Table of Contents

Index

Viewing and Attending a Scheduled Meeting (with Search)

You can use the Meeting Center to view and attend meetings. For example, you might need to attend a meeting that is currently in progress, edit the details for a meeting that occurs in the future, or view a recorded meeting.

If your system administrator has installed the search tools, you can use the Meeting Center to search for meetings before attending them. Search tools are available when you have the Enterprise Meeting Server (EMS). EMS is a separate feature; it is not part of IBM(R) Lotus(R) Sametime(R). Use the procedures below to view, search, and attend meetings in the EMS.

Note If you are not sure if you are using the EMS, see your system administrator.

Viewing Meetings

Use the following features to display a list of meetings in the Meeting Center:

  • Calendar: View a list of all meetings for a specific day, week, or month.
  • Search: Find a meeting quickly. For example, if you need to attend a meeting and you know the meeting name or the name of the meeting chair, enter the name in the search field to attend the meeting.
  • Links: Use the In Progress and Recorded Meetings inks underneath the calendar to display a list of meetings that are in progress or recorded.

Tip To move through the list of meetings, click the "previous" arrow above the list of meetings or the "next" arrow below the list of meetings.

The following categories are listed above the list of meetings:

  • Date/Time: The date and time of the meeting. Click the column heading to sort meetings in chronological order or reverse chronological order.
  • Meeting Name: The name of the meeting. Click the column heading to sort meetings alphabetically by name or in reverse alphabetical order.
  • Chair: The name of the meeting chair. Click the column heading to sort meetings alphabetically by chair name or in reverse alphabetical order.
  • Status: Indicates the status of the meeting: in progress, recorded, or unlisted. Click the column heading to sort meetings by status.

    • Note Unlisted meetings only appear if you are the creator or the chair for the meeting, or if you enter the exact meeting name in the search field. They will also appear if your name is in the "Restrict the meeting to the following users" list on the People tab of the New Meeting dialog box.

  • Details: An details icon that allows you to access the meeting details.

Note The meetings that you have created or that you are moderating (including unlisted meetings) are highlighted in bold text. You are the only person who sees these meetings.

Using the Calendar

To view meetings using the calendar:

  • Click a date to see meetings for that date.
  • Click the "week selector" icon to the left of a week to see meetings for that week.
  • Click the "month selector" icon at the top of the calendar to see meetings for that month. Use the arrows at the top of the calendar to move forward or backward one month.

Tip To search for meetings on a particular day, week, or month, choose an option in the calendar and then choose the Dates Selected option in the search drop-down box.

Using Search

To search for a meeting:

  1. Enter one or more words in the search field at the top of the Meeting Center. You can enter a meeting name or a chair's name. Lotus Sametime will search for any meeting name or chair name that includes all of the words you have entered.

    2. The search results include:

    • All listed meetings for which the meeting name contains all of the words you enter in the search field. For example, if you enter the words "April sales," the search results might contain a meeting named "April sales meeting" and a meeting named "Sales results for April." The search results will not include a meeting with a chair named April Smith.
    • All listed meetings with a chair whose name includes all of the words you enter in the search field. For example, if you enter the word "April," the search results might contain a meeting that is moderated by April Smith and a meeting that is moderated by April Riker. In this case, you might also see meetings that include April in the meeting name, such as "April sales meeting."
    • All unlisted meetings for which the meeting name matches the words you enter in the search field exactly. For example, if you want to attend an unlisted meeting named "April sales meeting," you must enter "April sales meeting" in the search field. The meeting does not appear in the search results unless you enter the name exactly. You cannot search for an unlisted meeting by chair name, unless the chair's name is part of the meeting name.
  2. Choose a meeting category from the drop-down box:
    • Meetings In Progress: Choose this option if you are searching for a meeting you want to attend.
    • Today's Meetings Choose this option if you are searching for a meeting for the current day.
    • Scheduled Meetings Choose this option if you are searching for a meeting that is scheduled for a future date and time
    • Completed Meetings Choose this option if you are searching for a completed meeting.
    • All Meetings: Choose this option if you are not sure when the meeting occurred or if the meeting is not currently in progress.
    • Recorded Meetings: Choose this option if you need to view a recorded meeting.
    • Dates Selected: Choose this option to search for meetings on a particular day, week, or month. You must choose the specific dates for your search in the calendar.
  3. Click Search. The search results appear in the Meeting Center. If you are searching meetings in progress, the meeting that started most recently is listed first. Otherwise, the oldest meeting is listed first.
  4. (Optional) To begin a new search, click Clear Search Results. The list of meetings that appeared in step 3 is cleared. You can also clear search results by clicking In Progress or Recorded on the left side of the Meeting Center.

    5. Tip To change the category for a search, repeat steps 2 and 3. It is not necessary to repeat step 1.

Using the Links

The following links are listed under the calendar in the Meeting Center:

  • New Meeting: Click to go to the New Meeting page and enter the options for a meeting.
  • Test Meeting: Click to attend a test meeting. Testing a meeting ensures that your browser is set up correctly for Lotus Sametime and that you can connect to the Lotus Sametime server. You can also experiment with the meeting tools, such as screen sharing and the whiteboard, in a test meeting.
  • In Progress: Click to view all meetings that are in progress.
  • Recorded: Click to view all recorded meetings.

Attending a Meeting

  1. If required, log in to Lotus Sametime.
  2. Do one of the following:
    • Search for the meeting by entering the meeting name or chair name in the search field. Choose Meetings In Progress in the drop-down box, and click Search.
    • Click In Progress on the left side of the Meeting Center to display all in progress meetings.

      • Note If you are attending an unlisted meeting, you must search for the meeting name. You cannot attend an unlisted meeting by selecting In Progress unless you are the creator or chair of the unlisted meeting.

  3. Click Attend beside the meeting name. If the meeting is scheduled to begin at a later date and time or if it has already occurred, enter the password if one is required. The meeting details appear.
  4. If you are prompted to choose how your name will appear in the participants list, enter a name. You can enter a first name or a first and last name. You do not have to enter your Lotus Sametime user name. Click OK.

    5. Note Entering a name does not log you on to Sametime.

  5. If required, enter the meeting password. Click OK. The Meeting Room appears.

Attending an Unlisted Meeting

To attend an unlisted meeting:

  1. Obtain the meeting name from the chair.
  2. If required, log in to Lotus Sametime.
  3. Enter the exact meeting name in the search field. Click Search.
  4. A list of meetings appears. You might see more than one unlisted meeting with the same name. (For example, repeating meetings create several meetings with the same name.) If several unlisted meetings with the name you entered are in progress, use the date, time, and chair's name to determine which meeting to attend.
  5. Click Attend beside the meeting name. If the meeting is scheduled to begin at a later date and time or if it has already occurred, enter the password if one is required. The meeting details appear.
  6. If you are prompted to choose how your name will appear in the participants list, enter a name. You can enter a first name or a first and last name. You do not have to enter your Lotus Sametime user name. Click OK.

    7. Note Entering a name does not log you on to Sametime.

  7. If required, enter the meeting password. Click OK. The Meeting Room appears.

Additional Documentation | Trademarks |