Table of Contents


Viewing Meeting Information

Use the following menus and features to obtain information about meetings.

Meeting Details

Meeting details includes information about the meeting, such as the time of the meeting and slides added for the meeting.

To view meeting details:

  • To see information about a scheduled or finished meeting, in the Meeting Center click the meeting name.
  • To see information about a meeting you are in, click Meeting Information in the toolbar or choose Meeting - Show Meeting Information.

The Participants List

The participants list displays the number of meeting participants, the chair's name, and a list of the participants. It also provides information about each of those participants, such as their online status and tools for participating in the meeting.

Initiating a telephone conference call

In meetings with telephone conference support, click Join the Call on the meeting Welcome page or at the top of the Participants' List to provide the telephone number where you can be reached. See Including a Telephone Conference Call in a Scheduled Meeting for more information about this feature.

Filtering who to show in the Participants List

At the top of the participants list, click Show to display all or some meeting participants:

All Participants Shows all meeting participants, in alphabetical order with the chair's name first.

Presenters Shows only participants with permission to present, in alphabetical order with the chair listed first.

Recent speakers For meetings with telephone conference call support, shows the person speaking, as well as the four most-recent speakers.

By Hand Raise Shows participants in the order that their hands were raised, followed by all other meeting participants.

By Entry Order Shows participants in the order that they joined the meeting.

Available telephone conference call and audio controls

At the top of the participants list, click the Audio Controls icon Audio controls to see the controls available to you, such as Associate My Phone and Hang Up My Phone. Different controls are available, depending on whether you have telephone conference calling, computer audio, and/or video available to you, and whether you are a participant or chair.

In meetings with telephone conference call support, only the chair can control individuals' audio experience from the menu displayed by clicking the "telephone connection "icon beside a participant's name. See Including a Telephone Conference Call in a Scheduled Meeting for more information about the tools available in meetings with telephone conference calls.

Identifying the Meeting Chair

At the top of the participants list, the name of the chair appears.

Inviting Meeting Participants

Any presenter can click Invite to invite additional participants to the meeting.

Identifying Participants in the Meeting

The participants list displays information about participants and helps you identify their roles. You can display names in different ways by clicking Show at the top of the participants' list and selecting which participants to display. For example, names in the All Participants view are sorted alphabetically by default, with the chair's name displayed at the top. Presenters displays only presenters.

In addition. right-clicking on a name in the Participants list display a menu of choices, including Chat and Send File.

You might see the following icons next to participants' names:

  • Hand Raise: A hand icon Raised hand appears next to the names of participants who click the hand-raise button.
  • The Current Speaker: During a meeting that includes computer audio, the "currently talking" icon Speaking appears next to the name of the current speaker.
  • Availability status: Wherever a name appears, that person's availability status (such as "I Am Available," appears). You can change your availability status by clicking the Availability status switcher at the bottom of the participants list.
  • Telephone conference service connection: During a meeting that includes telephone conference call service, a "telephone" icon Connected appears to the right of participants who have a telephone connection. No "telephone" icon indicates that the person is not on the call. The chair can access audio controls for individuals by clicking the telephone icon to display a menu.
  • Muted A mute icon Muted indicates the person is on mute.

Raising and lowering hands

Hand raise controls appear at the bottom of the Participants list. Click these controls to raise and lower your hand. The number of raised hands in the meeting displays. chairs can also lower all hands.

Changing Availability status

Controls for changing your availability status within the meeting display at the bottom of the Participants list. You online status can be: I am available, I am away, or Do not disturb. The status you choose here does not affect your status outside of the Meeting Room.

Working with Video

In meetings with computer video support, a Video tab displays beside the Participants tab. Click this tab to work with and manage your computer video for the meeting.

Web Pages Sent

To see the addresses for the Web pages that the chair has sent to meeting participants, click the Web pages tab, select a Web address, and click the View icon View. Right-click the Web address to see a menu for working with the selected address. The choices that display on this menu depend on whether you are a participant or chair.

Tallied Poll Responses

If the chair shares the tallied poll responses, you can see them in the Poll Tab. Select a question and then click the View Responses icon View Responses at the bottom of the Polling questions list. The responses appear.


Look at the bottom of the participants list to see which permissions you have.

Meeting Room Status Log

If you are having technical difficulties, for example, if your computer video is not working, click View - Meeting Room Status Log to see information about technical problems and possible solutions.

Status Bar

The status bar at the bottom of the Meeting Room displays basic and connection information about the meeting, including

  • Hand raise indicator: Whenever one or more hands is raised, the hand raise alert icon flashes.
  • Connection status: When you attend a regular or test meeting, connections to the Lotus Sametime server are attempted. Information about these connection attempts is displayed in the Status Bar.
  • If the connection attempt is unsuccessful, a message displays indicating there is a problem and outlining the action you should take to resolve it.

  • Time information: You can click the elapsed time display to toggle between it and the remaining meeting time.
  • Recording icon: This icon indicates the meeting is being recorded.
  • Security indicator: This icon indicates that the meeting is secured with encryption.

After viewing the details, you can save them on your computer and then send them to your system administrator for help with technical issues.

To view and save the status details:

  1. Click View - Meeting Room Status Log.

Note Click View - Start-up Messages to see start-up information.

  1. Try and implement the suggested solution.
  2. If you cannot solve the issue on your own, click the Save As button to save the details on your computer. You can save the details to any location on your computer; you might want to put them in the My Documents folder or in a folder that you use often. The default location is the same default directory for saving Meeting Room chat transcripts. The status details are saved as a text file, with the default name of Status Messages<meeting name><date>.txt (For example, Status Messages SalesMeetingAug5,2006.txt.)
  3. Send an e-mail to your system administrator describing the issue and attach the details to the e-mail. For example, if you cannot connect to the Lotus Sametime server, mention that you have connection problems in the e-mail and then attach the status details that you saved on your computer in step 3.

Audio/Video Preferences

You can view and change your audio and video preferences for the Meeting Room by clicking Tools - preferences and then clicking the Audio or Video tabs.

See also:

Additional Documentation | Trademarks |