Sametime: Ibm Lotus Sametime Connect Client Help

Transcript

Lotus Sametime ®
 Release 8.5 IBM Lotus Sametime Connect Client Help SC23-8759-02 Lotus Sametime ®
 Release 8.5 IBM Lotus Sametime Connect Client Help SC23-8759-02 Note Before using this information and the product it supports, read the information in “Notices” on page 21. Edition Notice This edition applies to version 1, release 8.5 of IBM Lotus Sametime (product number 5724-J23) and to all subsequent releases and modifications until otherwise indicated in new editions. © Copyright International Business Machines Corporation 1996, 2009. US Government Users Restricted Rights – Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp. Contents Frequently asked questions . . . . . . 1 Basics. . . . . . . . . . . . . . . . . 1 What are the essentials for getting started? . . . 2 How do I show others where I am? . . . . . 2 What are the keyboard shortcuts and other accessibility features? . . . . . . . . . . 3 Work with text chats. . . . . . . . . . . . 6 How do I keep all my chats in one window? . . 6 How do I invite someone to a chat I’m already having? . . . . . . . . . . . . . . . 7 How can I show the time and date in chat transcripts? . . . . . . . . . . . . . . 7 How do I save emoticons that my chat partners send me? . . . . . . . . . . . . . . 8 How can I send a file to my chat partner? . . . 8 How do I save chats and view my chat history? . 8 Get connected . . . . . . . . . . . . . . 9 What is a server community? . . . . . . . . 9 How do I connect to more than one server community? . . . . . . . . . . . . . 9 How do I chat with people who are members of a public instant messaging network? . . . . . 10 Other ways to communicate . . . . . . . . . 11 What other ways can I communicate beyond text chats? . . . . . . . . . . . . . . . 11 How do I start a call with someone who is on my contact list? . . . . . . . . . . . . 12 How do I start a call with someone who is not on my contact list? . . . . . . . . . . . 13 © Copyright IBM Corp. 1996, 2009 How do I start a call with someone who is not in my organization? . . . . . . . . . . . How do I set my preferred device or telephone number for calls? . . . . . . . . . . . Other neat things you can do . . . . . . . . How do I take an annotated screen capture? . . How do I display contacts with their full names or short names? . . . . . . . . . . . . What ways can I view my alternate contact list? How do I automatically change my status whenever I have a meeting scheduled? . . . . How do I customize the notifications I get for different events? . . . . . . . . . . . . How can I control how others see me in their contact lists? . . . . . . . . . . . . . Troubleshooting . . . . . . . . . . . . . Why are some icons in the user interface grayed out? . . . . . . . . . . . . . . . . What does the contact list conflict message mean? . . . . . . . . . . . . . . . How do I sort my contact list? . . . . . . . Learn and do more . . . . . . . . . . . . 13 13 14 14 14 14 16 16 16 18 18 18 18 19 Notices . . . . . . . . . . . . . . 21 Trademarks . . . . . . . . . . . . . . 23 Index . . . . . . . . . . . . . . . 25 iii iv Sametime: IBM Lotus Sametime Connect Client Help Frequently asked questions Basics Work with text chats “What are the essentials for getting started?” on page 2 “How do I keep all my chats in one window?” on page 6 “How do I show others where I am?” on page 2 “How do I invite someone to a chat I’m already having?” on page 7 “What are the keyboard shortcuts and other accessibility features?” on page 3 “How can I show the time and date in chat transcripts?” on page 7 Get connected “How do I save emoticons that my chat partners send me?” on page 8 “What is a server community?” on page 9 “How do I connect to more than one server community?” on page 9 “How do I chat with people who are members of a public instant messaging network?” on page 10 Other ways to communicate “What other ways can I communicate beyond text chats?” on page 11 “How do I start a call with someone who is on my contact list?” on page 12 “How do I start a call with someone who is not on my contact list?” on page 13 “How do I start a call with someone who is not in my organization?” on page 13 “How do I set my preferred device or telephone number for calls?” on page 13 “How can I send a file to my chat partner?” on page 8 “How do I save chats and view my chat history?” on page 8 Other neat things you can do “How do I take an annotated screen capture?” on page 14 “How do I display contacts with their full names or short names?” on page 14 “What ways can I view my alternate contact list?” on page 14 “How do I automatically change my status whenever I have a meeting scheduled?” on page 16 “How do I customize the notifications I get for different events?” on page 16 Learn and do more “How can I control how others see me in their contact lists?” on page 16 Learn about new features: IBM Lotus Sametime Homepage Troubleshooting Get training, technical articles, tutorials, and IBM Redbooks:DeveloperWorks: Lotus Sametime Download and deploy plug-ins: IBM Lotus Sametime Solution Catalog “Why are some icons in the user interface grayed out?” on page 18 “How do I sort my contact list?” on page 18 “What does the contact list conflict message mean?” on page 18 Basics After you log in, you can exchange text chats with your chat partners and so much more. © Copyright IBM Corp. 1996, 2009 1 What are the essentials for getting started? The IBM® Lotus® Sametime® Connect software gives you award winning and market leading instant messaging capabilities that help you collaborate and keep pace with your real-time work environment. Take a look at the picture below to see some of the basic features. Read the rest of the online Help to learn more! Note: Some features described in this on-line Help might not be available to you. How do I show others where I am? Let people know where you are physically located and how they can contact you when you are on-line. When you do, others see this information, for example, when they hover their mouse over your name in the contact list to view your business card or in the chat window when they are chatting with you. About this task You show others where you are by specifying your geographic location settings. You can specify geographic location information for more than one location, for example, for your London office and for your New York office. When you log in for the first time or when you are in a new geographic location that does not have location settings specified, you will be prompted to specify 2 Sametime: IBM Lotus Sametime Connect Client Help geographic location information. To specify your geographic location settings in these situations, follow the instructions below, starting with step 2. Note: This feature is not available in the IBM Lotus Entry offering. at the top of the contact list. 1. Click the Geographic Location Awareness icon 2. Use the default profile and location or select another from the list. 3. Select Share my location information with other users. 4. For the Personal location field, enter a description of where you are located, for example, ″New York office″ or ″At my desk in the Tokyo office.″ 5. Complete the remaining fields, as appropriate. 6. Select Do not show the alert for editing location settings at location change again if you do not want a message asking to change your location setting whenever you are in a new location to display. 7. Click Apply. 8. Click OK. What to do next To edit your geographic location settings, click this icon at the top of your contact list. Then update the information that you want to change. Note: Geographic location settings in the IBM Lotus Sametime Connect client are not the same as location settings or profiles in the IBM Lotus Notes® software. What are the keyboard shortcuts and other accessibility features? Accessibility features help users who have a physical disability, such as restricted mobility or limited vision, to use information technology products successfully. Accessibility features The following list includes the major accessibility features for this software. These features support: v Accessibility preferences v Keyboard-only operations v Interfaces that are commonly used by screen readers Note: Some features described here are not available in the IBM Lotus Sametime Entry offering. Accessibility preferences To ensure that this product is optimized for accessibility, make sure that you turn on the accessibility features available in the accessibility preferences. Click File → Preferences and then click Accessibility in the navigator. Select all fields to optimize for accessibility. Note: When the accessibility preference ″Optimize notification settings for screen reader″ is selected, chat and other notifications will be in the form of a sound. You will not be notified of a new chat window or message, for example, by the window opening in front of your screen or flashing, or a flashing icon in your system tray. This allows screen readers to maintain a single, uninterrupted focus. Frequently asked questions 3 Keyboard navigation This product uses standard Microsoft® Windows® navigation keys. The following tables provide additional information about navigating in certain parts of the user interface. The following table identifies how to navigate in the contact list when it has focus. Navigation action Keyboard shortcut or action To move to individual names on the contact list Press the Up Arrow or Down Arrow To select a contact or group on the contact list Press Spacebar To start a chat with a selected contact on the Press Enter contact list In addition, to give focus to the Type a name or phone number field at the top of the contact list window, press Ctrl + F. The following table describes how to navigate in the text chat window. Navigation action Keyboard shortcut or action To give focus to the text chat message Press Ctrl+T transcript area so that you can scroll through the chat transcript To give focus to the chat message entry area so that you can type a chat message Press Ctrl+M To change the direction you are typing in the chat message entry area, depending on the language you are using Press Ctrl+G Interface information The following table describes the keyboard shortcuts or actions for the contact list and chat window menus. User interface menu Keyboard shortcut or action File Press Alt +F Edit Press Alt+E View Press Alt+V Tools Press Alt+T Help Press Alt+H The following table describes the keyboard shortcuts or actions for the chat history window menus. 4 Sametime: IBM Lotus Sametime Connect Client Help User interface menu Keyboard shortcut or action File Press Alt+F Edit Press Alt+E View Press Alt+V Tools Press Alt+T Help Press Alt+H The following table describes the keyboard shortcuts or actions for common buttons in the user interface that perform actions. User interface button Keyboard shortcut or action OK Press Enter Cancel Press Esc Change Press Alt+H Browse button in chat history preferences window Press Alt+B Browse button in the alert notification preferences window Press Alt+S Finish Press Alt+F Apply Press Alt+A Done Press Alt+D Close Press Alt+C Next Press Alt+N Back Press Alt+B Add Press Alt+D Edit Press Alt+E Remove button in the New Server Community dialog box and Privacy preferences dialog box Press Alt+R Remove button in the Emoticon Palettes dialog box Press Alt+O Move up Press Alt+U Move down Press Alt+M Restore defaults Press Alt+D The following table describes the keyboard shortcuts or actions for voice chat and telephony buttons in the user interface that perform actions. User interface button Keyboard shortcut or action Mute/Unmute Press Alt+6 Frequently asked questions 5 User interface button Keyboard shortcut or action Pause/Resume Press Alt+P Disconnect Press Alt+0 (zero) The following table describes how to navigate in, and adjust the width of, dialog box columns. Navigation action Keyboard shortcuts or action To select the first column in a dialog box Press Alt To move between columns in a dialog box Press Alt+Right Arrow or Alt+Left Arrow To adjust the column width in a dialog box Press Left Arrow and Right Arrow The following table describes how to create a screen capture to send to your chat partner after you click the screen capture icon. Navigation action Keyboard shortcuts or action To move to the part of your screen you want Press Right Arrow, Left Arrow, Up Arrow to capture or Down Arrow To select the part of the screen you want to capture Press Shift + Right Arrow, Shift+Left Arrow, Shift+Up Arrow, or Shift+Down Arrow To open the Screenshot Tool dialog box with Release the Shift+Arrow keys your screen capture selection IBM and accessibility See the IBM Accessibility Center for more information about the commitment that IBM has to accessibility. Work with text chats You can exchange text chats with one or more chat partners. Read these topics to learn more about working with text chats. Note: Some of these features are not available in the IBM Lotus Sametime Entry offering. How do I keep all my chats in one window? Simplify your desktop and more easily manage multiple active chats by consolidating them into a single tabbed window. About this task This feature is available for text chats with one or more chat partners. It is not available for the voice chat, video chat, or telephone conference call windows, if you have these features. 6 Sametime: IBM Lotus Sametime Connect Client Help View a demonstration of this task 1. Click File → Preferences and then click Chat Window in the navigator. 2. Select Use tabbed window for multiple chats and then select whether you want your chat windows to display with horizontal or vertical tabs. If you select vertical tabs and you resize the width of these tabs, you can display on the tabs your chat partners’ pictures, instead of their names. Results With tabbed chat windows, you will see the following information: v When a chat partner sends new chat text, the tab for that chat window becomes highlighted. v If you are engaged in a text chat with multiple chat partners, the name of the first chat partner appears in the tab label; the names of all participants in the chat are also listed. In addition, you can perform the following actions: v Click a tab to put that chat in focus. v Type one or more letters of the name of a contact in the field above the tabs to start a new chat. (Make sure you first select View → Show → Contact Search from your contact list so that the field in which you type the name appears.) v Resize the vertical space for the tabs to show your chat partners’ photos instead of their names. v Click the X in a tab to close that active chat. Clicking X in the right corner of the window closes all active chat windows. How do I invite someone to a chat I’m already having? If are in a text chat with one chat partner, you can quickly invite someone on your contact list to join the chat. Here is one way to do this. 1. Drag the name of the person on your contact list who you want to invite to the message entry field of an open chat window. This person cannot have an availability status of ″Do Not Disturb.″ 2. Click the name on the Invitees list. 3. Click Send to send the invitation to join the chat to that person. What to do next Once the person accepts the invitation, all chat partners appear in the chat window and can chat with one another. How can I show the time and date in chat transcripts? You can set the client to show the time and date of each message you and your chat partner send to each other during a chat or for all your chats. About this task Do one or both of the following tasks: v To show the time and date in the transcripts of the current chat, in the chat window, click View → Timestamps and View → Datestamps. Clear these options if you do not want to show the time or date in the chat transcript. v To show the time and date in the transcripts of all chats, click File → Preferences and then click Chat Window in the navigator. Select Display timestamps in chat Frequently asked questions 7 transcript and then an hour format. Then select Display datestamps in chat transcript, click Apply, and then click OK. How do I save emoticons that my chat partners send me? , that convey intended Emoticons are graphical and animated icons, such as tone in a chat message. Add emoticons that your chat partners send you in their text messages to your own emoticon palette so that you can use them in future text chats. 1. In an active chat window, right-click (Control + click on Macintosh) the emoticon that you want to save and click Add to emoticon palette. 2. Select the palette to which to add the emoticon and then click OK. 3. Update the fields under Item to identify this emoticon. 4. Click Apply. 5. Click OK. How can I send a file to my chat partner? It’s easy to send a file to your chat partner. Here is one way to do this. About this task Your system administrator determines whether or not you are allowed to send and receive files and, if so, whether virus scanning is enabled. The system administrator also determines the maximum file size that you can send. In addition, if you and the recipient of the file do not both have IBM® Lotus® Sametime® Connect Release 7.5 or higher software, some functionality may not be available. For example, there may be no reference to virus scanning or the file type during the transfer and the chat transcript may not include a link to the file. This feature is not available in the IBM Lotus Sametime Entry offering. 1. In an open chat window, drag the file from your desktop or file manager to the message entry field in the chat window. 2. Click Send to send the file to your chat partner. Results After you send the file, your chat partner can accept or decline the file and, if accepted, select a file name and location for the file. How do I save chats and view my chat history? Each text chat has a transcript, the record of the text messages exchanged between you and your chat partners during a chat session. Depending on the capabilities available to you, you can automatically save all your chats, making these transcripts available for viewing in your chat history. You might also have the ability to manually save individual chats to files on your computer. Before you begin Your system administrator determines which chat saving features are available to you. 8 Sametime: IBM Lotus Sametime Connect Client Help About this task Follow this procedure to automatically save chat transcripts so that you can view them in your chat history. 1. In either your contact list or the chat window, click File → Preferences. 2. Click Chat History in the navigator. 3. Under Saving chat transcripts, for the Default action field, select Automatically save chats. 4. Complete the remaining fields. 5. Click Apply. 6. Click Save. 7. Results To view and work with the transcript history of your automatically saved chats, in either your contact list or chat window, click File → Open Chat History. What to do next In addition, you might also be able to manually save the transcripts of individual chats, if this feature is available to you. In an open chat window, click File → Save Chat As and then specify the save options you want. Get connected You can add one or more server communities to your client so that you can communicate with members of those server communities. Read these topics to learn more about server communities and how to add them to your client. Note: Some of these features are not available in the IBM Lotus Sametime Entry offering. What is a server community? A server community is a group of people belonging to the same directory or user registry, such as your corporate directory, or external server communities outside of your organization. Your administrator determines which server communities are available to you. You might be able to add one or more of these server communities to your client. Then you can add the people in these server communities to your contact list so that you chat with them. Your system administrator might also connect one of your server communities to one or more public instant messaging networks. This allows you to chat with members of these networks. How do I connect to more than one server community? You connect to a server community by adding it to your client and logging in to it. shows at the top of the When you add a server community, an icon such as this contact list window for that server community. This icon indicates whether or not Frequently asked questions 9 you are logged in to the server community and your availability status, such as ″I am Available,″ as shown in the server community icon above. About this task Click the arrow beside the icon to display a menu of options which let you log in, log out, or change your availability status that members of this server community see. Click All beside your individual server community icons to perform these same tasks for all your server communities at once. Note: This feature is not available in the IBM Lotus Sametime Entry offering. 1. In the contact list window, click File → New → Server Community. 2. In the Server community type field, select the type of server community you are adding, if you have access to more than one type of server community. Server communities that use the same protocol or are from the same service provider are of the same type. For example, the server communities ″sametime.yourcompanya.com″ and ″sametime.yourcompanyb.com″ might both belong to the ″sametime″ server community type. 3. Optional: Server communities can be linked to one another by assigning them the same name in the Server community name field. When server communities are linked and you log in to at least one server community with the same name, the availability status of contacts and public groups in all server communities with that name can be determined, even if some of these server communities are offline. Enter a name for this server community if you want to link one or more server communities. 4. Click the Log In tab and complete the fields, as needed. 5. Click the Server tab and enter the Host server (the server that the client uses; the host name is similar to a Web address, for example, sametime.yourcompany.com). 6. Enter the Server community port for this server community. 7. Select or clear Send keep alive signal every seconds and specify how often to send a keep alive message to the server. The default is 60 seconds. This message checks the connectivity between the client and the server and allows you to get timely notification if you are disconnected from the server. 8. Click the Connection tab. Unless instructed by your administrator, do not change anything. 9. Click the Icon tab to specify a unique icon that will appear for this server community at the top of your contact list and beside contacts belonging to this server community. You must select Show server community icons beneath contacts in your Contact List preferences for this icon to appear. 10. Select or clear Log into this server community after completing this form to determine whether you automatically log in to this server community after adding it. 11. Click OK. How do I chat with people who are members of a public instant messaging network? Your system administrator might connect one of your server communities to one or more public instant messaging networks, allowing you to chat with members of these networks. 10 Sametime: IBM Lotus Sametime Connect Client Help About this task Note: Before you can exchange instant messages and availability status information with a contact using a public instant messaging network, that contact might need to grant you permission to chat with them. You might also need to grant permission to them, before they can add you to their contact list. Once permission is granted, your availability status displays for them and they can chat with you and you can do the same with them. This is specified through the External Contacts tab in your privacy preferences. This feature is not available in the IBM Lotus Sametime Entry offering. 1. Click File → New → Contact. 2. In the Server community field, select the server community that is connected to the public instant messaging network. You administrator determines which server communities you have access to and whether any of them are connected to one or more public instant messaging networks. 3. Select Add external user by e-mail address. 4. Specify the contact’s e-mail address, nickname, and group to which you want to add this contact. Make sure you enter the correct e-mail address because it is not validated with the network. If you enter an incorrect e-mail address, the contact shows in your contact list, but with an offline status. 5. If you have access to more than one public instant messaging network, select the network for the contact you are adding. 6. Click Close. Results The contact’s e-mail address (or nickname, if you specified one), shows in the contact list. In addition, an icon representing the network shows beside the contact’s name in the contact list. Other ways to communicate Depending on the features available to you, there are other ways you can communicate beyond text chats. Read these topics to learn more. Note: These features are not available in the IBM Lotus Sametime Entry offering. What other ways can I communicate beyond text chats? The IBM Lotus Sametime Standard software offers three ways to communicate beyond text chats: computer-to-computer voice chats, video calls, and telephone-to-telephone calls. Some of these features come with Lotus Sametime; others require integration with your telephony system. Note: These features are not available in the IBM Lotus Sametime Entry offering. Voice chats Lotus Sametime comes with voice chat. With voice chat, you can place and receive audio calls with up to five participants, including yourself, using your computer’s and your chat partners’ computer audio capabilities. Frequently asked questions 11 To start a voice chat, select one or more names from your contact list and then at the top of the contact list. click the telephone icon Note: If your organization is using an additional solution from a telephony provider, select Computer from your list of preferred devices and telephone numbers at the top of your contact list before you start a voice chat. To convert a text chat to a voice chat, in an active chat window, simply click the top of the chat window. at Video calls Once you have a (computer-to-computer) voice chat started, you can convert it to a video call so that you can both see and hear call participants. Only two participants, including yourself, can participate with the video call capability that comes with Lotus Sametime. If your organization is using an additional solution from a video provider, support for additional participants might be available. To convert a voice chat to a video call, click Start my video from the Video at the top of your chat window. You can also automatically Controls icon start a video call for all your voice chats by clicking File → Preferences → Telephony, Audio, and Video and then selecting Always show my video when making or receiving calls on my computer. Telephone-to-telephone calls If you have telephone-to-telephone call capabilities integrated with the IBM Lotus Sametime software, you can use your computer to initiate a telephone-to-telephone call. The number of participants in this type of call is determined by your telephony provider. To start a telephone-to-telephone call, click the arrow beside your list of preferred devices and telephone numbers at the top of your contact list, for example, and select the telephone number you want to use. Then select one or more names from your contact list and click the telephone icon at the top of your contact list. How do I start a call with someone who is on my contact list? If you have telephone-to-telephone call capabilities integrated with the IBM Lotus Sametime client software, you can quickly and easily start a telephone call with someone on your contact list. About this task Note: This feature is not available in the IBM Lotus Sametime Entry offering. 1. On your contact list, select the names of the people or the name of a group whose members you want to call. 2. Click the telephone icon in the tool bar at the top of the contact list. What to do next If you have telephone conference call capabilities, the preferred device that you specified at the top of your contact list rings and the call window opens, showing the connection status of the invitees. 12 Sametime: IBM Lotus Sametime Connect Client Help How do I start a call with someone who is not on my contact list? If you have telephone-to-telephone call capabilities integrated with the IBM Lotus Sametime client software, you can start a call with someone, even if that person is not on your contact list. About this task Note: This feature is not available in the IBM Lotus Sametime Entry offering. 1. In the Type a name or phone number field at the top of your contact list, type the name of the person you want to call. 2. Click Search directories for at the bottom of the list that shows to find the name you want. 3. Right-click the name of the person you want to call and then select Call. How do I start a call with someone who is not in my organization? If you have telephone-to-telephone call capabilities integrated with the IBM Lotus Sametime client software, you can start a call with someone who is not in your organization. About this task Note: This feature is not available in the IBM Lotus Sametime Entry offering. 1. In the Type a name or phone number field at the top of the contact list, type the entire telephone number of the person you want to call. 2. Click Call Phone Number from the list that shows. Results The number you entered is dialed and the phone number you selected at the top of your contact list as your preferred number (device) rings. The call window opens, showing the connection status of the invitees. How do I set my preferred device or telephone number for calls? If you have telephone-to-telephone capabilities integrated with the IBM Lotus Sametime client software, you can specify whether to use your computer, mobile device, or specific telephone numbers when you place and receive calls. About this task Note: This feature is not available in the IBM Lotus Sametime Entry offering. 1. Click the arrow beside your list of devices and telephone numbers at the top of . your contact list, for example, 2. Select the device or telephone number you want to use as your preferred device or telephone number when making and receiving calls. 3. Click New Number to change an existing number or add a new number for the device. Frequently asked questions 13 Other neat things you can do There are other things you can do to get the most out of your instant messaging experience. Read the topics below to learn more. Some of these features are not available in the IBM Lotus Sametime Entry offering. How do I take an annotated screen capture? You can take a screen capture of part of your screen and send it to your chat partners. You can also annotate the screen capture, before sending it. About this task View a demonstration of this task Note: This feature is not available in the IBM Lotus Sametime Entry offering. . 1. In your contact list or an active chat window, click the screen capture icon 2. Click and drag your mouse over the part of your screen you want to capture. 3. Optional: In the Screenshot Tool window, click a color and line width for the shape you want to draw. Then click one of the drawing tools and drag over the screen capture to draw the shape. 4. Repeat Step 3 to draw additional shapes. 5. Do one of the following actions: v Click Send to paste the screen capture into the chat window and send it to your chat partner. This option is available from the Screenshot Tool in the chat window. v Click Paste Into Chat to paste the screen capture into the chat window without sending it to your chat partner. This option is available from the Screenshot Tool in the chat window. v Click Recapture to abandon the current screen capture and take a new one. v Click Close to abandon the current screen capture. How do I display contacts with their full names or short names? You can display the contacts on your contact list using their full names (names with their server addresses) or short names (names without their server addresses). By default, full names display. From the contact list, click View → Short Names to display contact names without their server addresses. Clear this setting to display full names. What to do next If two people on your contact list have the same first and last names, they might have identical short names. You can easily identify each person by creating unique nicknames. Click the contact’s name and then click Edit → Edit Nickname. What ways can I view my alternate contact list? There is an alternate contact list below your main contact list, which can be customized with several different lists and view types. 14 Sametime: IBM Lotus Sametime Connect Client Help Before you begin By default, the alternate contact list panel shows the Primary Contacts list. You can choose any of the following list types to display in the alternate contact panel: Sametime Frequent Contact List Creates a list of the contacts you chat with most frequently. The percentage to the right indicates the percentage of work days you chat with that contact (if you have the Matrix View set to ″list″ format). The most frequent contacts are placed at the top of the list. Sametime Primary Contact List You can drag one or more Sametime contacts into this panel to create a list of your primary contacts. The list view, by default, displays photos of each of your contacts. Sametime Recent Contact List Creates a list of the contacts you have chatted with most recently. The last 50 contacts you chatted with display in this list, along with the date of the chat. You can display the above contact list types using either of the following views: Matrix View Matrix View displays a grid of user photos, similar to the primary contacts view. It has four possible settings: Large Pictures, Medium Pictures, Small Pictures, and List (a two column format). The order of the contacts depends on which list option you choose: v For Frequent Contacts, it displays the most frequent from left to right, then top to bottom. If you have set the view to List mode, it displays a second column indicating the percentage of frequency. v For Primary Contacts, it displays according to the user defined order (contacts may be dragged to any position in the list). v For Recent Contacts, it displays the most recent from left to right, then top to bottom. If you have set the view to List mode, it displays a second column for the date. Classic View Classic View behaves identically to the normal contact list. It displays a list of livenames, the order of which depends on which list option you choose: v For Frequent Contacts, it displays the most frequent from top to bottom. v For Primary Contacts, it displays according to the user defined order (contacts may be dragged to any position in the list). v For Recent Contacts, it displays the most recent from top to bottom. About this task To configure the alternate contact panel, perform the following procedure: 1. Select View > Sametime Alternate Views and click the list type you prefer. 2. To change the view for the list type, select View > Sametime Alternate Views > Display as and click either Matrix View or Classic View. 3. In addition, if you choose Matrix View, you can change the view setting by right clicking inside the view itself. Then select Matrix View > and click either Large Pictures, Medium Pictures, Small Pictures or List. Frequently asked questions 15 How do I automatically change my status whenever I have a meeting scheduled? Simplify your life by having your availability status automatically change to ″In a Meeting″ whenever you are in a meeting scheduled in your IBM Lotus Notes® or Microsoft Outlook calendars. 1. Click File → Preferences. 2. Click Calendar Service under Auto-Status Changes in the navigator. 3. Select whether and how often to check your calendar. If you are using Lotus Notes, you will also have to enter your Lotus Notes password. 4. Specify the password to use. 5. Click Apply. 6. Click OK. How do I customize the notifications I get for different events? You can choose how to be alerted for a variety of events. For example, you can be alerted by a sound when you receive an invitation or by bringing the chat window to the front of your screen when someone starts a new chat with you. 1. Click File → Preferences. 2. Click Notifications in the navigator. 3. Select an event. 4. Click Modify Notification Display, if this button is available for the event you selected. 5. Specify where alerts should display and the width, height, and edge padding of the alert window. 6. Under Notification settings, select whether to display alerts as a standard window or as a bubble, and options related to your selection. 7. Optional: Click Show Preview to preview the alert window with the settings you specified. 8. Click OK. 9. Select the audio and visual notification options for the event. Options may vary, depending on the event. 10. Click Apply Sounds to All Events to play the selected sound for all events. 11. Click Apply. 12. Click OK. How can I control how others see me in their contact lists? You create privacy lists to control who sees your availability status on their contact list when you are online or when your availability status is ″Do Not Disturb.″ These lists apply to all your server communities. About this task You create one privacy list to control who sees your availability status when you are online. Individuals on this privacy list can see your availability status, or are excluded from seeing your availability status, when you are online. If you set this privacy list so that someone cannot see you when you are online, you will also not see them when they are online. You can also create another privacy list so that specific people can see your status as Available, even when your status is set to Do Not Disturb. 16 Sametime: IBM Lotus Sametime Connect Client Help In addition, if you have access to external server communities, such as when a public instant messaging provider is linked to one or more your server communities, members of these external communities might need to grant you permission before you can add them to your contact list. You might also need to grant permission to them before they can add you to their contact lists. Once permission is granted, your availability status displays for them and they can chat with you and you can do the same with them. This is specified through the External Contacts tab in your privacy preferences. Note: Privacy lists are available only to users of the client for IBMLotusSametime Connect 7.5 and higher. 1. In your contact list or chat window, click File → Preferences and then click Privacy in the navigator. 2. On the When I am on Do Not Disturb tab, select or clear Enable the following people to see me as Available even when my status is set to Do Not Disturb. 3. Do one of the following steps to add a name to this privacy list: v Type one or more letters of the name of the person or group you want to add and then select the name from the list of matches that appears. v Drag a name from your contact list. 4. Repeat step 3 to add additional people. 5. To remove someone you added, select the name and then click Remove. 6. Click the When I am online tab and select or clear Enable this list to control who can see you when you’re online. 7. Do one of the following actions: v Click ONLY those on this list can see me online. v Click Everyone EXCEPT those on this list can see me online. 8. Do one of the following steps to add a name to this privacy list: v Type one or more letters of the name of the person or group you want to add and then select the name from the list of matches that appears. v Drag a name from your contact list. 9. Repeat step 8 to add additional people. 10. To remove someone you added, select the name and then click Remove. 11. Click the External Contacts tab. 12. For The following external contacts are allowed to see your online status, do one of the following actions: v Type one or more characters of the name of the person you want to add and then select the name from the list of matches that appears. v Drag a name from you contact list 13. For The following external contacts are not allowed to see your online status, do one of the following actions: v Type one or more characters of the name of the person you want to add and then select the name from the list of matches that appears. v Drag a name from you contact list 14. 15. 16. 17. Repeat steps 12 - 13 to add additional external contacts. To remove someone you added, select the name and then click Remove. Click Apply. Click OK. Frequently asked questions 17 Troubleshooting Common problems can hinder your instant messaging experience. The topics below provide answers to some common problems and questions. Why are some icons in the user interface grayed out? You might notice that some icons in the user interface, for example, some of those in the action bar at the top of your contact list or in the chat window, are grayed out and you cannot click them. Why might icons be grayed out? v If your chat partner is using an older client, some features might not be available to them. In this case, the icons for these features are grayed out in your chat window. v If can have more than one server community and you select contacts from different server communities to perform collaborative activities, such as chatting with multiple chat partners or starting a video call, icons for these activities are grayed out. Participants in such activities must be from the same server community. v Your system administrator might turn off certain policies so that some features are not available to you. In some cases, icons for these features are grayed out. What does the contact list conflict message mean? Your contact list is stored on a server. You might see a contact list conflict message, for example, if you are using the client on more than one computer and your contact list on one of these computers gets out-of-synch with the version on the server. When you see this message, you can: v Replace the version of the contact list on the server with the version on the computer v Replace the version of the contact list on the computer with the version on the server v Merge the server and local versions of the contact lists Before selecting an option, think about the implications of your choice. For example, let’s say you cleaned up a long and unorganized contact list on one computer; this is the version on the server. Then, if you start up another computer and you see this message, be careful which option you select. If you choose to merge or replace the server version with the local copy, you’ll loose the clean version of contact list. In this case, choose to replace the contact list on the computer with the version on the server. How do I sort my contact list? By default, the contact list displays contacts and groups in the order in which you added them. You can also alphabetically sort the contacts and groups in your contact list. About this task Do one or both of the following tasks: v To sort contact names, click View → Contacts Alphabetically. 18 Sametime: IBM Lotus Sametime Connect Client Help v To sort group names, click View → Groups Alphabetically. Learn and do more This online Help introduced you to some of the key features. You can also learn about new features, look at additional training, technical articles, and other information available to you, and download plug-ins available to you. Learn about new features: v IBM Lotus Sametime Homepage Get training, technical articles, tutorials, and IBM Redbooks®: v DeveloperWorks: Lotus Sametime Download and deploy plug-ins: v IBM Lotus Sametime Solution Catalog Note: Downloading and deploying plug-ins is not available in the IBM Lotus Sametime Entry offering. Frequently asked questions 19 20 Sametime: IBM Lotus Sametime Connect Client Help Notices This information was developed for products and services offered in the U.S.A. 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