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Quick Start Guide: IBM Lotus Sametime Web with Cisco Unified MeetingPlace Release 7.0

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Quick Start Guide

Table Of Contents

IBM Lotus Sametime Web with Cisco Unified MeetingPlace Release 7.0

Overview

Scheduling a Meeting

Starting Instant Meetings from Sametime Connect

Moderating Meetings

Attending Meetings

Joining Instant Meetings from Sametime Connect

Troubleshooting

Obtaining Documentation and Submitting a Service Request


Quick Start Guide

IBM Lotus Sametime Web with Cisco Unified MeetingPlace Release 7.0


Revised: July 2, 2010, OL-18725-01

1 Overview

IBM Lotus Sametime Web with Cisco Unified MeetingPlace Release 7.0 expands your web meetings to provide audio participation. With this integration, you can schedule, manage, and participate in these meetings from the Sametime Meeting Center.

Your system administrator provides you with access to these required applications:

IBM Lotus Sametime Meeting Center—accessed using your web browser and provides the web portion of your meetings.

Cisco Unified MeetingPlace—accessed using your phone and provides the audio portion of your meetings.

IBM Lotus Sametime Connect—accessed using your computer and used for chatting with your co-workers and starting and joining instant meetings.

2 Scheduling a Meeting

These instructions provide you with details about setting up the audio portion of your meetings. Refer to the IBM Lotus Sametime Meeting Center online help for basic tips about scheduling meetings.

Procedure


Step 1 Sign in to IBM Lotus Sametime Meeting Center.

Step 2 Click Schedule a Meeting.

Step 3 Click the Essentials tab and enter the meeting details.


Note If you set a meeting password, it applies to the web portion of the meeting only. Meeting participants will not be required to enter a password for the audio portion.


Step 4 (Optional) Click Repeat to schedule a repeating meeting, with these caveats:

Starting date—Ensure that this is set to the day on which you want to start the meeting not the day on which you are creating the meeting.

Repeat meeting—Use one of the pre-set frequency options rather than the custom setting. The custom setting is not supported.

Step 5 (Optional) Click the Options tab and click the Recording check box to record the web portion of the meeting.

To record the audio portion of the meeting, press #6 on your phone once you are connected to the audio portion of the meeting. See the Attending and Scheduling a Cisco Unified MeetingPlace Meeting From Your Phone Quickstart Guide to review other Cisco Unified MeetingPlace features.

Step 6 Click Use the phone number provided by my telephone service.

Step 7 After you have entered the meeting details, click Save.


3 Starting Instant Meetings from Sametime Connect

You can also start instant meetings from Sametime Connect. After you invite participants, you will be connected to the Sametime Meeting Center.

Before You Begin

Sametime Connect does not distinguish between users who are trying to start a Cisco Unified MeetingPlace meeting if the following exists:

Cisco Unified MeetingPlace credentials are different from Lotus Sametime credentials

Cisco Unified MeetingPlace credentials are set as the default for creating new meetings

Any user who signs in to a particular Sametime Connect client is therefore able to start Cisco Unified MeetingPlace meetings using the default Cisco Unified MeetingPlace credentials.

If your Sametime Connect client is going to be used by multiple users, make sure that each user changes the setting for "Default server for creating new meetings" in the MeetingPlace user profile preference section.

Procedure


Step 1 Sign in to IBM Lotus Sametime Connect.

Step 2 Select two or more contacts and then click Instant Meeting.

Step 3 Click Telephone services.

Step 4 Click Send.

Step 5 Participate in the meeting using IBM Lotus Sametime Meeting Center.


4 Moderating Meetings

As the meeting chair, you have special controls over the meeting's audio features.

Task
Procedure
Comments

Mute all participants (this is also called "chair muting")

Select Tools > Audio > Mute All.

To disable, select Tools > Audio > Unmute All.

Participants who join the meeting after you select this option are automatically muted. They will have the ability to unmute themselves, either from the meeting room, or by #5, since mute-all is treated as self-mute to all participants.

Lock the meeting

Select Tools > Audio > Lock Meeting.

You can lock meetings to prevent additional participants from joining the audio meeting.

Mute and lock a specific participant

Click a participant from the Participant pane, and select Tools > Audio > Mute Users.

To disable, select Tools > Audio > Unmute Users.

Participants cannot disable mute when muted and locked by the chair.

When you unmute muted and locked participants, it does not change the self-mute state that participants place on themselves through the Mute my phone icon in their meeting room.

Change volume for a specific user

Click a participant from the Participant pane, and select Tools > Audio > Change Volume.

 

Rename a participant

Click a participant from the Participant pane, and select Tools > Audio > Rename Users.

If participants join the meeting as guests, you can update their names.

Disconnect a participant

Click a participant from the Participant list, and select Tools > Audio > Hang Up Users.

 

Associate participants

Click the participants from the Participant pane and select Tools > Audio > Associate Users.

If participants join the web and audio meeting components separately, they appear as two meeting participants. You can associate the two names and merge them as a single participant.

Call a participant

Select Tools > Audio > Dial Out.

 

End a meeting

Select File > End Meeting.

 

5 Attending Meetings

Procedure


Step 1 Sign in to IBM Lotus Sametime Meeting Center.

Step 2 Click Attend Meeting to join.

The first time you attend, your browser and Java versions are verified, the meeting applet downloads, and a security warning displays. Once the Meeting Room displays, you are connected to the web portion of the meeting.

Step 3 Click Join the Call to connect to the audio portion of the meeting.

Step 4 Refer to these tasks to control your audio features:

Task
Procedure

Mute your phone.

Tools > Audio > Mute My Phone

Merge your web and audio user participants.

Tools > Audio > Associate My Phone

Leave the meeting.

Tools > Audio > Hang Up My Phone



6 Joining Instant Meetings from Sametime Connect

You can join instant meetings from Sametime Connect. When you accept and join the meeting, you will be connected to the Sametime Meeting Center.

Before You Begin

To ensure that you have enough time to respond to instant message invitations, you must disable a setting in Sametime Connect:

For Sametime Connect 7.5: Choose File > Preferences > Notifications and click the Notifications Window tab. Deselect the Close alerts automatically... option.

For Sametime Connect 8.0: Choose File > Preferences > Notification and click Invitation to instant meeting. Click Modify Notification Display and deselect the Close alerts automatically... option..

Procedure

When you are invited to an instant meeting, a notification alert displays on your screen.


Step 1 Click Join when the notification alert appears.

Step 2 Participate in the meeting using IBM Lotus Sametime Meeting Center.


7 Troubleshooting

Use these tips to resolve some issues you might experience with your meetings.

Problem
Solution

You cannot disable mute from the Sametime Meeting Center.

The meeting chair has muted (and locked) your phone. Ask the chair to disable mute for your phone.

The mute phone option is still available after hanging up the phone from the Sametime Meeting Center.

This is a known issue when using Sametime Meeting Center 7.5.1 and is resolved in version 8.0.

The audio meeting has ended but the web meeting continues.

Select File > End Meeting from the Sametime Meeting Center to end the web meeting.

An extra meeting occurrence (on a different day) displays with the scheduled repeating meetings.

When scheduling the repeating meeting, ensure that the Starting date is set to the day on which you want to start the meeting rather than the day you are creating the meeting.

You can delete the extra meeting occurrence to remove it from your meeting list.


8 Obtaining Documentation and Submitting a Service Request

For information on obtaining documentation, submitting a service request, and gathering additional information, see the monthly What's New in Cisco Product Documentation, which also lists all new and revised Cisco technical documentation, at:

http://www.cisco.com/en/US/docs/general/whatsnew/whatsnew.html

Subscribe to the What's New in Cisco Product Documentation as a Really Simple Syndication (RSS) feed and set content to be delivered directly to your desktop using a reader application. The RSS feeds are a free service and Cisco currently supports RSS Version 2.0.