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Using IBM Lotus Sametime Web Conferencing with Cisco Unified MeetingPlace Release 8.0

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Quick Start Guide

Table Of Contents

Using IBM Lotus Sametime Web Conferencing with Cisco Unified MeetingPlace Release 8.0

Overview

Scheduling a Meeting

Starting Meetings from Sametime Connect

Moderating Meetings

Attending Meetings

Troubleshooting

Obtaining Documentation and Submitting a Service Request


Quick Start Guide

Using IBM Lotus Sametime Web Conferencing with Cisco Unified MeetingPlace Release 8.0


Revised: July 2, 2010, Cisco Unified MeetingPlace Release 8.0

1 Overview

IBM Lotus Sametime Web with Cisco Unified MeetingPlace 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—is accessed through your web browser and provides the web portion of your meetings.

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

IBM Lotus Sametime Connect—is accessed through your computer and enables you to chat with co-workers and start meetings.

2 Scheduling a Meeting

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

Procedure


Step 1 Sign in to IBM Lotus Sametime Meeting Center.

Step 2 Select Schedule a Meeting.

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


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


Step 4 (Optional) Select 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 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) Select the Options tab and select 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 Quick Start Guide for Attending and Scheduling a Cisco Unified MeetingPlace Meeting from Your Phone to review other Cisco Unified MeetingPlace features.

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

Step 7 After entering the meeting details, select Save.


3 Starting Meetings from Sametime Connect

You can also start meetings from Sametime Connect. When you accept and join the meeting, you are 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 select Instant Meeting.

Step 3 Select Telephone services.

Step 4 (Optional) If you receive a meeting invitation, select Join the Meeting when the invitation window appears.

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


4 Moderating Meetings

As the moderator, you have special controls over the meeting audio features.

Task
Procedure
Comments

Mute all participants

Select Tools > Audio > Mute All.

Participants who join the meeting after you select Mute All are automatically muted. Participants can unmute themselves from the meeting room or by pressing #5.

Select Tools > Audio > Unmute All to unmute self-muted participants and to unmute participants muted by the Mute All action.

Mute a specific participant

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

The participant is muted and locked. This participant cannot disable mute when muted by you.

If you select Tools > Audio > Unmute All, the muted and locked states of participants are not changed.

Instead, select Tools > Audio > Unmute Users to unmute the specific participant.

Lock the meeting

Select Tools > Audio > Lock Meeting.

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

Change volume for a specific user

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

 

Rename a participant

Select 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

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

 

Associate participants

Select 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 Select 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 Select 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 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 moderator has muted (and locked) your phone. Ask the moderator 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.


7 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.