Modifying the current Location document

Replacing the design of your Mail database

Upgrading Notes Bookmarks

Checking to see who is online

Sending an instant message

Inviting others to participate in a chat session

Starting Sametime from the Notes Client

Changing and modifying online status

Sending an instant message

Responding to a message or invitation

Overview of Sametime services

Introduction

In Notes Release 5.02a, you now have the ability to integrate the functionality of the Sametime client into the Notes client. Not only can you launch the Sametime client from a Notes bookmark to access Sametime features, but you have the added capability of being able to monitor who is online and start a chat session with one or more colleagues from a Notes mail message.

This Learner Directed Offering provides you with information about setting up Notes to integrate Sametime client functionality into your Notes client, monitoring the online status of co-workers from Notes mail, and conducting instant messaging sessions from both Notes mail and Sametime Connect.

In order to complete the procedures presented in this tutorial, the following requirements must be met:

• Sametime version 1.5 is installed on your workstation
• Notes Client Release 5.02a is installed on your workstation
• Your Sametime server is running version 1.5 and your System Administrator has made the necessary modifications to that Sametime server (see Release Notes for R5.02a)
• Your System Administrator has upgraded your Notes mail server to 5.02a and has made the necessary modifications (see Release Notes for R5.02a)
• You have already established a Sametime account with a username and password for logging onto a Sametime server
• You are familiar with and have been using the Notes Release 5 Client
• You are familiar with and have been using Notes Mail

For more information about Sametime, Notes Mail, and the Notes Client, contact a Lotus Authorized Education Center about the following instructor-led courses:

• Introducing the Sametime 1.5 Client
• Moving to Notes Mail
• Introducing the Notes Client

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Integrating Sametime into Your Notes Client

There are several tasks that you must complete at the workstation level in order to fully integrate Sametime Connect with your Notes Client once the general requirements listed above have been met.

Modifying the Current Location Document

For each Notes location you want to use with the integrated Sametime client, you must add the name and path of the Sametime server to its corresponding Notes Location document. A new field, Sametime server, has been added to the Servers tab of the Location document to allow Notes to reference a Sametime server.

Follow these steps to add a Sametime server name to your current Location document:

a Step a	a Action
b 1	b aChoose File-Mobile-Edit Current Location.
b 2	b aIn the Location document, click the Servers tab.
b 3	b aIn the Sametime server field, enter the name and path of the Sametime server.
b 4 b	b aClick Save and Close. b

Replacing the Design of Your Mail Database

In order to start up Sametime from within a mail message, you must replace the design of your Notes Mail database with the release 5.02a version of the mail template. This change adds a Who is Online button and the supportive functionality to the toolbar of mail messages which is explained in the next section.

Follow these steps to replace the design of your Notes Mail database:

a Step a	a Action
a 1	a aOpen your mail database.
a 2	a aChoose File-Database-Replace Design.
a 3	a aWith Template Server set to Local, select Mail(5.0) and click Replace.
a 4	a aIn the message box, click Yes to proceed. a

Upgrading Notes Bookmarks

When upgrading from a previous version of Notes R5, you must let Notes create a new bookmarks file if you want the Sametime Connect icon included in your bookmarks bar.

If you let Notes create a new bookmarks file, you will not be able to access your old bookmarks.

Follow these steps to upgrade your bookmarks file:

a Step a	a Action
a 1	a aFrom Windows explorer, go to your Notes data directory (i.e., \lotus\notes\data).
a 2	a aRename your old bookmarks file (bookmark.nsf) to something else (i.e., bookmarksold.nsf).
a 3	a aRestart Notes. aThe Notes client creates a new bookmark file that includes the Sametime Connect icon. a

This step is not necessary if you are upgrading from Notes Release 4.

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Sending an Instant Message from Notes Mail

With the integrated Sametime client, you can now see whether the sender and recipients of a mail message are online when you read a specific message. If they are online, you can send them an instant message. This allows you to respond instantly to the content of a mail message and if necessary, exchange information and ideas immediately between online participants.

Checking to See Who is Online

When you open a mail message or create a new message, the Who is Online button appears in the action bar. Pressing the button displays the Who Is Online window, listing the names and online status of the sender and recipients of the open mail message who are currently logged onto Sametime.

A security dialog box is displayed when you click the Who is Online button. If you choose the Trust Signer button, the security dialog is dismissed and the Who Is Online window opens. This choice prevents the security dialog box from reappearing and does not compromise your organization's internal security.

If you do not choose the Trust Signer option, this security dialog box will reappear every time you click the Who is Online button.

In the example below, the Who Is Online window displays the person who sent the message and one of the recipients listed in the mail message. The other recipient of the mail message is currently offline and therefore, not displayed.

Individuals referenced in the From, To, and cc fields of the mail message will also be listed if their Who is Online window is open.

Sending an Instant Message

Unlike mail messages, an instant message is received and displayed immediately on the recipient's screen, encouraging collaboration between colleagues, team members, and other co-workers.

Sending an instant message from the Who Is Online window is as easy as selecting one or more names and clicking the Message button. Then, just type your message text and click Send (as in the figure below).

Follow these steps to start an instant message from the Who Is Online window:

a Step a	a Action
a 1	a aOpen a mail message. In the action bar, click the Who is Online button.
a 2	a aIn the Execution Security Alert dialog box, click Trust Signer.
a 3	a aIn the Who Is Online window, select a person's name and click Message.
a 4	a aOr, click Message to All to include everyone listed.
a 5	a aIn the Message dialog box, enter your message text.
a 6	a aClick Send or press ENTER. a

To send an instant message to selected individuals, press CTRL, select the desired names, and click Message.

When others join the discussion, the Message dialog box changes to include a list of the online participants.

To leave the discussion, click Leave.

Inviting Others to Participate in a Chat Session

Others can be invited to participate at any time during a chat session.

Follow these steps to invite another person to a chat session:

a Step a	a Action
a 1	a aOnce the chat has been initiated, click Invite Others.
a 2	a aIf desired, enter a new topic title and message in the Invitation Message dialog box (as in figure above).
a 3	a aClick Add.
a 4	a aEnter the name of the person you wish to invite.
a 5	a aClick OK. a

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Using Sametime from the Notes Client

Regardless of whether you start Sametime Connect from the bookmarks bar or from the Windows start menu, Sametime looks and acts the same.

Starting Sametime from the Notes Client

Launching Sametime Connect manually from the Notes Client is as easy as a click of a button.

Sametime Connect bookmark

When the Sametime Log On window opens, you enter your standard Sametime User name and password.

To have Sametime remember your password, select Automatically log me on in the Log On to Sametime window.

Instead of manually launching Sametime Connect every time you start up your computer, you can set Sametime so that Windows launches it on start up. From the Sametime Connect window, choose Options-Launch at Startup.

Changing and Modifying Your Online Status

Once you are logged on to Sametime Connect, your online status is displayed as well as the online status of others who are listed in your Sametime window. Your online status can easily be changed by clicking the online status button and selecting the desired status.

Whether your online status is active or away, you can edit the message that pops up when someone passes their mouse cursor over your name in their Sametime Connect window at any time.

Follow these steps to edit the online status message:

a Step a	a Action
a 1	a aIn the lower left corner of the Sametime Connect window, click the online status button.
a 2	a aSelect Edit Online Status Message.
a 3	a aIn the message box, enter either your active or away message.
a 4	a aSelect Edit message every time to be prompted to edit the message every time your astatus is changed.
a 5	a aClick OK. a

Sending an Instant Message

Sametime provides menus that let you do everything you need to do. However, there are some convenient shortcuts for the most common tasks like sending a message. For example, to send a message to an individual simply double-click the person's name in the Sametime Connect window, enter your message text, and click Send.

The methods available for addressing an instant message are:

• Double-click the person's name
• Select the person's name and click the Message shortcut icon.
• Select the person's name and choose People-Message.

In addition to sending a message to an individual, you can also send to selected individuals or a group an instant message or an invitation to participate in a conversation.

Follow these steps to send an instant message to selected individuals or a group:

a Step a	a Action
a 1	aIn the Sametime window, select the group name and click the Message icon
a 2	a aOr, press CTRL, select the desired names, and click the Message icon.
a 3	a aEnter the desired topic.
a 4	a aEnter the desired message text.
a 5	a aClick Send. a

To add others to your invitation list, drag names from the Connect list in the Sametime window and drop them in the Invitees window.

To add other individuals and groups to an Invitation list from one or more of the available Address books, click Add Invitee, click Address Book, and select the desired name(s) or group(s). If necessary, you can see a list of the members of a mail group by selecting the group name in the Add to Invitation List dialog box and clicking Properties.

Responding to a Message or Invitation

When you receive an instant message, just enter your response in the Type your text area and press ENTER or click Send.

If you are invited to participate in a group conversation, several options are available.

You can click:

• Respond to send a message only to the person who sent the invitation
• Join to accept the invitation and join the conversation
• Close to decline the invitation

Overview of Sametime Services

Along with the standard features available in Sametime are a number of other special services.

• Shared Application: Allows you to invite others to an unscheduled meeting in which you share an application with others on their screens.
• Sametime Meeting: Provides a virtual meeting place for colleagues to share documents and applications.
• Sametime Discussion: Provides a forum for exchanging thoughts and ideas in real time facilitated by a Domino discussion database on a Sametime server.
• AOL Instant Messenger: Once you have become a registered user, you can sign on and connect to the AOL Instant Messenger server. This will let you communicate with friends, family, and other registered users using the Sametime window.

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