Lotus Notes 7 Help - Scheduling an online meeting

CALENDAR AND SCHEDULING

Scheduling an online meeting
You can schedule an online meeting and send out invitations that link to the online meeting resource. You must have an IBM Lotus Sametime server with Web conferencing capability to use this feature.

1. Follow the procedure for scheduling a meeting.

2. In the meeting form, select "This is an Online Meeting" in the Where section of the new meeting form.

3. Select one of these options in the Type field:

Collaboration for either small meetings with less than five participants, or for highly interactive meetings with several presenters.
"Moderated presentation/demo" for either a large presentation, structured meeting, or seminar with more than ten participants, or for moderately interactive meetings with a few presenters.
"Broadcast meeting" for a large presentation or demonstration where most participants only need to watch and listen. Your administrator must enable you to schedule a broadcast meeting.

For more information on meeting types, see the Lotus Instant Messaging and Web Conferencing User's Guide at the following URL:

http://<servername>/sametime/STHelp/H_THE_SAMETIME_USER_S_GUIDE_6913_OVER.html

where <servername> is the common name or your Instant Messaging server. For example, if the name of your Instant Messaging server is IM01.acme.com, insert IM01 into the above URL. You can find the name of your server on the Servers tab of your current Location document.

Note

You can view the User's Guide only if your browser version is supported by IBM Lotus Instant Messaging and Web Conferencing. If you experience a problem following this link from within Notes, try setting the browser in your Location document to "Microsoft Internet Explorer," "Notes with Internet Explorer," or "Other" (Mozilla).

4. Enter the name of the online resource in the Place field, or click the icon to open the Online Meeting Places dialog box and select the online resource from a list.

Note

After invitees accept the invitation, they will have an "Attend Online Meeting" link in this field of their accepted meeting document.

5. (Optional) To restrict meeting attendance to only the chair and those people on the Invitees list, select "Restrict only to meeting invitees." Invitees whom you add or remove after the original invitation has been sent will be allowed or restricted from attending the meeting accordingly. Invitees responding to an invitation with this option selected cannot choose to delegate the invitation.

Note

Once you have saved or sent the invitation, you cannot disable this option.

6. (Optional) Enter a password for the meeting. Invitees will be able to see the password in the meeting invitation. They will be prompted for the password when they attempt to join the meeting by clicking on the "Attend Online Meeting" link in their accepted meeting document.

7. (Optional) Attach files for the meeting by clicking the Attachments icon in the "Online Meeting Attachments" field.

8. Click the "Save and Send Invitations" action button in the action bar.

Invitees receive a link within the meeting invitation that provides direct access to the Online Meeting center through their browser. Online meetings display a globe icon in Calendar and Meeting views.

See Also

Working with instant messaging

Glossary

Help on Help

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Glossary

Help on Help

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