IBM Lotus Sametime 8 Essentials: A User's Guide — Save 50%
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Many of us have at least one mobile device. Because we frequently work away from our desks and use our mobile devices as portable offices, Sametime Instant Messaging is designed to go with you. With the Sametime Mobile client your mobile device becomes an extension of your Sametime contact list and allows you to stay in touch with your contacts wherever you are!
In this article, the author addresses the most frequently asked questions about:
- Supported devices for Sametime Mobile
- Packaging the Sametime Mobile client for download
- Begin downloading the Sametime Mobile client
- Use the Sametime Mobile client
- Initiate a chat with Sametime Mobile
- Adjust your Sametime Mobile client preferences
- Manage your Sametime contacts with Sametime Mobile
- Secure your Sametime Mobile client
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Q: Show some instances where Sametime would be most useful?
A: The following cases highlight a few instances where Sametime is most useful:
- Lisa is waiting on some information from a team member for a project deadline, but she's away from her desk. However, she has Sametime Mobile installed on her Windows Mobile 6 device and she can connect during her board meeting.
- Juan is on a long distance trip between countries. He doesn't want to pull his laptop down from the overhead bins, but he does have his Blackberry available to chat with his staff in the home office since he has Sametime Mobile installed. He can set his presence awareness to unavailable once he's in the air.
- Logan needs some contract information during a lengthy meeting. He can ping his project team for any detail clarification from his Blackberry using Sametime Mobile, without disrupting the meeting.
Q: Which are the supported devices for Sametime Mobile?
A: Sametime Mobile is available for a number of mobile operating systems and devices. Devices include those that support the Microsoft Windows Mobile operating system, Research in Motion Blackberry devices, Sony Ericsson cell phones, and Nokia Eseries devices.
As new devices are made available on a continual basis, check both your mobile device website as well as the IBM Sametime support site (http://www-01.ibm.com/support/docview.wss?rs=477&uid=swg27013765) for updated information about which devices are supported. Research in Motion provides downloads for Sametime for new devices from their website at http://www.blackberry.com.
|Windows Mobile||Windows Mobile 2003 Second Edition Pocket PC|
|Windows Mobile 5 Pocket PC|
|Windows Mobile Smartphone|
|Windows Mobile 6 Standard|
|Windows Mobile 6 Professional|
|Research in Motion Blackberry||Blackberry 7100|
Q: How do we Package the Sametime Mobile client for download?
A: As part of the Sametime server installation, files for each of the mobile platforms are included in subdirectories on your organization's Sametime server. Your Sametime administrator makes these files available to you via configuration options. These files will have specific file extensions based on what type of device you have. For example, the files for Sametime Mobile on the Windows Mobile operating system are packaged as a .cab file, while .cod and .alx files are part of the Blackberry download package. Your Sametime administrator will also provide you with a website that will provide access to the files.
Q: How to download and install Sametime Mobile?
A: To begin using Sametime Mobile, you must first download and install the application to your mobile device. The installation steps will be specific to the type of device you are using. The process first begins with accessing the download website provided to you by your Sametime administrator. Depending on your device you might use Internet Explorer (Windows Mobile), a browser for mobile phones like Opera, or the Blackberry browser specifically designed for the Blackberry. The URL will be similar to the following: http://sametime.topchefs.com/mobile/.When the main download page appears, it will look much like the following screenshot:
You'll need to select your language and the device type and then select Download. You may be prompted for a user ID and password at this point. Your Sametime administrator should provide you with this information. Our example here shows a login screen for a Windows Mobile device:
If your organization or company uses a Blackberry Enterprise Server, they may have configured the server to deploy the Sametime client "over the air" to your device. This means that the Sametime client application may be pushed to your device without any interaction on your part, because the Blackberry Enterprise Server can push out software updates. You can also download the Sametime client from the Blackberry website at http://na.blackberry.com/eng/services/server/domino/lotus_software.jsp#tab_tab_sametime. This method uses the Blackberry desktop manager to upload the Sametime client to your Blackberry device using the combination of .cod and .alx files provided in the install packages. Your Sametime administrator will provide you with a user ID and password for use to login to your organization's Sametime server.
The installation of Sametime Mobile for Windows Mobile includes a couple of extra steps. This installation includes a configuration file that must be downloaded to the device. You should check with your Sametime administrator for additional information if you have questions in this situation.
Q: How to use the Sametime Mobile client?
A: So you've downloaded the Sametime Mobile client to your mobile device. Let's confirm that you have installed the application and that you can login and start the application successfully! On the following pages we'll use a Blackberry 8900 or a Windows Mobile 6 device as our working models for the Sametime Mobile images. We're going to cover a number of options and features and they may display somewhat differently depending on the device you use. So as we're going through these options, try to focus more on the function that's being shown rather than the specifics of what is being displayed on the screen.
- Microsoft® Windows® Mobile: Choose Start | Programs | Sametime.
- BlackBerry: Open the Instant Messaging folder; choose the Enterprise Messaging or Sametime application.
- Nokia: Open the Installations folder, choose the Sametime application.
- Sony Ericsson: Open the Tools folder, choose the Sametime application.
Your Blackberry device will show an icon that looks similar to the following screenshot:
The Windows Mobile Device Sametime icon will be similar to the following screenshot:
Q: How to log into Sametime Mobile?
A: To login to Sametime, enter the Sametime user ID and password that your Sametime administrator has provided to you. This would be most likely the user ID and password that you use with the Sametime Embedded client or the Sametime Connect client. You have the ability to save the password and will automatically login the next time you open Sametime on your device. Please note, while it is more convenient to have the device remember your password here, make sure to consult the security policies of your organization when saving a password to a mobile device. Always set a device password for your mobile device, so that in the event that the device is stolen or lost, your accounts and data can't be accessed. The following depicts the login screen for the Sametime client on a Blackberry device:
As we explained earlier, we're going to show screens from both a Blackberry and a Windows Mobile device. We assume that you are familiar with navigating to menu options as one of those device users.
Q: How to begin a chat?
A: When you login, you'll see a list of all your active chats, as well as your contact list groups. You can click on any group name in order to expand it to see the names of the people you have in that group.
To begin chatting with a contact, move your device cursor and select their name. A blank chat window will appear with a panel for you to begin typing. Your chat conversation will appear in the chat window.
Within the Sametime Mobile client itself, there are option menus to view your contact list, groups, etc. In this example the Blackberry has a pop-up menu that lets you accomplish a number of tasks such as adding a new contact or sending a message to someone.
Emoticons help to convey emotion and "body language" in text messages that could be misread without any verbal or body language context. In Sametime Mobile you still have that feature available to you.
When you're chatting with someone, you will see a small smiley icon to the right of your chat input field (if you're on a Blackberry) or an Insert Emoticon option. Sametime Mobile displays a screen of available emoticons that you can click on to insert into your chat message. (See the Blackberry version in the following screenshot.)
As with the Sametime Embedded or Sametime Connect client, you can invite other contacts to join an ongoing chat. "Invite Other to Chat" or "Invite Others" will display as a menu option depending on your mobile device. This will display a list of your contacts and you can select one or more names to invite to your current chat.
Q: How to Send an announcement?
A: Have you ever wanted to "ping" a number of contacts at one time to let them know of a meeting room change? From the Sametime Mobile client you can send an announcement to all members of a group or choose individual contacts from the group list. This appears on their chat window as an announcement. If you need an easy method to notify a group of users, this is it!
Q: How to enable Multiple chat conversations?
A: Another feature that extends to the Sametime Mobile client is the ability to have multiple chat conversations at one time. Regardless of whether you're in front of your computer or on your phone, people are not going to wait for you to finish one chat before you answer theirs. With your Blackberry, Windows Mobile, Sony, or Nokia phone, you'll be able to talk with multiple contacts at the same time.
When you're participating in one chat and you receive an invitation to participate in another chat, you can choose the Chat List icon. Each new chat displays the Responding icon. Select the new chat you want to participate in and that chat window will display. On the Blackberry client the Chat List displays as a number of chats at the top of your contact list. Using the Chat List icon, you can move between chat windows, toggle between any of the chats included in the list, or choose to close all chat windows.
Q: What are "quick responses"?
A: You have the option to create prepared responses, also known as "quick responses", which you can store in your mobile device. These are handy when you're on a call or in a meeting, and can't respond to a chat. On a Windows Mobile device, this feature looks like the one shown in the following screenshot:
To end a chat, you can select the menu option to "End Chat" or "Close Chat". Again, this depends on your mobile operating system as to how this will be displayed, but the function remains the same.
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Q: How to adjust Sametime Mobile client preferences for Blackberry users?
A: One of the strengths of Sametime is its wide variety of client preferences. The Sametime Mobile client includes a number of the same preferences with which you're already familiar.
For Blackberry users, preferences can be configured under the Options menu. Since your screen size is limited on most Blackberry devices, you may want to change the setting for how "offline" people display in your contact list or how messages are displayed in your conversations. Additionally, you can decide if you want to save your message history or show pictures. You can see some of the Blackberry options in the following screenshot:
Q: How to change display preference for Sametime on Windows Mobile?
A: For Sametime on Windows Mobile, the Display Preferences screen gives you the ability to alter what you see when using the Sametime Mobile client. The focus on the options here is mainly on controlling what displays given the limited screen "real estate" that's available. You are in control when it comes to balancing the size of the information on the screen versus how much information you want to be displayed on the screen at one time.
Q: How to setup notification preference?
A: More so than with Sametime running on your computer, it's important to control how the Sametime Mobile client notifies you of incoming information. If you're in an important meeting, you definitely don't want your mobile device making noise every time someone tries to chat with you. You can control whether your device will play a sound, vibrate, or do both whenever someone starts a chat, responds to a chat, or becomes available based on a user alert you set.
You can also control how your mobile device reacts when a new chat or a chat response is received. By selecting the option to bring the chat to the forefront, you can be working in some other mobile application and Sametime Mobile will switch focus back to the chat screen. This can be very useful since you won't have to keep switching back and forth to see if new chat messages have arrived.
Q: How to set up customized status messages?
A: Presence awareness is an important part of Sametime Mobile just as it is in all the other versions of Sametime. The basic four statuses are available to you: Available, Away, Do Not Disturb, and In A Meeting:
As with other Sametime clients, you can also customize the status message that others see for your presence awareness. In the following example, users will see that you are available and that you are using your Blackberry as your Sametime client. This could be very useful to people as it lets them know that you are likely away from your computer but you're still available for chatting. Also, when your contacts see your name in their buddy lists, your icon status changes to a mobile device to indicate you're using the Sametime Mobile client. If you don’t see a mobile device icon, your Blackberry or Sametime administrator may not have configured this option.
Q: How to manage and chat with Sametime contacts?
A: Managing your Sametime contacts from your mobile device is similar to managing contacts from your Sametime Connect or Sametime Embedded client. Remember your contact list is available wherever you use Sametime because it's stored centrally on your organization's Sametime server. Any changes you make in any Sametime client will be reflected in any other Sametime client you use.
To add a person to your contact list from Sametime Mobile, select the Add Person option.
Start typing the name of the person you'd like to add to your contact list. In this case we started typing "jmehling". Because the name was already in the Blackberry address book, we were able to quickly add it to the contact list. Because your Blackberry is connected to a Sametime server, you can look up names that exist in the Sametime server's directory by typing part of the name, and the same type of lookup will occur on your Blackberry device. We can also choose the group in which to place this contact before we click on OK to save this new name in our contact list.
From your contact list, you can select a person's name and then from the menu choose Person's Info. You'll see their nickname (if you've created one for them), their system username, their current chat status, and their e-mail address if it is available as a detail in your contact list. The nickname is editable from this view as shown in this Blackberry client:
One nice feature of the Sametime Mobile client on a Windows Mobile device is that it also includes the option to add an "external" person to your contact list. If your organization is using the Sametime Gateway to connect to internet instant messaging services like AOL, Yahoo, and Gmail, you can add that person to your contact list. Select External User, and then from the drop-down list select which instant messaging provider they use along with their e-mail address. From this same window you can also select the group name in which to place this new contact.
Blackberry users can communicate with external users who have already been added to their contact list by the Sametime Connect client or the Sametime Embedded client.
Q: How to manage your groups from Sametime mobile?
A: You can add personal or public groups to your Sametime contact list from the Sametime Mobile client.
If you'd like to reorganize your groups or rename them from the mobile client, you can! You can select Rename Group and change the name of the group. This name change will also be reflected in the group names when you open up your Sametime Contact list from any other Sametime client.
If you want to reorganize your contacts, you can move a contact into a new group with the Move User option (Blackberry client).
If you have a large contact list with many groups, you may want to consider the Disable Group option. This allows you to disable the group rather than delete it so that it won't be included in your contact list. If you're using a wireless internet connection, you sometimes find that network speeds can be quite slow. You can maximize your throughput by only accessing those groups you know you'll need for a particular session. This option is featured in the Windows Mobile Sametime client.
Q: How to fine tune chat history preference?
A: Chat history is also something that you can fine tune from your mobile device. Chat history refers to the number of saved messages that will be retained for you. This may be important if you are switching between multiple chats or have to take a phone call and want to see the entire thread of a message. We've displayed the option as shown in the Windows Mobile Sametime client.
Q: How do we secure Sametime Mobile?
A: As many of us are painfully aware, mobile devices can easily be stolen or lost. Because of this fact, it's very important to take extra care when protecting the data stored in your mobile device. Information in your Sametime Mobile application is no exception. You want to be sure that your chat conversations are encrypted and that your Sametime password is secured as well.
How is that done? There are several options available for securely connecting mobile devices to your organization's Sametime server:
- Connect with a Virtual Private Network or VPN. A VPN uses a public network like the internet in conjunction with the VPN client to provide a secure tunnel to your organization's network. To provide a VPN connection, your organization may have software available for your device. One such example is IBM Lotus Mobile Connect. Your device first connects to a Mobile Connect server which then acts as an encrypted conduit for your mobile conversations.
- Another method used for Blackberry devices is connecting through the Blackberry Enterprise Server Mobile Data Services, or MDS. MDS acts as an intermediary between your Blackberry device and the Sametime server. It provides a secured connection to your Blackberry device.
- Your organization may have configured an authentication proxy server or an HTTP proxy server. Proxy servers are configured to prevent unauthorized users from obtaining information about the servers connected to the proxy servers. In other words, they act as a shield so that the Sametime server never appears to be connected directly to the Internet.
Your company may have a security policy for mobile devices—check with your system administrator for further information and assistance if you're not sure how to secure your device. While all this may sound very technical and confusing, it's vitally important to the security and privacy of your information, as well as the information of your organization.
Q: How to get help with Sametime Mobile?
A: Just as with other Sametime clients, there is help information available from within the Sametime Mobile client. Click on Help and you'll see a menu similar to the following screenshot (our example is from the Blackberry Sametime Mobile client). Different topics are available for context related help.
In this article, you learned how to install and configure Sametime on your mobile device. You learned how Sametime Mobile downloads to your handheld device as well as how to login and start a chat session. You learned how to add contacts, set preferences, and how to access your contacts and groups that you have already created via your Sametime Connect or Sametime Embedded client. You learned how to start a chat and use emoticons during the chat session. Finally, you learned the basics of Sametime Mobile security and how to launch Sametime Help files in the Sametime Mobile client.
- iNotes and Sametime—Chatting from the Web
- FAQ on Installing and Using the IBM Lotus Sametime 8 Mobile Client
- Enterprise Instant Messaging using Sametime in IBM Lotus Notes 8.5
- Installing and Using Sametime Connect
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Resources for Article :
IBM Lotus Sametime 8 Essentials: A User's Guide by Marie L. Scott, Thomas Duff
About the Author :
Marie Scott is the Director of E-mail Services at Virginia Commonwealth University in Richmond, Virginia. Marie has a Bachelor’s degree in biology from James Madison University and a certificate in information systems from Virginia Commonwealth University. She has had dual advanced certification in Notes/Domino administration and development since version 4.0. Marie began working with Lotus Notes in 1996, and has worked in networking, systems integration, and e-mail systems since 1987. Her primary interest is in Domino administration in complex environments. She has managed large e-mail migration projects and recently completed a project to transition university students to cloud computing. Marie has been a speaker at conferences including Lotusphere featuring IBM/Lotus technologies. Marie can be contacted at http://crashtestchix.com
Thomas "Duffbert" Duff is a software developer focusing on Lotus collaboration technologies in Portland Oregon. He started working with Lotus Notes in 1996 in version R3 and has written and maintained hundreds of applications in large enterprises through the years. He also holds Lotus principal development certifications starting at version 4 and going up to version 8, as well as Microsoft and Java certifications. Tom is a prolific writer, both in various industry publications and at his website, Duffbert's Random Musings, at http://www.duffbert.com. He also is a frequent speaker at conferences and events focusing on Lotus technologies.