Web Conferencing

Web conferencing is available if you have the proper Same liscensing. Check with your system administrator to determine if this option is available to you. If so, a web conference can be started as an instant meeting, but more often it is a scheduled event. You can schedule online meetings from the Calendar:


Open your Calendar and click the Schedule a Meeting button on the Action bar.


Fill out the Meeting document details as you would any other meeting (see Chapter 10, "Working with Meetings and Group Calendaring").


When you specify where the meeting is to be held, click This is an Online Meeting (see Figure 18.14).

Figure 18.14. Be sure you have permission to create online meetings before you schedule your first meeting.


From the Type field, select the type of meeting:

  • Collaboration Choose this for meetings with only a few participants or meetings where you have several presenters or you expect the participants to interact a great deal. The participants immediately have control of many of the tools.

  • Moderated presentation/demo Use this for meetings with many participants where you want one or two people to control the tools, on the lines of a seminar.

  • Broadcast meeting Reserve this type of meeting for a large group where the participants watch and listen and all activity comes from the moderator.


In Place, enter the name of the online resource or click the icon to open a dialog box and select the resource from a list. Invitees will see a link to the resource in their meeting invitations.


If you want to limit attendance to the meeting, select Restrict only to meeting invitees.


To truly restrict the attendance, you can enter a Meeting Password. Invitees will see the password in their meeting invitations and will be prompted for it when they click the link to the meeting resource.


Attach any files you need for the meeting, such as a presentation file to display on the whiteboard, by clicking the Attachments button and selecting the file(s) you want.


Click Send and Save Invitations to send the invitations.

When the users, or you, attend the meeting by clicking on the link in the meeting invitation, the web conference opens on a Sametime server. The Meeting room has several features, as seen in Figure 18.15.

Figure 18.15. You can raise your hand for questions by clicking on the Hand Raise button at the bottom of the Participant List.

If you are the moderator of the meeting, you have control of all the tools (in Collaboration meetings your participants have access to most of the tools, too). You can grant or revoke permissions for others to use the tools. Only the moderator can end the meeting (choose Meeting, End Meeting from the menu).

As a participant, you can communicate with the moderator by raising your hand (click the Hand Raise button) to attract the moderator's notice or by typing a chat message. Just remember, anyone in the meeting can see what you put in this chat, which is why it is called the public chat. To chat privately, right-click a participant's name and choose Chat from the submenu.

The moderator can also send web pages to the participants or ask polling questions. When the moderator clicks on Screen Sharing, there are several options for sharing screens, including allowing other participants to control the cursor or mouse.

Web conferencing is a powerful feature for group collaboration, either for training, demonstrations, or sharing information. You can learn more about how this tool works from the Lotus Instant Messaging and Web Conferencing User's Guide. You can access this document by opening the Sametime meeting center in a browser (use the URL for your Sametime meetings) and clicking on Documentation.

In this chapter, you learned how to set up an instant messaging contacts list, how to start a chat, how to invite others to an instant meeting, and how to start a web conference (if it is an available option to you). In the next chapter, you will learn about customizing Notes.

Sams Teach Yourself Lotus Notes 7 in 10 Minutes
Sams Teach Yourself Lotus Notes 7 in 10 Minutes
Year: 2003
Pages: 182

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