant Share Task Reference

7. Table 3. Chat room tasks (continued)
How do I... Do this:
Show in my chat room when participants join or leave In an active chat room window click View > Show >
the chat room? When Users Join or Leave.
Limit the size of the transcript that shows in a chat room Click the Chat Rooms panel and then click the Manage
and specify how much transcript to automatically move
Chat Rooms icon . Click the All Chat rooms tab and
to the chat room history?
then click New Chat Room. Click the Transcript tab.
Note: Limiting the size of the transcript in a chat room
determines how much of the transcript shows when a
participant enters a chat room. Once transcript text is
moved from the chat room window to the chat room
history, it is no longer available in the chat room. You
specify these settings when you create a chat room.
Add a chat room to the My Chat Rooms tab? Click the All Chat Rooms tab, click the chat room you
Note: Chat rooms that you add to your My Chat Rooms want, and then click Add to My Chat Rooms.
list also appear on the Sametime Connect client's Chat
Rooms panel.
Organize the chat rooms, including how to view and sort Click Sort by and select how to view the list. Or, click
chat rooms?
Note: If you are viewing by folder, the sort applies to to see chat rooms organized by folder or to see
the current folder only. all your chat rooms in a single list.
Work with the chat room folders? Click the My Chat Rooms tab to work with personal
folder or click the All Chat Rooms tab to work with
global folders.
Get notified when a specific chat room has active Not applicable.
participants, contains messages that I have not read, or
has specific words that I identify?
Note: You can only set alerts for chat rooms listed on
your Sametime client Chat Rooms panel. These are the
chat rooms that you previously added to your My Chat
Rooms tab in the Manage Chat Rooms page.
Specify audio and visual options for my chat room Not applicable.
alerts?
Work with chat rooms, including editing, organizing, and
archiving chat rooms?
Note: You must have the appropriate access rights to
perform some chat room actions.
View more of the transcript than shows in an active chat In an active chat room, click the Show more link.
room window? Note: You must have appropriate rights to access and
work with archived chat rooms.
View and search for older chat room transcripts? In an active chat room window, click File > Open Chat
Room History.
Subscribe to a chat room RSS feed? Click the My Chat Rooms or All Chat Rooms tab. Click
Note: This feature might not be available to you. the RSS icon to subscribe to a feed with information
about the chat rooms on these tabs. You can also click on
an individual chat room and then click the RSS
feedreader icon for a feed with information about that
chat room.
Create an FAQ based on information in a chat room Click the All Chat Rooms tab, click the FAQ link, and
transcript? then click New FAQ.
View the FAQs entered for a chat room?
In an active chat room window, click and click
Open Chat Room FAQs.
IBM Sametime 8.5.2 Chat Rooms, Broadcast Communities, and Instant Share Task Reference 7

8. Table 3. Chat room tasks (continued)
How do I... Do this:
Search chat room transcripts or chat room FAQs? Click the Search tab. For the Search in: field, select
search scope.
Work with FAQs for a chat room? Click the My Chat Rooms or All Chat Rooms tab. Then
click the FAQ link for a chat room.
Rate an FAQ so that other participants can see the Click the My Chat Rooms or All Chat Rooms tab. Then
usefulness of the information provided in the FAQ? click the FAQ link for a chat room. If the page has FAQs,
click the stars beside an FAQ to rate it.
Adjust connections settings for the connections chat Not applicable.
room and broadcast tool event broker servers?
You can create and edit broadcast communities using Sametime Advanced in a browser.
Table 4. Broadcast communities tasks
How do I... Do this:
Create a broadcast community and, depending on the Click the Broadcast Communities tab and then click
type of community, specify who are managers and New Broadcast Community.
members?
Join a broadcast community so that you can send and Not applicable.
receive broadcasts?
Send a Skill Tap question, Instant Poll, Chat, or Not applicable.
Announcement to a broadcast community?
Set filters to limit incoming broadcasts? Not applicable.
Find a broadcast community? Click the Broadcast Communities tab. In the Search
communities field, type the name of the broadcast
community you want to find.
Search for a broadcast community to edit or manage? Click the Broadcast Communities tab. Select which
broadcast communities to show and how to sort them.
Set audio and visual options for broadcast community Not applicable.
alerts?
Edit a broadcast community? Click the Broadcast Communities tab lclick Show
Details for the broadcast community, and then click Edit.
Leave a broadcast community? Not applicable.
Note: When you leave a broadcast community, you will
no longer receive broadcasts sent to that community.
See which broadcasts I've recently received since I last Not applicable.
logged in to Sametime?
Create an FAQ based on a Skill Tap broadcast question Not applicable.
that I received?
Work with the Skill Tap FAQs for one of my broadcast Click the Broadcast Communities tab. Click the FAQs
communities? link to see and work with all FAQs for a broadcast
community.
Rate an FAQ so that other users see the value of the Click the Broadcast Communities tab. Click the FAQs
provided expertise. link to see all FAQs for a broadcast community.
View past Skill Tap FAQs for a broadcast community? Not applicable.
Search for specific Skill Tap FAQs? Click the Broadcast Communities tab and go to the
FAQs page for a broadcast community or click the
Search tab for advanced search options.
Specify my broadcast tools servers and connections? Not applicable.
8 IBM Sametime 8.5.2 Chat Rooms, Broadcast Communities, and Instant Share Task Reference

9. Instant Share
Read this section to get started with Instant Share in the IBM Sametime Connect client or in the IBM
Lotus Notes sidebar.
Note: Instant Share is not available from Sametime Advanced in a browser.
Table 5. Instant share tasks
How do I... Do this:
Start sharing my screen with others? Click one or more contacts and then click the Instant
Share icon . Or, from a chat window, click the
Instant Share icon . Select what you want to share.
Let someone else take control of my screen? During an Instant Share session, click the click the Allow
Control icon in the floating palette window. The
participant who wants to take control then clicks the
Take Control icon in their shared screen window.
Reclaim control of my screen? During an Instant Share session in which a participant
took control of your screen, click the Reclaim Control
icon in the floating palette window.
Invite others to an existing Instant Share session? During an Instant Share session, click the Stop Sharing
icon in the floating palette window to end the
Instant Share session. Click the names of current contacts
with whom you want to participate in the Instant Share
session and then click Instant Share icon .
Save a picture of the shared screen I am viewing? During an Instant Share session, click the Snap Shot icon
at the top of the shared screen window. Click OK.
IBM Sametime 8.5.2 Chat Rooms, Broadcast Communities, and Instant Share Task Reference 9

10. Table 5. Instant share tasks (continued)
How do I... Do this:
Specify the location to which to save a snap shot of a Do one of the following actions, depending on the client
shared screen? you are using.
v If you are using Sametime Connect, click File >
Preferences and then click Instant Share in the
navigator.
v If you are using Lotus Notes, click File > Preferences
and then click the plus sign (+) beside Sametime in
the navigator. Then click Instant Share.
10 IBM Sametime 8.5.2 Chat Rooms, Broadcast Communities, and Instant Share Task Reference