Lotus® Lotus SametimeVersion 8
Lotus Sametime Advanced, Version 8Lotus Sametime 8 Task Reference
Version 8
SC23-9609-00
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Lotus® Lotus SametimeVersion 8
Lotus Sametime Advanced, Version 8Lotus Sametime 8 Task Reference
Version 8
SC23-9609-00
���
Note
Before using this information and the product it supports, read the information in ″Notices.″
Edition notice
This edition applies to version 8.0 of IBM Lotus Sametime Advanced (program number 5724-S90) and to all
subsequent releases and modifications until otherwise indicated in new editions.
© Copyright International Business Machines Corporation 2008. All rights reserved.
US Government Users Restricted Rights – Use, duplication or disclosure restricted by GSA ADP Schedule Contract
with IBM Corp.
Contents
Sametime 8 Task Reference . . . . . . 1
Notices . . . . . . . . . . . . . . 23
Trademarks . . . . . . . . . . . . . . 25
© Copyright IBM Corp. 2008 iii
iv Lotus Sametime: Lotus Sametime 8 Task Reference
Sametime 8 Task Reference
Quickly find any task and how to get started doing it in IBM® Lotus® Sametime® 8
and IBM Lotus Sametime Advanced 8.
IBM Lotus Sametime Standard 8
The following tables describe how to work with the Lotus Sametime Standard 8
software.
Get started
Use the information in this table to get started.
How do I....? Do this...
Log in for the first time.
Note: This logs you in to your default
server community.
Select Lotus Sametime Connect 8 from your
computer’s Start menu.
Log in to additional server communities. Click File → Log In and select the
community to which you want to log in or
click All to log in to all of your server
communities at once.
Log in as a different user.
Note: This procedure replaces the current
contact list and server communities with
yours.
Click File → Preferences and then click
Server Communities in the navigator. Click
Reset User.
Start the Lotus Sametime Connect client
automatically whenever I turn on my
computer.
In the Lotus Sametime Connect client or chat
window, click File → Preferences and then
click Contact List in the navigator. Select
Launch Sametime at system startup.
Log out. Click File → Log Out and then click All to
log out of all your server communities at
once or click the community from which you
want to log out.
Exit. Click File → Exit.
Optimize the Lotus Sametime Connect client
for accessibility.
Click File → Preferences and then click
Accessibility in the navigator. Select all of
the accessibility options.
Select the language in which to display the
user interface and Help.
Click File → Preferences and then click
Language in the navigator. Select the
language.
Change the language dictionary to use for
spell checking.
Click File → Preferences and then click Spell
Checking in the navigator. Select the
language.
Note: If the language you want is not
available in the list, you’ll need to install the
language dictionaries from the optional
plug-in update site. Click Tools → Plug-ins →
Check for Optional Plug-ins to find and
install these plug-ins. If the Optional plug-in
site is not available, see your administrator.
© Copyright IBM Corp. 2008 1
How do I....? Do this...
Keep the Lotus Sametime Connect client
window on top of all my other applications.
Click View → Always on Top.
Hide my contact list window to the system
tray when it is minimized.
Click File → Preferences and then click
Contact List in the navigator.
Show or hide my Lotus Sametime Connect
client application (plug-in) panels.
Click View → Application panels and then
select the application panels you want to
show.
Save or print a screen capture of a portion
of my screen.
Click Tools → Screen Capture.
Get notified whenever my network
connection is lost.
Click File → Preferences and then click
Contact List in the navigator.
Change my availability status for a specific
server community.
Click the availability status icon for a
community at the top of the Lotus Sametime
Connect client window and then select a
status.
Change my availability status for all my
server communities.
Click Tools → Set Availability and then
select a status.
Automatically change my availability status
to another status in certain situations, such
as when I do not touch my keyboard for a
certain amount of time.
Click File → Preferences and then click
Auto-Status changes.
Edit my availability status message for a
specific server community.
Click the availability status icon for a
community at the top of the Lotus Sametime
Connect client window and then click Edit
Status Message.
Edit my availability status messages for all
my server communities.
In the Lotus Sametime Connect client or the
chat window, click Tools → Edit Status
Message.
Set who sees my name on their contact list
when I am online.
Click Tools → Privacy and then click the
When I am online tab. Select Enable this
list to control who can see you when you’re
online and add names to include or exclude
from this privacy list.
Set who can see my name on their contact
list when my availability status is ″Do Not
Disturb.″
Click Tools → Privacy and then click the
When I am on Do Not Disturb tab. Select
Enable the following people to see me as
Available even when my status is set to Do
Not Disturb and add names to include or
exclude from this privacy list.
Add server communities. Click File → New → Server Community.
Work with my server communities:
v Remove a server community.
v Manage my server communities.
v Edit my server community settings.
v Set preferences for my server
communities.
Click File → Manage Communities and then
select a server community with which to
work.
Set or update my geographic location so
others know where I am and how to contact
me.
Click File → Preferences and then click
Geographic Location in the navigator.
2 Lotus Sametime: Lotus Sametime 8 Task Reference
How do I....? Do this...
Make my geographic location information
available for others to see on their
computers.
Click File → Preferences and then click
Geographic Location in the navigator. Select
Share my geographic location with others.
Display or hide my geographic location
information on my Lotus Sametime Connect
client.
Note: If you hide your geographic location
information, others can still see it on their
computers as long as you set your
Geographic Location preferences to share
your geographic location information.
Click View → Show → My Status Toolbar.
Clear this setting to hide your geographic
location information.
Set preferences for all my geographic
locations.
Click File → Preferences and then click
Geographic Location in the navigator.
Set how I want to be notified of a variety of
events, such as when I receive a call, an
invitation, or an announcement.
Click File → Preferences and then click
Notifications in the navigator.
Install new plug-ins. Click Tools → Plug-ins → Install Plug-ins.
Automatically check for new plug-ins
whenever I start my Lotus Sametime
Connect client.
Click File → Preferences and then click
Contact List in the navigator.
Check to see if any optional plug-ins are
available to install.
Click Tools → Plug-ins → Check for Optional
Plug-ins.
Configure my installed plug-ins. Click Tools → Plug-ins → Manage Plug-ins.
Migrate my installed plug-ins from another
version of Lotus Sametime.
Click Tools → Plug-ins → Migrate Features.
Uninstall one or more of my plug-ins. Click Tools → Plug-ins → Manage Plug-ins.
Select the plug-in you want to uninstall and
then click Uninstall.
Contacts
Use the information in this table to work with contacts.
How do I...? Do this...
Add contacts to my contact list. Click File → New → Contact.
Create nicknames for contacts on my contact
list.
Note: Nicknames display only on your own
computer, wherever a name appears, such as
on your contact list or in a chat window.
Other people cannot see the nicknames you
create.
Click a contact’s name and then click Edit →
Edit Nickname.
Display my contacts with short names
(names without their server addresses) or
full names (names with their server
addresses).
Click View → Short Names. Clear this
setting to show full names.
Move a contact on my contact list.
Note: You cannot move contacts within or
between public groups.
Click and drag a contact’s name to move it
within or between personal groups.
Remove a contact from my contact list. Click a contact’s name and then click Edit →
Remove from Contact List.
Sametime 8 Task Reference 3
How do I...? Do this...
Reduce the number of contacts on my
contact list by removing specific contacts or
those with whom I rarely or never chat.
Click Tools → Clean Contact List.
Alphabetically sort the contact names on my
contact list.
Click View → Contacts Alphabetically.
Display only online contacts or both online
and offline contacts on my contact list.
Click View → Online Only. Clear this setting
to show all contacts.
Show contacts in my contact list for specific
server communities.
Click View → Server Communities and then
select one or more server communities. Clear
this setting to hide the display of contacts
for specific server communities.
Expand and collapse the display of contacts
on my contact list.
Click View → Expand/Collapse.
Add a personal group to my contact list. Click File → New → Group and select Add a
new personal group.
Add a public group to my contact list. Click File → New → Group and select Search
for a public group.
Edit the name of a personal group on my
contact list.
Note: You cannot edit the names of public
groups.
Click the name of a personal group on your
contact list and then click Edit → Rename
Group.
Show both online and offline members of
the public groups on my contact list.
Click the name of the public group whose
members you want to display and then click
View → Show Group Content.
Alphabetically sort the group names on my
contact list.
Click View → Groups Alphabetically.
Remove a group from my contact list. Click the group name and then click Edit →
Remove from Contact List.
Work with my contact list:
v Select the font to use to display my
contact list group and contact names.
v Hide the names on my contact list
whenever I’m offline.
v Display icons representing my contacts’
server communities beneath each of their
availability status icons.
v Select the transparency of the server
community icons displayed beneath each
of my contact’s availability status icons.
v Show the business card information for a
contact when my mouse hovers over their
name on my contact list.
v Reconcile the local copy of my contact list
with the version stored on the server if
they become out-of-synch.
Click File → Preferences and then click
Contact List in the navigator.
Send an announcement to one or more
contacts on my contact list.
Click the names of one or more contacts and
then click Tools → Send → Announcement.
Send an e-mail to one or more contacts on
my contact list.
Click the names of one or more contacts and
then click Tools → Send → E-mail.
Send a file to one or more contacts on my
contact list.
Click the names of one or more contacts and
then click Tools → Send → File.
4 Lotus Sametime: Lotus Sametime 8 Task Reference
How do I...? Do this...
Import a contact list from a server or file to
add the names to my existing contact list or
to replace my existing contact list.
Click File → Import Contact List.
Export my contact list from one or all of my
server communities to a file.
Click File → Export Contact List.
Set a one-time alert so that I am notified
when a contact comes online and is
available.
Click a contact’s name and then click Tools
→ Alerts → Alert me when available.
Work with alerts set for individual contacts:
v Set a one-time or recurring alert for a
contact so that I am notified when the
contact becomes available, unavailable, or
goes offline.
v Modify an existing alert set for a contact.
v Remove an existing alert set for a contact.
v Select alerts to remove from one or more
contacts.
v Remove all alerts set for one or more
contacts.
Click one or more contacts’ names with an
alert and then click Tools → Alerts → Alert
Me When.
Get alerted whenever I add a new contact to
my contact list.
Click File → Preferences and then click
Contact List in the navigator.
Get alerted whenever I start a chat or other
events with groups larger than a specified
number of people.
Click File → Preferences and the click
Contact List in the navigator.
Text chats
Use the information in this table to work with text chats.
How do I...? Do this...
Start a text chat with someone on my
contact list.
Double-click a contact’s name
Start a text chat with someone not on my
contact list.
In the Type a name or phone number field
at the top of your Lotus Sametime Connect
client, type the name of the person with
whom you want to chat. When you find the
name, click it.
Invite others to a chat. In the chat window, click Tools → Invite
Others.
Respond to an invitation to join a chat. In the chat invitation window, click Join the
Chat.
Leave a chat. In the chat window, click File → Close.
Specify how to alert me when I get a new
chat.
Click File → Preferences and then click
Notifications in the navigator.
Format the text I am typing to send to my
chat partner.
In the chat window, click Edit → Text
Properties.
Manually check the spelling of the text I am
typing to send to my chat partner.
In the chat window, click Tools → Check
spelling.
Automatically check the spelling of text I am
typing to send to my chat partner.
In the chat window, click Tools → Check
Spelling Automatically.
Sametime 8 Task Reference 5
How do I...? Do this...
Insert an emoticon into the text I am typing
to send to my chat partner.
In the chat window, click Tools → Insert →
Emoticons.
Work with emoticon palettes:
v Create a custom emoticon palette.
v Edit an emoticon palette.
v Import and export emoticon palettes.
v Rename an emoticon palette.
v Remove an emoticon palette.
Click File → Preferences and then click
Emoticon palettes in the navigator.
Insert a Web address into the text I am
typing to send to my chat partner.
In the chat window, click Tools → Insert →
Hyperlink.
Insert an IBM Lotus Notes® link into the text
I am typing to send to my chat partner.
After copying an IBM Lotus Notes link, in
the chat window, click Tools → Insert →
Hyperlink.
Send an annotated screen capture of a
portion of my screen to my chat partner.
In the chat window, click Tools → Insert →
Screen capture.
Send a file to my chat partner. In the chat window, click Tools → Send →
File.
Receive a file that my chat partner sends
me.
In the chat window, click Accept.
Send the chat transcript in my open chat
window as an e-mail.
In the chat window, click Tools → Send → As
E-Mail.
Print the chat transcript in my open chat
window.
In the chat window, click File → Print.
Prevent my chat partners from saving,
copying, or printing a chat transcript.
In the chat window, click Tools → Prevent
Transcript Save.
6 Lotus Sametime: Lotus Sametime 8 Task Reference
How do I...? Do this...
Work with my text chats:
v Set the font for all my text chats.
v Always display my text chats using the
fonts and colors I select.
Note: This setting overrides your chat
partners’ fonts and colors.
v Define whether pressing the Enter key
sends my chat message to my chat
partner or inserts a new line in the chat
messages I am typing.
v Display date stamps in the text chat
exchanges I have with my chat partner.
v Display time stamps in the text chat
exchanges I have with my chat partner.
v Choose a format for time stamps that
display in the transcripts of all my text
chats.
v Display emoticons in the chat text that I
send and receive.
Note: If you do not display emoticons,
then the ASCII equivalent of each
emoticon, such as ;) shows in the
transcript instead of the emoticon.
v Show my chat partner’s business card
information at the top of the chat window.
v Show in my status bar and chat window
whenever my chat partner changes his or
her availability status.
v Indicate when my chat partner closes the
chat window.
v Set the direction for text that I type in my
chat window message entry field.
v Warn me if someone I am about to start a
chat with has an availability status of
″Away.″
v Warn me if my chat partner sends me a
message as I close the chat window.
v Use the Escape key to close the chat
window.
v Set Lotus Sametime so that when I exit it,
any open chat windows re-open the next
time I log in.
Click File → Preferences and then click Chat
Window in the navigator.
Set if and how to save all of my chat
transcripts, by default.
Click File → Preferences and then click Chat
History in the navigator.
Manually save the transcript in my active
chat window to a file.
Note: You cannot view or work with
manually-saved chat transcripts in the chat
history viewer.
In the chat window, click File → Save Chat
As.
Automatically save all my chat transcripts.
Note: Only automatically-saved chat
transcripts are available in the chat history
viewer.
In the chat window, click File → Preferences
and then click Chat History in navigator.
Sametime 8 Task Reference 7
How do I...? Do this...
View and work with my
automatically-saved chat transcripts in the
chat history viewer:
Note: Only automatically-saved chat
transcripts are available in the chat history
viewer.
v Open my chat history to view my chat
transcripts.
v E-mail a chat transcript.
v Print a chat transcript.
v Delete a chat transcript from the chat
history viewer.
In the chat window, click File → Open Chat
History to open the chat history. Then click
File or Tools to select an action to carry out.
Display multiple chat windows in a single,
consolidated, tabbed window.
Click File → Preferences and then click Chat
Window in the navigator.
Display or hide the following elements of
my open chat window:
v Contact Search
v Action Bar
v Business Card
v Tools Bar
v Status Bar
v Send Button
In the chat window, click View → Show and
select the elements you want to show.
Display or hide the following elements of
my chat transcripts:
v Emoticons
v Datestamps
v Timestamps
v Show Pop-up area
v View Received files
In the chat window, click View and select
one or more elements to include them in
chat transcripts.
Voice chats and video calls
Use the information in this table to work with (computer-to-computer) voice chats
and video calls, both of which come with the Lotus Sametime software.
How do I...? Do this...
Start a voice chat with up to five
participants, including myself, using my
computer’s and my chat partners’ computer
audio capabilities.
Click one or more contacts on your contact
list and then click Tools → Invite to Call.
Convert a text chat to a voice chat. In the chat window, Tools → Invite to Call.
Respond to an invitation to join a voice chat. In the invitation window, click Accept.
Start a video call so that I can see and hear
call participants.
Note: Video calls must be started from voice
chats.
In the voice chat window, click the Video
Controls icon and then click Start my video.
8 Lotus Sametime: Lotus Sametime 8 Task Reference
How do I...? Do this...
Automatically start a video call whenever
I’m in a voice chat.
Click File → Preferences and then click
Telephony, Audio, and Video in the
navigator. Select Always show my video
when making or receiving calls on my
computer.
Telephone calls
Use the information in this table to work with telephone-to-telephone calls. This
capability is available only if you have telephone-to-telephone call capabilities
integrated with the Lotus Sametime software.
How do I...? Do this...
Start a telephone call with someone who is
on my contact list.
Click one or more contacts on your contact
list and then click Tools → Invite to Call.
Start a telephone call with someone who is
not on my contact list.
In the Type a name or phone number field
at the top of the Lotus Sametime Connect
client window, type the name of the person
you want to call. When you find it,
right-click (or ctrl-click on Macintosh) and
click Call.
Start a telephone call with someone not in
my organization.
In the Type a name or phone number field
at the top of the Lotus Sametime Connect
client window, type the entire name or
telephone number of the person you want to
call. Click Call Phone Number.
Manage my preferred devices and telephone
numbers.
Click File → Preferences and then click the
plus sign (+) beside Telephony, Audio, and
Video in the navigator. Click Preferred
Numbers.
Select my preferred device or telephone
number for calls.
Click the telephone icon at the top of the
Lotus Sametime Connect client window and
select the device or telephone number you
want to use.
Select my computer sound and video
camera devices for calls.
Click File → Preferences and then click
Telephony, Audio, and Video in the
navigator.
Add a new telephone number to my list of
preferred numbers.
Click File → Preferences and then click the
plus sign (+) beside Telephony, Audio, and
Video in the navigator. Click Preferred
Numbers.
Route my incoming calls to another
telephone number or device based on where
I am geographically located.
Click File → Preferences and then click the
plus sign (+) beside Telephony, Audio, and
Video in the navigator. Click Route Calls.
Select whether or not to use sounds to alert
me of different events related to my calls,
such as when I receive a call or a connection
ends, and, if so, which sounds to use.
Click File → Preferences and then the plus
sign (+) beside Telephony, Audio, and
Video in the navigator. Click Sound Alerts.
Note: Click File → Preferences and then
click Notifications in the navigator to
specify other call notification options.
Sametime 8 Task Reference 9
How do I...? Do this...
Set my telephone connection information
before using Lotus Sametime for
telephone-to-telephone calls.
Click File → Preferences and then click the
plus sign (+) beside Telephony, Audio, and
Video in the navigator. Click Telephone
Connection Settings.
Meetings
Use the information in this table to work with meetings.
How do I...? Do this...
Start an instant meeting to share what is on
my screen in the context of an online
meeting room.
Click one or more contacts on your contact
list and then click Tools → Invite to Instant
Meeting. After entering the meeting, click
Tools → Screen Sharing → Share Screen.
Start an instant meeting from an active chat. In the chat window, click Tools → Start
Instant Meeting.
Respond to an invitation to join an instant
meeting.
In the Invitation dialog box, click Join.
Schedule an online meeting. Click Tools → Meetings → Schedule Meeting.
Schedule a repeating online meeting. Click Tools → Meetings → Schedule Meeting.
On the Essentials tab, click the Repeat
button.
Attend a scheduled online meeting. Click Tools → Meetings → Attend Meeting.
Test that my browser and audio and video
tools are correctly set up for online
meetings.
Click Tools → Meetings → Test Meeting.
See which audio and video online meeting
tools are available for each selected contact.
Click one or more contacts on your contact
list and then click Tools → Meetings →
Available Tools.
Select the audio and video tools I want
others to know I have.
Click File → Preferences and then click the
plus sign (+) beside Telephony, Audio, and
Video in the navigator. Click Web
Conference Tools and then select the tools
you want to show.
Integration of IBM Lotus Sametime with Microsoft® Office and
Microsoft Outlook
Use the information in this table to work with IBM Lotus Sametime in Microsoft
Office and Microsoft Outlook, if this feature is available to you.
How do I...? Do this...
Set if and when to launch Lotus Sametime
whenever I start Microsoft Outlook.
In Microsoft Outlook, click Tools → Options.
Click the Sametime Toolbar tab.
Search for Lotus Sametime contacts in
Microsoft Outlook.
In the Lotus Sametime toolbar, click the
Lotus Sametime Quick Find icon.
Open the Lotus Sametime contact list in
Microsoft Outlook.
In the Lotus Sametime toolbar, click the
Open the Lotus Sametime contact list icon.
10 Lotus Sametime: Lotus Sametime 8 Task Reference
How do I...? Do this...
Start a Lotus Sametime text chat, voice chat,
telephone call, or video call with the sender
of the selected e-mail in Microsoft Outlook.
Note: The sender of the selected e-mail
must also be logged in to Lotus Sametime.
In Microsoft Outlook, click Tools →
Sametime and then select the action you
want.
Start a Lotus Sametime instant meeting in
Microsoft Outlook.
In the Lotus Sametime toolbar, click Tools →
Sametime → Instant Meeting.
Change your current availability status. In the Lotus Sametime toolbar, click your
availability status icon.
Carry out various Lotus Sametime tasks
from names and e-mail addresses in
Microsoft Word, Excel, and Powerpoint that
are recognized as smart tags.
Note: Lotus Sametime menu options are
available for names and e-mail addresses
that correspond to Lotus Sametime contacts.
Click the i beside the underlined name or
e-mail address to show a menu of options to
carry out tasks for that person.
Set up Microsoft Outlook so that I can create
Lotus Sametime meetings.
In Microsoft Outlook, click Go → Folder List
and then right-click the Personal
Folders/Calendar folder. (Right-click the
Calendar tab for Microsoft Vista.) Select
Properties and then click the General tab.
For the When posting to this folder, use
field, select ST OnlineMeeting.
Create a Lotus Sametime meeting whenever
I create a Microsoft Outlook meeting.
In Microsoft Outlook, click the Calendar tab.
Click New → Meeting Request. Click the
Sametime tab and select Include an IBM
Lotus Sametime online meeting.
Automatically change my Lotus Sametime
availability status whenever I have a
Microsoft Outlook meeting.
In the Lotus Sametime Connect client, click
File → Preferences. Click Auto-status
Changes in the navigator.
Specify a Lotus Sametime meeting server for
my meetings.
In Microsoft Outlook, click Tools → Options.
Click the Sametime Meeting tab.
Create a repeating Lotus Sametime meeting
from Microsoft Outlook.
In Microsoft Outlook, click New → Meeting
Request. Select Recurrence.
Update meeting information. In your Microsoft Outlook calendar,
double-click the meeting you want to
update.
Delete a meeting.
Note: This procedure does not delete a
repeating Lotus Sametime meeting.
In Microsoft Outlook, select the meeting and
click Delete.
Copy contacts on my Lotus Sametime
contact list to my Microsoft Outlook contact
list.
In Microsoft Outlook, click Tools →
Synchronize Contacts. Click Synchronize
Sametime to Outlook.
Copy contacts on my Microsoft Outlook
contact list to my Lotus Sametime contact
list.
In Microsoft Outlook, click Tools →
Synchronize Contacts. Click Synchronize
Outlook to Sametime.
IBM Lotus Sametime Advanced 8
The following tables describe how to work with the IBM Lotus Sametime
Advanced 8 software. You can use Lotus Sametime Advanced 8 from the IBM
Lotus Sametime Connect client or a browser, depending on how this software is
Sametime 8 Task Reference 11
available to you in your organization. The tables below describe how to perform
tasks from both the client or a browser, depending on where these tasks can be
performed.
Chat Rooms
Use the information in this table to work with chat rooms.
How do I...? Do this...
Find a chat room I’m interested in from
those listed on my Lotus Sametime Connect
client Chat Rooms panel.
Note: This panel shows the chat rooms that
you previously added to your My Chat
Rooms list in the Lotus Sametime Advanced
Manage Chat Rooms page.
In the Sametime Connect client Chat Rooms
panel, 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.
Find a chat room I’m interested in amongst
all the chat rooms to which I have access,
but have not yet added to my My Chat
Rooms list.
Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click Tools → Chat rooms → Manage Chat
Rooms.
v In a browser, go to the next step.
Click the All Chat rooms tab. If you don’t
see the chat room you want, use tags to find
chat rooms matching with particular tags,
browse folders, or click the Search tab for
advanced search options.
Enter a chat room to participate in it.
Note: You must have access rights to enter a
chat room.
Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, you might need to be
logged in.
v In the Lotus Sametime Connect client
Chat Rooms panel, double click the name
of a chat room in your list of chat rooms.
If the chat room is not listed, click Tools →
Chat Rooms → Manage Chat Rooms.
v In a browser, go to the next step.
Click the My Chat Rooms or All Chat
Rooms tab. Click Enter Chat Room for the
chat room you want.
Invite others to participate in a chat room.
Note: This feature is available only if the
chat room creator allows participants to
invite others.
In an active chat room window, click Tools →
Invite Others.
Post a file to a chat room. In an active chat room window, click Tools →
Add File.
Download a file posted to a chat room. In an active chat room window, double-click
the file.
12 Lotus Sametime: Lotus Sametime 8 Task Reference
How do I...? Do this...
Show in my chat room when participants
join or leave the chat room.
In Lotus Sametime Advanced in a browser,
in an active chat room window click View →
Show → When Users Join or Leave.
Create a chat room. Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click Tools → Chat rooms → Manage Chat
Rooms.
v In a browser, go to the next step.
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.
Limit the size of the transcript that shows in
a chat room and specify how much
transcript to automatically move to the chat
room history.
Note: Limiting the size of the transcript in
a chat room determines how much of the
transcript shows when a participant enters a
chat room. Once transcript text is moved
from the chat room window to the chat
room history, it is no longer available in the
chat room. You specify these settings when
you create a chat room.
Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click Tools → Chat rooms → Manage Chat
Rooms.
v In a browser, go to the next step.
Click the All Chat rooms tab and then click
New Chat Room. Click the Transcript tab.
Add or edit tags for a chat room so that
people can search for the chat room based
on these tags or keywords.
Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click Tools → Chat rooms → Manage Chat
Rooms.
v In a browser, go to the next step.
On the All Chat Rooms tab, find a chat
room to which you have access, click Show
details, and then click Edit to add or edit
tags for a chat room.
Add a chat room to the My Chat Rooms tab
on the Lotus Sametime Connect client
Manage Chat Rooms page or Lotus
Sametime Advanced in a browser.
Note: Chat rooms that you add to your My
Chat Rooms list also appear on the Lotus
Sametime Connect client’s Chat Rooms
panel.
Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click Tools → Chat rooms → Manage Chat
Rooms.
v In a browser, go to the next step.
Click the All Chat Rooms tab, click the chat
room you want, and then click Add to My
Chat Rooms.
Sametime 8 Task Reference 13
How do I...? Do this...
Refresh the list of chat rooms on my Lotus
Sametime Connect client Chat Rooms panel.
Note: Chat Rooms that are listed on the
Lotus Sametime Connect client Chat Rooms
panel are the chat rooms that you previously
added to your My Chat Rooms tab in the
Manage Chat Rooms page.
In the Lotus Sametime Connect client, click
the Chat Rooms panel and then click the
Refresh List icon.
Organize the chat rooms listed on my Lotus
Sametime Connect client Chat Rooms panel:
v View chat rooms in a single list, based on
chat room activity.
v View chat rooms by personal folder.
v Sort chat rooms by name, active
participants, or unread text.
Note: If you are viewing by folder, the sort
applies to the current folder only.
In the Lotus Sametime Connect client, click
the Chat Rooms panel, click the View icon,
and then click the option you want.
Sort the chat rooms in the Lotus Sametime
Connect client Manage Chat Rooms page or
in Lotus Sametime Advanced in a browser.
Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click Tools → Chat rooms → Manage Chat
Rooms.
v In a browser, go to the next step.
Click the My Chat Rooms or All Chat
Rooms tab tab.
In the Sort by field, select how you want to
sort the chat rooms.
Work with the chat room folders listed on
my Lotus Sametime Connect client Chat
Rooms panel.
In the Lotus Sametime Connect client, click
the Chat Rooms panel, click the View icon,
and then click View by Chat Room Folders.
Right-click (or Ctrl-click on Macintosh) a
folder for menu options to work with
folders.
Work with chat room folders in the Lotus
Sametime Advanced Manage Chat Rooms
page or in Lotus Sametime Advanced in a
browser.
Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click Tools → Chat rooms → Manage Chat
Rooms. Then click the My Chat Rooms.
v In a browser, click the My Chat Rooms.
Create new personal folders or rename or
delete folders.
Click the All Chat Rooms tab. Depending
on your folder role, create new global
folders or rename or delete folders.
14 Lotus Sametime: Lotus Sametime 8 Task Reference
How do I...? Do this...
Get notified when a specific chat room has
active participants, contains messages that I
have not read, or has specific words that I
identify.
Note: You can only set alerts for chat rooms
on your Lotus Sametime Connect client Chat
Rooms panel list. These are the chat rooms
that you previously added to your My Chat
Rooms tab in the Manage Chat Rooms page.
In the Lotus Sametime Connect client, click
Tools → Chat rooms → Alert Me When.
Note: To set alerts for chat rooms not on
your Chat Rooms panel, first add them to
the My Chat Rooms tab from the All Chat
Rooms tab on the Manage Chat Rooms
page. This procedure is described earlier in
this table.
Specify audio and visual options for my chat
room alerts.
In the Lotus Sametime Connect client, click
File → Preferences and then click
Notifications in the navigator. Select Chat
room alert from the list to set the alert
options you want.
Work with chat rooms:
v Edit the chat room name or set up
options.
v Create new folders and move chat rooms
to folders.
v Delete a chat room.
Note: This deletes the chat room, the chat
room transcript, and any chat room FAQs.
v Archive a chat room to remove it to an
archive view so participants can no longer
see or access the chat room.
v Restore an archived chat room.
v Disable a chat room to prevent users from
entering it, posting content, or reading the
chat room history for it.
v Re-enable a disabled chat room.
Note: You must have the appropriate access
rights to perform some of these actions.
Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click Tools → Chat rooms → Manage Chat
Rooms.
v In a browser, go to the next step.
Click the All Chat Rooms tab.
For a chat room, click More Actions and
then click the option you want.
Depending on your folder role, you can also
create new global folders, move chat rooms
to different folders, or sort the chat rooms
Click the My Chat Rooms tab. Create new
personal folders or move chat rooms to
different folders.
See chat rooms details. Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click Tools → Chat rooms → Manage Chat
Rooms.
Note: You can also right-click (ctrl-click
for Macintosh) on a chat room in the Chat
Rooms panel and click Chat Room
Details.
v In a browser, go to the next step.
Click the My Chat Rooms or All Chat
Rooms tab. Click on the name of the chat
room for which you want to see details.
View more of the transcript than shows in
an active chat room window.
In an active chat room, click the Show more
link.
Sametime 8 Task Reference 15
How do I...? Do this...
View and search for older transcripts for a
chat room.
In an active chat room window, click File →
Open Chat Room History.
For archived chat rooms, click the All Chat
Rooms tab, click Archived Chat Rooms in
the navigator and then click Open Chat
Room History.
Note: You must have appropriate rights to
access and work with archived chat rooms.
Save chat room transcripts. Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client, in a
chat room click File → Save Chat As.
v In a browser, in a chat room click the File
→ Save Chat Room Transcript.
Subscribe to a chat room RSS feedreader.
Note: This feature must be available to you
to use it.
In Lotus Sametime Advanced in a browser,
click the My Chat Rooms or All Chat
Rooms tab. Click 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 transcript.
Do one of the following actions,
v In an active chat room window, click the
Chat Rooms FAQ Actions icon and then
click Add Chat Room FAQ.
v In the Manage Chat Rooms page or in
Lotus Sametime Advanced in a browser,
click the All Chat Rooms tab, click the
FAQ link, and then click New FAQ.
View the FAQs entered for a chat room. In an active chat room window, click the
Chat Room FAQ Actions icon and then click
Open Chat Room FAQs.
Search chat room transcripts or chat room
FAQs
Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click Tools → Chat rooms → Manage Chat
Rooms.
v In a browser, go to the next step.
Click the Search tab.
16 Lotus Sametime: Lotus Sametime 8 Task Reference
How do I...? Do this...
Work with FAQs for a chat room:
v Find FAQs
v Show FAQ details
v Edit FAQs
v Delete FAQs
v Create a new FAQ
Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click Tools → Chat rooms → Manage Chat
Rooms.
v In a browser, go to the next step.
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 usefulness of the information
provided in the FAQ.
Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click Tools → Chat rooms → Manage Chat
Rooms.
v In a browser, go to the next step.
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 settings for the connections for the
Lotus Sametime Advanced chat room and
broadcast tool even broker servers.
In the Lotus Sametime Connect client, click
File → Preferences and then click Chat
Rooms and Broadcast Tools in the
navigator.
Broadcast Communities
Use the information in this table to work with broadcast communities and tools.
You do most tasks from the Lotus Sametime Connect client Broadcast Communities
panel. You can create and edit broadcast communities from both the client and
from Lotus Sametime Advanced in a browser.
How do I...? Do this...
Create a broadcast community and,
depending on the type of community,
specify who are managers and members.
Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click Tools → Broadcast Tools →
Create/Edit Broadcast Communities.
v In a browser, click the Broadcast
Communities tab and then click New
Broadcast Community.
Join a broadcast community so that you can
send and receive broadcasts.
In the Lotus Sametime Connect client, click
Tools → Broadcast Tools → Join Broadcast
Communities.
Sametime 8 Task Reference 17
How do I...? Do this...
Send a Skill Tap question, Instant Poll, Chat,
or Announcement to a broadcast community.
In the Lotus Sametime Connect client, click
the Broadcast Community panel, click a
broadcast community, and then click Tools →
Broadcast Tools → Send Broadcast.
Set filters to limit incoming broadcasts. In the Lotus Sametime Connect client, click
Tools → Broadcast Tools → Filter Incoming
Broadcasts.
Find a broadcast community I’m interested
in from those listed in my Lotus Sametime
Connect client.
In the Lotus Sametime Connect client
Broadcast Communities panel, 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.
Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click Tools → Broadcast Tools →
Create/Edit Broadcast Communities.
v In a browser, click the Broadcast
Communities tab.
Select which broadcast communities to show
and how to sort them.
Set audio and visual options for broadcast
community alerts.
In the Lotus Sametime Connect client, click
Tools → Broadcast Tools → Edit Notification
Rules. 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. Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click Tools → Broadcast Tools →
Create/Edit Broadcast Communities.
Click Show Details for the broadcast
community and then click Edit.
v In a browser, click the Broadcast
Communities tab, click Show Details for
the broadcast community, and then click
Edit.
Leave a broadcast community.
Note: When you leave a broadcast
community, you will no longer receive
broadcasts sent to that community.
In the Lotus Sametime Connect client, click
the Broadcast Communities panel, click a
broadcast community, and then click Tools →
Broadcast Tools → Leave Broadcast
Community.
See a description of the different types of
broadcast communities and the icon that
represents each.
In the Lotus Sametime Connect client, click
Tools → Broadcast Tools → View Broadcast
Community Icon Legend.
18 Lotus Sametime: Lotus Sametime 8 Task Reference
How do I...? Do this...
See which broadcasts I’ve recently received
since I last logged in to the Lotus Sametime
Connect client.
In the Lotus Sametime Connect client, click
Tools → Broadcast Tools → View Recent
Broadcasts.
Create an FAQ based on a Skill Tap
broadcast question that I received.
After you receive a Skill Tap question and
provide an 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 communities:
v Show FAQ details
v Edit an FAQ
v Delete an FAQ
v Find an FAQ
Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click the Broadcast Communities panel,
click a community and then click Tools →
Broadcast Tools → View Broadcast
Community FAQs.
v In a browser, click the Broadcast
Communities tab.
Click the FAQs link to see and work with all
FAQs for a broadcast community.
Rate an FAQ so that other users see the
value of the provided expertise.
Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click the Broadcast Communities panel,
click a community and then click Tools →
Broadcast Tools → View Broadcast
Community FAQs.
v In a browser, click the Broadcast
Communities tab. Click the FAQs link to
see all FAQs for a broadcast community.
Click the stars beside an FAQ to rate that
FAQ answer.
View past Skill Tap FAQs for a broadcast
community.
In the Lotus Sametime Connect client, click
the Broadcast Communities panel, click a
community, then click Tools → Broadcast
Tools → View Broadcast Community FAQs.
Sametime 8 Task Reference 19
How do I...? Do this...
Search for specific Skill Tap FAQs. Do one of the following actions, depending
on whether you are using the Lotus
Sametime Connect client or a browser. If you
are using a browser, be sure you are logged
in.
v In the Lotus Sametime Connect client,
click the Broadcast Community panel,
click a broadcast community, and then
click Tools → Broadcast Tools → View
Broadcast Community FAQs.
v In a browser, click the Broadcast
Communities tab and go to the FAQs
page for a broadcast community or click
the Search tab for advanced search
options.
See the members of a broadcast community. In the Lotus Sametime Connect client, click
the broadcast community and then click
Tools → Broadcast Tools → View Members.
Specify my broadcast tools servers and
connections.
In the Lotus Sametime Connect client, click
File → Preferences and then click Chat
Rooms and Broadcast Tools in the
navigator.
Instant Share
Use the information in this table to work with Instant Share in the Lotus Sametime
Connect client. Instant Share is not available from IBM Lotus Sametime Advanced
in a browser.
How do I...? Do this...
Start sharing my screen with others. Do one of the following actions:
v From the Lotus Sametime client, click one
or more contacts and then click Tools →
Instant Share and select what you want
to share.
v From a chat window, click Tools → Instant
Share and select what you want to share.
Let someone else take control of my screen. During an Instant Share session, 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 Tools → Instant
Share.
20 Lotus Sametime: Lotus Sametime 8 Task Reference
How do I...? Do this...
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.
Specify the location to which to save a snap
shot of a shared screen.
Click File → Preferences and then click
Instant Share in the navigator.
Sametime 8 Task Reference 21
22 Lotus Sametime: Lotus Sametime 8 Task Reference
Notices
This information was developed for products and services offered in the U.S.A.
IBM may not offer the products, services, or features discussed in this document in
other countries. Consult your local IBM representative for information on the
products and services currently available in your area. Any reference to an IBM
product, program, or service is not intended to state or imply that only that IBM
product, program, or service may be used. Any functionally equivalent product,
program, or service that does not infringe any IBM intellectual property right may
be used instead. However, it is the user’s responsibility to evaluate and verify the
operation of any non-IBM product, program, or service.
IBM may have patents or pending patent applications covering subject matter
described in this document. The furnishing of this document does not grant you
any license to these patents. You can send license inquiries, in writing, to:
IBM Director of Licensing
IBM Corporation
North Castle Drive
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U.S.A.
For license inquiries regarding double-byte (DBCS) information, contact the IBM
Intellectual Property Department in your country or send inquiries, in writing, to:
IBM World Trade Asia Corporation
Licensing 2-31 Roppongi 3-chome, Minato-ku
Tokyo 106-0032, Japan
The following paragraph does not apply to the United Kingdom or any other
country where such provisions are inconsistent with local law:
INTERNATIONAL BUSINESS MACHINES CORPORATION PROVIDES THIS
PUBLICATION “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHER
EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED
WARRANTIES OF NON-INFRINGEMENT, MERCHANTABILITY OR FITNESS
FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express or
implied warranties in certain transactions, therefore, this statement may not apply
to you.
This information could include technical inaccuracies or typographical errors.
Changes are periodically made to the information herein; these changes will be
incorporated in new editions of the publication. IBM may make improvements
and/or changes in the product(s) and/or the program(s) described in this
publication at any time without notice.
Any references in this information to non-IBM Web sites are provided for
convenience only and do not in any manner serve as an endorsement of those Web
sites. The materials at those Web sites are not part of the materials for this IBM
product and use of those Web sites is at your own risk.
IBM may use or distribute any of the information you supply in any way it
believes appropriate without incurring any obligation to you.
© Copyright IBM Corp. 2008 23
Licensees of this program who wish to have information about it for the purpose
of enabling: (i) the exchange of information between independently created
programs and other programs (including this one) and (ii) the mutual use of the
information which has been exchanged, should contact:
IBM Corporation
Software Interoperability Coordinator, Department 49XA
3605 Highway 52 N
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U.S.A.
Such information may be available, subject to appropriate terms and conditions,
including in some cases, payment of a fee.
The licensed program described in this information and all licensed material
available for it are provided by IBM under terms of the IBM Customer Agreement,
IBM International Program License Agreement, or any equivalent agreement
between us.
Any performance data contained herein was determined in a controlled
environment. Therefore, the results obtained in other operating environments may
vary significantly. Some measurements may have been made on development-level
systems and there is no guarantee that these measurements will be the same on
generally available systems. Furthermore, some measurements may have been
estimated through extrapolation. Actual results may vary. Users of this document
should verify the applicable data for their specific environment.
Information concerning non-IBM products was obtained from the suppliers of
those products, their published announcements or other publicly available sources.
IBM has not tested those products and cannot confirm the accuracy of
performance, compatibility or any other claims related to non-IBM products.
Questions on the capabilities of non-IBM products should be addressed to the
suppliers of those products.
All statements regarding IBM’s future direction or intent are subject to change or
withdrawal without notice, and represent goals and objectives only.
All IBM prices shown are IBM’s suggested retail prices, are current and are subject
to change without notice. Dealer prices may vary.
This information is for planning purposes only. The information herein is subject to
change before the products described become available.
This information contains examples of data and reports used in daily business
operations. To illustrate them as completely as possible, the examples include the
names of individuals, companies, brands, and products. All of these names are
fictitious and any similarity to the names and addresses used by an actual business
enterprise is entirely coincidental.
COPYRIGHT LICENSE:
This information contains sample application programs in source language, which
illustrate programming techniques on various operating platforms. You may copy,
modify, and distribute these sample programs in any form without payment to
IBM, for the purposes of developing, using, marketing or distributing application
programs conforming to the application programming interface for the operating
24 Lotus Sametime: Lotus Sametime 8 Task Reference
platform for which the sample programs are written. These examples have not
been thoroughly tested under all conditions. IBM, therefore, cannot guarantee or
imply reliability, serviceability, or function of these programs.
Each copy or any portion of these sample programs or any derivative work, must
include a copyright notice as follows:
© (your company name) (year). Portions of this code are derived from IBM Corp.
Sample Programs. © Copyright IBM Corp. _enter the year or years_. All rights
reserved.
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Trademarks
These terms are trademarks of International Business Machines Corporation in the
United States, other countries, or both:
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Lotus
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AOL is a registered trademark of AOL LLC in the United States, other countries, or
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countries, or both.
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Notices 25
Other company, product, or service names may be trademarks or service marks of
others.
26 Lotus Sametime: Lotus Sametime 8 Task Reference
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