Sametime

User Guide

April 2010 Version 1.1 Based on Sametime 8.0.2

Contents at a Glance
Part 1: What Is Sametime? ........................................................................................................................... 3 Part 2: How do I get Sametime? ……………………………………………………………………………… 5 Do I already have Sametime? ……………………………………………………... 7 What Version of Sametime do I have? ……………………………………….... 7 How can I get Sametime or Upgrade my Version? ………………………. 8 Part 3: Instant Messages .............................................................................................................................. 9 Logging In to Sametime For the 1st time …………………………….………………………………… 9 Other times ……………………………….………........................................ 10 Using Sametime …………………………………….…………………………………. 11 Managing your own Pressence …………………….…..................................... 12 Setting your status …………………………………….……………………………... 12 Managing Partners ……………………………………..……………………………. 12 Interacting with people in your Contact list …….………………………… 14 Part 4: Sametime Web Conferences ..................................................................................................... 17 Appreciating the Advantages of web conferences …............................. 17 Starting up a Sametime Meeting ……………….……..................................... 18 Using the Sametime Meeting Centre …………….………………………….. Attending a Web Conference ………………………...………………………… Part 5: Sametime Your Way ..................................................................................................................... Respecting Sametime Status …………………………………………………… Changing your Status Manually ……………………………………………………………………… Automatically ………………………………………………………………. Turning on Chat Histories ……………………………………………………….. Using Chat Histories ……………………………………………………………….. 29 30 31 31 20 24 29 29

Part 6: Ten Sametime Reminders ........................................................................................................ 33 Part 7: Ten Reasons to use Sametime ................................................................................................ 35

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Part 1 What Is Sametime?
Sametime is software that helps people communicate and work together — in real time, with no waiting. It enables instant online communication with available coworkers and lets you know who’s actually available so you don’t waste time playing phone tag or sending ten e-mails to set up a conference. And all that’s just for starters. Chatting up success The most common and practical reason people use Sametime is for instant messaging, also known as chat. Chat is awesome — once you start using it, you can’t believe you ever got along without it. It certainly speeds your job: You can get answers to your questions, for example, much faster. E-mail and even voice-mail messages can get lost in the influx of a person’s inbox, but an instant message lets the recipient know right away that you’re looking for a quick response to a short, simple question. And you get it in writing. Meeting on the Web The second big thing Sametime offers is Web conferencing, also known as desktop sharing. The basic premise here is that you can use a Sametime Web conference to let other people see what’s happening on your computer’s screen. Very often, it’s for a presentation; maybe you want to take a group of customers through a Microsoft PowerPoint presentation, without having to be in the same room with them. Sametime Web conferences are also used to work collaboratively (such as a team writing and editing a Microsoft Word document together) and even for tech support (such as enabling your support technician to take control of your computer to troubleshoot why you can’t print something). Because everyone can see the same information, Sametime Web conferences keep everyone on the same page, so to speak. Keeping tabs on availability The third handy Sametime feature — somewhat more subtle, but essential to making the other two function properly — is presence. Presence is the idea of knowing, in advance, whether a person is online and available to respond to your instant messages. This capability is fundamentally different from, say, a phone call, where you just dial a number and hope the person is there to answer. With Sametime, you can find out before you send a message whether your partner is available, so you don’t try to send someone an instant message if he or she isn’t even online. Presence isn’t just for your buddy list. It can work across a range of applications. You can tell, right in your inbox, whether the person who sent you the e-mail is online and available.
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Part 2 How do I get Sametime? 4 . But you don’t always interact directly with Sametime Client. manage your contact list. and actually chat with your colleagues. For example. Connection In most cases. as shown in Figure 1-2. you see who is online.You’ll always know in advance whether your colleague is available for communications. Figure 1-2: Using a Web browser to schedule a Web conference. your colleagues. you do that with your current. of course. familiar Web browser. you use the Sametime Client to interact with the Sametime server (and. Figure 1-1 shows the main screen for the Sametime Client. when you attend (or schedule) a Sametime Web conference.) When you log in to Sametime. Figure 1-1: Sametime Client is the most common way to interact with a Sametime server.

Latest version can be downloaded from the Sametime Meeting centre (http://acsametime.5 onwards.atlascopco. Requires separate logon to Notes client. Sametime Client Types There are two different types of Sametime client: Sametime Connect Client – A stand-alone client that is run independently of all other software.emea. or that you already use Sametime but have an old version that doesn’t have the full list of features that the latest versions can offer… This section will tell you how to find what version you have. Sametime integrated in the Notes Client . 5 .It may be that you already have access to Sametime but are unaware of the fact.This Sametime Client comes as part of the Notes Client from version 6.com) Figure 2-1: Sametime stand-alone Connect Client. It Provides Presence Awareness within Notes databases/Mailfile as well as the ‘Connect Client’ functionality. and how to download and install/upgrade if you are using an older version….group.

4 Client.0. Figure 2-3: Sametime integrated into a notes v8.2 Client.0. 6 .Figure 2-2: Sametime integrated into a notes v7.

5 you will have the ability to log on to Sametime via your Notes client.Do I already have Sametime? If you already have a Sametime Connect Client you will see an icon to launch it on your Windows desktop. or by going to Windows start – All Programs you will see a folder called IBM Lotus Sametime Connect (or similar). What Version of Lotus Notes am I using? Sametime Connect Client – With your Sametime Connect Client open click on the Help – About Lotus Sametime option Figure 2-4: How to find out what version of Sametime Connect Client you are using. Figure 2-5: How to find out what version of Lotus Notes you are using. Please contact your local Service desk and request that you are upgraded to the latest version of Lotus Notes and have Sametime enabled. Sametime integrated in the Notes Client . 7 .With your Lotus Notes Client open click on the Help – About Notes menu item… A window will appear stating which version you are running. If you have a Lotus Notes Client after v6.5 B) Do not have the Sametime element activated. If you either: A) Do not have a Notes Client after v6.

select if you want to install immediately or Save to your hard drive for installation later. 2. From the Window that appears. Go to the url http://acsametime. 5.1 code.2 you will actually download the 8. Log on 4.group.emea.0. To download the code follow these steps: 1.1 is available for download direct from the Sametime Meeting server. From the Sametime Meeting Centre Home page click on the Download ‘Lotus Sametime Connect 8.0.How can I get Sametime or Upgrade my Version? Sametime Connect Client – The latest Connect Client v8. Please contact your local service desk and request a Lotus Notes Client upgrade as soon as possible. Sametime integrated in the Notes Client – The only way to upgrade the embedded Sametime element of your Lotus Notes Client is to upgrade your Lotus Notes client to the latest recommended version. 6.0.2 Client’ Although the label clearly states it is v8. 8 .com 3.0. Open your browser.atlascopco. Follow the remaining instructions given by the installation Wizzard.

Optional. Announcements.emea. you don’t have to manually enter your password each time you start Sametime. Your password and the name of your Sametime community Figure 3-1 shows the Welcome to Sametime dialog box. 9 . Each of these settings concerns what happens each time you start Sametime: • Remember Password: If you click this check box. Logging in for the first time [Details given for the Sametime Connect Client but are the same for the integrated Notes Client] When you start Sametime for the first time ever.group. anyone in your organization who has your name in their Contact list will see that you are online. Slightly more convenient. It puts your name in lights all across the company. It registers you on the Sametime server. where you supply the info. As you can see in figure 3-1. so that you can send and receive instant messages. you’re asked to supply three key pieces of information: • Your user name. 2.com’ Logging In to Sametime You need to log into a Sametime community. there are other. and so on. In other words.Part 3 Instant Messages Community in the Sametime world means a collection of people who you exchange messages and attend Web conferences — In Atlas Copco terms our Community is called ‘acsametime. and doing so makes a couple of things happen: 1.atlascopco. but also slightly less secure. voice chats. settings available on the dialog box.

Click the OK button when you’re finished. and community. You can only click this check box if you also click the Remember password check box. You can configure Sametime Connect to automatically log you in. click the Log In button. use this field to enter that text. all the subsequent times are straightforward. you’ll likely end up with several different Location profiles. When you log in for the first time.g. (You can always change your status. too. Your Location settings are used to tell your colleagues where you are physically located.) After you’ve entered your name. so if you work from multiple locations. Follow these steps to log in with Sametime Connect: 1. Although you can choose to not share such Location info with chat partners. Choose File➪Log in. you may have one Location profile that describes you when you’re working from home. which indicates whether he or she is available and amenable to hearing from you. Sametime also asks a couple of questions about your Location.) • Status Message: Along with your status. what your phone number is. later. How to be in three places with Sametime Sametime automatically detects and matches your Location profile with your system’s network IP address. and so on. be on the lookout for a Sametime alert message that will appear in the lowerright corner of your screen. Select the community in question. • Log In Status: As the next section explains. it’s usually a good idea. Logging in all the other times After you’ve logged in for the first time. Choose File➪Preferences and click the + sign next to Communities in the Preferences dialog box. Choose your status. and yet another that covers you when you’re working from an Internet “hot spot” or hotel room. and then click the Automatically Log In check box. 10 . (You can always change this later. Start Sametime Connect. a message also appears when a colleague hovers the mouse over your name. 2. 3. Sametime automatically switches to that Location every time you reconnect there. password.• Automatically Log In: Checking this box saves you the step of having to click the Log In button every time you start Sametime. another that describes you when you’re working at the office (and plugged in to the Atlas Copco network). Use this drop-down list to select what your status will be when you log in. E. every Sametime user has a status. every time you start the software. Once you’ve set up a Location profile for a given locale.

you’ll likely see them listed at the bottom of the Sametime Connect contact list. Tools. View. and Help menus. The Contact list shows all of the people you’ve added and is the place you go to start a new chat. • Location profile: Use the buttons in the Profile to manage your own Status and Location. • Contact search: If and when your contact list gets loaded with lots and lots of names. and so on. • Contact list: This is where most of the action is in Sametime Connect. • Action bar: These buttons are the most oft-performed tasks in Sametime. Figure 3-2: The Sametime Connect Client. 11 . as you can see from the figure. Edit. • Status bar: Indicates whether or not you are connected to the Sametime server. use the Contact Search field to quickly find a particular person.Using Sametime Connect Viewing the big picture Figure 3-2 shows a sample contact list. Sametime Connect has seven parts: • Menu: Contains the File. • Plugin panels: If your company built or bought Sametime plugins. look up a partner’s business card.

When you click the OK button. Your status changes all across the company — every person who has added you to their contact list can see your new availability. Think long and hard about whether you want to send a message to a user who is in a meeting. and the Status button in the Community Settings bar changes too. • Away means that the person has logged in but stepped away. You can have Sametime automatically change your status to Away if you haven’t used your keyboard. and may even be sharing the contents of their screen with others. he or she can’t be interrupt with an instant message.Managing your own presence One of the lynchpins of Sametime is its ability to convey a given person’s (yours. and click the From Available to Away When I Have Not Used the Mouse or Keyboard After the Following Duration check box. You can have as many or as few people in your contact list as you want. Choose File➪Preferences➪ Auto-Status Changes. and interact with your colleagues. Enter the number of minutes and click the OK button. Enter a status message (which will be displayed to any and all of your colleagues when they hover over your name) in the Edit message dialog box. Setting your own status Use these four steps to set your status: 1. if you send him or her a message. 3. there’s a chance your recipient will make the contents of your instant message visible to more people than you meant to see it • Do Not Disturb lets you know that although the person is logged in. you may want to use Sametime’s built-in groups to help organize it 12 . If you have a long contact list with lots of people in it. In a Meeting. 4. Managing partners Your contact list is about people. I Am Away. First. organize. • In a Meeting indicates that the person is in a meeting. you use it to track. Second. and so on. they have specifically indicated to you that they are occupied with something important. and able to send and receive instant messages. instead. not to mention the fact that your status automatically and instantly changes in all Lotus Notes inboxes etc. Choose a status: I Am Available. Click the OK button. You can choose from four statuses: • Available indicates that the individual is ready. or a partner’s) presence. willing. the icon next to your name changes. 2. receive VoIP calls. or Do not Disturb. be aware that you probably won’t get an immediate response. Consider sending an e-mail. Click the Status icon on the Community Settings bar.

3 shows an example business card. If the user has added a photo the Business card will display it. Figure 3-3: When you hover over a person’s name in your Contact list. Type the name of the group to which the new contact will be added in the Add To Group field. If you are unsure of the spelling of a person’s name. you are in effect creating a new group and adding the new person to it. Sametime displays a list of people who have names close to what you entered. 13 . 2. 3.) 5. Click the Close button when you are finished adding contacts. Type the person’s name in the Enter Name field and press Enter. Figure 3. and may also tell you things such as location. Choose File➪Add➪Contact. telephone number etc. rather than type. all in one step. Optionally. Select the name of the person you want from the list. displays the Status message. Looking at a partner Every Sametime user has a business card. click the Browse for name tab in the Add New Contact dialog box to choose. 6. (If you enter the name of a group that doesn’t already exist. Click the Add button. Sametime Connect shows you the person’s business card. type a nickname for the new contact in the Nickname field. which tells you the person’s name and Sametime status. the person’s name.Adding a partner Use these steps to add a new chat partner to your contact list: 1. 4.

And of course.4 shows an example conversation. instantly. As you can see in the figure. it’s reciprocal. especially if you have conversations that span hours. wherein you and your partner have your text-based conversation.Interacting with people in your contact list Instant messages Although you have several ways to get the conversation rolling with someone in your chat list (assuming. the easiest is to double-click the person’s name in your contact list. The basic operation of the chat window is easy. Figure 3. and click the Send button. you type a message in the chat window. Figure 3-4: Using Sametime to exchange instant messages. of course. whether they are on the other side of the conference table or the other side of the world. you see a chat window. Right-click on a misspelled word and use the spell check dialog box to fix your mistakes before you send any typos. You can use all the following buttons in the chat window while exchanging instant messages (from left to right) : 14 . Sametime helps keep the conversation timely by timestamping each message. Sametime tells you when your partner is replying. your partner does the same thing. When you do. You may also notice as you type that Sametime automatically checks the spelling of your message and underlines any misspelled words in red. When you do. that your colleague is not in Do Not Disturb status). whatever you typed appears on your partner’s screen. This is very useful. you’ll see a message such as ‘Toby is typing’ at the bottom of the chat window.

click this button to use Sametime’s built-in VoIP and actually speak to and hear your chat partner.Invite others: Conversations almost always start out with 2 people. and you decide that the person belongs in your contact list. Decrease Font Size: Type smaller. Text background color: This changes the colour of the chat window background. Increase Font Size: Type bigger. Italic: Another way to stress a word or phrase is to italicize it. Hyperlink: Send your Chat partner a url 15 . Text foreground color: This option changes the colour of the words you type and the colour of the words your partner sees. You get to pick the group to which the new person will be added. Add user: Use this button if someone begins a conversation with you. Spell check: If you do not want Sametime to automatically check your spelling and underline words as you type. Note that if the number grows beyond 3 or 4 people you may need to continue the conversation on a VoIP call or Web conference instead! Chat history: Click to see a transcript of previous conversations you have had with the person. it’s hard to convey irony in the typed word. Bold: Emphasize what you’re typing about with the Bold button. Handy if you have more than two people chatting at once and you want to differentiate who’s saying what at a glance. Underline: Yet another way to stress a word or phrase is to underline it. Default font: This resets any colour or font changes you have made. Emoticons: Pictures to make sure that your partner knows that you are kidding or happy or rolling on the floor laughing. Instant Meeting: Click to convert your instant message conversation into a Web conference. Call -Voice chat: Sometimes there’s no substitute for talking. use this button if you need to get someone else involved. click this button.

and Sametime to talk with people as if you were on the phone. click this button. and then click and drag over the part of your screen that you want to show to your partner. or right-click a partner’s name and choose Call. your partner gets an Alert message and hears a sound much like a phone ringing. Instant messaging is not just for text anymore! Other ways of interacting with your colleagues Chat is certainly the most common way to interact with your colleagues.Send a file: You can use Sametime to send a file (almost like an e-mail attachment) to your partner. which is a way to use your computer. Send a screenshot: A picture is worth 1. is built-in VoIP communications. But there are others ways to work with people in Sametime. or long distance charges! When you click the Voice Chat button.5 onwards. No telephones.000 instant messages. 16 . Using Sametime’s built-in VoIP One of the new features from Sametime 7. phone numbers. headset and microphone. You click the Answer button to answer the incoming Voice Chat request.

Can You Hear Me Now? Every Web conference has an audio conference to go with it so attendees can speak to one another as easily as over a phone conference call. virtually. Through Sametime Web conferencing. In some Web conferences. say. of course. such as graphs. and/or a headset connected to their computer. For example. that everyone who is attending has a microphone. revise the spreadsheet. Sametime handles what meeting participants can see in the Web conference. Sametime’s built-in VoIP is a great way to handle the audio for a relatively small Web conference. This assumes. you may have a Microsoft PowerPoint presentation that you need to share with an audience of 2 or 200 people. with special focus on how you schedule a Sametime Web conference and the tools to share and show.Part 4 Sametime Web Conferences Web conferences help you share information with other people. speakers. and so on. whether they are down the hall or across the globe. you can use a Web conference for that. and help you write a new press release (or spreadsheet or any other kind of digital document). you can let someone else in the Web conference control your computer. if you need someone to look over your shoulder. you can either show other people what is happening on your computer or see what’s happening on theirs. if the Web conference has. 17 . • Working collaboratively: Sometimes you may need to edit a document or coordinate input on a project with a smaller group of people. five participants or fewer. charts. or do whatever you enable them to do. and actually edit the document. Appreciating the Advantages of Web Conferences Web conferences are a way that you can work across long distances. too. it’s appropriate to use Sametime’s built-in VoIP. In other words. but you also need to arrange for what people will hear in the Web conference. Sametime Web conferencing is used for any of these scenarios: • Showing a presentation: The most common reason to use Sametime Web conferencing is to share visual information. VoIP is likely your best way to go for audio. For example. Here’s what you need to get started. In practical terms. • Easing tech support: Under certain circumstances. with other people — as if you were all in the same room. This ability to grant control to other people is especially helpful for tech support. visually and in real time. This means the designated person can “drive” your system.

• Your Notes calendar: When you need to arrange a Web conference ahead of time. and so on) with the invitation to your Sametime Web conference. you get a phone number and passcode that you share with your meeting’s participants. Genesys. but then assign ‘Online Meeting resource’ i. [acsametime. Starting Up a Sametime Meeting Every Sametime Web conference starts in one of the following 3 ways: • Instant meeting: This shortcut is a way to promote a discussion you’ve been having in Instant Messaging so that your chat partner can see something that you’ve been ‘chatting’ about. in other words. You can also include the call-in number in the Description field so that these pertinent details appear on the Welcome screen of your Web conference.e. simply book a meeting as normal in your Calendar.For larger Web conferences.emea. you may want to look elsewhere for the audio. the call’s passcode.com] 18 .e.group. After you schedule the call. i.atlascopco. The basic idea is that this kind of Web conference isn’t booked ahead of time — you need one right now. set up the audio conference part of your Sametime meeting the same way you’d set up any other telephone conference call. Make sure that you always include the audio portion of the conference call details (the phone number for participants to dial. Figure 4-1: Meeting Welcome screen with 3rd Party (Genesys) dial-in information. Sametime Meeting • Calling all attendees — the easy way • Sametime Meeting Centre: If you’re planning a Web conference go to the Meeting Centre and book a meeting.

Open your Lotus Notes calendar.atlascopco. Almost all online meetings are Collaboration meetings. You could ask your chat partner to wait a minute while you open a browser window. enter the Sametime Meeting Centre’s URL (acsametime. desired participants. etc. Select the name of the Sametime server that will host the meeting in the Place field.com). Why do all that when you can simply click the Instant Meeting icon so you and your chat partner are immediately taken into a Sametime Web conference. Click the Restrict Only to Meeting Invitees check box if you want Sametime to prevent anyone who isn’t listed in the invitation’s Required and cc list from attending the Web conference. All attendees will be required to supply the meeting password in order to attend the Web conference. fill out a new meeting form. Click the Save and Send Invitations button. save the form. Enter the meeting’s subject. start and end times. You’re done! 19 ..group. Booking a Sametime meeting from your calendar Use the following steps to book a Sametime Web conference from Lotus Notes: [Steps vary depending on the Notes Client version you are using] 1. Two important things happen: The invitation is dispatched to the people whom you’ve invited. and your Web conference is booked on the Sametime server.emea. and then tell your chat partner what the meeting’s URL is. 2. Fill out the meeting form as you would for any other meeting. 5. wherein you can share your screen. Select Collaboration. Click the Attachment button in the Online Meeting Attachments field if you want to upload materials (such as a PowerPoint Presentation) in advance of the meeting.Using instant meetings Instant meetings are really timesavers. 4. 9.. Type the Web conference’s password in the Meeting password field. 6. use the Whiteboard. Click the This is an Online Meeting check box. Moderated Presentation. 7. Instant meetings are like any other type of Web conference. 8. 10. and so on. or Broadcast Meeting from in the Type field. Click the Schedule a Meeting button. 3. they’re just much easier to start.

and click the Save button when you’re done Figure 4-2: Use the Sametime Meeting Centre’s New Meeting form to book a Web conference. 4. Click the Schedule a Meeting button.atlascopco. The New Meeting form appears. ‘acsametime.Using the Sametime Meeting Centre Follow these steps to schedule a Web conference with the Sametime Meeting Centre: 1. 3. as shown in Figure 4-2. Enter the URL for your Sametime server. 2.group. Fill out as much as you need to on the form.com’.emea. 20 . as explained in the following sections. You will have to log in to use the Sametime Meeting Centre. Open your Internet Explorer browser.

and so on. If you have the slides ready at the time you are filling out the New Meeting. which is the text you enter in the Name field. Remember that all the meeting participants need their own computer microphone. Files you upload with the Sides tab will also be available for participants to download. Make sure to fill in all the required fields (with the red asterisk). be as specific as you can. • Slides enables you to upload a presentation or other file to share during the Web conference. As you can see in Figure 3-2. and whether everyone who attends the meeting will be permitted to present (though you can give or take away permissions later). • Computer Audio uses Sametime’s built-in VoIP services. you can click the Start Now check box to have the Web conference start right away.The New Meeting Form has four tabs: • Essentials contains the most important information about the Web conference. start and end times. or you can select the appropriate times and dates. You have three options in the Audio and Video Services section of the form: • None means that the Sametime server will not be providing any audio services. after the meeting. • People enables you to determine who can attend the Web conference. Because the meeting’s name shows up in a list with other Web conferences in the Sametime Meeting Centre. who is the Web conference’s Chair (that’s probably you). The most important fields on the New Meeting form are those on the Essentials tab. This option works best if the conference has no more than five people. Recorded meetings are stored right in the meeting centre. You can also use the Description field to provide other information about the Web conference. enter the call-in details — phone number and passcode — if you have them every time you set up a new Web conference. For example. Required fields on this tab are indicated as such with a red asterisk. speakers. and/or headset. One of the features on the Options tab is the ‘Record the Meeting so that Others Can Replay It Later’ check box. after the fact. which does exactly what it says — records and preserves everything that happens in the Web conference. • Options indicates whether the Web conference will be recorded and whether it will be listed in the Meeting Centre’s list of Web conferences. it’s a good idea to take care of that now. such as its name. • Computer Audio and Video if you want to utilise Sametime’s audio & video capabilities 21 . click the Record Meetings link in the sidebar to access them. both for the sake of posterity and so that anyone who missed the meeting can watch. Every Sametime Web conference needs a name. The fields in the When section of the Essentials tab tell Sametime when the meeting will occur.

• Hide them: Check the Do Not List This Meeting check box on the Options tab if you want a Web conference to be hidden and not listed in the Sametime Meeting Centre’s list of meetings. You can further limit a Web conference’s attendees by clicking the Restrict the Meeting to the Following Users radio button and then using the Add or Remove People button to select who. Figure 4-3: Use People tab to control your Web conference’s invitees. By default. they have. in fact. within Atlas Copco it is required that a password be set and the meeting can’t be saved until it has been done. however. So if you share your Web conference’s URL only with the short list of people you want to attend. attends your Web conference and what privileges. Keeping Web conferences secure Because Sametime Web conferences are run on our Atlas Copco network and servers. • Mum’s the word: When push comes to shove.Managing Web conference attendees Use the fields on the People tab (as shown in Figure 4-3) to determine who. every Sametime meeting can and should have a password. is invited to your meeting. 22 . You can. Sametime Web conferences are open to all Atlas Copco users. such as the following: • Passwords: As you can see in Figure 4-3. a Web conference is just a URL. exactly. if any. you can be reasonably certain that no one else will try to enter the meeting. you can have peace of mind regarding their security. make meetings more secure a few other ways.

so that it will be there when you and your colleagues join the Web conference. You can share information with your Web conference’s attendees three basic ways: • Uploading the file: You can upload a file at the same time as you schedule a new Web conference. you can also enable attendees to edit or control the application. network performance. drag. and (2) click the Click to Present button. you can share just about anything on your computer. Use the New Meeting form’s Upload button to upload the file to the meeting centre. live. and interact with it. you have to (1) be given the right to do so by the meeting’s Chair. How do you decide which sharing method to use? When you’re concerned about speed. exactly at the same time as you are sharing it. Application sharing is a little slower but offers the advantage of immediacy — which is to say people see exactly what you’re sharing. so this section explains which Sametime features are best for which types of documents or applications you’re presenting or sharing in the Web conference. • Application sharing: You can start an application or open a file that you want to share. and you as Chair or anyone you grant control to can make changes on the fly. choose the application sharing. One distinct advantage of uploading files is that it is faster because Sametime converts the files to a special format that is very easy and fast to share. draw pictures. and screen refresh issues.Sharing The very nature of a Web conference is that something needs to be shown and shared amongst a group of people. people see every click. • Using the Whiteboard: This is like a blank canvas where you and your colleagues can write text. and drop that you’re doing on your computer. When you use application sharing. Click the Supported File Types link on the Slides tab of the New Meeting form to see the detailed list of file types that can be uploaded. upload the file(s) to the Web conference. This is good if one of your colleagues is on a slow connection. If interactivity and immediacy are paramount. To be able to share in a Sametime Web conference. so that your colleagues can see it in the Slides tab of the Web conference. and so on during the Web conference. and Sametime enables everyone in the Web conference to see what you see. When you share a document (such as a spreadsheet) this way. You can also upload files during the meeting. 23 .

Attending a Web Conference Every Sametime Web conference has a unique URL. If you still can’t find it. Sametime tells you the URL. when you schedule a new Web conference. contact the person who sent you the meeting invitation. need to supply to all invitees. attending a Web conference means clicking a URL. Figure 4-4: Every Sametime Web conference has its own unique URL. which you. 24 . As you can see in Figure 4-4. as Chair. When you attend a Web conference. The URL may be in the meeting invitation on your Lotus Notes calendar. Of course what you see may be a little different. you will see something similar to Figure 4-5. and click the Attend a Meeting button to see what’s happening. Usually. open the Sametime Meeting Centre with your Web browser. which options the chair decided to employ. depending on how the Web conference was booked. If the Web conference’s URL wasn’t supplied to you. and if you don’t have that. or it may even be in the Instant Message that you just received. which is used to attend the meeting. you can’t come. and whether you yourself are the Chair. or it may be in the body of an e-mail message that was sent to you.

and share them with the others in the Web conference. • Fit to screen and maximize: Use these buttons to control how much of your screen is taken up by what your colleague is sharing. track the answers.Figure 4-5: Attending a Sametime Web conference. and description of the meeting. • Welcome tab: When an attendee joins the Web conference. • Web page: The Chair can enter a URL in the New Web Page field and click the Send button to have that Web page open up on the screen (in a new browser window) of each meeting participant. Here’s a short list of the buttons you may click and activities you may undertake when you’re in a Sametime Web conference: • Invite: Click this button if you’re the Chair and want to send an Instant Message to ask someone to come join your Web conference. • Group chat: Everyone in the meeting can use the group chat box and everyone can see its contents. • Polling: Need to take a quick vote or gather opinions from participants? The Chair can set up poll questions. this screen displays the title. remind themselves why they’re coming to this meeting. 25 . and remains on everyone’s screen until the Chair changes it. and generally get themselves settled. This is very useful in the first few minutes of a Web conference as people dial in. start time.

• Whiteboard tab: Click this tab to use the Web conference’s Whiteboard to take notes or brainstorm. you see the Sharing Tools dialog box. • Add slides: Sometimes you don’t have all the slides you need to upload in advance of a Web conference. Figure 4-6: Deciding what and how to share in a Web conference. • Reclaim control of your screen: Wrests control back so that no one but you can control your system. • Allow others to control your screen: Puts one of your colleagues in the driver’s seat. an application. You can double-click a person’s name to open a private chat window with them. Use this tab to upload new slides to the Web conference after the meeting has begun and is underway. • Switch to sharing something else: Stop showing this and start showing that. • Sharing tab: Click this tab and use the Start sharing dialog box (shown in Figure 4-6) to show people in the meeting something from your system. as Chair. No matter which method you choose to share on the Sharing tab.• Slides tab: Click this tab to see the file or document that has been uploaded to the Meeting Centre (if one has been uploaded). and lets him or her take over your computer. whether it’s your desktop.) You can also right-click on his or her name to send only that person a file. 26 . (like a side conversation between you and the individual. • Attendees: A list of the people who are attending the Web conference. or a frame for showing portions of your screen. which has buttons to control how you share: • Stop Sharing: People won’t be able to see what’s on your screen anymore. which only you and they can see.

• Highlighter: Used to draw a fat line that emphasizes something on the Whiteboard. instead. • Add a stamp: Stamps a little star next to something you’d like to emphasize. in the colour and thickness of your choosing. Figure 4-7: Using the Whiteboard. • Erase annotations: Gets rid of the items on the Whiteboard. • Draw a straight line: Draws straight lines. • Draw a rectangle: Draws rectangles! • Draw an Oval: Rounder and softer than rectangles. • Add text: Puts some words on the Whiteboard with this tool. in the colour and thickness of your choosing. and this is the tool to pick when you need to draw one. you get a whole different set of buttons. 27 . as you can see in Figure 4-7. • Select Objects: Use the arrow to select an object that’s already on the Whiteboard in order to make some kind of change to it.If you use the Whiteboard tab. • Erase all annotations on this page: Gets rid of all the items on the Whiteboard. • Draw with freehand pen: Draws squiggly lines. • Laser Pointer: A useful little red light that is sure to draw your audience’s attention to wherever you click it.

It also helps you keep your audience focused by directing their attention. you have a couple of decisions to make about what (and how) you will share from your screen with the other people in the Web conference. select the program you want people to see. the Sharing dialog box has three choices: • The entire screen: This means that everybody in the screen will be able to see everything that happens on your computer (until you stop sharing). and even helps a little with the meeting’s performance because you can control how big the box is. be careful. Note: Although this first option is certainly the most direct way to share. As you can see in Figure 4-6.Sharing just enough When you click the Sharing tab (assuming the chair has given you permission of course). 28 . You might mean to show a PowerPoint presentation but show something else you have open! • A resizable rectangular frame: This gives you a (resizable) box that you drag around your screen. The idea is that your colleagues can see what’s on your screen if it’s inside the box and can’t see if it isn’t. • A currently running application: This presents a list of programs you have open.

If for example. Select I am Available. Figure 5-1: Make sure you use the Sametime Status menu. Your Sametime Status message will be displayed to all of your colleagues when they hover over your name. Sametime Connect changes your status. Type a little hint about yourself in the Edit message dialog box. be considerate (it’s just one click) and set your Sametime status to Away. as you can see in the Toolbar.Part 5 Sametime Your Way This part is all about how you make Sametime suit your own particular tastes and preferences. 2. And then set yourself back to I am Available when you get back. 4. Figure 5-2: Changing your Sametime Status message. 3. and importantly. Click the Status button on the Toolbar. Respecting the Sametime Status Social Contract Your status is important because it’s the way your colleagues know when you’re available and amenable to a Sametime conversation. or Do Not Disturb. you owe it to your colleagues to be reasonably diligent about changing your status. I am Away. Click the OK button. As a member of the Sametime community. 29 . In a Meeting. your Status indicator changes all over Atlas Copco. Changing your status manually Follow these steps to change your status: 1. you’re headed to lunch. whether that’s via instant messages or a VoIP Voice chat.

30 . Click the check box labelled From Available to Away When I Have Not Used the Mouse or Keyboard After the Following Duration. as shown in Figure 5-3. . This is useful. Relying on Auto-Status Changes Setting your status is such an important part of being a member of the Sametime community that the software helps you by automatically changing your status in a couple of key scenarios. . for example. you probably also want to click the From Away to Available When I Begin to Use My Mouse or Keyboard check box. so that Sametime Connect can similarly conclude that you are once more Available upon your return. Figure 5-3: Using the Preferences dialog box to tell Sametime when (and if) it can automatically change your status for you. If you do click the first From Available to Away When I .Although you can have Sametime prompt you to change your Status message every time you adjust your status. and then enter a number of minutes in the Minutes field if you want Sametime to monitor your computer and assume that you’re unavailable if you’re not using it. Choose File➪Preferences and click Auto-Status Changes in the Preferences dialog box. check box. Click the From Available to Away When I Lock My Computer Using the Operating System Lock check box if you want Sametime Connect to assume that you’re away when and if your screensaver turns itself on. if you leave your desk in a hurry for a meeting and don’t set your Sametime status manually. you can create your own default Status by choosing File➪Preferences and clicking Status Messages.

4. if you don’t need them that long. you didn’t click that check box. which are essentially a text-based transcript of the instant messaging conversations you’ve had. This feature is a great way to have a little reminder of what you’ve been talking about inserted into every Chat conversation you have. on the other hand. Click the Automatically Save My Chat Transcripts check box. for example.Jogging Your Memory with Chat Histories Another new feature from Sametime 7.5 onwards. is integrated Chat Histories. choose File➪Open Chat History to see what you’ve been typing and whom you’ve been typing it to (see Figure 5-4). stored forever. 2. 6. click the Delete Saved Transcripts After This Number of Days check box. you can access that Chat History a couple of ways. you’ll never have to ask again. Firstly. (Optional) Chat transcripts are. 31 . (Optional) Click the Display Saved Transcripts in Chats from the Following Number of Days field if you want Sametime to include the last few chats you’ve had with a person every time you start a new one. so that if. 3. Click the OK button when you are finished with the Preferences dialog box Using Chat Histories If you clicked the Display Saved Transcripts in Chats from the Following Number of Days field in the Preferences dialog box. and enter the appropriate number in the field. by default. Chat Histories make it easy and automatic to review a previous discussion. If. 5. use these steps to do exactly that: 1. Chat Histories are also a great way to keep a record of what you discussed with a given person in a given situation and can even be copied/pasted into an e-mail message if you need to share your conversation with someone else. you can see the transcript of your previous conversation with a person every time you start a new chat with that person. Turning on Chat Histories Because Sametime Connect doesn’t automatically save chat transcripts unless you tell it do so. you can use Sametime’s built-in Chat History browser. (Optional) Choose the path wherein the files will be stored by using the Browse button. you’ve already asked someone a question. Choose File➪Preferences and click Chat Histories. or if you need to examine the transcript of a conversation outside of a chat.

I am always available for . Common sense dictates that this would be a very short list of people — probably your boss. you can select the name of your colleague on the left side of the screen in order to see the transcripts of conversations with that person on the right side of the screen. normally someplace along the lines of C:\Documents and Settings\your name\Sametime Transcripts. their boss. 32 . As you can see in Figure 5-4. you then tell Sametime whether you will be available to only the people whose names you specify. . You can navigate amongst the folders (there’s one for every person) to find the transcript you need. Getting a Little Privacy You can configure a couple of special Privacy settings in Sametime. in that folder. . Click the When I Am Online tab if there are certain people from whom you need to. The basic idea here is that Sametime lets you hide from certain people. or whether you will be Available to everyone except the names you specify. choose File➪Preferences and click on Privacy. You will find. well. You can also use the Chat History browser’s File menu to print transcripts. Click the Enable the Following People to See Me as Available Even When My Status Is Set to Do Not Disturb check box if there are a few select individuals who will have the special privilege to interrupt you. hide. When you click the Enable This List to Control Who Can See You When You’re Online check box. and the two people on your team with whom you collaborate most. another folder for every person with whom you’ve exchanged instant messages. Type their names and press Enter to add them to this special list. . even when you have set your status to Do Not Disturb. If you want to be available to the majority of the people in your Sametime community but don’t want to interact with a few people. or delete a transcript. you can use your operating system to navigate to the folder where your transcripts are being saved. . I am never available for . Alternatively. click the Everybody EXCEPT Those on This List Can See Me Online option. save them to a different location.Figure 5-4: Using the Chat History Browser to review prior conversations.

In a Meeting. Away. it’s just as bad as getting a 17-minute voice-mail message. some things are appropriate for instant messages. If there’s something you need to say to someone that you wouldn’t want forwarded in an e-mail. So sending them an instant message is. and some aren’t. Don’t forget to change your status. but they aren’t the only way. to take full advantage of its versatility. but you all need to get comfortable with its conventions. If you haven’t been getting instant messages for 33 . and part of the Sametime social contract. It’s even becoming common for people to copy/paste a chat conversation into e-mail and forward it in the body of an e-mail message. When someone is leading a Web conference. you’d best not use Sametime. and you should use it. or in Do Not Disturb — is one of the most important aspects of Sametime. The trick is to pick the right tool for the job. other forms of communications such as e-mail and the telephone. • Don’t forget to indicate your own status: Your status — whether you are Available. it lets your colleagues know whether you are available and able to work together.Part 6 Ten Sametime Reminders Sametime helps you work in real time with your colleagues. it has its own rules and customs. wait before replying. not replace. watch for it. and the shorthand and many abbreviations used in instant messages can compound the problem and lead to unfortunate misunderstandings. first and foremost. and respect it. Because it’s a new platform for communication. a bad idea because you are interrupting and distracting your colleague. Secondly. and business partners. • Don’t forget about e-mail and answering the phone: Instant messages and Web conferences are indispensable ways to communicate and work together. It may very well be that your colleague didn’t mean the message to be as harsh as you might think. There’s nothing worse than getting three pages of text in an instant message window. Here are some do’s and don’ts of Sametime etiquette: • Don’t forget that instant messages are a lot like e-mail: The immediacy of instant messages can be both a good and bad. as it’s polite. If your chat partner says something that seems inflammatory or confrontational. Pick up the phone instead. Instant messages live on long past when you send them. • Think twice before Sametime(ing) someone in a meeting: Sametime has a Status called In a Meeting. Sametime is intended to supplement. there’s a pretty good chance that they’re sharing their screen. did you really want everyone to see what you had to say? • Don’t lose your cool: The immediacy of instant messaging can lead. customers. so take a moment to memorise the following ten things you shouldn’t forget when using Sametime. to someone typing a message that they shouldn’t have. Most people use Sametime’s chat histories to preserve their chat conversations.

the Web conference’s password by including it in the meeting’s invitation. in advance. • Don’t forget to set your location: Sametime has a new feature. Don’t forget to use Location profiles so that your colleagues know where you are. where in it can track and share your physical location. you have one less thing to remember. • Get a headset: One of the best new features in Sametime is its built-in support for VoIP. • Set your status to In a Meeting when leading a Web conference: If you tell Sametime to automatically set your status to In a Meeting every time you join a Web conference. it’s a pretty sure you’ll be sharing Microsoft PowerPoint slides. Use the PowerPoint screenshow feature. no phone number. • Use PowerPoint’s screenshow feature: When you attend and present in a Web conference. and so that your colleagues who are watching you present will be able to see everything clearly. check your own status. • Tell attendees the Web conference’s password: Make sure anyone who is invited to your Web conferences knows.an hour or so. which lets you use Sametime to talk to your colleagues — no telephone.If you fail to do this. 34 . no busy signal. so that your slides take up as much of your screen as possible. you run the risk of being barraged with incoming instant messages while you’re trying to hold a Sametime Web conference. You may be sending the wrong message that you’re unavailable.

you want to be sure that when you’re communicating with someone. authentication. with little or no training required. that you really know that the person is who they say they are. Through integration. use Sametime inside Microsoft Office etc. potentially harmful. and so it has all the features that businesses need — including encryption. An Expandable Platform Sametime offers more than just a buddy list and Web conferencing.$500 a month for its competitors! Secondly. Easy to Use Sametime is designed to be a tool that your company can use right out of the box. hardware and network. chat histories. that’s why you can use Sametime inside your e-mail. therefore there are no further charges compared to the $200 . Fully Integrated with Your Enterprise Sametime is intended to work with other systems. Web applications.. 35 . You wouldn’t trust your business e-mail to a basic online service provider and you shouldn’t do it for real-time collaboration.Part 7 Ten Reasons to use Sametime Built for Business Sametime is and always was designed for business. pluggins to be installed like its competitors. You want to be protected from prying eyes. By using Sametime’s toolkits or add-on solutions from third party providers. Sametime enables you to to respond to clients and customers quickly and efficiently with just the information they need. either. it is a platform for real-time collaboration. many of which began their careers as consumer-oriented chat services and are now trying to move in on the enterprise market. This approach is fundamentally different from that of Sametime’s competitors.. Sametime v’s Webex / GoToMeeting / Others… Firstly. and create mashups that combine the best of Sametime with just about any other application or service.. Sametime offers the same feature set as its competitors… Why use anything else ??? Top-Notch Security You want to be sure that the tools you use in your job (such as e-mail. Sametime is Free to use as Atlas Copco has already paid for the licenses. and instant messages) are secure. and finally. you can inject real-time collaboration into any other application. Third. reliability etc. and most importantly. Sametime is fully integrated into Lotus Notes and doesn’t require.

With its chat logging feature. The Global Collaboration Products (GCP) team governs the Atlas Copco Lotus Notes/Domino environment. Sametime helps keep you in line with such compliance regulation. calendar. to say nothing of the productivity gains Sametime offers. simple applications and instant messaging) is based on IBM products. and possibly most importantly…. Reduces Travel and Voice Mail Many chat conversations you have saves a phone call. as well as providing IBM Lotus Sametime Servers and IBM Lotus Quickplace Servers.Complies with Compliance Issues Sametime includes tools that you can use to make sure your real-time collaboration tools are compliant. and likewise every Web conference you attend potentially saves travel. This line of products is mainly based on the IBM Lotus portfolio. It also presents a more manageable and predictable cost structure. Because Sametime is the chosen standard for Instant Messaging (Chat) and Web Conferencing for the Atlas Copco Group. especially when compared with its expensive pay-as-you-go hosted Web conferencing competitors. Client Software IBM Lotus Sametime 8 stand alone client should be used if the Lotus Notes client is version 7 IBM Lotus Sametime integrated client should be used if the Lotus Notes client is version 8 Server Software IBM Lotus Sametime 8 is the standard 36 . Corporate Policy And Finally. The cost savings Sametime can bring are easy to measure. Server replication and mail routing design is the responsibility of GCP. Cost-Effective Sametime is more cost-effective to license. Extract from ‘The Way We Do Things’ - Collaboration Products The Atlas Copco Group standard in the area of Collaboration (mail. deploy. and manage. workflow. you can be confident that every message that the Sametime server handles is logged.