WebEx Integration to Lotus Notes provides a conve-nient way for you to use Lotus Notes to schedule, start or join WebEx meetings. After installing the integration on your computer, you can invite contacts from your Lotus Notes address books and start meetings directly from your Lotus Notes Calendar.

Note: If WebEx Productivity Tools are not installed, navigate to your WebEx service site and select Downloads > Support > WebEx Productivity Tools. Follow the special instructions for Integration for Lotus Notes. For detailed instructions, refer to the Productivity Tools: Installing and Configuring job aid.

Before using Lotus Notes to schedule a WebEx meet-ing, use the following procedure to specify your WebEx account information.

1. On the Lotus Notes toolbar, click and select

Account Settings. The WebEx Settings dialog box appears.

2. Your WebEx account information was automatically con-figured during installation. Verify that the settings are cor-rect.

3. Click OK. Your account settings are saved

1. Open your Lotus Notes calendar and click Schedule a Meeting. The New Calendar Entry tab appears.

2. Enter your meeting information (subject, attendees, date and time) as you normally would in Lotus Notes.

3. Click Add WebEx Meeting. The WebEx Settings dia-log box appears.

4. Enter a Meeting Password.

Note: Modify any additional settings, as necessary. Refer to the tables that follow for an explanation of each feature.

5. Click OK when you finish scheduling and setting your WebEx settings.

6. On the Lotus Notes toolbar click Save and Send Invita-tions. Meeting invitations are sent to attendees, and the scheduled meeting appears on both your Lotus Notes calendar and My WebEx Scheduled Meetings page.

Meeting Information

Audio & Tracking

Specifying Account Settings

Scheduling a WebEx Meeting

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Meeting template Select a template to use for the meeting. Templates are created on your WebEx service site and deter-mine the basic settings that will be used for the meeting.

Service type Select the type of WebEx session for which you want to schedule a meet-ing. This option lists only the session types available for your site and user account.

Exclude password from email invitation

Select exclude password from email invitation for added security. If you select this, you’ll need to communi-cate the password to attendees by another method

List this meeting on the WebEx site

Select this option to list your meeting on the Browse Meetings page of your WebEx site. Unchecking this box makes your meeting “unlisted”.

Attendees can join the meeting [x] min-utes before starting time

Select this option to allow attendees to join before the host. You will need to specify the number of minutes if you select this option.

Use this option... To...

Conference type Select the type of conference you would like to use:

WebEx Teleconference: Includes a WebEx integrated teleconference. Instructions for joining the teleconfer-ence appear on participants’ screens when they join the meeting.

Productivity ToolsUsing WebEx Integration to Lotus Notes®

Registration

Resources.

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If you have scheduled a WebEx meeting in Lotus Notes, you can start the meeting (as the host) directly from your Lotus Notes Calendar.

1. Open your Lotus Notes calendar, and then double-click the appointment. The Calendar Entry opens.

2. Click Start. Lotus Notes connects to your WebEx ser-vice site.

3. If prompted, log in to your WebEx service. The Meet-ing Information page appears.

4. Click Start to start your meeting.

Meeting attendees can join a meeting by:

• Clicking the link in the invitation email sent by the host.

• Navigating to the Browse Meetings or Unlisted Meeting page on the WebEx service site, locating the meeting and clicking the Join link.

• Opening the meeting’s calendar entry (if it was added to the Lotus Notes calendar) and then click-ing the link to the meeting.

Other Teleconference: Includes a teleconference that another service provides, such as a third-party tele-conferencing service or internal tele-conferencing system.

None: Does not include either tele-conference or Integrated VoIP. Par-ticipants will only be able to communicate in the meeting via chat.

Tracking code(Optional)

Verify that the correct tracking code is displayed, or click Select Track-ing code to select a new code.

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Require Attendee Registration

Specify that all attendees must register to attend the meeting.

Automatically accept all registra-tion requests

Accept all registration requests automatically, and let all regis-trants attend the meeting.

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Info tab templates Determine the meeting details dis-played on the Meeting Info tab.

Auto-play a presen-tation before host joins the meeting

Upload a presentation or document in .ucf format to display while attend-ees are waiting for the meeting to start.

Starting a WebEx Meeting from Lotus Notes

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Joining a WebEx Meeting from Lotus Notes

© 2011 WebEx Communications, Inc. All rights reserved. WebEx and the WebEx logo are registered trademarks of WebEx Communications, Inc.All other trademarks are the property of their respective owners. Last Updated 3/31/11

Using WebEx Integration to Lotus Notes®