Logging on to instant messaging

During Notes setup, you selected whether to connect to instant messaging "At Notes Logon" or "Manually." The first time you
log on to Notes (if you chose "At Notes Logon"), or the first time you log on to instant messaging from within Notes (if you
chose "Manually"), you are promped for a password that will by used by the Lotus Sametime server.
Single sign-on
Using User Preferences to enable single sign-on, which is the ability for users to log on to more than one application with only
one password, allows your Notes client to use the instant messaging server's multi-server authentication feature (assuming the
Lotus Sametime server is also configured for single sign-on). In other words, if you enable single-sign on, when you log on to
Notes, you don't need to enter your instant messaging password to establish a connection with the Lotus Sametime server.
To enable single sign-on, choose File - Preferences - User Preferences and click the Instant Messaging - General tab.
"Log on to instant messaging" dialog box
The "Log on to instant messaging" dialog box appears when you have not yet saved your instant messaging password, your
environment does not use single-sign on, or the Lotus Sametime server cannot authenticate you for some reason. Follow
these steps to log on to the Lotus Sametime server:
1.  (Optional) For the user name, if your Lotus Sametime server does not allow you to use your Notes abbreviated
   hierarchical name (for example, John Smith/Sales/Acme), replace your Notes abbreviated name with your canonical
   name (for example, CN=John Smith/OU=Sales/O=Acme). To determine if you should use your canonical name, check
   with your administrator.
2.  Enter your instant messaging password.
   Note Your instant messaging password is not the same as your Notes password. If you don't know your instant
   messaging password, contact your administrator.
3.  (Optional) Select "Save your password" to save your instant messaging password in the current Location document. If
   you save your instant messaging password now, you won't have to enter it in future Notes sessions.
4.  Click "Log on."
   In Notes, the instant messaging section of the status bar indicates whether you are logged on to instant messaging. If
   you are not logged on, the status bar displays "Disconnected."
If you are ever disconnected from the Lotus Sametime server, you can manually restore the connection by choosing File -
Instant Messaging - Log On Instant Messaging.
To enable single sign-on or to remove your instant messaging password from the current Location document, choose File -
Preferences - User Preferences and click the Instant Messaging - General tab.


Logging off from instant messaging
Once you log off from instant messaging, your online status does not appear in other people's mail messages and views,
Meeting documents, and Instant Messaging Contact Lists. You cannot receive instant messages or instant meeting invitations,
and you cannot view your Instant Messaging Contact List.
To log off from instant messaging, choose File - Instant Messaging - Log Off Instant Messaging.

Working with instant messaging
Notes instant messaging allows you to see your co-workers online and have chat sessions with them. A chat session can be
with one person (a chat) or multiple people (an instant meeting).


Starting a chat
Chats are interactive, real-time text conversations. Use chat if you need to ask a question or start a discussion.
You can send chat messages to anyone who has an Active or Away online status. People who are Away can see your
messages once they return to their computers.
You can send chat messages from a mail view or message, from the Calendar view, from a meeting or Group To Do
document, from the Instant Messaging Contact List, or from the main menu.
Note Chats with regular users are automatically secured with encryption.
1.  Do one of the following:
    •  From a mail view, to chat with the sender of a message, select the message, click Chat, and select "Chat with."
    •  From a mail message, to chat with the sender, click Chat and then select "Chat with Sender."
    •  From the Calendar view, to chat with the chair of a meeting, select the meeting, click Chat, and select "Chat with."
    •  From a meeting or Group To Do document, click Chat and then select either "Chat with Chair" or "Chat with All."

    •  From the Instant Messaging Contact List, select a name and click the Chat icon     .
    •  To chat with someone out of context, choose File - Instant Messaging - Chat (or click the "Prompt to chat" icon

         from the Instant Messaging Contact List), type the name of the person you want to chat with -- first name
      followed by last name -- and click OK. Alternatively, you can type just the first name or last name (but not a short
      name such as Rob instead of Robert, unless that is how the person is listed in the Lotus Sametime directory). If the
      name that you typed matches more than one entry in the directory, a list of matching names appears. Select the
      correct name from the list and click OK.
2.  Type your message.
   Tip You can include Notes document links, view links, and database links in messages that you send. If recipients are
   using Lotus Notes 7, they will be able to open the target by clicking the link. If recipients are using Lotus Notes 6.5.x or a
   standalone Lotus Sametime Connect client, they will be able to open the target by copying and pasting the displayed
   string into the Notes "Address" field.
3.  Click Send.
4.  You can leave the chat at any time by clicking Close.
You can save a transcript, or text log, of the chat conversation. For more information, see Saving a chat or instant meeting
transcript to Mail and Saving a chat or instant meeting transcript to a file, below.


Saving a chat or instant meeting transcript to Mail
You can save a chat or instant meeting transcript to the Chat Transcripts view in your Mail database.
1.  In the chat or meeting window, choose Meeting - Save to Database.
2.  To see the transcript in your mail, click Views - Chat Transcripts in the navigator, and open the document showing the
   name of the person you were chatting with and the date and time you saved the transcript.
   Tip The "Chat I started"   and "Chat I took part in"  icons in the view might help you find a transcript you are looking
   for.
Saving a chat or instant meeting transcript to a file
1.  In the chat or meeting window, choose Meeting - Save As File.
2.  (Optional) Change the default file name and location.
   Note The default filename includes the Notes hierarchical name or Internet name of the person you were chatting with
   (or, if a meeting, the name that is first in the participant list), the date and time started, and the TXT extension. (For
   example: "Dana SmithSalesAcme.2152005.316PM.txt.") If you rename the file, be sure to use the TXT extension.
3.  Click Save.
When you open the file, a timestamp is displayed for each chat entry. Deselecting the "Add timestamp to message" preference
affects only messages or meeting invitations that you receive -- saved transcripts always have timestamps.
Showing or hiding online awareness for names
By default, names of people in mail messages, views, and folders are "online aware," that is, online status icons beside names
show whether you can use instant messaging to chat with people or include them in instant meetings.
Online awareness also displays in your Calendar and To Do views; in your Personal Address Book; and in databases created
from the Teamroom, Discussion, and Resource Reservations templates. In a Meeting document, for example, you can chat
with the chairperson of a meeting you have accepted.

If you donʼt want this feature, use Preferences to turn it off:
1.  Choose File - Preferences - User Preferences.
2.  Click Instant Messaging - General.
3.  Deselect "Show instant messaging status for names."


Changing your online status
Your online status tells other people if you are available for online chats and instant meetings. Each online status is indicated
by a unique icon and a customizable online status message. You can change your online status at any time.
Follow these steps to change your online status:
1.  Choose File - Instant Messaging and then choose either I Am Active, I Am Away, or Do Not Disturb Me.
2.  If you have chosen to edit your online status message every time your online status changes, the "Edit status message"
    dialog box appears. You can:
    •  Leave the default message
    •  Enter a new message or select a different message from the drop-down list
    •  Clear the "Edit message every time" check box
3.  Click OK.
Tip The user preference for logging out of Notes (and locking the Notes display) after "x" minutes of inactivity also changes
your instant messaging status from Active to Away.


Customizing your online status messages
You can customize the online status messages that appear when people point to your name in the Instant Messaging Contact List.
You can also edit the message for your current online status by clicking the instant messaging section of the status bar and
then selecting "Edit current status message."
Follow these steps to create new default online status messages:
1.  Choose File - Preferences - User Preferences.
2.  Click Instant Messaging - Status.
3.  Edit the default status messages by selecting messages from the drop-down menus or by entering new messages. You
    can store up to five different messages for each online status.
4.  (Optional) Select or clear the "Edit message every time" check boxes. If you select these check boxes, you will be
    prompted to select or create a new online status message every time your online status changes.
5.  Click OK.


Editing your current online status message
Follow these steps to temporarily change the message for your current online status:
1.  Click the instant messaging section of the status bar.



2.  Select "Edit current status message."
3.  Enter a message or select a message from the drop-down list.
4.  (Optional) If you want to select a different online status message every time your online status changes, select "Edit
    message every time." Remove the check mark if you do not want to use this feature.
5.  Click OK.


Setting alerts on instant messages and invitations
Lotus Notes can notify you when new chat messages or instant meeting invitations. This feature is useful because you might
not notice incoming instant messages if you have several active windows on your screen or if you are not looking at your
computer.
Notes can notify you in three ways:
 •  Placing new messages in front of all other active windows on your computer screen
 •  Blinking (flashing) new message windows
 •  Playing a sound when new messages arrive
Note You can choose to be notified in more than one way at the same time.
Follow these steps to set alerts:

1.  Choose File - Preferences - User Preferences.
2.  Click Instant Messaging - Options.
3.  Under "When receiving a message or invitation," determine how you want to be alerted when a new invitation or
   message arrives:
   •  Select or clear "Bring the message window to the front." If you select this option, any text that you are typing in
     another program might appear in the new chat window when you receive instant messages. This text is not sent
     unless you click Send or press Enter.
   •  Select or clear "Blink the message window."
   •  Select or clear "Play a sound." You can use the default sound or click Browse to choose another sound.
   •  Select or clear "Add timestamp to message." Note that this option does not apply to the saved transcript of a
     message or invitation. Saved transcripts always include timestamps.
4.  Click OK.