Save Meeting Information and View It Later

You can save the chat transcripts and whiteboard files from meetings. After a meeting is over, you can view any saved whiteboard files on the Meeting Details page. You can also use the Meeting Details page to review other information about the finished meeting. For example, you can view a recorded meeting or listen to a recorded telephone call. If you saved a chat transcript, you can view it on your own computer.

Saving a Chat Transcript

Viewing Saved Chat Transcripts

Saving a Whiteboard File

Viewing Saved Whiteboard Files

Viewing a Recorded Meeting

Saving a Chat Transcript

You can save a chat transcript from an instant chat meeting or a meeting that occurs in the Meeting Room. (Public chat that occurs in the Meeting Room is called Meeting Room chat.) Chat transcripts are saved on your computer.

Saving an Instant Chat Meeting Transcript

1. In the chat window, choose Meeting - Save As.



2. (Optional) Change the default file name and location. If you rename the file, you must use the TXT extension.



3. Click Save.

Note Sametime Connect for browsers cannot save chat transcripts. See "Determining Which Version of Sametime Connect You Are Using" in the IBM Lotus Instant Messaging and Web Conferencing User's Guide for more information.

Saving a Meeting Room Chat Transcript

1. In the Meeting Room, choose Meeting - Save - Meeting Room Chat.



2. (Optional) Change the default file name and location. If you rename the file, you must use the TXT extension.



3. Click Save.

Viewing Saved Chat Transcripts

If you saved a chat transcript, you can read it by locating the file on your computer and double-clicking the file name. The default locations for chat transcripts are:

• Instant Chat Meeting Transcripts: C:\Program Files\Lotus\Sametime Client\Chat Transcripts



• Meeting Room Chat Transcripts: C:\WINDOWS\JAVA\Sametime

Saving a Whiteboard File

During scheduled meetings, the Moderator can save whiteboard files so that people can view the files after the meeting is over. Whiteboard files are saved on your server as attachments to the meeting details. Sametime saves whiteboard files in two formats: RTF (for viewing in a word processing program) and SWB (a whiteboard file for viewing in a meeting).

Note You cannot save your whiteboard presentation in its original file format. For example, if you attach an IBM Lotus 1-2-3^® file to the whiteboard, you cannot edit and save the changes in Lotus 1-2-3 format. If you must save your edits in the original file format, use screen sharing to edit and save the file.

To save a whiteboard file:

1. Make sure the file you want to save is displayed on the whiteboard.



2. Click Save in the whiteboard toolbar or choose Meeting - Save - Whiteboard.




Note If the file you want to save is an annotated version of a file attached to the whiteboard, the file names will be Filename_Annotated.rtf and Filename_Sametime.swb. If the file was created on a blank whiteboard during the meeting, the names are Whiteboard.rtf and Whiteboard_Sametime.swb.

3. To view the file immediately, click Access Saved Whiteboard. The Meeting Details page appears. You can view the saved whiteboard file or save it to your computer.

Viewing Saved Whiteboard Files

Sametime saves whiteboard files in two formats: RTF (for viewing in a word processing program) and SWB (a whiteboard file for viewing in a meeting). For best results, view the RTF file in Microsoft Word. If you want to attach the saved file to another meeting, use the SWB version of the file.

1. Click the meeting name in the Meeting Center. The meeting details appear.



2. Scroll to the bottom of the page until you see the Attachments heading. The three types of whiteboard files are:




Whiteboard Attachments: Files that the meeting creator or Moderator attached to the meeting. These files are in their original format. For example, if you attach an IBM Lotus Word Pro^® file named Proposal.lwp, the file appears on the Meeting Details page as Proposal.lwp. If you use Sametime Print Capture to convert the file before attaching it, the FST version of the file appears.

RTF Files: Files that you can view in a word processing program. If the Moderator makes changes to Proposal.lwp on the whiteboard during a meeting and then saves the file, the file appears as Proposal_Annotated.rtf on the Meeting Details page. If the Moderator saves a presentation that was created on the blank whiteboard, the filename is Whiteboard.rtf.

SWB Files: Files that you can save to your computer and then attach to another meeting. If the Moderator makes changes to Proposal.lwp on the whiteboard during a meeting and then saves the file, the file appears as Proposal_Sametime.swb on the Meeting Details page. If the Moderator saves a presentation that was created on the blank whiteboard, the filename is Whiteboard_Sametime.swb.

3. Do one of the following:



• To view the file in a word-processing program, double-click the file with the RTF extension. An appropriate program (such as Microsoft Word) launches and displays the file.



• To save a file on your computer, right-click the file and choose Copy from the shortcut menu. Open your file management system (Windows^® Explorer, for example), right-click, and choose Paste. You can save either version of the file (the RTF version or the SWB version).

Viewing a Recorded Meeting

1. Click the meeting name in the Meeting Center. The meeting appears in a new browser window and begins to play.



2. You can use the Replay controls to stop or pause the recording or to adjust the volume of the recording. You can also float the video windows and view available status messages while viewing the recorded meeting.



3. When you are finished, choose Meeting - Leave Meeting.

Note To view a recorded meeting, you must go to the server where the meeting was created. See your system administrator for more information.