Office of Information Technology

Lotus Sametime


Lotus Sametime is a collaborative tool to facilitate real-time chats with your AU colleagues or instant online meetings.

Real-Time Chat

When you log into the Lotus Notes client software, you will be prompted to log into Sametime using your http://myau.american.edu First Last Name and PASSWORD.

sametimelogin

 

Initiating a Chat Session

You will then see the online status of your colleagues in your e-mail views and messages. All you have to do to initiate a chat session is to double-click on a colleague's name with an ACTIVE online status icon beside their name. Please note: individuals may also select a status of either AWAY or DO NOT DISTURB, if they are too busy for interruptions.

You can also click the status indicator and select SHOW/HIDE INSTANT CONTACT LIST to view a list of your colleagues, as shown below. Double-click on a colleague's name with an ACTIVE online status indicator to initiate a chat session.

STContact

You may also invite other colleagues that are currently logged into Sametime to join your chat session in progress, by clicking the INVITE OTHERS... button, as shown below.

sametime invite other button

Then, select the names of the individuals you would like to invite, and click SEND.

 

Adding a Colleague or Group to Your Instant Contact List

Once you have selected SHOW/HIDE INSTANT CONTACT LIST to view a list of your colleagues. Click the ADD TO INSTANT CONTACT LIST button with a yellow person icon. Then, select whether you wish to add a person or a group. Click the blue search icon and locate the individual or group. Finally, click the ADD button.

 

Setting Your Online Status

You can click the status indicator in the lower right corner of the Lotus Notes screen to set your online status. Click the desired status from the list.

LotusAvail

For assistance using or configuring Lotus Sametime, please contact the IT Help Desk by phone at 202-885-2550, e-mail at helpdesk@american.edu, or instant message AskAmericanUHelp.

 

Online Meetings Using Sametime

You can also use the Sametime Meeting Center to facilitate virtual meetings or classes. These can be scheduled in advance or created on an impromptu basis.

PRESENTER INSTRUCTIONS

Setting Up A Meeting

  1. Log into the http://myau.american.edu portal.
  2. Click on TECHNOLOGY.
  3. Then, click SAMETIME MEETING CENTER, and you will be automatically authenticated into the SameTime Meeting Center.
    • Please note: Only authenticated users can create meetings.
  4. Click the NEW MEETING button. Then, you will see the following screen.
    sametimemeeting
  5. Fill out the ESSENTIALS tab. Be sure to include: MEETING NAME, WHEN, and a MEETING PASSWORD, if desired.
    • Please note: All of the other tabs are optional.
  6. Click SAVE.

 

Accessing the Meeting

  1. You will see the following prompt after the meeting is set up.
    attend meeting screen
  2. Click the ATTEND THE MEETING button.
  3. A new window will start and begin to prepare the meeting.
  4. Please ignore the "Answer YES" instructions on the preparing the meeting page, as the Java prompts have changed.
  5. If prompted with a Digital Signature Warning message, check the box to ALWAYS TRUST CONTENT FROM THIS PUBLISHER and click RUN.
    sametime cert
  6. Click NO to the Java Security warning to block potentially unsafe components from being run.
    • Please note: If you click Yes, Java will be blocked and you will have to restart the meeting.
    sametime unblock
  7. You will now be joined to the meeting.
  8. Update your SameTime status, if necessary, and click OK.

 

INVITING PARTICIPANTS

You can either send the meeting participants the URL that you received via e-mail when the meeting was created, so that they can access your meeting directly. Or, you can have then follow the steps below to access the meeting through the Sametime Meeting Center via the my.american.edu portal.

 

SHARING YOUR SCREEN

As the Presenter, you can share your screen with the other meeting or class participants. To do this:

  1. Click START PRESENTING.
  2. Click SCREEN SHARING, and then SHARE SCREEN.
  3. Then, choose what you want to share, either the entire screen or a specific application.
  4. If you want to hand over the presentation responsibilities to a participant, the Presenter should click the ALLOW CONTROL button to give up control.
  5. The appropriate participant can then click the TAKE CONTROL button to take control of presenter's mouse and computer.

 

EXTENDING A MEETING

You can extend the meeting or end it early, if desired.

  1. From within the meeting, click EDIT from the main menu.
  2. Select EDIT MEETING INFORMATION....
  3. Adjust the remaining time by clicking the arrows or modifying the hours and minutes directly.
  4. Then, click OK.

 

PARTICIPANT INSTRUCTIONS TO ACCESS THE MEETING

  1. Follow the appropriate instructions below:

    AU PARTICIPANTS

    1. AU users should log into https://myau.american.edu/.
    2. Click on TECHNOLOGY.
    3. Then, click SAMETIME MEETING CENTER, and you will be automatically authenticated into the SameTime Meeting Center.

    NON-AU PARTICIPANTS

    1. Non-AU participants should go to https://sametime.american.edu/.
    2. Click the ATTEND A MEETING button.
  2. Pick the meeting that you want to attend.
  3. Then, click the ATTEND button.
  4. A new window will start and prepare the meeting.
  5. Please ignore the "Answer YES" instructions on the preparing the meeting page, as the Java prompts have changed.
  6. If prompted with a Digital Signature Warning message, check the box to ALWAYS TRUST CONTENT FROM THIS PUBLISHER and click RUN.
  7. Click NO to the Java Security warning to block potentially unsafe components from being run. Please note: If you click Yes, Java will be blocked and you will have to restart the meeting.
  8. You will now be joined to the meeting.
  9. Update your SameTime status, if necessary, and click OK.
  10. Enter your name, if prompted.
  11. Then, you should see the presenter's screen. Please note: You might need to maximize the window and minimize the left hand pane, by sliding it to the left on the vertical bar that separates the window.

 

For assistance using or configuring Lotus Sametime, please contact the IT Help Desk by phone at 202-885-2550, e-mail at helpdesk@american.edu, or instant message AskAmericanUHelp.