Lotus® Sametime® meetings take place in reservationless meeting rooms. Meeting rooms open in either a Lotus Sametime window or a Web browser. Use this task reference to get started managing and participating in meetings.

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IBM Lotus Sametime Meetings Task Reference
Lotus® Sametime® meetings take place in reservationless meeting rooms. Meeting rooms open in either a
Lotus Sametime window or a Web browser. Read the section below for the meeting room that you are
using to get started with the tasks for managing and participating in meetings.
Meeting rooms that open in a Sametime window
Read this section to learn about working in meeting rooms that open in a Lotus Sametime window.
How do I... Action
Start a conference call? (If this feature is available to you.)
Click in the Conferencing area of the meeting
room.
Join a conference call? (If this feature is available to you.)
Click in the Conferencing area of the meeting
room.
See the call-in information to call in to the audio conference Click Show call-in information in the Conferencing
using my telephone? (If this feature is available to you.) area of the meeting room.
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How do I... Action
Use video in a meeting room? (If this feature is available to
Click in the Conferencing area of the meeting
you.)
room. The first video participant clicks Start My
Video.
Use Lotus Sametime Audio/Video conferencing? (If this Click Room Tools → Change Room Settings and then
feature is available to you.) click Conferencing. Select Sametime Audio/Video
Conferencing.
Change conference call-in information for a meeting room? Click Room Tools → Change Room Settings.
Create a new audio conferencing solution for a meeting You create new audio conferencing solutions from
room? IBM® Lotus Sametime Connect or IBM Lotus Notes®.
Do one of the following actions:
v If you are using Lotus Sametime Connect, click File
→ Preferences.
v If you are using Lotus Notes, click File →
Preferences and then click the plus sign (+) beside
Sametime in the navigator.
Then click Telephony, Audio and Video → Connection
and Conference Settings.
Start sharing? Do one of the following actions:
v If no one is sharing, click Start Sharing in the
sharing area.
v If someone else is already sharing, click Let Me
Share in the sharing area. Click what you want to
share.
Toggle between displaying what is being shared in its
Click and in the sharing toolbar.
original size and scaling it to fit in the shared area.
Stop sharing? Click Stop Sharing in the sharing toolbar.
Let someone else share? Any presenter in the meeting room can click Let Me
Share, even while someone else is sharing.
Check whether someone else can share? In the Participants list, click the Set Permissions icon
and see who appears under Who can share
content.
Add materials to share? Do one of the following actions:
v In the Library, click one of the available icons, such
as , and select what you want to add.
v Drag a file from your computer to the Library.
Set meeting room permissions? (Meeting room owner or In the Participants list, click the Set Permissions icon
managers only.)
and select the roles and actions for individuals or
all room participants.
Invite others to join the meeting room?
In the Participants list, click .
Record a meeting? In the global toolbar, click Record.
See different views of the Participants list?
In the Participants’ list, click and select how to
display meeting attendees, such as by their names or
photos.
Chat privately with another participant? Click the name of the person with whom you want to
chat and then click .
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How do I... Action
Chat with all meeting room participants?
In the Discussion area of the meeting room, click
and then enter your chat message.
Find a link to a meeting room to send to others? In the global toolbar, click Room Tools → View
Meeting Information.
View meeting room information? In the global toolbar, click Room Tools → View Room
Information.
Edit meeting room information? In the global toolbar, click Room Tools → Change
Room Settings.
Optimize meeting rooms for a large number of In the global toolbar, click Room Tools → Change
participants? Room Settings. Under Participant list, select Hide
individual participant names.
Take and share a snap shot of my screen?
In the Library, click the Screen capture icon .
View details about items stored in the library? Click an item stored in the Library to select it. Then
click and click View Details.
Create and send a poll?
In the Library, click the Add Poll con .
View and save poll results? In the Poll Results dialog box, click Save Results and
Close.
Capture meeting minutes and action items? In the Discussion area of the meeting room, click the
Minutes or Action item icon and type your entry.
Create an attendance report? In the global toolbar, click Room Tools → Create
Meeting Report.
Create a meeting report? In the global toolbar, click Room Tools → Create
Meeting Report .
End a meeting? Click the X in the upper-right corner of the meeting
room.
Note: The meeting room remains active for everyone
still in the room.
Leave a meeting? Click the X in the upper-right corner of the meeting
room.
Remove all content from a meeting room? In the global toolbar, click Room Tools → Remove
Room Content.
Delete a meeting room? Meeting room owners and managers can delete a
meeting room from IBM Lotus Sametime Connect or
IBM Lotus Notes. Click the Sametime Meetings panel
and then click a meeting room to select it. Click More
Actions → Delete Room.
Set recording preferences You set recording preferences from IBM Lotus
Sametime Connect or IBM Lotus Notes.
v If you are using Lotus Sametime Connect, click File
→ Preferences.
v If you are using Lotus Notes, click File →
Preferences and then click the plus sign (+) beside
Sametime in the navigator.
Then click Sametime Meeting Rooms → Recording.
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Meeting rooms that open in a Web browser
Read this section to learn about working in meeting rooms that open in a Web browser.
How do I... Action
See the call-in information to call in to the audio Click Show call-in information in the Conferencing area
conference using my telephone? (If this feature is of the meeting room.
available to you.)
Change conference call-in information for a meeting Click Room Tools → Change Room Settings.
room?
Start sharing? Do one of the following actions:
v If no one is sharing, click Start Sharing in the sharing
area.
v If someone else is already sharing, click Let Me Share
in the sharing area. Click what you want to share.
Toggle between displaying what is being shared in its
Click and in the sharing toolbar.
original size and scaling it to fit in the shared area.
Stop sharing? Click Stop Sharing in the sharing toolbar.
Let someone else share? Any presenter in the meeting room can click Let Me
Share, even while someone else is sharing.
Check whether someone else can share?
In the Participants list, click the Set Permissions icon
and see who appears under Who can share content.
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How do I... Action
Add materials to share? In the Library, click one of the available icons, such as
, and select what you want to add.
Set meeting room permissions? (Meeting room owner or
managers only.) In the Participants list, click the Set Permissions icon
and select the roles and actions for individuals or all
room participants.
Invite others to join the meeting room? Click Room Tools → View Room Information and copy
the meeting room Web Address (URL) to send others.
See different views of the Participants list?
In the Participants list, click and select how to
display meeting attendees, such as by their names or
photos.
Chat privately with another participant? (If this feature is Right-click the name of the person with whom you want
available to you.) to chat and then click Chat.
Chat with all meeting room participants?
In the Discussion area of the meeting room, click
and then enter your chat message.
Find a link to a meeting room to send to others? In the global toolbar, click Room Tools → View Meeting
Information
View meeting room information? In the global toolbar, click Room Tools → View Room
Information.
Edit meeting room information? In the global toolbar, click Room Tools → Change Room
Settings.
Optimize meeting rooms for a large number of In the global toolbar, click Room Tools → Change Room
participants? Settings. Under Participant list, select Hide individual
participant names.
View details about items stored in the library? Click an item stored in the Library to select it. Then click
and click View Details.
View poll results? See the poll results posted to the Discussion area of the
meeting room.
Capture meeting minutes and action items? In the Discussion area of the meeting room, click the
Minutes or Action item icon and type your entry.
Create an attendance report? In the global toolbar, click Room Tools → Create Meeting
Report.
Create a meeting report? In the global toolbar, click Room Tools → Create Report .
End a meeting? Click the X in the upper-right corner of the meeting
room.
Note: The meeting room remains active for everyone still
in the room.
Leave a meeting? Click the X in the upper-right corner of the meeting
room.
Remove all content from a meeting room? In the global toolbar, click Room Tools → Remove Room
Content.
Delete a meeting room? Meeting room owners and managers can delete a
meeting room from the Lotus Sametime Meeting Room
Center. In the My Meeting Rooms view, for the meeting
room you want to delete, click More Actions → Delete.
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