Lotus Notes 7 Help - Starting an instant meeting

INSTANT MESSAGING

Starting an instant meeting
Note Instant chat meetings are available only if your company has an IBM Lotus Sametime server, and only for Windows versions of IBM Lotus Notes. Instant meetings with audio, video, whiteboard, or screen sharing are available only if your Lotus Sametime server has Web conferencing capability.

IBM Workplace Managed Client users: If your company uses IBM Workplace Collaboration Services for instant messaging, features may differ from the IBM Lotus Sametime features described here. For information on instant messaging with Workplace Collaboration Services, see the Instant Contacts section of IBM Workplace Managed Client Help.

Instant meetings take place in the IBM Lotus Sametime Meeting Room, and allow multiple people to do the following:

Chat by exchanging text messages.
Communicate using computer audio.
Communicate using computer audio and video.
Present information using the whiteboard or screen sharing.
Collaborate using all of the above.

1. To start an instant chat meeting, do one of the following:

From a mail message, to meet with the sender plus everyone in the "To" and "cc" fields, click Chat and choose "Chat with All."
From a meeting or group To Do document, click Chat and then select "Chat with All."
From the Instant Messaging Contact List, select the names of the people you want to meet with. Hold CTRL to select multiple names; hold SHIFT to select multiple names that are adjacent to one another. Then click the Chat icon .
Choose File - Instant Messaging, and then Start Instant Chat Meeting.

Note

You can start an instant chat meeting with anyone who has an Active or Away online status. People who are Away can see your messages once they return to their computers.

2. To start an application-sharing meeting, choose File - Instant Messaging, and then choose Start Instant Audio Meeting, Start Instant Video Meeting, Start Instant Shared Meeting, or Start Instant Collaboration Meeting.

3. Enter the appropriate information:

The topic - Enter a topic, or leave the default topic.
The invitation message - You can leave the default message or change it.
The list of invitees - To add people to the list of invitees, click Add Invitees, enter a user name in the "Add to Invitation" dialog box -- first name followed by last name -- and click Add. Alternatively, you can click the "Browse Directory" button to search the directory. You can also type just the first name or last name (but not a short name such as Rob instead of Robert, unless that is how the person is listed in the Lotus Sametime directory). If the name that you typed matches more than one entry in the directory, a list of matching names appears. Select the correct name from the list and click Add.
Meeting Tools - To add a tool to your meeting, select the tool. To remove a tool, deselect it

For more information on audio, video, screen sharing, and whiteboards, see the Lotus Sametime 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 Lotus Sametime server. For example, if the name of your Lotus Sametime 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.

Tip You can view the User's Guide only if your browser version is supported by IBM Lotus Sametime. 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).

Note If your Lotus Sametime server is version 6.5.x, the title of the user's guide you see is Lotus Instant Messaging and Web Conferecing User's Guide.

Security - Select the "Secure meeting" option to ensure that your meeting is encrypted. Encryption ensures that no one outside your meeting can read your messages. If security is not an issue, you do not need to select this option.

4. Click Send. An invitation is sent to the appropriate people; they can respond to the invitation by sending you a private message, joining the meeting, or closing the invitation dialog box. (If the person you are inviting closes the invitation dialog box, you are not notified.)

Note

You cannot invite someone who is offline or whose status or "Do Not Disturb Me."

Tips

To send a private chat message to someone in the participants list of an active meeting, right-click on a name and select Chat.
You can include Notes document links, view links, and database links in messages that you send. If recipients are using Lotus Notes 7, they will be able to open the target by clicking the link. If recipients are using Lotus Notes 6.5.x or a standalone Lotus Sametime Connect client, they will be able to open the target by copying and pasting the displayed string into the Notes "Address" field.

Working with instant meetings

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