IBM Sametime 8.5.2 Task Reference

IBM Sametime 8.5.2. Task Reference
Learn how to get up and running with the IBM® Sametime® software.

Get started

Look at this picture of the Sametime Connect client to see some of the basic tasks that you can do. You
might have Sametime that appears in the IBM Lotus Notes® sidebar instead, but you will be able to do
the same tasks.

Note: Some features described here might not be available to you.

Read this section to get started with the Sametime software.

© Copyright IBM Corp. 2011 1

Table 1. Getting started tasks
How do I... If I'm using Sametime Connect If I'm using Lotus Notes
Log in for the first time? Click Select Sametime Connect 8.5.2 Click File > Sametime > Log In To
from your computer's Start menu. Sametime and select the server
Note: This logs you in to your community to which to log in.
default server community.
Log in to additional server Click File > Log In and then select Click File > Sametime > Log In To
communities? the community to which you want to Sametime and then select the
log in or click All to log in to all of community to which you want to log
your server communities at once. in or click All to log in to all of your
server communities at once.
Log in as a different user? Click File > Preferences and then Click File > Preferences and then
click Server Communities in the click the plus (+) sign beside
navigator. Click Reset User. Sametime in the navigator. Then
click Server Communities and then
Do one of the following actions, click Reset User.
depending on what you are using:
Optimize the Sametime client for Click File > Preferences and then Click File > Preferences and then
accessibility. click Accessibility in the navigator. click the plus sign (+) beside
Select all of the accessibility options. Sametime in the navigator. Then
click Accessibility. Select all of the
accessibility options.
Change the language dictionary to Click File > Preferences and then Click File > Preferences and then
use for spell checking. click Spell Checking in the click the plus sign (+) beside
navigator. Select the language. Sametime in the navigator. Then
click Spell Checking. Select the
language.
Change the language in which to Click File > Preferences and then Click File > Preferences and then
display the user interface and Help. click Language in the navigator. click the plus sign (+) beside
Select the language. Sametime in the navigator. Then
Note: If the language you want is click Language. Select the language.
not available in the list, you'll need to Note: If the language you want is
install the language dictionaries from not available in the list, you'll need to
the optional plug-in update site. install the language dictionaries from
Click Tools > Plug-ins > Check for the optional plug-in update site.
Optional Plug-ins to find and install Click File > Application > Install to
these plug-ins. If the Optional plug-in find and install these plug-ins. If the
site is not available, see your Optional plug-in site is not available,
administrator. see your administrator.
Save, print, or send a screen capture
Click in the message entry area Click in the message entry area
of a portion of my screen.
of a chat window or at the top of of a chat window or at the top of
your contact list. your Sametime Contacts list.
Change my availability status for a Click the availability status icon for a Click the availability status icon for a
specific server community. community at the top of the community at the top of Sametime
Sametime Connect client window,
Contacts, such as , and then select
such as , and then select a status. a status.
Change my availability status for all Click All at the top of your Sametime Click All at the top of your Sametime
my server communities. Contacts list and then select a status. Contacts list and then select a status.
Automatically change my availability Click File > Preferences and then Click File > Preferences and then
status to another status in certain click Auto-Status changes. click the plus sign (+) beside
situations, such as when I do not Sametime in the navigator. Then
touch my keyboard for a certain click Auto-Status changes.
amount of time.

2 IBM Sametime 8.5.2. Task Reference

Table 1. Getting started tasks (continued)
Set who sees my name on their Click Tools > Privacy and then click Click Tools > Sametime > Privacy
contact list when I am online. the When I am online tab. Select and then click the When I am online
(Privacy List) Enable this list to control who can tab. Select Enable this list to control
see you when you're online and add who can see you when you're online
names to include or exclude from and add names to include or exclude
this privacy list. from this privacy list.
Set who can see my name on their Click Tools > Privacy and then click Click Tools > Sametime > Privacy
contact list when my availability the When I am on Do Not Disturb and then click the When I am on Do
status is "Do Not Disturb." (Privacy tab. Select Enable the following Not Disturb tab. Select Enable the
List) people to see me as Available even following people to see me as
when my status is set to Do Not Available even when my status is
Disturb and add names to include or set to Do Not Disturb and add
exclude from this privacy list. names to include or exclude from
this privacy list.
Add server communities. Click File > New > Server Click File > Preferences and then
Community. click the plus sign (+) beside
Sametime in the navigator. Then
click Server Communities.
Work with my server communities, Click File > Manage Server Click File > Preferences and then
for example, remove or set Communities and then select a click the plus sign (+) beside
preferences. server community with which to Sametime in the navigator. Then
work. click Server Communities.
Set or update my geographic location Click File > Preferences and then Click File > Preferences and then
so others know where I am and how click Geographic Location in the click the plus sign (+) beside
to contact me. navigator. Sametime in the navigator. Then
click Geographic Location.
Set how I want to be notified of a Click File > Preferences and then Click File > Preferences and then
variety of events, such as when I click Notifications in the navigator. click the plus sign (+) beside
receive a call, an invitation, or a chat. Sametime in the navigator. Then
click Notifications.
Install new plug-ins. Click Tools > Plug-ins > Install Click Tools > Application > Install.
Plug-ins.
Turn on live text and set live text Click File > Preferences and then Click File > Preferences and then
preferences. click Live Text in the navigator. click the plus sign (+) beside
Sametime in the navigator. Click
Live Text.

Contacts

Read this section to get started with the Sametime contacts.
Table 2. Contact tasks
How do I...? If I'm using Sametime Connect If I'm using Lotus Notes
Add contacts to my contact list. Click File > New > Contact. Click File > New > Sametime
Contact.

IBM Sametime 8.5.2. Task Reference 3

Table 2. Contact tasks (continued)
Create nicknames for contacts on my Click a contact's name and then click Click a Sametime contact and then
contact list. Edit > Edit Nickname. click Edit > Sametime > Edit
Note: Nicknames display only on Nickname.
your own computer, wherever a
name appears, such as on your
contact list or in a chat window.
Other people cannot see the
nicknames you create.
Display my contacts with short Click a contact and then click View > Click in your Sametime contacts and
names (names without their server Short Names. Clear this setting to then click View > Sametime > Short
addresses) or full names (names with show full names. Names. Clear this setting to show
their server addresses). full names.
Move a contact on my contact list. Click and drag a contact's name to Click and drag a Sametime contact's
Note: You cannot move contacts move it within or between personal name to move it within or between
within or between public groups. groups. personal groups.
Reduce the number of contacts on Click Tools > Clean Contact List. Click in your Sametime contacts and
my contact list by removing specific then click Tools > Sametime > Clean
contacts or those with whom I rarely Contact List.
or never chat.
Alphabetically sort the contact names Click View > Contacts Click in your Sametime contacts and
on my contact list. Alphabetically. then click View > Sametime >
Contacts Alphabetically.
Display only online contacts or both Click View > Online Only. Click in your Sametime contacts and
online and offline contacts on my then click View > Sametime >
contact list. Clear this setting to show all Online Only.
contacts.
Clear this setting to show all
contacts.
Show contacts in my contact list for Click View > Server Communities Click in your Sametime contacts and
specific server communities. and then select one or more server then click View > Server
communities. Clear this setting to Communities and then select one or
hide the display of contacts for more server communities. Clear this
specific server communities. setting to hide the display of contacts
for specific server communities.
Add a personal or public group to Click File > New > Group and select Click File > New > Sametime Group
my contact list. Add a new personal group or Search and select Add a new personal
for a public group to find a public group or Search for a public group
group to add. to find a public group to add.
Edit the name of a personal group on Click the name of a personal group Click the name of a personal group
my contact list. on your contact list and then click on your Sametime contact list and
Note: You cannot edit the names of Edit > Rename Group. then click Edit > Sametime >
public groups. Rename Group.
Show both online and offline Click the name of the public group Click the name of the public group
members of the public groups on my whose members you want to display whose members you want to display
contact list. and then click View > Show Group and then click View > Sametime >
Content. Group Contents.
Alphabetically sort the group names Click View > Groups Alphabetically. Click View > Sametime > Groups
on my contact list. Alphabetically.
Work with my contact list, such as to Click File > Preferences and then Click File > Preferences and then
set preferences for your Sametime click Contact List in the navigator. click the plus sign (+) beside
contact list window and other Sametime in the navigator and then
display options. click Contact List.


Table 2. Contact tasks (continued)
Send an announcement or email to Click the names of one or more Click the names of one or more
one or more contacts on my contact contacts and then click Tools > Send, contacts and then click Tools > Send,
list. Send a file to a contact. Email or Announcement. Email or Announcement.

Click the name of a contact and then Click the name of a contact and then
click Tools > Send, File. click Tools > Send, File.
Import a contact list from a server or Click File > Import Contact List. Click Tools > Sametime > Import
file to add the names to my existing Contacts.
contact list or to replace my existing
contact list.
Export my contact list from one or all Click File > Export Contact List. Click Tools > Sametime > Export
of my server communities to a file. Contact List.
Set a one-time alert so that I am Click a contact's name and then click Click a contact's name and then click
notified when a contact comes online Tools > Alerts > Alert me when Tools > Sametime > Alerts > Alert
and is available. available. me when available.
Set other alerts for individual Click one or more contacts' names Click one or more contacts' names
contacts with an alert and then click Tools > with an alert and then click Tools >
Alerts > Alert Me When. Sametime > Alerts > Alert Me
When.
Get alerted whenever I start a chat or Click File > Preferences and the click Click File > Preferences and then
other events with groups larger than Contact List in the navigator. click the plus sign (+) in beside
a specified number of people. Sametime in the navigator. Then
click Contact List.

Text chats

Read this section to get started with Sametime chat.
Table 3. Text chat tasks
Start a text chat with someone on my Double-click a contact's name Double-click a contact's name
contact list.
Start a text chat with someone not on In the Find a person or number field In the Find a person or number field
my contact list. at the top of your Sametime Connect at the top of your Sametime Contacts,
client, type the name of the person type the name of the person with
with whom you want to chat. When whom you want to chat. When you
you find the name, click it. find the name, click it.
Invite others to a chat. In an open chat window, click Tools In an open chat window, click Tools
> Invite Others. > Invite Others.
Specify how to alert me when I get a Click File > Preferences and then Click File > Preferences and then
new chat. click Notifications in the navigator. click the plus sign (+) beside
click Notifications.
Manually check the spelling of the In an open chat window, click Tools In an open chat window, click Tools
text I am typing to send to my chat > Check spelling. > Check spelling.
partner.
Automatically check the spelling of In an open chat window, click Tools In an open chat window, click Tools
text I am typing to send to my chat > Check Spelling Automatically. > Check Spelling Automatically.
partner.
Insert an emoticon into the text I am In an open chat window, click Tools In an open chat window, click Tools
typing to send to my chat partner. > Insert > Emoticons. > Insert > Emoticons.


Table 3. Text chat tasks (continued)
Work with emoticon palettes, such as Click File > Preferences and then Click File > Preferences and then
edit an emoticon or create a custom click Emoticon palettes in the click the plus sign (+) beside
emoticon palette. navigator. Sametime in the navigator. Then
click Emoticon palettes.
Insert a web address into the text I In an open chat window, click Tools In an open chat window, click Tools
am typing to send to my chat > Insert > Hyperlink. > Insert > Hyperlink.
partner.
Insert an Lotus Notes link into the After copying an Lotus Notes link, in After copying an Lotus Notes link, in
text I am typing to send to my chat the chat window, click Tools > Insert the chat window, click Tools > Insert
partner. > Hyperlink. > Hyperlink.
Send an annotated screen capture of In an open chat window, click Tools In an open chat window, click Tools
a portion of my screen to my chat > Insert > Screen capture. > Insert > Screen capture.
partner.
Send a file to my chat partner. In an open chat window, click Tools In an open chat window, click Tools
> Send > File. > Send > File.
Send the chat transcript in my open In an open chat window, click Tools In an open chat window, click Tools
chat window as an email. > Send > As E-Mail. > Send > As E-Mail.
Prevent my chat partners from In an open chat window, click Tools In an open chat window, click Tools
saving, copying, or printing a chat > Prevent Transcript Save. > Prevent Transcript Save.
transcript.
Set display and other settings for my Click File > Preferences and then Click File > Preferences and then
text chats. click Chat Window in the navigator. click the plus sign (+) beside
click Chat Window.
Set if and how to save all of my chat Click File > Preferences and then Click File > Preferences and then
transcripts, by default. click Chat History in the navigator. click the plus sign (+) beside
click Chat History.
Manually save the transcript in my In an open chat window, click File > In an open chat window, click File >
active chat window to a file. Save Chat As. Save Chat As.
Note: You cannot view or work with
manually-saved chat transcripts in
the chat history viewer.
Automatically save all my chat In an open chat window, click File > In an open chat window, click File >
transcripts. Preferences and then click Chat Preferences and then click the plus
Note: Only automatically-saved chat History in navigator. sign (+) beside Sametime in the
transcripts are available in the chat navigator. Then clickChat History.
history viewer.
View and work with my In an open chat window, click File > In an open chat window, click File >
automatically-saved chat transcripts Open Chat History to open the chat Open Chat History to open the chat
in the chat history viewer: history. Then click File or Tools to history. Then click File or Tools to
Note: Only automatically-saved chat select an action to carry out. select an action to carry out.
transcripts are available in the chat
history viewer.
Display multiple chat windows in a Click File > Preferences and then Click File > Preferences and then
single, consolidated, tabbed window. click Chat Window in the navigator. click the plus sign (+) beside
clickChat Window.
Display or hide elements of my open In an open chat window, click View In an open chat window, click View
chat window, such as the action bar > Show and select the elements you > Sametime > Show and select the
or business card. want to show. elements you want to show.


Calls and video

Use the information in this table to work with audio and video calls that you place and receive through
your computer, both of which come with the Sametime software.
Table 4. Calls and video tasks
Make a call? Here is one way to make a call: Here is one way to make a call:
v Select an online name from your v Select an online name from your
Sametime contact list and then Sametime contact list and then

click the Call Computer icon click the Call Computer icon
above your list of Sametime above your list of Sametime
contacts. Or, if you see a preferred contacts. Or, if you see a preferred
device option like this device option like this
above your list of above your list of
Sametime contacts, click the Call Sametime contacts, click the Call

icon to make the call using icon to make the call using
your telephone. your telephone.
Make a call to more than one person? Click Ctrl and at the same time select Click Ctrl and at the same time select
multiple online names from your multiple online names from your
Sametime contact list and then click Sametime contact list and then click

the Call Computer icon above the Call Computer icon above
your list of Sametime contacts to your list of Sametime contacts to
make a call using your computer. Or, make a call using your computer. Or,
if you see a preferred device option if you see a preferred device option
like this above your like this above your
list of Sametime contacts, click the list of Sametime contacts, click the

Call icon to make the call using Call icon to make the call using
your telephone. your telephone.
Use Sametime to make telephone In the Find a person or number field In the Find a person or number field
calls? above your list of Sametime contacts, above your list of Sametime contacts,
type the name or the entire telephone type the name or the entire telephone
number of the person you want to number of the person you want to
call. call.
Start a video call so that I can see Here is one way to start a video call: Here is one way to start a video call:
and hear call participants? v Select an online contact from your v Select an online contact from your
Sametime contact list and then Sametime contact list and then
Note: If you have a Video icon
above your Sametime contact list, click the Video icon above click the Video icon above
you can start a video call. your Sametime contact list. your Sametime contact list.
. .
Automatically start a video call Click File > Preferences and then Click File > Preferences and then
whenever I'm in a voice chat. click Voice and video in the click the plus sign (+) beside
navigator. Select Automatically show Sametime in the navigator. Click
my video when I participate in a Voice and video and then select
video-enabled session. Automatically show my video when
I participate in a video-enabled
session.


Table 4. Calls and video tasks (continued)
Add new and manage existing Click File > Preferences and then Click File > Preferences and then
preferred devices and telephone click the plus sign (+) beside Voice click the plus sign (+) beside
numbers to use for calls. and Video in the navigator. Click Sametime and then Voice and Video
Preferred Numbers. in the navigator. Click Preferred
Numbers.
Select which service provider to use Click File > Preferences and then Click File > Preferences and then
for calls and video. click the plus sign (+) beside Voice click the plus sign (+) beside
and Video in the navigator. Click Sametime in the navigator. Click
Service Providers. Voice and Video and then click
Service Providers.


IBM Sametime 8.5.2 Task Reference

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IBM Sametime 8.5.2 Task Reference