IBM Sametime 8.5.2 Chat Rooms, Broadcast Communities, and Instant Share Task Reference

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

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IBM Sametime 8.5.2 Chat Rooms, Broadcast Communities, and Instant Share Task Reference

  1. 1. IBM Sametime 8.5.2 Chat Rooms, Broadcast Communities,and Instant Share Task ReferenceLearn 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 RoomsRead this section to get started with chat rooms using the Chat Rooms panel in your IBM SametimeConnect client or in the IBM Lotus Notes® sidebar.See, "Sametime Advanced in a browser," if you are using that client.Table 1. Chat room tasksHow 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 Managenot 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 OthersNote: This feature is available only if the chat roomcreator 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. 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 Manageand specify how much transcript to automatically moveto 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 roomdetermines how much of the transcript shows when aparticipant enters a chat room. Once transcript text ismoved from the chat room window to the chat roomhistory, it is no longer available in the chat room. Youspecify 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 ManageNote: Chat rooms that you add to your My Chat Roomslist also appear on the Sametime Connect clients Chat Chat Rooms icon . Click the All Chat Rooms tab, click the chat room you want, and then click Add to MyRooms panel. Chat Rooms.Organize the chat rooms, including how to view and sortchat rooms? Click the Chat Rooms tab, click the View icon andNote: If you are viewing by folder, the sort applies to select how to view the list. Or, click the Manage Chatthe 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 Chathas specific words that I identify? Rooms panel, first add them to the My Chat Rooms tabNote: You can only set alerts for chat rooms listed on from the All Chat Rooms tab on the Manage ChatyourSametime Connect client Chat Rooms panel. These Rooms page. This procedure is described earlier in thisare 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 clientalerts? 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 Managearchiving 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. 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 Roomsroom 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 roomtranscript? 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 Manageusefulness 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 clientroom 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 CommunitiesRead this section to get started with broadcast communities and tools using the Broadcast Communitiespanel 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. 4. Table 2. Broadcast communities tasksHow do I... Do this:Create a broadcast community and, depending on the Click the Broadcast Communities panel and then clicktype of community, specify who are managers andmembers? 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 clickreceive 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 clickAnnouncement 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 clientalerts? 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 thenNote: When you leave a broadcast community, you will right-click (Ctrl + click on Macintosh) and select Leaveno 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. 5. Table 2. Broadcast communities tasks (continued)How do I... Do this:See which broadcasts Ive recently received since I last Click the Broadcast Communities panel, click alogged 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 anthat 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 (ctrlcommunities? + click on Macintosh) a broadcast community select View Broadcast Community FAQsRate an FAQ so that other users see the value of the Click the Broadcast Communities panel, right-click (ctrlprovided 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 browserRead this section to get started with broadcast communities and chat rooms using Sametime Advanced ina browser. IBM Sametime 8.5.2 Chat Rooms, Broadcast Communities, and Instant Share Task Reference 5
  6. 6. You can create and edit chat rooms using Sametime Advanced in a browser.Table 3. Chat room tasksHow 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 OthersNote: This feature is available only if the chat roomcreator 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. 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 Manageand specify how much transcript to automatically move Chat Rooms icon . Click the All Chat rooms tab andto the chat room history? then click New Chat Room. Click the Transcript tab.Note: Limiting the size of the transcript in a chat roomdetermines how much of the transcript shows when aparticipant enters a chat room. Once transcript text ismoved from the chat room window to the chat roomhistory, it is no longer available in the chat room. Youspecify 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 youNote: 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 clients ChatRooms panel.Organize the chat rooms, including how to view and sort Click Sort by and select how to view the list. Or, clickchat rooms?Note: If you are viewing by folder, the sort applies to to see chat rooms organized by folder or to seethe 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, orhas specific words that I identify?Note: You can only set alerts for chat rooms listed onyour Sametime client Chat Rooms panel. These are thechat rooms that you previously added to your My ChatRooms 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, andarchiving chat rooms?Note: You must have the appropriate access rights toperform 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. ClickNote: 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, andtranscript? 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. 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. Thenusefulness 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 tasksHow do I... Do this:Create a broadcast community and, depending on the Click the Broadcast Communities tab and then clicktype 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 willno longer receive broadcasts sent to that community.See which broadcasts Ive 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 FAQscommunities? 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 FAQsprovided 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. 9. Instant ShareRead this section to get started with Instant Share in the IBM Sametime Connect client or in the IBMLotus Notes sidebar.Note: Instant Share is not available from Sametime Advanced in a browser.Table 5. Instant share tasksHow 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. 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 clientshared 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

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