Starting an instant meeting

INSTANT MESSAGING

Starting an instant meeting
Instant meetings are online meetings that allow multiple people to simultaneous communicate using any combination of the following: text messages, computer audio or video, or presentations on whiteboard or through screen sharing.

Note: The features described in this topic are available only if your company has an IBM Lotus Sametime server. These features are not available for the Macintosh version of Lotus Notes. Instant meetings with audio, visual, whiteboard, or screen sharing are available only if your Lotus Sametime server has Web conferencing capability.

Instant meetings take place in the IBM Lotus Sametime meeting room, and allow multiple people to simultaneously do the following tasks:

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.

To start an instant meeting, follow these steps:

1. Do one of the following:

To start an instant chat meeting: 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
To start an application-sharing meeting: Click File > Instant Messaging, and then click Start Instant Audio Meeting, Start Instant Video Meeting, Start Instant Shared Meeting, or Start Instant Collaboration Meeting.

2. 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/STMTGHelp/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 Conferencing 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.

3. 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 is "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 click Chat.
You can include Notes document links, view links, application links, and Web address links in messages that you send. If recipients are using Lotus Notes 7 or above, they will be able to open the target by clicking the link. If recipients are using Lotus Notes 6.5.x or a standalone IBM Lotus Sametime Connect client prior to release 7.5, they will be able to open the target by copying and pasting the displayed string into the Address field and pressing Enter.

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