IBM Software

IBM LotusLive reviewer guideLotusLive social collaboration services: easy-to-use integrated email, social business capabilities and third-party applications from the cloud

IBM LotusLive reviewer guide

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Welcome to the LotusLive ™ 60-day trial guide. This interactive guide is designed to help you get started and quickly gain an understanding of the powerful features and functionally of reliable, security-rich, LotusLive cloud services. We think that you’ll discover quickly that LotusLive will help improve productivity, deepen customer relationships, and generate new ideas in a single, security-rich place, across firewalls.

In this guide you’ll learn how to how to do the following:

• Set up your profile• Import your contacts• Upload and share files• Create and join communities of

like-minded users• Engage in collaborative activities

with your community• Access day-to-day tasks such as

calendaring, scheduling and email

You’ll find persistent navigation at the bottom of each page of this guide, enabling you to navigate from one page to another with just a click of your mouse. You’ll also find tips and links to helpful videos and demos for each topic. Note that in order to watch any of the videos you must be logged in to LotusLive.

Log in

• Visit lotuslive.com• Click on Log In in the upper

right corner. • Use the email address and

password you provided when you registered for your trial and click Log-in.

• This will take you directly to the My Dashboard page.

Making the most of your LotusLive trial

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Let’s walk through the steps.

1. Create your profile. Once you log in, create your profile and add your name, contact information, company information, even a photo of yourself. Your editable profile can be searched by anyone unless you elect not to be listed in the public directory. It’s easy to create your profile.

• To begin editing your profile, click People from on My Dashboard page and then select My Profile.

• Click the Edit button to begin editing your profile.

• You can edit your contact information, starting with your job title, at the top of this section.

• Click Save Changes and your profile information is updated.

2. Verify that your personal settings are correct. You can change your user name, preferred language, or password. Here’s how to personalize your account settings.

• Go back to your My Dashboard page.

• Click on My Account Settings.• Select your language and time

zone. Select localization and make your selections.

• Click Save Changes, and your account settings information will be updated.

3. upload your picture so people can see what you look like in your profile and business card.

• To go back to your profile, click People from on your My Dashboard page and then select My Profile.

• Click Edit to make changes to your profile settings.

• On the left you will find a space for a photo with Change | Remove beneath the photo box.

• Click Change and browse for a representative photo your colleagues can see.

• You can preview the image and then click Upload.

• Click Save Changes, and your account settings information will be updated.

Your LotusLive home page:

Dashboard and profile

The LotusLive dashboard is essentially

your gateway to all of the applications

and functions of LotusLive. From your

dashboard, you can edit your profile,

add contacts, view news feeds, access

your email, host and join meetings, and

more. On the left-hand side of the

dashboard, you can access all of the

LotusLive applications.

Your profile includes your name,

information about you, and a photo.

If you have elected to be able to be

searched publicly in LotusLive,

colleagues searching for you will only

see your name, job title, company name

and photo, unless you are in their network.

Learning center

TIPS

To find a profile or contact record, type the full or partial name of a person in the search box located at the top right of the My Dashboard page.

The People menu is a great place to manage your Contacts and connections and collaborate instantly, right from the My Dashboard page.

Tag your profile with your interests, expertise or skills to make it easier for people to find you. Tagging makes it easier for your colleagues to locate expertise in your organization.

VIDEO

To watch videos, you must be logged in to LotusLive.

For more information on updating the People menu, watch the video.

For more information on updating your profile, watch the video.

(continued on next page)

Dashboard and profile

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Learning center

TIPS

Update the About Me section of your profile to help people find your areas of expertise. Write a few words about what projects and subject areas you work on, your experience, skills, and special areas of expertise.

As a Guest of LotusLive, users can:

• Access LotusLive services to join meetings, read and comment on files, create and participate in activities, take surveys, view charts

• Be part of the LotusLive Network, search and be found by others

• Add, share and sync contacts• Invite guests of their own • Be added to a Community

Dashboard and profile (continued)

4. Add your Contacts. LotusLive enables you to import and sync your contacts from Lotus Notes® or from Microsoft® Outlook, which is the way that you keep track of information from people in your network. Let’s walk through the steps for adding Contacts.

• From the My Dashboard page, click the People button.

• Select Contacts. You can enter a New Contact either by typing in all of the contact information or you can import contacts from Lotus Notes or Microsoft Outlook.

• When importing, select the mail client from which you are importing and then follow the instructions provided on the screen to export your contacts as a comma- separated value (CSV) file from that client. Next, browse to find the CSV file that was created and click Continue.

• The records that were successfully imported are now displayed. Click Import to finish the process.

5. Invite guests to join you in LotusLive. To work with people outside your company firewall, you can invite guests into LotusLive to collaborate, share files, join meetings, participate in activities and invite guests of their own—at no cost to the guest. Your guests can also invite their own guests and be added to a Community. Here’s how to invite guests:

• From the right top of the My Dashboard page, select your user name and then Invite a Guest to try LotusLive.

• To invite a guest, simply provide their name and email address. You can add a short message inviting them to join you in LotusLive.

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uploading and storing files is simple. Let’s walk through the steps.

1. From the My Dashboard page, select Files from the left navigation bar under LotusLive applications.

2. Click Upload Files in the banner. The Upload window opens.

3. Click Browse to select files that you want to upload.

4. Private is selected by default. To keep the file private, leave this option selected.

5. Optional: Set permissions.

• Select Encrypt the content of these files to encrypt each file when it is stored.

• You can encrypt the content of these files so that they cannot be shared with anyone. You can allow others to share files within your company, and you can allow others to share files outside of your company.

6. Optional: If you do not want to upload a file that you added to the list, select the file and then click Remove file.

7. Click Upload and Share.

Downloading files to view them, or save a copy on your computer, is just as easy.

1. Click the name of the file that you want to download. The detail page for the file is displayed.

2. Under the file icon, click Download.

3. When the dialog box opens, choose one of the following options:

• Click Open to view the file.• Click Save to save a copy of the

file on your computer. A new dialog box will open. Choose the directory where you want to save the file and click Save.

Learning center

Learn more about LotusLive Files

TIPS

To share files with anyone, all you need is an internet email address. All you have to do is upload the file and then type the recipient’s internet email address when you share it.

To allow others to share the files that you share with them, upload the file, share it with your immediate team members and select Allow others to share in the file details. Now you can also share these files, schedule with business contacts, colleagues, and so on.

Writing a good description for a shared file will enable team members to gain insight into the contents and help them decide if they want to download the file.

VIDEO

To watch videos, you must be logged in to LotusLive.

View an informative video demo on LotusLive Files.

Save time with LotusLive Files:

Files

LotusLive Files is your online space

for storing documents, presentation,

bookmarks, and content folders.

You can upload and store new files

(or new versions of existing files,)

create folders of files, and then share

them with others or keep them

private. And you can filter your files

by person, by community, and more.

If you click on Files, you instantly see

recent files or folders of files that

you’ve shared or that have been

shared with you. You can also search

for files on a variety of parameters

such as recent collaborations, or by

groups or tags.

Files

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Like all LotusLive features, LotusLive Communities are easy to start. Let’s walk through the steps of starting a LotusLive Community.

1. From the My Dashboard page, select Communities from the navigation on the left under LotusLive applications.

2. From the My Communities, click Start a Community to open the community form.

3. In the Community field, type a name for the community. Choose a name that identifies the purpose of the community.

4. Type the names of people that you want to add as community members.

• You can search for names from your organization‘s directory or your personal contacts. Type-ahead predicts the name you are typing by comparing it to names in the directory. If it proposes the name that you want, click to add it.

• To invite a guest outside of your organization or contact list, enter the person‘s email address and click the Add Member icon (+). The guest user will receive an invitation to join LotusLive

5. Type a description of the purpose of the community in the Description field. Be as specific as possible. Identify the community‘s goals.

6. Click Upload an image for your community to browse for an image to associate with the community on the overview page. The image can be in a variety of formats.

7. Type one or more tags in the Tags field. Tags are keywords that you define to provide users with more ways to identify what a community is all about. Tags must be a single word or multiple words connected with underscores or hyphens.

8. Click Save.

Learning center

Learn more about LotusLive Communities.

TIPS

You can share ideas and information with members of your community by posting topics to the discussion forum, sending email notifications and adding bookmarks to the community.

You can see recent updates to events and actions that happen within your LotusLive Communities on My Dashboard.

You can leave a LotusLive Community by simply opening the one you want to leave in your My Communities tab, click Leave Community and then click OK to confirm.

VIDEO

To watch videos, you must be logged in to LotusLive.

View an informative video demo on LotusLive Communities.

Connecting people with common interests:

Communities

LotusLive Communities enable people

who share a common interest to interact

with one another, share information and

exchange ideas and are an excellent

means of connecting members of a

project team, or organizing a task force.

With the tools provided in LotusLive

Communities, you can reach out, make

connections, and get organized. As a

community owner, you can invite others

to join and to manage the content and

membership for the community.

LotusLive Communities enable you to

participate in a community‘s discus-

sion forum to explore topics and debate

solutions to shared problems. Every

member of the LotusLive Community

can view the list of fellow members,

and, by accessing the Members page,

you can add or remove members.

Communities

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Learning center

Before logging in to LotusLive Meetings for the first time, moderators and their guests should complete the LotusLive Meetings system check.

Complete the system check.

Learn more about the system require-ments, supported browsers and system configuration for LotusLive Meetings.

To activate LotusLive Meetings, you will be required to download a LotusLive Meetings plug-in. This is a one-time download and is required for applica-tion and screen sharing and for video broadcasting.

Join or start a LotusLive Meeting and invite people from your network, all right from My Dashboard. Let’s walk through the steps.

1. There are two ways you can start a meeting. In My Dashboard, you can click on Host a Meeting or click on Meetings in the left-hand navigation bar.

2. To invite your guests to the meeting, simply click on Send an Invite, which will create an email invitation. Or you can copy and paste the meeting URL

and send it via email, calendaring or instant messaging.

3. Once you enter the meeting, as the host, you’ll see the toolbar across the top that provides a simple and intuitive interface for accessing conference controls.

4. Publishing is an efficient way to present documents and presentation files because participants can view the files without having to download them. To publish files:

• Click on the Publish icon from the

toolbar. The Publish a File window opens.

• To add a file to the list, click the Browse button, locate the folder containing the file, select the file and then click Open.

• Click the Publish File button. Note that uploading a file can take several minutes, depending on the file size and the speed of your Internet connection.

• The published file appears in your published file list and is presented in the conference window. To publish additional files, repeat this procedure.

Real-time, online presentations:

Meetings

LotusLive Meetings is a multifeature,

easy-to-use tool for displaying and

orchestrating real-time, web-based

presentations. It has everything you

need to give web presentations, it

requires minimal training and

support, and there’s no need for

reservations. LotusLive Meetings

lets you quickly share Microsoft,

Adobe®, and Lotus® documents

with colleagues practically anywhere

in the world.

With LotusLive Meetings you can

conduct web tours, demonstrate

web services, leverage online

content during presentations, and

even share desktop applications for

real-time software demonstrations

and application training. And, with a

web camera installed, you can also

display live video.

(continued on next page)

Meetings

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Learning Center

Learn more about LotusLive Meetings.

TIPS

You can have up to 998 participants join you in your meeting.

You can publish up to 30 files before you start a conference or while the conference is in session.

You can password-protect your meetings.

5. Application sharing enables a presenter to share individual applications or the entire desktop with participants. Participants will view the application as if it were running on their own desktop. Let’s walk through the steps of applications sharing.

• Click the Sharing icon on the toolbar.

• Perform one of the following steps in the Application Sharing window:

— To share your entire desktop, click Share the entire screen.

— To share specific applications, click Choose and then select the check box of each applica-tion that you want to share.

• Click Start Sharing to begin.

6. Host presenters can record a meeting, including both the web and audio conference. You can then download the recording to replay it, share it with others or both.

• Click the Record icon from the web conference toolbar.

• Read and accept the terms and conditions regarding the recording feature.

• Follow the step-by-step instructions to recording a conference

• Click the Record icon again to stop the recording. If you do not do this, the meeting will not record.

Meetings (continued)

Meetings

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Learning center

Learn more about LotusLive Activities.

TIPS

If you have an activity open, you do not see the Start an Activity button in the navigation pane. Click the Activities tab to exit the open activity first.

You can use a template to capture the required steps, contacts, resources, and tools used to complete a common process. After you create the template, you can create multiple activities from it for each project you begin that uses the process.

You can see recent updates to events and actions that happen within your activities on My Dashboard.

VIDEO

To watch videos, you must be logged in to LotusLive.

View an informative video demo on LotusLive Activities.

starting an activity is as easy as clicking and filling out a form with no required fields. Let’s walk through the steps.

1. From the My Dashboard page, select Activities from the navigation on the left under LotusLive applications.

2. From the My Activities view, click Start an Activity.

3. In the Title field, type a description of the activity, for example, a project name.

4. In the Activity goal field, add a description of the activity. Provide a sentence or two that summarizes the goal of the activity.

5. In the Tags field, type a tag term. As you type, a list of matching tags from the tag collection is displayed. Click a tag to add it or keep typing to add a tag that is not in the list. Separate multiple tags with commas.

6. In the Due Date field, add a date by which this activity must be completed.

7. Add members to the activity by adding a person to the field labeled with the appropriate role.

8. To add the members of a community to the activity, expand Share with Communities. Choose the level of access that you want the community members to have for the activity and then type the community name into the field.

9. Click Save to finish creating the activity.

Streamline project management:

Activities

Are you starting a project? Creating

a presentation? Researching a topic?

Closing a deal? No matter what

activity you are engaged in, your

LotusLive Activities is a web-based

collaboration tool that can help you

track your goal, capture required

tasks, store associated documents

and bring together the people you

need to reach your goal.

Activities are limited only by your

imagination. An activity can come

from a single idea or fragment of an

idea in an email. You can quickly

invite new members to your activity

to brainstorm and collaborate to

reach your goal. You can also post

messages, share files and links to

websites, and create and assign

to-do items for your activity.

Activities

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Learning center

Learn more about LotusLive iNotes.

Learn more about the calendaring features of LotusLive iNotes.

TIPS

Because the LotusLive iNotes service supports POP and IMAP access, you can use email client software such as Microsoft Outlook to manage your mail.

From the personal calendar meeting invitation, you can click Show Availability to see the free and busy time of other users.

You can filter your mail by using the content of different fields, such as the sender or the subject of the email, and have your email automatically put in different folders, for warded to another user or marked as spam.

VIDEO

To watch videos, you must be logged in to LotusLive.

To learn more about importing contacts into LotusLive iNotes, watch the video.

Let’s walk through the steps.

1. From the My Dashboard page, select Mail from the left navigation bar under LotusLive applications.

2. From the LotusLive iNotes My Dashboard, send and receive email messages.

• LotusLive iNotes lets you to create folders to organize the email messages that you want to keep and to store email messages by dragging and dropping messages into folders.

• You can sort your messages by date, sender, subject, flag or importance and can search by keyword.

• You can also view Contact details by hovering your mouse cursor over Contacts.

• To personalize your general mail preferences, spam settings, auto-reply messages and signatures, simply click on Mail Preferences.

3. From the LotusLive iNotes dashboard, stay organized with the Calendar.

• The LotusLive Calendar lets you record important dates and meetings, create events and track the status of your attendees.

• You can choose daily, weekly or monthly calendar views.

Webmail, calendaring and contact management:

Webmail

LotusLive iNotes® is a security-rich,

web-based email service that

provides essential messaging

and calendaring capabilities for

organizations of all sizes, right from

the My Dashboard page.

Webmail

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To see how Signature Mortgage is using LotusLive to process and underwrite mortgages much faster than before, increasing monthly revenue and driving new business, watch the video.

To see how aatranslations is using the LotusLive guest account model and integrated applications service to gain huge saving and improve communication among its global translators, watch the video.

To see how the Fashion Institute of Design and Merchandising (FIDM) is using LotusLive to enhance communication with its students, watch the video.

LotusLive success stories:

Customer stories and videos

In practically every industry and

in countries all around the world,

organizations are using LotusLive

to transform the way they do

business and to improve and

simplify day-to-day work routines.

Meet a few of our customers and

learn how LotusLive is helping

them improve productivity, gain

competitive advantage and realize

a genuine return on investment.

Learning Center

Learn more about LotusLive customers

Customer stories and videos

“We decided to move employees to the cloud with LotusLive iNotes. With its simple administration tools and user-friendly interface, LotusLive helped take pressure off our migration team. We were able to move users quickly and easily without any interruption to our network or IT infrastructure. With LotusLive, users can now access their email, anytime, anyplace.”

— Rosalyn Donnelly, IT manager, C&D Foods

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sugarCrM

LotusLive on Sugar offers a fully integrated customer relationship management and online collaboration solution that simplifies working with prospects and customers during the lead generation, lead-to-cash and issue resolution processes. Note that this application works with LotusLive Engage and requires a subscription to SugarCRM. Click here to sign up for a trial SugarCRM subscription that includes LotusLive integration.

Watch the demo.

silanis e-signLive

Silanis e-SignLive for LotusLive is an online electronic signature service from Silanis that enables users to electronically review, modify and sign documents in a secure, compliant and collaborative environment. It is hosted in the IBM LotusLive cloud. Both services work with LotusLive Engage and Connections and require you to subscribe to Silanis.

Watch the demo.

eXpresso

eXpresso enables your workforce to open, create and edit shared files without leaving LotusLive or manually downloading or uploading newer versions. You never have to worry about who has the file open, who’s making changes to it, or if you’re looking at the latest version. Plus, all of your editing is done online with industry standard document editors in either IBM Lotus Symphony® software or Microsoft Office. Note that this application works with LotusLive Engage and Connections and requires the controller to subscribe to eXpresso.

Watch the demo.

Ariba Discovery

Ariba Discovery is a free, easy-to-use service that gives you access to more than 300,000 sellers in over 400 commodity categories. With LotusLive, you can schedule online meetings, create web conferences, chat, share documents and collaborate with sellers, speeding up communications and decision making. By using Ariba Discovery with LotusLive, you can more effectively find and collaborate with your trading partners. Note that this application works with LotusLive Engage and Connections and requires you to create an account with Ariba Discovery.

Watch the demo.

Boost productivity:

Integrated applications

By adding integrated solutions from

our corporate affiliates to your

LotusLive trial, you have even more

cloud-based options that can

simplify and improve your everyday

business activities. You can sign

documents electronically, view

nearly any file type, talk with clients,

schedule meetings and much more,

directly from LotusLive. And it is

easy to get started.

Once you log in to your LotusLive

trial, you’ll see the integrated

applications on the left navigation

bar of your My Dashboard page.(continued on next page)

“The value in social business is going to be tremendous for us. Now with e-signLive and LotusLive engage, our customers have the ability to electronically review and sign applications from the convenience of their home or office. No more time is wasted manually printing, shipping, signing, returning and verifying applications. This is a game changer for signature Mortgage. It took a 7 – 10 day process and reduced it to minutes”

— Bob Catlin, president, Signature Mortgage

Integrated applications

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Integrated applications (continued)

Vondle Live

Vondle Live is a cloud-based application integrated with LotusLive that enables you to view and annotate documents right from your browser, without ever having to download them. Vondle Live supports more than 70 file types, including Lotus Symphony and Micro-soft Word, as well as specialist formats such as computer-aided design (CAD), allowing you to work on nearly any document, from anywhere. This application works with LotusLive Engage and Connections and requires you to subscribe to Vondle Live.

Watch the demo.

Tungle

Tungle is a cloud-based scheduling application that connects with your existing calendar, right from the LotusLive My Dashboard page. Tungle allows you to easily schedule meetings inside or outside your organization. Tungle syncs with many calendar platforms, including Lotus Notes, Microsoft Outlook, Google Calendar and BlackBerry. This application works with LotusLive Engage and Connections and requires you to subscribe to Tungle.

Watch the demo.

skype

The Skype integration brings voice over Internet protocol (VoIP) to the LotusLive community so that you can use your Skype contacts to collaborate in real time, without switching away from LotusLive. This application works with LotusLive Engage and Connections and requires you to create an account with Skype. You must also have the Skype client installed.

Watch the demo.

salesforce.com

The Salesforce.com application enables Salesforce CRM users to take advan-tage of LotusLive Meetings, Files, and Activities from a LotusLive tab, right in the Salesforce CRM environment. Note that this application works with LotusLive Engage and Connections and requires you to create an account with Salesforce.com.

Watch the demo.

Integrated applications

© Copyright IBM Corporation 2011

IBM Corporation Software Group Route 100 Somers, NY 10589 U.S.A.

Produced in the United States of America June 2011 All Rights Reserved

IBM, the IBM logo, ibm.com, and Lotus are trademarks of International Business Machines Corp., registered in many jurisdictions worldwide. Other product and service names might be trademarks of IBM or other companies. A current list of IBM trademarks is available on the web at “Copyright and trademark information” at ibm.com/legal/copytrade.shtml

Adobe is a registered trademark of Adobe Systems Incorporated in the United States, and/or other countries.

Microsoft is a trademark of Microsoft Corporation in the United States, other countries, or both.

References in this publication to IBM products or services do not imply that IBM intends to make them available in all countries in which IBM operates.

The information contained in this documentation is provided for informa-tional purposes only. While efforts were made to verify the completeness and accuracy of the information contained in this documentation, it is pro-vided “as is” without warranty of any kind, express or implied. In addition, this information is based on IBM’s current product plans and strategy, which are subject to change by IBM without notice. IBM shall not be responsible for any damages arising out of the use of, or otherwise related to, this docu-mentation or any other documentation. Nothing contained in this documen-tation is intended to, nor shall have the effect of, creating any warranties or representations from IBM (or its suppliers or licensors), or altering the terms and conditions of the applicable license agreement governing the use of IBM software.

IBM customers are responsible for ensuring their own compliance with legal requirements. It is the customer’s sole responsibility to obtain advice of competent legal counsel as to the identification and interpretation of any relevant laws and regulatory requirements that may affect the customer’s business and any actions the customer may need to take to comply with such laws.

EP314002-USEN-001 Hurwitz & Associates, “The Evolution of Build and Release Management for Effective Software Delivery: A Customer Survey with Case Studies,” Judith Hurwitz and Robin Bloor, October 2007 (ftp://ftp.software.ibm.com/software/rational/web/whitepapers/WP-Rational_Build_Forge_Customer_Study_Oct2007.pdf).

2 IBM Global Technology Services, “IBM Internet Security Systems™ X-Force® 2009 Mid-Year Trend and Risk Report,” August 2009.

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