IBM Sametime 9 Meetings - Task Reference

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A visual guide to Sametime 9 Meetings. Learn how to share you screen, use audio and video, upload files, discuss with your colleagues, and more.

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IBM Sametime 9 Meetings - Task Reference

  1. 1. Sametime Meetings Task Reference
  2. 2. ii Sametime Meetings Task Reference
  3. 3. Contents Sametime Meetings Task Reference. . . 1 iii
  4. 4. iv Sametime Meetings Task Reference
  5. 5. Sametime Meetings Task Reference Use IBM® Sametime® Meetings to share information and collaborate with people in one place. Use meetings to share you screen, use audio and video, upload files, discuss with your colleagues, and more. Meetings v Switch views between the Meeting Stream, Voice and Video, a Participant list, and the meeting room Library. v Invite other contacts to join the meeting room with a single click. v Add a File to the meeting room Library. v Access a Menu of Options from the meeting room. v Share your screen, a file, or a snapshot with all other meeting room participants. v Modify the meeting room settings in the Actions and Settings menu. v Use the pointer and highlighter tools when you share. Table 1. Getting started with Sametime meetings. This table lists the basic tasks to get started with meeting rooms. What do you want to do? Steps to take Add a meeting room server Click > Preferences and open the Server Communities tab. Add a New Server Community to create a meeting room server. Your Sametime administrator might do this for you. 1
  6. 6. Table 1. Getting started with Sametime meetings (continued). This table lists the basic tasks to get started with meeting rooms. What do you want to do? Steps to take Create a meeting room If you have permission to create a meeting room, click in the Sametime Connect client. Then, click and complete the dialog box. Add files from the library to share, and use the pointer and highlighter In a meeting room, click to add a file or a link. After you upload the file, you can share, download, or preview the file. While you are sharing, click to point to and highlight parts of your file. Share a screen capture In the meeting room library, click . Select the part of your screen that you want to capture and click either Add to Meeting to add the image to the library, Share Now, or Recapture. Note: This feature is not available for meeting rooms that are open in a web browser. Instead, capture your screen by using another application; save it as a file, and then add that file to the meeting room Library. Table 2. Starting a meeting. The following table demonstrates common tasks for meeting room owners and participants. What do you want to do? Steps to take Invite others to join a meeting Click , select the meeting room, and click More Actions > Copy to Clipboard. Then, choose a way to share the meeting room link. v Paste the link in an email or chat. v Add the link to a calendar invitation. v Set up Online Meeting preferences in IBM Notes® . – Create a Notes calendar invitation. – Click Online Meeting > New – Name the meeting room, paste the meeting room link in the Meeting URL, and enter a password. Invite others to join a meeting in progress In a meeting room, click , select the contacts to invite, and click Send. Or, drag contacts names from your contact list to add them to the meeting. 2 Sametime Meetings Task Reference
  7. 7. Table 2. Starting a meeting (continued). The following table demonstrates common tasks for meeting room owners and participants. What do you want to do? Steps to take Start or join an audio or video call If you are a meeting room owner or manager, click and click Start Call. Then, select your call preferences. If you are a participant, click and select Join Call to view your options for joining the call. Note: If you see Not available, then no one can call into the meeting from inside the meeting room. Either your organization does not have an available audio and video service provider, or the meeting room owner did not select a service provider. Start and stop sharing To start sharing, click Start Sharing if no one else is sharing. If someone else is already sharing, click Let Me Share in the sharing area. Note: If you are on a slow network, select Send shared data through the server. Table 3. Changing meeting room settings. This table tells you how to manage meeting room settings both as a meeting room owner and as a participant. What do you want to do? Steps to take Assign meeting room owners and managers By default, the person who creates the meeting room is the meeting room owner. Meeting room owners assign manager roles to participants. If you are the owner of a meeting room, click > > Change Room Settings and click Permissions. Set permissions for individuals in the meeting room to add room managers. Change the call-in information for an audio conference If you are a meeting room owner or manager, click in an open meeting room. Select Change Room Settings > Voice and Video and choose the service provider whose call-in information you want to change. Update the telephone number and the passcode for the Call-in Information. Sametime Meetings Task Reference 3
  8. 8. Table 3. Changing meeting room settings (continued). This table tells you how to manage meeting room settings both as a meeting room owner and as a participant. What do you want to do? Steps to take Use computer audio for an audio conference If the meeting room uses the service provider Sametime Audio/Video Conferencing, click Join Call to join the audio conference by computer. If video is available, the video starts as soon as you join the call. With this option, no one can call into the meeting by telephone; participants must use their computer. If the meeting room uses a third-party, integrated audio and video service provider, click Join Call to join the audio conference by computer, telephone, or video device if available. With this option, call control options are available in the meeting room for both the meeting room managers and participants. Set up a listen-only meeting for a large number of participants In the meeting room, click > Change Room Settings. Under Large Meeting Support, select Make this a lecture-style meeting. Edit meeting room settings If you are already in a meeting room, click > Change Room Settings. Edit the settings that you want to update. If you are not yet in the meeting and are a meeting room owner, click , then click Sametime Meetings and select the list of meeting rooms that you want to see. Choose the meeting room that you want to edit and click More > Edit. Remove content from the meeting room Library In a meeting room, click to open the library. Then, click > Clear Library. Note: Files that are stored in Files are removed from the Library, but not from Files. Table 4. Extended meeting room features. The following table explores more features that you can use within Sametime meeting rooms. What do you want to do? Steps to take Check whether another user can share their screen In a meeting room, click , then click > Change Room Settings > Permissions. To see who can share, click Present and add to the Library. 4 Sametime Meetings Task Reference
  9. 9. Table 4. Extended meeting room features (continued). The following table explores more features that you can use within Sametime meeting rooms. What do you want to do? Steps to take Create and send a poll In the meeting room, click to open the Library, then click to create a multiple choice question poll for all participants. Enter your poll question and sent it immediately or save it to the Library to send, copy, or edit at another time. Create a meeting report Meeting room owners, managers, and presenters can create a meeting room report. To create a report, click > Create Meeting Report and complete the dialog box before you close the meeting. Sametime Meetings Task Reference 5

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