Sametime-Meetings -user-guide 092713
Contents
1. 1 http www mic no sametime stmtghelp H_THE_SAMETIME_USER_S GUIDE 6913 OV ER html SAMETIME MEETINGS Page 232. New Meeting In Progress Today Scheduled Completed All Meetings My Meetings Recorded Meetings View by Calendar Search for a Meeting Test Meeting Downloads New Meeting Essentials People Slides Options To create an online meeting fill out the information on this tab and click Save You can optionally use the settings on the other tabs to invite people add content and set optio D Meeting name Description or other Start Now meeting information Starting date Ph 10 12 2010 gt A Repeat Time FP amp 2 15PM gt gt I Duration tH FP Od 1h 00m gt gt o A Computer audio Audio and video services Computer audio and video Meeting password Re type password Required field Save Cancel In this screen you start setting up the meeting by entering information about the meeting 1 Enter the name of the meeting That will be the name that will appear on the list of available meetings 2 Enter the description of the meeting You can include information like the name of the class the date and time of the meeting and the phone conference information 3 Enter the exact date and time when the meeting will start Always set the meeting to start at least 15 minutes before It will give you time to test the meeting and help the attendants with connectivity issues and others CHE 6 Goto the next tab People Logged in as Jaime Ramirez Log Out New M
3. File To switch pages within the file or to the next or previous file use the Next arrow and the Previous arrow on the Projector toolbar You can also move through the pages in the file by using the Page drop down box in the Projector toolbar In addition right clicking a slide displays a menu of choices including Next Page and Previous Page Tip When moving forward or back several pages in a file for example from page 3 to page 10 use the Page drop down box rather than the forward and back arrows Using the drop down box ensures that your pages are presented as quickly as possible SAMETIME MEETINGS Page 11 Emphasizing Important Information You can use the annotation tools to draw on your slides to emphasize important information in your presentation For example you can draw a circle around an illustration or you can underline a particular word in red You can also use the Pointer Tool to point to an item on a slide When you draw something or enter text on a slide everyone in the meeting can see it The table below describes how you can use some of the annotation tools to emphasize important information IC Description SSCS Underlining Use the Straightline Tool to underline information in your presentation You can also choose a color and a width for your line Drawing a Use the Oval Tool to draw a circle around an item in your Circle presentation Drawing a Use the Rectangle Tool to place a box around information in yo
4. Touch Tone Command Features Accessed by following the Access Code with a instead of a Accessed by following the Access Code with a instead of a AB A Caller count 2 key Host Allows the host to get a count only plays the number of parties of how many callers are on the in the call code Pressing 3 Takes the individual user out of the conference call and back into the lobby Instructions 4 key conference Plays a menu of touch tone cinstructions commands There are 3 different listening Listening modes 5 key Host modes for the audience the only Listen only modes host default mode is open conversation controlled muting pressing 5 once will mute the audience however the audience can un mute them selves by pressing 6 for questions or guest speakers pressing 5 again will put the audience into mute mode with out the capability of un muting themselves press 5 again and it will return you to open conversation mode Pressing 6 will mute the line of the Mute 6 key caller controlled individual caller pressing 6 again muting will un mute the line Exit conference 3 key exit the conference call Pressing 7 will secure the Security 7 key Host only conference and block all other Secured Unsecured stops callers callers attempting to enter the from entering conference pressing 7 again will re open the conference to all caller joining SAMETIME MEETINGS Page 22 References
5. or diagrams on the blank whiteboard If you want to draw the shape in a specific color or at a certain width you can choose the color and the width before or after drawing the shape 1 To draw a rectangle click the Rectangle Tool E and position the pointer where you want to draw the shape 2 Click the mouse button and drag to draw the shape Release the mouse button when the shape reaches the desired size 5 Drawing Ovals Using the Oval Tool you can circle important information during a presentation or create circles and ovals on the whiteboard If you want to draw the shape in a specific color or at a certain width you can choose the color and the width before or after drawing the shape 1 To draw an oval or circle click the Oval Tool O and position the pointer where you want to draw the shape 2 Click the mouse button and drag to draw the shape Release the mouse button when the shape reaches the desired size 6 Drawing with a Pen Use the Freehand Pen Tool to draw curved lines or create shapes just as you would when drawing with a piece of paper and a pen You might want to use the Freehand Pen Tool to circle important information when presenting a file or to sketch a product design on the blank whiteboard If you want to draw lines and shapes in a specific color or at a certain width you can choose the color and the width before or after using the Pen Tool 1 To draw lines and shapes as though you were using a pen click
6. the Freehand Pen Tool A and position the pointer where you want to draw 2 Click the mouse button and drag to draw the line or shape Release the mouse button when you are finished 7 Inserting Stamps You can add a star shaped stamp to your whiteboard drawing or slide annotations 1 To add a stamp click the Stamp Tool ak and position the pointer where you want to draw 2 Click the mouse button and then release it for each stamp you want to add SAMETIME MEETINGS Page 15 Working with Raised Hands During a meeting any participant can raise a hand to get the chair s attention The list below describes some possible ways for you to work with raised hands during a meeting As the chair you can Raise your hand just like any other participant You might want to raise your hand to signal a presenter to finish a presentation to ask a question or to let others know that you have returned after a brief absence Ask a question with group chat and tell participants to respond by raising their hands For example ask all participants who prefer a certain product design to raise their hands Even participants that do not have permission to chat can see what you type in a group chat and respond by raising their hands Recognize participants who have raised a hand by speaking to them with a telephone conference call computer audio or by sending them a private chat message For example a participant might raise a hand and then send
7. to interrupt the person who is currently speaking Although everyone in the meeting can see the group chat message only participants with permission to chat can send a message If you do not want to send your message to everyone in the meeting you can double click a name in the participants list to start a private chat with that person To send a message with group chat 1 Place the cursor in the text entry area beside the Send button under Group Chat Enter your message SAMETIME MEETINGS Page 16 2 Click Send or press Enter The message appears in the chat transcript area above the text entry area and is seen by all meeting participants Other participants messages also appear in the transcript area in the order that they were sent Sending Web Pages The chair can use the Web Pages tab to direct meeting participants to specific Web pages For example the chair might send a Web page to meeting participants so that they can review a new design for the company s Web site Only the chair can send Web pages When the chair sends a Web page a new browser window containing the Web page appears on each participant s computer screen The chair does not control this window Each participant can explore the Web page go to a different Web page or close the window without affecting what other participants see during the meeting If the chair sends multiple Web pages to the meeting participants subsequent pages replace each other wit
8. Note lt is possible to show the individual responses to other participants by sharing your screen However you should not attempt to share the individual responses in most cases Participants expect their individual responses to remain private To view individual responses 1 Select a question from the Polling questions drop down list on the Polling tab 2 Click the View Individual Responses tab Each participant s name and answer appears If the chair specified correct answers they are indicated by check marks Note If the chair selected Responses are anonymous when creating the question the names of the respondents are not available but you can still view the answers 3 Short answer questions only Select a name from the list The participant s response appears below the list If the responses are anonymous select an answer from the list The complete text of the answer appears below the list but no name is visible 4 When you are finished viewing the individual responses click Close SAMETIME MEETINGS Page 19 Stop the Meeting Go to the meeting buttons tab in the top left side of the window and click on the stop presenting button Stop and Leave the Meeting If you want to stop presenting and stop the meeting click on the file option in the menu bar and select leave meeting All the services for the meeting will be stopped and the users will be taken out of the meeting Leaving a Meeting To leave a meeting c
9. SAMETIME MEETING CENTER USER MANUAL SAMETIME MEETING Ze Ze e 2 MO en 1 ie ED E U i 28 EF ZZ A gt d Ne ou Nite ne ate 1 ws 4 wv O e po gt Sec gt 40001 NELO 1 oat Ce E A010 Z A 7 nee EE AS Ss lt i gt E EST THE SALVATION ARMY USA WESTERN TERRITORY Rev 09 27 13 Table of Contents Introduction Getting started Log In Attend a meeting Schedule a meeting Testing a meeting Presenting Handling permissions Permissions in breakout sessions Permissions in scheduled meetings Granting and revoking permissions Viewing permissions Switching the meeting chair Working with slides Adding slides Presenting slides Switching pages in the file Emphasizing important information Changing the attributes of annotations Saving annotations made to a file Sharing screen Stop sharing screen Whiteboard Pointing with a laser pointer Drawing with a highlighter Drawing straight lines Drawing rectangles SAMETIME MEETINGS Page 2 O 0 a a a A A 10 10 10 11 11 11 11 12 12 12 12 14 14 14 14 14 15 Drawing ovals Drawing with a pen Inserting stamps Working with raised hands Lowering hands Communicating with group chat Sending web pages Sending polls Viewing and sharing poll responses Stop the meeting Leave the meeting Telephone conference call instructions SAMETIME MEETINGS Page 3 15 15 de 16 16 16 17 18 19 20 20 21 Introduction Sameti
10. a chat message asking for permission to speak Lower the hand of any meeting participant You might want to lower everyone s hands after they have responded to a question See how many people in the meeting have raised their hands by looking at the hand icon in the status bar at the bottom of the Meeting Room See all meeting participants with those with their hands raised first in the order in which they raised their hands by clicking Show at the top of the participants list and then clicking By hand raise Lowering Hands When hands are raised the bottom of the participants list shows the number of hands raised A raised hand icon displays beside the name of each person whose hand is raised You can lower all raised hands or just the hands of selected participants To lower all hands click the lower all hands button at the bottom of the participants list or choose Actions Lower All Hands The hand icons in front of the names disappear To lower selected hands select the names of the appropriate participants in the participants list and then choose Action Lower Selected Hands The hand icons in front of the selected names disappear Communicating with Group Chat Group chat is a public form of chat you can use it to send typed messages to everyone in the meeting If group chat is available in the meeting you can use group chat when audio is unavailable or when you need to ask a question during a meeting and do not want
11. cipants 1 Chair Jaime Ramirez Fosaa Show Al Participants 8 Q B Jaime Ramirez Test Meeting You have all permissions Chair Jaime Ramirez 0 hands raised d Blam available v Sample meeting room to test your environment for online meetings If you can see this message then your environment is correctly set up for Sametime meetings Web Pages Polling Fe 259 2 Polling questions Audio connection Using computer audio and video Group Chat The text you type appears to all meeting 3 participants here Type your chat message here A Connected Elapsed Meeting Time 00 03 12 Py Done Local intranet Protected Mode Off f v 100 e Handling Permissions Only the meeting chair can grant and revoke permissions lf a meeting participant is granted permissions they have permission to present content during a meeting they also become a meeting presenter Be default meetings allow everyone to present Permission to present lets individuals use the annotation tools to draw on the whiteboard and annotate slides share a screen and control the shared screen during a meeting The administrator determines which tools are available and if passing control of the shared screen is allowed Anyone who has permission to present will see the Start Presenting button in the meeting room Even with permission to present you must click Start Presenting before y
12. click Add to grant that person permission to present lf you click a name under People who can present and then click Remove that person will only have permission to view the meeting 3 Click OK The chair can also right click a person s name in the Attendee list during a meeting to display a menu and choose Grant Permissions to give that person permission to present or Revoke Permissions to remove permission to present Viewing Permissions To see all participants who have permission to present during a meeting click Show at the top of the Participant list and then select Presenters Switching the Meeting Chair If you are the chair you can give chair duties to another participant After you switch to another chair you can no longer Send polls View unshared poll responses or individual poll responses Send Web pages Save drawings on the whiteboard or annotations to slides during the meeting Grant and remove permissions from other meeting participants Note If more than one person has been the chair of a meeting the most recent chair is the only chair who can edit or delete the meeting when it is finished To switch the chair 1 Choose Actions Switch Meeting chair 2 Select the new chair from the list of names SAMETIME MEETINGS Page 10 3 Click OK on the Change Meeting Chair dialog box The participant whom you selected is now the chair Note The new chair can confirm his or her status by looking at the t
13. eeting In Progress Completed All Meetings My Meetings Recorded Meetings View by Calendar Search for a Meeting Test Meeting Downloads SAMETIME MEETINGS New Meeting Essentials People Slides Options Choose the people who can attend the meeting or leave it open to all users For a collaborative environment where anyone can upload EEN ides draw on the whiteboard and share their screens give all participants permissig ontent Chair Jaime Ramirez USW SArmy Change Who can attend o Open meeting to all users Restrict the meeting to the following users Permissions Save Cancel Page 6 e Add or Remove People 3 Y All participants have permission to present content It is recommended to select none for audio and video services Select a password 1f you are concerned with the security of the meeting l Chair is the name of the person that controls the meeting Za You can restrict the meeting to certain people or leave it open for anybody to join It is recommended that you leave the meeting open to all the users 3 You can allow others to present content in the meeting 4 Slides tab 1 Click the Add Slides button to add any attachments like PDF files PowerPoint presentations Excel Files Word documents or text files The Microsoft files have to be saved in 97 2003 format 2 List of all the attached files 3 Options tab Allowi
14. hedule Meetings via the Lotus Notes calendar or add the optional Lotus Sametime meeting integrator for Microsoft Outlook to schedule meetings from your Outlook calendar Get the Lotus Sametime meeting integrator for Microsoft Outlook internet fg 100 Welcome to IBM Lotu l untitled Paint 1 The place to enter your Lotus Notes credentials 2 Click to attend a meeting that has been previously scheduled SAMETIME MEETINGS Page 4 3 Click this button to schedule a new meeting Log In Type your Lotus Notes credentials user name and password Your user name 1s your first name and your last name separated by a space John Doe Once you have logged in your name will appear in the left side Note You are not required to log in to attend or schedule meetings but 1t 1s a good practice Attend a Meeting To access a list of all the meetings that are scheduled click on attend a meeting area A Attend a 23 list will appear Select Attend for the Meeting 4 desired meeting in Progress More than one person can use the same computer to attend a is online meeting Schedule a en Meeting ted voice Schedule a Meeting To schedule a meeting just click on the attend a meeting Atanda area A screen with required and optional fields will Meeting appear See the screens below ius online Schedule a 3 Meeting Ss SAMETIME MEETINGS Page 5 Logged in as Jaime Ramirez Log Out
15. hin the single browser window on participants screens Participants receive only one browser window Note Once the chair has sent a Web page any participants who subsequently join the meeting will receive the most recent Web page as soon as they join the meeting Send a Web Page Follow these steps to send a Web page to the meeting participants 1 Prepare participants for the new window that will appear on their screens by explaining that you are sending a Web page to them 2 Click the Web Pages tab If the tab is not visible choose View Sidebar Tabs Web Pages 3 Inthe New Web page field enter the address the Uniform Resource Locator or URL of the Web page that you want to send 4 Optional To view the Web page privately before you send it to the meeting participants click the Preview icon lai The Web page appears in a new browser window on your screen Other participants cannot see the page yet If the page is correct close the preview window and proceed to step 5 If the page is not the one you want type a new address in the browser window or search until you find the correct page After you find the correct Web page copy the address from your browser window and paste the address into the Web Pages tab Note If the Web page you are previewing does not display you may have to first turn off any pop up blockers in your browser Do one of the following Press ENTER to add the Web address to the list wit
16. hoose File Leave Meeting Your Meeting Room closes but other participants can continue with the meeting You can also leave the meeting by clicking the X button at the top of the Meeting Room If the meeting includes a telephone conference call remember to hang up the telephone to leave the conference call Tip If you are sharing your screen in a meeting be sure to stop sharing before you leave the meeting If you are the Chair and you want to save a drawing on the whiteboard or an annotated file be sure to save the file before leaving If the Chair Leaves the Meeting If you are the Chair and you decide to leave the meeting you should choose another Meeting Chair before you leave If the Chair leaves without switching to a new Chair the meeting continues without someone in that role Participants without permissions cannot get permissions in a meeting without a Chair SAMETIME MEETINGS Page 20 Telephone Conference Call Instructions Reminder If you need to host a conference call you may freely use this service There 1s no setup required and you will not receive a bill The only cost you will incur is the normal long distance charge associated with the length of time you are in the call All participants in your call will similarly receive long distance charges while they are calling That should amount to less than 3 cents per minute per caller If your long distance rates are higher than that you should contact the IT Help Desk c
17. hout sending it Click Send EF The Web page appears in a new browser window on each participant s computer screen The page also appears in a new browser window on the chair s screen Optional Click the Close Sent Page icon Ito close the last Web page sent for everyone looking at it SAMETIME MEETINGS Page 17 Sending Polls During a meeting the chair can use polls to gather feedback from meeting participants The chair can send a question to the meeting participants and view participants responses For example the chair might ask participants to vote on which job applicant to hire As participants respond the chair sees which candidate the participants prefer Note Only the chair can create a new poll question and send polls You cannot create poll questions before joining the meeting However you can create them and then click the Send later button to send them at a later time When sending a poll the chair can also Share the tallied responses with other participants Normally the chair is the only person who sees the poll responses The chair can choose to share the tallied poll responses so that all participants see the responses in the Poll Tab To do this click Share Responses on the Polling tab Note When the chair shares the responses participants see only the tallied responses Participants do not see individual answers to the poll Allow anonymous responses By default the chair can see each participant s res
18. me Meeting Center 1s a free web based meeting program that allows you to attend or host web meetings over the Internet You are able to share documents notes video and audio with a group of participants over the Internet without having to pay a fee to use the service Telephone calls are required in most cases and the calls are charged We recommend that you use the Salvation Army phone conference number to setup a meeting You will be able to edit shared files show demos and letting other people share your screen e Adding files during a meeting so anyone can access them e Using annotation tools to draw on the whiteboard for group brainstorming and to highlight important points while showing slides e Sending Web pages and poll questions to meeting participants Getting Started Open Internet Explorer and enter the following web address http stime usw salvationarmy org 2 Welcome to IBM Lotus Sametime Windows Internet Explorer 6 DE https salyationarmy org si A Ba 9 X snipping tool For xp o Pir File Edit View Favorites Tools Help jy Favorites 5 t Free Hotmail 27 sm Welcome to IBM Lotus Sametime e Pagev Safety Tools y Log in to Sametime meetings g a E User name Welcome to IBM Lotus Sametime Attend a Sametime Instant Messaging Meeting Password hat talk and send documents across your company Bez gt 1 With IBM Lotus Sametime you can use cha
19. n return to this screen Choose whatto share The entire screen E Calendar di Education G amp D Mail Inbox IBM Lotus Notes fw Sametime Meetings user guide Microsoft Word B Snagit Snagit Editor Image 2 1 E Start 6 Test Meeting Windows Internet Explorer 3 You could select to share the whole screen a part of the screen or an specific application 4 Then select OK 5 Depending on what you selected to share you will see your application that you are sharing and the sharing tools ble x hf Organize v Include in library Share with w Burn A A Ke Favorites E Name HZ Desktop Le Applications de Downloads Le Documents J Dropbox de TT Files S Recent Places Hitcast Training Recorded TV 3 Libraries A 4 items New folder Date modified 1 23 2010 4 48 PM 1 22 2010 4 02 PM 1 4 2010 11 59 AM 12 21 2009 3 54 PM SAMETIME MEETINGS Page 13 Type File folder File folder File folder Windows Media A Stop Sharing Screen To stop sharing your screen select the sharing tools and select the stop sharing button Whiteboard The presenter of the meeting has the ability to draw on the screen using the whiteboard Some of the tools available in the whiteboard are 1 Pointing With a Laser Pointer You can use the Laser Pointer Tool to point to something in your presentation or annotations in your slides The Laser Pointer is a dot that follows where you click a
20. nd drag the mouse To point to an object on the Slides or Whiteboard tabs click the Laser Pointer Tool rd and position the pointer where you want to point 1 Click next to the object you want to point to or click and drag the mouse to move the pointer Note The Laser Pointer does not show in recorded meetings 2 Drawing with a Highlighter You can use the Highlighter Tool to draw a transparent thick yellow line to underscore important text 1 To highlight something in your file or on the whiteboard click the Highlighter Tool S and position the pointer where you want to draw 2 Click the mouse button and drag to draw the line Release the mouse button when you are finished Note The highlighter does not show in recorded meetings 3 Drawing Straight Lines When you are presenting a file or drawing on the whiteboard you can draw a line to underline important information If you want to draw the line in a specific color or at a certain width you can choose the color and the width before or after drawing the line SAMETIME MEETINGS Page 14 1 To draw a straight line click the Straight line Tool A and position the pointer where you want to draw the line 2 Click the mouse button and drag to draw the line Release the mouse button when the line reaches the desired size 4 Drawing Rectangles You can draw rectangles to place a box around important information when presenting a file You can also use rectangles to build charts
21. ng group chats is the default If you decide to record the meeting it will record the screens and the mouse meetings but it will not record the phone calls Hide the meeting only if you are concerned with privacy of the meeting Review all the settings on the meetings and click the Save button SAMETIME MEETINGS Page 7 Testing a Meeting Before attending your first meeting attend a test meeting to make sure that Sametime is functioning correctly 1 2 3 When you are in the attend screen click Test Meeting Click Test My Browser A new browser window with the Meeting Room appears on your screen If the Meeting Room does not appear f this is your first time testing a meeting you might see some Security Warnings Click Yes or OK in the warning dialog boxes to continue with the test Your browser might not be set correctly for Sametime for example you might need to enable cookies If you need to change a browser setting instructions for correcting the problem appear in the Test a Meeting window You might need to install a recommended browser Enter a work order ticket with the IT Service Desk Note If one or more errors prevents you from connecting to a meeting click View Meeting Room Status Log to save the error messages and then e mail them to the IT Help Desk Review the instructions on the Test Meeting page for information on setting up audio and video shutting of pop up blockers selecting system set
22. omers will not see this poll but the responses window stays open for you to view SAMETIME MEETINGS Page 18 Viewing and Sharing Poll Responses Participants responses to poll questions are tallied in the chair s Poll Tab The chair has access to two types of poll responses Tallied Responses View the tallied responses if you want to see a breakdown of the poll results For example you might view the tallied responses to see that 85 of the participants chose answer B The chair can keep these responses private or share them with other meeting participants Individual Responses View individual responses if you want to see how a particular participant answered a poll question The chair cannot share the individual responses with other meeting participants Viewing and Sharing Tallied Poll Responses Viewing As soon as you send the poll the tallied responses automatically appear If the chair specified correct answers they are indicated by check marks Sharing Select a question in the Polling questions drop down list on the Polling tab and then click the Share Responses icon Elter choose Tools Polling Share Responses Meeting participants see the responses in the Polling Tab Once you share the responses they are visible to everyone Viewing Individual Poll Responses The chair can see individual participants responses but cannot use the polling feature to share these responses with other meeting participants
23. ontact information below To use the audio conference service instruct your callers to dial 712 432 1501 You and the participants in your audio conference will be prompted to enter a conference access code Use your 10 digit office phone number plus the sign For example to set up an audio conference call instruct all participants to call 712 432 150 land use the conference access code your 10 digit office number plus the sign As an example 562 491 QOOO As host you will call the 712 432 1501 and you will enter the same conference access code the Note If you have any difficulties using this service please contact the Service Desk Lotus Notes Service Desk USW SArmy Toll Free 877 7 IT HELP 877 748 4357 Internet service desk usw salvationarmy org Website https servicedesk usawest org Additional information regarding the Touch Tone command explanations follow You will need to press the star asterik hash key before the desired feature key to activate the control Below is the new chart for participant host and playback feature keys Participant Feature Keys Touch Tone Command Explanations gr e Exit conference 3 Pressing 3 takes the individual user out of key the conference call and back into the lobby Instructions 4 key Conference instructions Plays a menu of touch tone commands Mute Unmute ze Mute Unmute Caller controlled muting key SAMETIME MEETINGS Page 21 Host
24. op of the participants list In addition if participants in a meeting do not have permission to present and then someone else becomes chair the original chair now an attendee will not have permission to present Working with Slides You can both add and present files or slides for a meeting even after the meeting already started Adding slides You can add one or more slides or files to present while scheduling a meeting Any presenter can also add one or more files during a meeting To add a file during a meeting click Add Slides in the Projector toolbar Note Before you add a file to a meeting you might need to prepare the file Presenting slides A current presenter can click the Slides tab to navigate through any content in a meeting such as one or more presentation files To present a file make sure that it is selected in the File drop down box in the Projector toolbar If you are not the current presenter you must make sure that you have permission to present before you can work with slides You should be able to see the Start Presenting and Add Slides buttons If you don t see the Start Presenting button you might need to ask the chair to give you permission to present If you are the chair this button is automatically clicked the first time you enter the meeting Once you have permission to present follow these steps 1 Click Start Presenting to become a current presenter 2 Click the Slides tab Switching Pages in the
25. ou can work with slides or share your screen Chatting either group or private chat viewing sent Web pages participating in polls transferring files and raising a hand do not require permissions If a meeting includes these tools all participants can use any of the tools at any time Permissions in breakout sessions The participant who starts the breakout session is the chair At the start of the meeting all participants including the chair have all permissions After the meeting starts the chair can revoke and grant permissions SAMETIME MEETINGS Page 9 Permissions in Scheduled Meetings The creator of the meeting selects the chair The chair always has all permissions but participants have permissions only lf the meeting creator or chair grants them permissions either when the meeting is created or during the meeting Granting and Revoking Permissions The chair can grant and revoke permissions by clicking Set Permissions in the toolbar All users in a meeting have permission to present content during a meeting by default You can revoke the permission to present for all users or grant permission to present to individuals in a meeting You cannot revoke the chair s permission to present 1 Click Set Permissions in the toolbar 2 Do one of the following Click Revoke Permissions to All so that no meeting participants except the chair has permission to present Under Permissions for individuals click a name and then
26. ponse to the poll question These individual responses cannot be shared with other meeting participants The chair can preserve participants privacy by allowing them to respond anonymously to poll questions Mark correct answers The chair can specify correct answers for poll questions When the chair shares the poll responses participants can see if they answered the question correctly Sending a Poll Follow these steps to send a poll question to the meeting participants ch a Click the New Poll icon lon the Polling Tab or choose Tools Polling New Poll Enter your question in the Question area Select the type of question from the drop down list Depending on the type of question you select some answers might be filled in automatically For example if you select a True False question the answers True and False automatically appear You can edit these automatic answers if you like If necessary enter the answers to the question Optional If you want to mark the correct answers select the check box or radio button next to the correct answers You see the answers marked as correct when you view or share the poll responses Participants do not see the correct answers until you share the poll responses Optional If you want participants answers to remain anonymous select Responses are anonymous Click the Close Sent Poll icon lo close the polling window The question window is closed for all participants latec
27. t history to find previous online conversations Schedule a Mz 2 Enhance your collaboration by including rich text emoticons Meeting d snapshots Real time spell checking finds typos as you type ar egrated VHC e E chat lets you seamlessly transition from typing to talking 2 SN View All Meetings E 3 Quickly find contacts using type ahead and mouse over names to see View All Meetings atest irre additional contact and location information Sametime Unyte 4 Start video chats with other users Try IBM Lotus Sametime Unyte a Web Conferencing service that is part of the Optional plug ins extend the contact list and chat window even further integrating Sametime family business applications directly into the real time messaging experience Create a Sametime Unyte Account Download z Need more information s Sametime Connect 8 5 1 Client D SE Sametime Meetings Share presentations and yo 1 The Welcome page provides summary information about your meeting 2 The participant list shows you who is in the meeting who can present and who Administrator tools TON f has their hand raised If you use integrated audio or phone services you can also Administer the server e has their hand raised If tegrated audio or pl dminister th SE see who is talking and control your audio connection 3 Annotation tools make it easy to highlight points on slides and to draw on the whiteboard for group brainstorming 4 Sc
28. tings and so on When you have finished testing click File Leave Meeting You are now ready to attend a real meeting Presenting Once you have the meeting setup and it is time to prepare presenting your meeting online First it is important to understand all the presentation tools that are available to you 1 2 3 4 In area 1 you will see all the names of the participants In area 2 you have an area to share websites with the participants or you can create polls that can be conducted during the meeting See page xx and xx In area 3 you have an area to chat with the group or individuals In area 4 is where you are presenting to your attendees There are 4 tabs welcome slide screen sharing and whiteboard a The welcome tab has the name and description of the meeting b The slide tab has all the files that you have added to the meeting If you added a Power Point presentation just select the file and start sharing c The screen sharing tab has a list of all the applications that are running on your computer and you can share which one you want to share with the attendees d The whiteboard tab is an application that allows you to write and draw on the screen In area 5 you have the menu and the meeting buttons SAMETIME MEETINGS Page 8 Test Meeting Windows Internet Explorer Sall S File Edit View Actions Tools Help Stop Presenting GA SetPermissions Meeting Information Parti
29. ur Rectangle presentation Entering Text Use the Text Tool to enter text For example you can enter a label for an illustration or describe a process Changing the Attributes of Annotations After you have drawn shapes and lines and entered text in your presentation you can customize the appearance or change the location of the shapes and text For example you can change the color of text lines and shapes or you can move a shape you have drawn to another location Saving Annotations Made to a File If you want to save the annotations that you made to your file ask the chair to save the file Only the chair can save a file Meeting participants can view the saved file on the Meeting Information page Note Saving the annotations made to a file does not change the original version of the file After the chair saves the file two versions of the file are available on the Meeting Information page the original version of the file and the changed version of the file The original version of the file retains the original file extension the new version of the file will have an SWB or an RIF extension Sharing Screen 1 Goto the screen sharing tab 2 Select the share screen button and the a screen like the one below will appear SAMETIME MEETINGS Page 12 Choose what you wantto share your full screen including all pop ups a rectangular frame ora single application If you do not see the application in the list start it up and the
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