Using audio and video in a Sametime meetings call

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James A Riel | Edited by IBM contributor

Sharyn Richard on October 1, 2012 | Version 22

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Abstract

This video shows how to set up your IBM Sametime client for conference calls that use your computer's audio and video and then start a conference call from within a Sametime meeting room. With Sametime conference calls, calling into meetings has never been easier!

Tags: videos, video_8.5.2, video_standard

This video shows how to set up your IBM Sametime client for conference calls that use your computer's audio and video and then start a conference call from within a Sametime meeting room. This video is five minutes long and contains audio.

To read a text version of this video, scroll down to the Welcome section in this wiki article.

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Welcome
After watching this video, you should be able to:

Set server community preferences
Set meeting room server preferences
Set up a meeting room
Join a meeting room
Join a call
Understand the call controls

Table 1. Welcome

Step	Caption	On-screen action
1.1	Using audio and video in a Sametime meetings call © Copyright IBM® Corporation 2011	The welcome page displays. © Copyright IBM Corporation 2011
1.2	This video shows you how to: Set up your Sametime client so that you use your computer's audio and video capabilities for calls during Sametime meetings, if you are not already set up for this. Join a Sametime meeting room Join a call from within the meeting room Learn about some of the controls available to you while you are on the call. Also, if you want others to see you during a video call, be sure that you have a webcam. You don't need a webcam to see others during a video call.	First page of the demo.

Set server community preferences

Table 2. Set server community preferences

Step	Caption	On-screen action
2.1	This video uses the stand-alone Sametime Connect client, but you can also use the embedded version of Sametime that is available in the IBM Lotus Notes sidebar. The next three sections cover how to set up your Sametime client for computer calls. If you are already set up, then skip to the section "Join the meeting room".	Point to the Sametime Connect client, then point to the Sametime panel in the Notes sidebar.
2.2	Ted Amado, VP of Marketing for Renovations, needs to set up a weekly audio/video conference with his direct reports. First Ted needs to make sure that his server community supports audio and video by checking with his Sametime administrator. A server community is like a corporate directory, a group of people belonging to the same directory or user registry.	Point to the Sametime Connect stand-alone client.
2.4	Now he completes the Server tab with the information supplied by the Sametime administrator. The Sametime administrator can supply the correct server name and port number to enter, again for a server that supports audio and video calls.	Click the Server tab. Make entries in the Host server and Server community port fields.
2.5	Now Sametime is connected to a server community that supports audio and video.	Click the Apply button and then click the OK button.

Set meeting room preferences

Table 3. Set meeting room server preferences

Step	Caption	On-screen action
3.1	Next, Ted needs to set up a meeting room server - one that also supports audio and video – and connect that to the server community he just added.	Point to Sametime Connect client.
3.2	Again, he uses his Sametime preferences to add a meeting room server.	Click the menu command File > Preferences and then click Sametime Meeting Rooms and then Meeting Room Servers. Click the Add Meeting Room button.
3.3	In the Server Community field, Ted selects the server community he just added.	Click Server Community and select the server community you added.
3.4	Then he adds the name of the meeting room server and the port number for that server. Again, he ensure it's a server that supports audio and video.	Make entries in Host server and Port fields. Click OK, click Apply and then click OK.
3.5	Now he's done setting up his preferences.	Point to Sametime Connect client.

Set up a meeting room

Table 4. Set up a meeting room

Step	Caption	On-screen action
4.1	Ted has to set up a room to hold his meeting in. He does this from the Sametime Meetings panel.	Still point to Sametime Connect client. Point to and the click the Sametime Meetings panel.
4.2	Here's how he creates a new meeting room.	Click the New meeting room icon
4.3	Ted selects the meeting room server he just added and gives the meeting room the title Weekly Status Meeting.	Click Meeting room server and select the meeting room server just added. Make an entry in the Room name field.
4.4	He decides to password protect the meeting.	Make an entry in the Password and Re-type password fields.
4.5	He selects Sametime Audio/Video conferencing for the service provider so that participants can hear the conference call - and see the video, if it's available - through their computers.	Under the Voice and Video field, in the Specify the service provider to associate with this online meeting room field, select Sametime Audio/Video conferencing.
4.6	To ensure a video conference call, Ted selects Allow video. Otherwise, the conference call for this meeting room will be audio only.	Point to the Allow video check box and leave it selected.

Join the meeting room

Table 5. Join the meeting room.

Step	Caption	On-screen action
5.1	Now it's time to join the meeting room Ted just set up to start the conference call.	Point to the Sametime Meetings panel.
5.2	Go to the Sametime Meetings panel again.	Click the Sametime Meetings panel.
5.3	First he makes sure he's displaying the My Meeting Rooms or Recent Meetings Rooms views and selects the My Meeting Rooms view.	Point to the Switch views icon. Click it to show that the My Meeting Rooms view is selected. Use the scroll bar to find the meeting room and then click to select that meeting room. Click Enter room.

Join the call

Table 6. Join the call

Step	Caption	On-screen action
6.1	Since Ted is the meeting room owner, he needs to start the conference call so others can join it. It takes just a couple of clicks to start the call. Depending on the version of Sametime that you have, you might see a slightly different wording for joining your call.	Click the Join Call icon under the Voice and Video area of the meeting room and select Join call (with my computer). or Join call with my computerMake this a video-enabled session.
6.2	By the way, if any meeting room participants do not have video, they still join the conference call the same way. But, instead of seeing the video, they will only hear the audio part of the call.	Point to the Voice and Video area of the meeting room.

Understand the call controls

Table 7. Understand the controls

Step	Caption	On-screen action
7.1	Once participants have joined the call, special call controls become available.	Point to call control icons under the Voice and Video area of the meeting room.
7.2	End Call lets the meeting owner leave the call but allows everyone else to continue on the call or end the call for everyone.	Point to the End call icon. Click to show Leave Call and End Call for Everyone options.
7.3	Anyone can click Mute so they can’t be heard.	Point to mute icon. Click it to go on mute and click again to unmute.
7.4	The Speaker icon lets anyone adjust speaker and microphone volume.	Point to the volume icon. Click it to show the Adjust Volume dialog box with sliders to adjust the speaker and microphone volume.
7.5	The Video Controls icon to see a list of options for controlling the video portion of the call.	Point to the Video Controls icon. Click it to show the Share My Video, Preview My Video, Full Screen, Video Statistics, and Undock options."
7.6	Clicking Undock displays the video in a separate window that can be dragged and dropped on the screen.	Click Undock and drag the separate video window.
7.7	To return the video to the meeting room window, click Dockor drag the video window back into place.	Click Dock. The video window returns to the meeting room.
7.8	A few options to mention under Moderator Controls. Click Mute All so that only the meeting room owner can be heard on the call, and click Hold Call to pause both the audio and video portions of the call, and Resume call to get the audio and video back.	Click Moderator Controls and point to Mute All.

Thank you

Step: 8.1

Caption: That's it! This concludes the video. You now know how to set up and start a Sametime meeting conference call that uses your computer's audio and video. Visit our Sametime wiki athttp://www-10.lotus.com/ldd/stwiki.nsf for additional information.

On-screen action: Visit our Sametime wiki athttp://www-10.lotus.com/ldd/stwiki.nsf for additional information.