Locations: Ensuring That Everyone Can Attend

Because Sametime allows people from all over the world to meet online, your meeting is likely to include people from many different locations. For example, someone might join your meeting from a home office in Dublin, while someone else joins from a corporate location in Atlanta. To ensure that everyone can attend your meeting, you must know who is attending and how they access Sametime.

If you do not know how people will attend your meeting, contact them before scheduling the meeting and ask the following questions:

Are you attending from a distant location? If so, what is your location?

Do you use a modem to access Sametime?

Can you access my organization's internal network (for example, the corporate intranet) from your location?

Has your system administrator set up a server at your location?

After obtaining answers to the above questions, use the Locations tab to enter appropriate information for your meeting. Use the table below to determine how to complete the Locations tab when scheduling the meeting.

If any participants are . . .

Then select . . .

Using a modem to access Sametime

The check box labeled "People are attending using a modem"

If you select this check box, the quality of the meeting might be affected. For example, video might not be as smooth as it is in a meeting without modem users.

Attending from another location, able to access your corporate network, and using a server that is different from the one you usually use

For example: Coworkers attending from a home office or a branch office or using a laptop while traveling

The check box labeled "People are attending from internal Sametime servers"

Note The administrator determines whether this check box appears on the Locations tab.

Attending from another location and unable to access your corporate network

For example: A coworker at home who can access the Internet but cannot access your corporate intranet; a customer or business partner who can access the Internet

The check box labeled "People are attending from the Internet (outside the organization)"

Note The administrator determines whether this check box appears on the Locations tab.

Distributing the List of Sametime Servers

If your meeting includes more than one server (for example, if you allow people to attend the meeting from multiple servers or if you choose specific servers to include in the meeting), you must distribute the list of servers to everyone who will attend the meeting. Participants should attend from the server nearest their location. Participants should contact their system administrator if they are not sure which server to use to attend the meeting.

Note After you save the meeting, the list of servers appears on the Meeting Details page. You can copy this list and paste it into an e-mail to send it to the meeting participants. Participants can click the server name to go to the appropriate server for the meeting.

Caution If there is not enough space on the server for your meeting, the meeting is not scheduled after you click Save. Return to the Essentials tab and choose a new time for the meeting.

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