Scheduling an IBM Sametime meeting in Lotus Notes

Scheduling a Lotus® Sametime® meeting using Lotus® Notes® 8.5 or later

Welcome to the IBM® Lotus Sametime Scheduling a Sametime meeting using Lotus Notes® demonstration. This demonstration shows how to schedule a Lotus Sametime meeting when you create a calendar invitation using Lotus Notes 8.5 or later. You will see how to do this by dragging and dropping a meeting room that you've already created into your invitation.

© Copyright IBM Corporation 2010

The welcome page displays.

© Copyright IBM Corporation 2010

It's very easy to schedule a Sametime meeting, just as you would schedule any meeting in Lotus Notes.

When you schedule a Sametime meeting, the online meeting takes place in a Sametime meeting room. To schedule your Sametime meeting, first make sure that you have both Lotus Notes and Sametime open.

For this demonstration, I am using the stand-alone Lotus Sametime Connect client. But you can also use Sametime that is embedded in Lotus Notes and is available from the Notes sidebar.

Point to IBM Lotus Sametime Connect client.

In Lotus Notes, click Create and then click Calender entry.

Click the menu command.

Then, complete the New Calendar Entry form, just as you typically would when you schedule any meeting in Lotus Notes.

Make entries in the Subject, When, Who, Where, and Location fields.

You'll want to use a Sametime meeting room for your online meeting.

Point to Online Meeting link.

To do this, click the Sametime Meetings panel in your Lotus Sametime Connect client. This is where you create and manage your meeting rooms.

Click the Sametime Meetings panel in the Lotus Sametime Connect client.

To see which meeting rooms you have, make sure you're displaying the My Meeting Rooms or Recent Meeting Rooms views. In this case, I'll select the My Meeting Rooms view.

Point to the Switch Views icon to show that the My Meeting Rooms view is selected.

Now, click to select the meeting room you want to use and drag it to the Description field of your calendar invitation.

Drag and drop the Weekly team status meeting room to the Description field in the Lotus Notes calendar invitation.

That's it! Your calendar invitation now has the name of the Sametime meeting room and the link to it so that the people you're inviting to this meeting can enter the meeting room.

If, when you originally created the meeting room, you included any call-in information, such as the phone number to call in to the meeting, that also shows in the invitation.

Be aware, though, that if you required a password to enter the meeting room when you created it, you must add the meeting room password to the calendar invitation, since that information is not included when you drag and drop your Sametime meeting in to the invitation.

Point to meeting room information in the Description field.

Now click Save and Send Invitations to send the meeting invitation. When invitees open the invitation, they can just click the link to enter the meeting room.

Point to Save and Send Invitations