Using Lotus Notes to Schedule and Attend Sametime Meetings

If your system administrator allows it, you can use IBM Lotus Notes^® to schedule, edit, delete, and attend Sametime meetings. When you schedule Sametime meetings with Lotus Notes, Lotus Notes automatically sends e-mail invitations to all meeting participants. Participants attend Sametime meetings by clicking the meeting URL provided in the invitation.

Note You must create and modify Sametime meetings via Lotus Notes. Changes made through the Sametime Meeting Center are not reflected in your Lotus Notes calendar.

Scheduling a Sametime Meeting

To schedule a Sametime meeting using Lotus Notes, follow the steps for creating any new meeting in Lotus Notes. While creating the meeting, follow these guidelines:

• If you are experiencing problems scheduling or attending a meeting through Lotus Notes, see your system administrator. The administrator might need to create a Sametime user name and password for you.



• You cannot choose which tools you will use in your Sametime meeting. The system administrator determines the tools for your meeting.



• Use the attachments field to include any files that you want to present on the Sametime whiteboard.




Note Sametime Print Capture is not available for Sametime meetings that are scheduled through Lotus Notes.

• The person who schedules the meeting automatically becomes the Meeting Moderator when the meeting begins.



• The meeting name that you enter in Lotus Notes is the name of the Sametime meeting.



• Meetings that are scheduled through Lotus Notes are unlisted meetings in the Sametime Meeting Center.



• If you enter a password for the meeting, participants must enter the password before they can attend the meeting.



• Lotus Notes automatically sends an e-mail invitation to each person who is invited to the meeting. When participants accept the invitation, the meeting appears in their Lotus Notes calendars. If a meeting request cannot be accommodated (for example, if too many meetings are scheduled at once on the same server), meeting participants are notified via e-mail and the meeting must be rescheduled.



• If an error occurs when Lotus Notes tries to schedule the meeting, the meeting creator receives an e-mail stating that the meeting was not scheduled.



• If you schedule a Sametime meeting through Lotus Notes, you cannot use NetMeeting as a tool in the meeting. For more information about using NetMeeting in Sametime meetings, see "Using NetMeeting."

Modifying Meeting Details

To modify the details of a Sametime meeting that was scheduled through Lotus Notes, click the meeting name in the Lotus Notes calendar and change any details. When you are finished, Lotus Notes e-mails the new meeting information to you.

Tip    Remember to e-mail the new meeting information to the meeting participants.

Note Only the person who created the meeting (the Moderator) can modify the meeting details.

Deleting a Sametime Meeting

To delete or cancel a Sametime meeting from Lotus Notes, select the meeting name in the Lotus Notes calendar and follow the usual procedure for deleting a meeting.

Note Only the person who created the meeting (the Moderator) can delete it.

Attending a Sametime Meeting

To attend a Sametime meeting from Lotus Notes:

1. Click the meeting URL provided in the meeting invitation or the meeting reminder. The Sametime Meeting Details page appears in a new browser window. The Sametime Meeting Room automatically launches in another browser window.



2. If prompted to log on to Sametime, enter your Sametime user name and password and click OK.



3. If prompted for a meeting password, enter the meeting password and click OK. (The meeting invitation includes the password.)



4. If prompted for the meeting name, enter the meeting name and click OK. (The meeting invitation includes the meeting name.)