IBM Lotus Sametime Meeting Room Management Task Reference

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

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.

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

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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

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

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

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

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

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

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 North Castle Drive Armonk, NY 10504-1785 U.S.A. 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 country where such provisions are inconsistent with local law: INTERNATIONAL BUSINESS MACHINES CORPORATION PROVIDES THIS PUBLICATION “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF NON-INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express or implied warranties in certain transactions, therefore, this statement may not apply to you. This information could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes will be incorporated in new editions of the publication. IBM may make improvements and/or changes in the product(s) and/or the program(s) described in this publication at any time without notice. Any references in this information to non-IBM Web sites are provided for convenience only and do not in any manner serve as an endorsement of those Web sites. The materials at those Web sites are not part of the materials for this IBM product and use of those Web sites is at your own risk. © Copyright IBM Corp. 2009 7

IBM may use or distribute any of the information you supply in any way it believes appropriate without incurring any obligation to you. Licensees of this program who wish to have information about it for the purpose of enabling: (i) the exchange of information between independently created programs and other programs (including this one) and (ii) the mutual use of the information which has been exchanged, should contact: IBM Corporation Software Interoperability Coordinator, Department 49XA 3605 Highway 52 N Rochester, MN 55901 U.S.A. Such information may be available, subject to appropriate terms and conditions, including in some cases, payment of a fee. The licensed program described in this information and all licensed material available for it are provided by IBM under terms of the IBM Customer Agreement, IBM International Program License Agreement, or any equivalent agreement between us. Any performance data contained herein was determined in a controlled environment. Therefore, the results obtained in other operating environments may vary significantly. Some measurements may have been made on development-level systems and there is no guarantee that these measurements will be the same on generally available systems. Furthermore, some measurements may have been estimated through extrapolation. Actual results may vary. Users of this document should verify the applicable data for their specific environment. Information concerning non-IBM products was obtained from the suppliers of those products, their published announcements or other publicly available sources. IBM has not tested those products and cannot confirm the accuracy of performance, compatibility or any other claims related to non-IBM products. Questions on the capabilities of non-IBM products should be addressed to the suppliers of those products. All statements regarding IBM’s future direction or intent are subject to change or withdrawal without notice, and represent goals and objectives only. All IBM prices shown are IBM’s suggested retail prices, are current and are subject to change without notice. Dealer prices may vary. This information is for planning purposes only. The information herein is subject to change before the products described become available. This information contains examples of data and reports used in daily business operations. To illustrate them as completely as possible, the examples include the names of individuals, companies, brands, and products. All of these names are fictitious and any similarity to the names and addresses used by an actual business enterprise is entirely coincidental. COPYRIGHT LICENSE: This information contains sample application programs in source language, which illustrate programming techniques on various operating platforms. You may copy, 8 Sametime: IBM Lotus Sametime Meeting Room Management Task Reference

modify, and distribute these sample programs in any form without payment to IBM, for the purposes of developing, using, marketing or distributing application programs conforming to the application programming interface for the operating platform for which the sample programs are written. These examples have not been thoroughly tested under all conditions. IBM, therefore, cannot guarantee or imply reliability, serviceability, or function of these programs. The sample programs are provided ″AS IS″, without warranty of any kind. IBM shall not be liable for any damages arising out of your use of the sample programs. Each copy or any portion of these sample programs or any derivative work, must include a copyright notice as follows: © (your company name) (year). Portions of this code are derived from IBM Corp. Sample Programs. © Copyright IBM Corp. 2009. All rights reserved. If you are viewing this information softcopy, the photographs and color illustrations may not appear. Trademarks These terms are trademarks of International Business Machines Corporation in the United States, other countries, or both: IBM Lotus Lotus Notes Sametime Other company, product, or service names may be trademarks or service marks of others. Notices 9

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