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Saving Meeting Information

During a meeting, any participant can save the chat transcript of either a private and public chat on his or her own computer. In addition, the Chair can save to the meeting details annotations made to a file or a drawing on the whiteboard.

Saving a Chat Transcript

You can save a chat transcript from either a private or group chat during a meeting.

The default location for saved chat transcripts is the C:\Documents and Settings/user Name/SametimeMeeting directory. The default filename includes the meeting name, the date and time started, and the TXT extension. (For example: "Tuesday Status Meeting.021500PM.txt.") If you rename the file, be sure to use the TXT extension.

Note You must save the transcript while the meeting window is open.

Saving a Transcript from an Private Chat

  1. In the meeting window, choose File - Save.
  2. (Optional) Change the default file name and location.
  3. Click Save.

Note When Lotus Sametime Connect for browsers users choose People - Add to/Replace List, the Open dialog box displays the contents of the C: \WINDOWS\JAVA directory. However, the default directory for saving a contact list is C:\. Users must browse up to the C:\ directory to locate the file for a saved contact list.

Saving a Transcript from a Group Chat

  1. In the Meeting Room, choose File - Save Group Chat.
  2. (Optional) Change the default file name and location.
  3. Click Save.

Note If you end a meeting by choosing File - End Meeting, the chair is prompted to click OK to end the meeting, with the option to save the transcript from group chats.

Saving a Drawings and Slide Annotations

During a meeting, the Chair might want to save a whiteboard file or annotations made to a file so that others can view these files when the meeting is over. For example, if a current presenter has annotated a file on the Slides tab, the Chair can save the annotations as an attachment to the meeting information. The Chair can also save a drawing that was created using the annotation tools on the whiteboard tab.

Note You cannot save a whiteboard file or annotations on slides in a breakout session.

Annotation files are saved in two formats: RTF (for viewing in a word-processing program) and SWB (a whiteboard file, for viewing in a meeting). If you want to attach the saved file to another meeting, use the SWB version of the file.

To save a whiteboard file or slides with annotations:

  1. Make sure the drawing you want to save is displayed on the whiteboard or the annotated slide is displayed in the Slides tab.
  2. Choose File - Save Annotations. A confirmation dialog box appears. If the saved annotation file already exists, you are prompted to confirm whether you want to overwrite the existing file. File - Save Annotations saves all annotated files in the Meeting Room at once, although it creates separate files for whiteboard drawings and annotated slides.

    3. Note If the file was previously added to the meeting, saved file names are Filename_Annotated.rtf and Filename.Filetype.swb. If the file was created using the blank whiteboard, the saved file names are Whiteboard_Annotated.rtf and Whiteboard.swb.

  3. (Optional) If you want to view the file immediately, click Meeting Information in the toolbar to access the saved files.
  4. The file is attached to the meeting details. The original version of the file is not overwritten; you can still view it from the Meeting Details page.

Note You cannot save your annotated slide in its original file format. For example, if you added a Lotus 1-2-3 file to the Slides tab, you cannot edit and save the changes in Lotus 1-2-3 format.

See also:

Additional Documentation | Trademarks |