Avaya Meeting Exchange for IBM Lotus Notes and Sametime Release User Guide

Transcription

1 Avaya Meeting Exchange for IBM Lotus Notes and Sametime Release User Guide Document No Release February 2007 Issue 2

2 2007 Avaya Inc. All Rights Reserved. This document contains information related to Avaya Groupware Edition software and Documentation ( Product ) Documentation means this on-line help and Avaya s information manuals in printed or electronic form containing operating instructions and performance specifications that Avaya or its suppliers generally make available to users of its products, and which Avaya delivers to End User with the Products. End User means any customer of Avaya or its authorized resellers, or any end user of the Product. See the Software and Documentation DVD/CD inserts for additional legal and licensing information. Changes and corrections to the information in this document may be incorporated in future releases. DISCLAIMER Avaya, its affiliates or subsidiaries ( Avaya ) are not responsible for any modifications, additions or deletions to the original published version of the Documentation unless such modifications, additions or deletions were performed by Avaya. 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3 Contents Chapter 1: Introduction About Meeting Exchange for IBM Lotus Notes and Sametime What is Meeting Exchange for IBM Lotus Notes and Sametime? Where is Meeting Exchange for IBM Lotus Notes and Sametime located? New features Contact Us Chapter 2: Using Meeting Exchange for IBM Lotus Notes and Sametime About the Meeting Center How to use the Meeting Center Scheduling a start now telephone conference meeting Scheduling a recurring telephone conference meeting Joining a start now meeting Joining a scheduled meeting Using the Join the Call feature Joining the telephone conference from a new phone Joining the telephone conference from an existing phone Dialing out to participants Dialing out to a new participant Dial out to a data participant Associating Web participant names with phone participant names Associating one name Associating your Web participant name with your phone participant name Moderator telephone conference tools Using moderator touch-tone conference commands Viewing call-in details Viewing participant information Viewing the participant list Viewing the connection status of participants Filtering who to show in the Participants List Participant telephone conference tools Leave a telephone conference Glossary Meeting Exchange for IBM Lotus Notes and Sametime User Guide February

4 Contents 4 Meeting Exchange for IBM Lotus Notes and Sametime User Guide February 2007

5 Chapter 1: Introduction This User Guide describes the procedures for applying teleconferencing functionality to data conference calls. This chapter contains the following topics: About Meeting Exchange for IBM Lotus Notes and Sametime New features Contact Us About Meeting Exchange for IBM Lotus Notes and Sametime What is Meeting Exchange for IBM Lotus Notes and Sametime? Meeting Exchange for IBM Lotus Notes and Sametime is a reservationless audio conferencing solution designed for use with third-party applications and portals. Using Meeting Exchange for Notes and Sametime, you can quickly set up audio and Web conference calls that are accessible by telephones and computer applications. Meeting Exchange for Notes and Sametime integrates Avaya Meeting Exchange audio conferencing servers with several IBM Lotus applications, such as Lotus Workplace (LWP) and Lotus Notes/Domino. For example, you can create instant or scheduled data and teleconferencing meetings while exchanging s or Instant Messages through a communication application like Lotus Notes. Where is Meeting Exchange for IBM Lotus Notes and Sametime located? You can access the Meeting Exchange for Notes and Sametime teleconference tools and commands in two ways: From the menu bar, select Tools > Audio. Upper left-hand pane. Meeting Exchange for IBM Lotus Notes and Sametime User Guide February

6 Chapter 1: Introduction For more information on these tools, see Chapter 2: Using Meeting Exchange for IBM Lotus Notes and Sametime. New features There are several features included in this release. They are: Click-to-conference Click-to-dial Billing Codes (Optional) IBM Sametime server support Associate data-only participant lines with audio lines Mute or unmute the entire conference See Moderator telephone conference tools. Contact Us Table 1: Avaya contact information US and Canada Technical Support Fax: International Technical Support Support Web site Web site (CS7000) Meeting Exchange for IBM Lotus Notes and Sametime User Guide February 2007

7 Chapter 2: Using Meeting Exchange for IBM Lotus Notes and Sametime This chapter contains the following topics: About the Meeting Center How to use the Meeting Center Scheduling a start now telephone conference meeting Scheduling a recurring telephone conference meeting Joining a start now meeting Joining a scheduled meeting Using the Join the Call feature Dialing out to participants Associating Web participant names with phone participant names Associating your Web participant name with your phone participant name Moderator telephone conference tools Using moderator touch-tone conference commands Viewing call-in details Viewing participant information Participant telephone conference tools Leave a telephone conference Meeting Exchange for IBM Lotus Notes and Sametime User Guide February

8 Chapter 2: Using Meeting Exchange for IBM Lotus Notes and Sametime About the Meeting Center Use the Meeting Center to view, create, attend, edit, or delete meetings. Table 2: Meeting Center views View New Meeting In Progress Today Scheduled Completed Unlisted Meeting All Meetings My Meetings Recorded Meetings View by Calendar Test Meeting Download Print Capture Description Creates a new meeting that can start right away or in the future. Lists currently active meetings. Lists meetings that are scheduled for today. Lists scheduled meetings. Displays finished meetings. You can click on a name to view the meeting details. Displays a search box in which you can enter a meeting name to attend or locate and unlisted meetings. Lists all active, scheduled, and finished meetings. Displays a list of your meetings. This feature makes it easy for you to locate and join the conference calls. Be sure to log on to the server before viewing this list. Lists recorded or imported recorded meetings. Displays a calendar of scheduled meetings. You choose to view meetings for two days, one week, two weeks, or one month. Checks whether your browser is properly set up for running meetings. Clicking this button opens a meeting in a new window, in which you can try out various tools (including audio and video feeds, if you are using them). Contains downloads for the IBM Lotus Sametime Print Capture, and any other downloads added by your administrator. Print Capture is a virtual printer that converts files for display in the Sametime Meeting Room. Print Capture converts Microsoft Windows application files into Sametime files (.swb, or Sametime Whiteboard files) instead of printing them on a piece of paper. 8 Meeting Exchange for IBM Lotus Notes and Sametime User Guide February 2007

9 How to use the Meeting Center How to use the Meeting Center Table 3: How to use the meeting center To Instructions Attend a meeting Edit a meeting Delete a meeting Click Attend next to the meeting name and, if required, enter the meeting password. Moderators or meeting creators can use this procedure to edit the meeting before it begins: 1. Click the meeting name. 2. Click Edit Meeting to modify details. 3. When finished, click Save to save your changes (or click Cancel). Moderators or meeting creators can use this procedure to delete the meeting before it begins: 1. Click the meeting name. 2. Click Delete Meeting to remove the meeting from the database. 3. At the prompt, click OK (or click Cancel). If a meeting does not appear: 1. Obtain the meeting name from the meeting moderator. 2. Click Unlisted Meeting in the Meeting Center and enter the meeting name. Important:! Important: Unlisted meetings provide added security. However, some meetings are designated as hidden meetings. For complete instructions on using the Meeting Center, see the Sametime help link on the Meeting Center page. Meeting Exchange for IBM Lotus Notes and Sametime User Guide February

10 Chapter 2: Using Meeting Exchange for IBM Lotus Notes and Sametime Scheduling a start now telephone conference meeting To schedule a start now telephone conference meeting: 1. Log in to Sametime by clicking Log in to IBM Lotus Sametime in the top, right corner of the page. Enter your username and password, and then click Log In. 2. Click Schedule a Meeting (on the Welcome page) or New Meeting (on the Meeting Center page). 3. Click the Essentials tab. Enter the appropriate information. See Table 4: New Meeting: Essentials tab. Table 4: New Meeting: Essentials tab Field Description Meeting name Description or other meeting information When Start Now Duration Audio, video, and phone services Use the phone number provided by my telephone service Participant Passcode Avaya Audio Conference Server Name for the meeting Other meeting information. Optional field. Select this check box to start the meeting right now.. Duration of the meeting. Click > to increase the duration by 15 minutes. Click >> to increase the duration by one hour. Select this check box to schedule a telephone conference meeting. Code used by the participant to enter the telephone conference. This code is configured on the conference server by your system administrator. One code applies to all conferences on the conference server. If you do not know the code, see your system administrator. Select the conference server to use. 1 of 2 10 Meeting Exchange for IBM Lotus Notes and Sametime User Guide February 2007

11 Scheduling a start now telephone conference meeting Table 4: New Meeting: Essentials tab (continued) Field Moderator Passcode Billing Code Meeting password Meeting password Description Code used by the moderator to enter the telephone conference. This code is configured on the conference server by your system administrator. One code applies to all conferences on the conference server. If you do not know the code, see your system administrator. Secondary billing code for the conference. (Optional) Password for meeting. Enter the same password in the Re-type password field. Meeting passwords are optional. This password is for accessing the web conference. 2 of 2 Important:! Important: When sending a meeting notification, be sure to include the passcodes for the telephone conference. Participants must enter a code on their telephone keypads to enter the conference. Meeting Exchange for IBM Lotus Notes and Sametime User Guide February

12 Chapter 2: Using Meeting Exchange for IBM Lotus Notes and Sametime 4. Click the People tab. Enter the appropriate information. See Table 5: New Meeting: People tab. Table 5: New Meeting: People tab Field Chair Who can attend All participants have permission to present content Description To change the chair, click Change. When you create a meeting, you are the chair by default. The chair conducts the meeting and controls participation during the meeting. The chair can grant and remove permission to present. Choose the people who can attend the meeting, or leave it open to all users. To choose people, click Add or Remove People. Then search the directory for the people you want to add, and click Add. Tip: Tip: Select names one at a time or press the Control key and click to select multiple names. By default, meetings are open to all users. Select this check box to allow all participants to upload files, show slides, draw on the whiteboard, and share their screens. By default, all participants can present. Note: Note: Sametime generates a PIN that is associated with every user in a conference. For meetings open to all users, the only way to access a PIN is to join the Web meeting after it has started. When the meeting is open only to specific people, however, PINs are generated when you schedule the meeting and can be accessed before the meeting. If a meeting is scheduled for sometime in the future, participants can obtain their PIN by logging into Sametime, viewing the scheduled meetings, and selecting the desired scheduled meeting. The Meeting Details page includes the meeting PIN. Prior to the start time, callers can enter their PIN to join the conference by telephone and be associated by name in the Web meeting. This feature applies to all participants. 5. To add slides for your meeting, click the Slides tab, and then click Add Slides. In the dialog box, enter the path and file name of the slides, or click Browse to locate the file. Then click OK. 12 Meeting Exchange for IBM Lotus Notes and Sametime User Guide February 2007

13 Scheduling a recurring telephone conference meeting Tip: Important: Tip: Check the list of supported file types to see if IBM Lotus Sametime can display the type of file you want to show. If the type of file you want to add is not in the list, use IBM Lotus Sametime Print Capture. IBM Lotus Sametime Print Capture provides better results than the automatic conversion, especially if you are using uncommon fonts or formatting. 6. Click the Options tab: To record the meeting, select Record this meeting so others can replay it later. To exclude the meeting from being listed in the Meeting Center, select Do not list this meeting. If the meeting is not listed, people must search for the meeting by its name to attend. 7. Click Save.! Important: If the server does not have enough space for your meeting, return to the Essentials tab and either reschedule the meeting or reduce the number of participants. Scheduling a recurring telephone conference meeting To schedule a recurring telephone conference meeting: 1. Log in to Sametime by clicking Log in to IBM Lotus Sametime in the top, right corner of the page. Enter your username and password, and then click Log In. 2. Click Schedule a Meeting (on the Welcome page) or New Meeting (on the Meeting Center page). 3. Click the Essentials tab. Enter the appropriate information. See Table 6: New Meeting: Essentials tab. Table 6: New Meeting: Essentials tab Field Meeting name Description or other meeting information Description Name for the meeting Other meeting information. Optional field. 1 of 3 Meeting Exchange for IBM Lotus Notes and Sametime User Guide February

14 Chapter 2: Using Meeting Exchange for IBM Lotus Notes and Sametime Table 6: New Meeting: Essentials tab (continued) Field Description When Starting date Repeat Time Duration Audio, video, and phone services Use the phone number provided by my telephone service Participant Passcode Avaya Audio Conference Server Moderator Passcode Billing Code Starting date of the meeting. Click > to increase the start date by one day. Click >> to increase the start date by one month. Click Repeat to set up the meeting recurrence: 1. Select the meeting frequency: daily, weekly, monthly by date, monthly by day, yearly, custom. 2. Select other options for the meeting recurrence schedule. Starting time of the meeting. Click > to increase the start time by 15 minutes. Click >> to increase the start time by one hour. Duration of the meeting. Click > to increase the start time by 15 minutes. Click >> to increase the start time by one hour. Select this check box to schedule a telephone conference meeting. Code used by the participant to enter the telephone conference. This code is configured on the conference server by your system administrator. One code applies to all conferences on the conference server. If you do not know the code, see your system administrator. Select the conference server to use. Code used by the moderator to enter the telephone conference. This code is configured on the conference server by your system administrator. One code applies to all conferences on the conference server. If you do not know the code, see your system administrator. Secondary billing code for the conference. (Optional) 2 of 3 14 Meeting Exchange for IBM Lotus Notes and Sametime User Guide February 2007

15 Scheduling a recurring telephone conference meeting Table 6: New Meeting: Essentials tab (continued) Field Description Meeting password Meeting password Password for meeting. Enter the same password in the Re-type password field. Meeting passwords are optional. This password is for accessing the web conference. 3 of 3 Important:! Important: When sending a meeting notification, be sure to include the passcodes for the telephone conference. Participants must enter a code on their telephone keypads to enter the conference. 4. Click the People tab. Enter the appropriate information. See Table 7: New Meeting: People tab. Table 7: New Meeting: People tab Field Chair Who can attend All participants have permission to present content Description To change the chair, click Change. When you create a meeting, you are the chair by default. The chair conducts the meeting and controls participation during the meeting. The chair can grant and remove permission to present. Choose the people who can attend the meeting, or leave it open to all users. To choose people, click Add or Remove People. Then search the directory for the people you want to add, and click Add. Tip: Tip: Select names one at a time or press the Control key and click to select multiple names. By default, meetings are open to all users. Select this check box to allow all participants to upload files, show slides, draw on the whiteboard, and share their screens. By default, all participants can present. Meeting Exchange for IBM Lotus Notes and Sametime User Guide February

16 Chapter 2: Using Meeting Exchange for IBM Lotus Notes and Sametime Note: Tip: Important: Note: Sametime generates a PIN that is associated with every user in a conference. For meetings open to all users, the only way to access a PIN is to join the data conference after it has started. When the meeting is open only to specific people, however, PINs are generated when you schedule the conference and can be accessed before the meeting. If a meeting is scheduled for sometime in the future, participants can obtain their PIN by logging into Sametime, viewing the scheduled meetings, and selecting the desired scheduled meeting. The Meeting Details page includes the meeting PIN. Prior to the start time, callers can enter their PIN to join the conference by telephone and be associated by name in the Web conference. This feature applies to all participants. 5. To add slides for your meeting, click the Slides tab, and then click Add Slides. In the dialog box, enter the path and file name of the slides, or click Browse to locate the file. Then click OK. Tip: Check the list of supported file types to see if IBM Lotus Sametime can display the type of file you want to show. If the type of file you want to add is not in the list, use IBM Lotus Sametime Print Capture. IBM Lotus Sametime Print Capture provides better results than the automatic conversion, especially if you are using uncommon fonts or formatting. 6. Click the Options tab: To record the meeting, select Record this meeting so others can replay it later. To exclude the meeting from being listed in the Meeting Center, select Do not list this meeting. If the meeting is not listed, people must search for the meeting by its name to attend. 7. Click Save.! Important: If the server does not have enough space for your meeting, return to the Essentials tab and either reschedule the meeting or reduce the number of participants. 16 Meeting Exchange for IBM Lotus Notes and Sametime User Guide February 2007

17 Joining a start now meeting Joining a start now meeting If you are the meeting organizer, the system starts the Web meeting automatically. Your dial-in number and telephone conference passcode are displayed automatically on the Sametime page. If you are not the meeting organizer, follow these steps to join a start now meeting: 1. Click on the meeting name on the Meeting Center page. 2. Click Attend next to the meeting name. 3. Click Yes to agree to the security certificate in the Warning-Security dialog. 4. Enter your name in the Name box as you want it displayed in the participant list. Joining a scheduled meeting If you are the meeting organizer, the system starts the Web meeting automatically. Before the meeting start time, your dial-in number and telephone conference passcode are displayed automatically on the Sametime page. If you are not the meeting organizer, follow these steps to join a scheduled meeting: 1. Click on the meeting name on the Meeting Center page. 2. Click Attend next to the meeting name. 3. Click Yes to agree to the security certificate in the Warning-Security dialog. 4. Enter your name in the Name box as you want it displayed in the participant list. Using the Join the Call feature Use the Join the Call feature to have the conference server call you and place you in the telephone conference. To use this feature, you must first join the Web meeting. See Joining a start now meeting or Joining a scheduled meeting. Joining the telephone conference from a new phone 1. Click Join the Call. 2. In the Join the Call dialog box, click New. Meeting Exchange for IBM Lotus Notes and Sametime User Guide February

18 Chapter 2: Using Meeting Exchange for IBM Lotus Notes and Sametime 3. Enter the telephone number that you want called. Important:! Important: Enter all digits including area code without spaces (or with dashes). For example, enter or If you need to add a 9, enter or The default label for all numbers is Work. To change this label, click Work. A drop-down list is displayed. Click the label that you want for this telephone number. 5. Click Call. The system dials the number. When you answer the phone, the dialog box closes and a telephone icon appears next to your name in the participant list. Joining the telephone conference from an existing phone 1. In the Join the Call dialog box, click the number that you want called. 2. Click Call. The system dials the number. When you answer the phone, the dialog box closes and a telephone icon appears next to your name in the participant list. Dialing out to participants Once in a Web meeting, you can have the system dial out to a person and request that he or she join the telephone conference. Dialing out to a new participant 1. From the Audio controls menu in the Participants pane, select Dial Out. The Dial Out dialog box is displayed. 2. Under Names, click New. The Add New User Name dialog box is displayed. 3. Add one or more participants. a. Select a directory and search for a user, or click the Enter Name tab, and enter the name of the user. Then click Add. b. Add as many names as necessary. Click Close when you are finished. 4. Enter phone numbers for new participants. a. In the Dial Out dialog box, select one name that you entered. Under Numbers, click New. You can enter more than one number for a participant. b. Enter phone numbers for as many names as necessary. 18 Meeting Exchange for IBM Lotus Notes and Sametime User Guide February 2007

19 Associating Web participant names with phone participant names Important:! Important: Enter all digits including area code without spaces (or with dashes). For example, enter or If you need to add a 9, enter or Dial out to a user. a. Select the name or phone number that you want to dial out to. b. Click Dial Out. The system dials the number. When the person answers the phone, the dialog box closes and a telephone icon appears next to his or her name in the participant list. Dial out to a data participant 1. From the Audio controls menu in the Participants pane, select Dial Out. The Dial Out dialog box is displayed. 2. Select the name or phone number that you want to dial out to. 3. Click Dial Out. The system dials the number. When the person answers the phone, the dialog box closes and a telephone icon appears next to his or her name in the participant list. Associating Web participant names with phone participant names Web meeting participants who manually call the telephone conference number (do not click Join the Call) are listed twice in the participants list: once as a Web participant, and once as a phone participant. To eliminate this double listing, meeting moderators can associate the two listings so that the name is listed only once. Associating one name 1. In the Participants pane, select one Web participant (identified by a green square icon) and one telephone participant (identified by a green telephone icon). 2. From the Audio controls menu in the Participants pane, select Associate Users. Meeting Exchange for IBM Lotus Notes and Sametime User Guide February

20 Chapter 2: Using Meeting Exchange for IBM Lotus Notes and Sametime Associating your Web participant name with your phone participant name If you manually call the telephone conference number (do not click Join the Call), your name is listed twice in the participants list: once as a Web participant, and once as a phone participant. To eliminate this double listing, you can associate the two names so that your name is listed only once. 1. In the Participants pane, select both names. A green square icon identifies the Web participant name, and a green telephone icon identifies the phone participant name. 2. From the Audio controls menu in the Participants pane, select Associate My Phone. Moderator telephone conference tools Table 8 lists telephone conference tools that are available to moderators. Table 8: Telephone conference tools for moderators Tool Lock the Call Select or clear this option on the Audio controls menu in the Participants pane. Mute All or Unmute All Select these options on the Audio controls menu in the Participants pane. Mute User Right click the participant s name. From the submenu, select Audio > Mute User. Description Moderators can lock or unlock the conference. Locking the call prevents additional users from joining the telephone conference. Moderators can mute or unmute all participants in the telephone conference. Lecture. All participants except moderators are muted if the bridge is set to the default call flow. Mute All. All participants including moderators are muted if the bridge is set to Flex call flow. Mutes an individual telephone conference participant. 1 of 2 20 Meeting Exchange for IBM Lotus Notes and Sametime User Guide February 2007

21 Moderator telephone conference tools Table 8: Telephone conference tools for moderators (continued) Tool Description Moderators can lower all raised hands. Hang Up User Right click the participant s name. From the submenu, select Audio > Hang Up User. Rename User Right click the participant s name. From the submenu, select Audio > Rename User. Associate Users Select the Web participant and telephone participant. Select Associate Users from the Audio controls menu in the Participants pane. Moderators can select and then hang up a participant line. Moderators can select and then rename a participant line. Moderators can select and then associate Web participants and telephone conference participants. For more information, see Associating Web participant names with phone participant names. 2 of 2 Meeting Exchange for IBM Lotus Notes and Sametime User Guide February

22 Chapter 2: Using Meeting Exchange for IBM Lotus Notes and Sametime Using moderator touch-tone conference commands The following table lists the supported touch-tone commands for moderators using Avaya Meeting Exchange Express Edition. The Avaya Meeting Exchange Express Edition is also known as the S6100 server: Command To *1 Dial out to a new participant. *2 to return to conference with dialled participant. *3 to return to conference without dialled participant. *2 Start and stop conference recording. *4 Update your conference profile. *5 Start lecture mode (mute all participants). #5 Stop lecture mode (unmute all participants). *6 Mute your telephone line. #6 Unmute your telephone line. *7 Enable secure conferencing. #7 Disable secure conferencing. *8 Play the names of the participants. #8 Play the number of participants. *0 Contact the Operator for assistance. ## Leave the conference. ** Play the list of key maps and their associated actions. *9 Dial out to all members of the dial list. *3 Extend the size of the conference. #3 Extend the length of the conference. 22 Meeting Exchange for IBM Lotus Notes and Sametime User Guide February 2007

23 Using moderator touch-tone conference commands The following table lists the supported touch-tone commands for moderators using Avaya Meeting Exchange Enterprise Edition. The Avaya Meeting Exchange Enterprise Edition is also known as the S6200 or S6800 server: Command To *0 Request operator help. *1 Dial out by accessing an open line. *2 to return to conference with dialled participant. *3 to return to conference without dialled participant. *2 Start and stop conference recording. *3 Return to the original conference and hang up on the called party. *5 Start lecture mode (mute all participants). This is a toggle command. *6 Mute your telephone line. This is a toggle command. *7 Enable secure conferencing. This is a toggle command. *8 Play the names of the participants. Any single key: Stops the playback of participant names. ## Leave the conference. *91 Track billing codes. *92 Dial out to all members of the dial list. *93 Start or join a sub-conference. <x> Press a sub-conference number from 1 to 9 to enter that sub-conference. 0 to return to the main conference. * to escape. # to play a warning message into all sub-conferences that participants will be rejoining the main conference shortly. After a few moments, the system transfers all lines back to the main conference. *94 Replay a conference recording file number. *98 Extend or end the conference. Important:! Important: Available if enabled on the conference server. Meeting Exchange for IBM Lotus Notes and Sametime User Guide February

24 Chapter 2: Using Meeting Exchange for IBM Lotus Notes and Sametime Viewing call-in details To view call-in details, click Tools > Audio > Show Call-in Number from the menu bar, or select Show Call-in Number from the Audio controls menu in the Participants pane. Table 9 describes the call-in details displayed. Table 9: Call-in information Entry Call-In Toll-Free Auxiliary Passcode PIN code Description Telephone number used to dial into the conference server. A toll-free telephone number used to dial into the conference server. An auxiliary phone number. A code used by the participant to enter the telephone conference. Personal Identification Number. A unique number that identifies a specific individual to the system and indicates which telephone conference the individual is to attend. Viewing participant information Viewing the participant list 1. From the menu bar, select View > Participant List. 2. Select Show All Participants to view the right-hand pane, which includes the participant list. 24 Meeting Exchange for IBM Lotus Notes and Sametime User Guide February 2007

25 Viewing participant information Viewing the connection status of participants The connection status of participants is displayed by icons to the left of participant names. Table 10 provides a description of each icon. Table 10: Participant status Icon or name First name in the list (no icon) Indicates that a participant The name of the chair is displayed at the top of the participants list. Not on the call. Connecting to the call. Connected to the call. Muted. Currently speaking. Filtering who to show in the Participants List In the participants pane, use the Show field to display all or some meeting participants: All Participants Shows all meeting participants, in alphabetical order with the chair's name first. Presenters Shows only participants with permission to present, in alphabetical order with the chair listed first. Recent speakers For meetings with telephone conference call support, shows the person speaking, as well as the four most-recent speakers. By Hand Raise Shows participants in the order that their hands were raised, followed by all other meeting participants. By Entry Order Shows participants in the order that they joined the meeting. Meeting Exchange for IBM Lotus Notes and Sametime User Guide February

26 Chapter 2: Using Meeting Exchange for IBM Lotus Notes and Sametime Participant telephone conference tools Participants can select their own name and choose one or more options. Table 11 shows the telephone conference tools that are available to conference participants. Table 11: Telephone conference tools available to participants Icon To Raise your hand during a meeting. At any time during a meeting, you can raise your hand to get the chair's or presenter's attention. You might want to raise your hand if: You need to ask for permission to present. You want to respond to a question or speak during the meeting. You can raise your hand to signal to the chair or presenter that you have something to say. You want to acknowledge your presence in the meeting. You can raise your hand to let the chair or presenter know that you are ready for the meeting to begin. The chair can lower your hand after you have raised it, or you can lower your own hand. Other participants (including a presenter who is not the chair) cannot lower your hand. Lower your raised hand at any time during the meeting. Mute my phone. Unmute my phone. Your availability status. By default your availability status is I am available. You can change your availability status by selecting one of the following statuses from the drop-down list: I Am Active I Am Away Do Not Disturb Me 26 Meeting Exchange for IBM Lotus Notes and Sametime User Guide February 2007

27 Leave a telephone conference Leave a telephone conference To leave a telephone conference: 1. From the menu bar, click Tools > Audio > Hang Up My Phone, or select Hang Up My Phone from the Audio controls menu in the Participants pane. 2. Hang up your physical telephone. Meeting Exchange for IBM Lotus Notes and Sametime User Guide February

28 Chapter 2: Using Meeting Exchange for IBM Lotus Notes and Sametime 28 Meeting Exchange for IBM Lotus Notes and Sametime User Guide February 2007

29 Glossary ACDN Audio path Billing code Conference code DTMF Host code Moderator code PIN Passcode Reservation-less conference Server Sign-in name Touch-tone User PIN Audio Conference Dial-In Number. A software and hardware connection providing incoming and outgoing audio for operator and participant use. A secondary billing code for the conference. A unique number used to identify a specific audio conference session. Dual Tone Multi-Frequency. Commonly known as a Touch-Tone phone system. Pressing a button on a Touch-Tone phone causes a tone to sound. This tone is actually the combination of a high frequency tone and a low frequency tone. A unique number that identifies a data conference moderator. A code used by the moderator to enter the conference. Personal Identification Number. See User PIN. A code used by the participant to enter the conference. A type of unattended conference that can start and end at any time and uses a profile to keep track of all the selected conference features, such as Hang up or Name Record/Playback. Callers must enter a passcode to join the conference, which is chaired by a moderator. A system designed to facilitate a wide variety of conferencing applications and requirements. An account name of the person scheduling a conference on the bridge. Used with push-button telephones that produce tones corresponding to numbers. Personal Identification Number; also called Conferee code. A code used by a participant to enter the conference. Meeting Exchange for IBM Lotus Notes and Sametime User Guide February

30 User PIN 30 Meeting Exchange for IBM Lotus Notes and Sametime User Guide February 2007