Options: Setting Meeting Options

You can set various options for your online meeting, including those that allow group chat, let you record your meeting, and determine whether or not the meeting is listed in the Meeting Center.

Turning off group chat in the meeting

When you create a meeting, all participants with permission to chat can use group chat in the meeting. To turn off group chat, on the Options tab, clear the "Allow group chats in this meeting" check box. Participants can still use private chat. Even if you allow group chats in the meeting, the server administrator can still remove chat permissions for individual participants.

Recording the Meeting

You can record the meeting by selecting the "Record this meeting so that others can replay it later" check box. You might want to record the meeting if a large number of people are unable to attend but would benefit from viewing it at a later time.

Ensuring That the Meeting is Not Listed

Most meetings are listed in the Online Meeting Center. However, you can create an unlisted meeting that does not appear in the Meeting Center. To attend the meeting, participants must enter the meeting name.

If you do not want the meeting name to appear in the Meeting Center, when you create a meeting, click the Options tab and under "Hide the meeting," select "Do not list this meeting (people must attend it with the URL or by searching for it by name)." Be sure to let the meeting participants know the name of the meeting before it begins or send them the meeting link.

Tip Be sure to remember the name of your unlisted meeting. To edit or attend the meeting, you must go to the Meeting Center, click My Meetings, and type the name of the meeting exactly as it appears on the Essentials tab.

Ensuring that everyone can attend

Because Lotus Sametime allows people from all over the world to meet online, your meeting is likely to include people from many different locations. For example, someone might join your meeting from a home office in Dublin, while someone else joins from a corporate location in Atlanta. To ensure that everyone can attend your meeting, you must know who is attending and how they access Lotus Sametime.

If you do not know how people will attend your meeting, contact them before scheduling the meeting and ask the following questions:

• Are you attending from a distant location? If so, what is your location?
• Can you access my organization's internal network (for example, the corporate intranet) from your location?
• Has your system administrator set up a server at your location?

After obtaining answers to the above questions, use the Options tab to enter appropriate information for your meeting. Use the table below to determine how to complete this information when scheduling the meeting.

Note Your system administrator determines whether these server fields are available.

Distributing the List of Lotus Sametime Servers

If your meeting includes more than one server (for example, if you allow people to attend the meeting from multiple servers or if you choose specific servers to include in the meeting), you must distribute the list of servers to everyone who will attend the meeting. Participants should attend from the server nearest their location. Participants should contact their system administrator if they are not sure which server to use to attend the meeting.

Note After you save the meeting, the list of servers appears on the Meeting Details page. You can copy this list and paste it into an e-mail to send it to the meeting participants. Participants can click the server name to go to the appropriate server for the meeting.

Caution If there is not enough space on the server for your meeting, the meeting is not scheduled after you click Save. Return to the Essentials tab and choose a new time for the meeting.