IntroductionWelcome| 00:04 | Hello! My name is Tim Plumer, Jr.,
| | 00:06 | and I'd like to welcome you to
Adobe Connect Essential Training.
| | 00:09 | In this course, I'll show you how to setup
and use Adobe Connect for web conferencing.
| | 00:14 | I'll do more than just show
you what the tools do though.
| | 00:16 | Along the way, I'll share with you the
many tips that I've learned while doing
| | 00:20 | my own presentations or
hosting my own virtual meetings.
| | 00:23 | I'll explain to you how to present
basic content, but also how to think of the
| | 00:28 | meeting space qs more of a room where
your participants can chat and answer
| | 00:32 | polls within the meeting.
| | 00:34 | I'll demonstrate the importance of
using the whiteboard option in a session, as
| | 00:38 | well as posting complete SWF files to
play within your meeting, and I'll show
| | 00:43 | you how to use an attached web cam to
include video conferencing along with how
| | 00:47 | to control someone else's
screen during your session.
| | 00:50 | So let's get rolling with
Connect Essential Training!
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| Using the exercise files| 00:00 | I'd like to take just a moment to
go over the Exercise Files with you.
| | 00:03 | If you are a premium subscriber to the
lynda.com Library or if you are watching
| | 00:07 | this on disk, you have
access to these Exercise Files.
| | 00:11 | Download them, unzip them, and
load them onto your desktop.
| | 00:14 | When you do, you'll find a single folder
with a set of assets inside that folder.
| | 00:19 | Unlike some of the other courses in
the Training Library, I've decided to
| | 00:23 | provide you a single set of assets that
we'll use in the various lessons in the course.
| | 00:28 | I've done that, because Connect doesn't
actually edit any of these assets directly.
| | 00:33 | So we can use them over and over
again for each individual lesson.
| | 00:36 | That saves a little bit of disk space on your
system and makes it easier to manage these.
| | 00:40 | So once you have these unpacked and
ready to go, start your lessons and enjoy.
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1. Using Adobe Connect to CollaborateWhat is Adobe Connect?| 00:01 | Before we get started learning how to
use Connect, I want to talk a little
| | 00:03 | bit about what it is.
| | 00:05 | First off, it's a web-based tool for
presenting, so that you can share content
| | 00:09 | with an audience via the web.
| | 00:11 | But it's also a Flash-based
collaboration tool, which means that you can work on
| | 00:16 | any platform with a static meeting room.
| | 00:19 | A static meeting room is important
because that means that you have a single URL
| | 00:23 | that you can use for a given meeting.
| | 00:25 | It doesn't have to change when you want
to meet at a different time or if you
| | 00:29 | want to keep that room to
use over and over again.
| | 00:32 | That static meeting room URL is
something that you can even put on your business
| | 00:36 | card or in your e-mail
signature as a place to meet.
| | 00:39 | It has a variety of eLearning tools
built into it that allow you to do things
| | 00:43 | like professional development, or even
K-12 or college-level education via the web.
| | 00:49 | And because it allows you to record,
you can create archives of your meetings
| | 00:53 | and classes that you can send to people
after the fact for review, or even share
| | 00:57 | with people who weren't
able to attend in person.
| | 01:01 | It's even useful as a portal.
| | 01:03 | When you have a PowerPoint file for
example that has a web link in it, that
| | 01:07 | link is active in the room so that
people can use it to surf to that page
| | 01:10 | right from the meeting.
| | 01:12 | Your content that you use within a
Connect meeting room is stored on the
| | 01:15 | server and you can make it available
to people even outside of the context of
| | 01:20 | the Connect meeting.
| | 01:21 | So, if you think of Connect as a tool
for doing more than just presenting,
| | 01:25 | it's a tool for leveraging the web for collaboration.
| | 01:28 | If you think that way, then you're
going to get a lot more from this tool
| | 01:32 | than you might realize.
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| The Adobe Connect family of products| 00:00 | When I use the term Adobe Connect, I am
actually talking about a family of products.
| | 00:04 | What I would like to do is just
describe that family so that you can
| | 00:06 | understand the pieces of it.
| | 00:08 | In the upcoming training, we'll cover
each of them in some detail, so that
| | 00:12 | you'll understand how to use them.
| | 00:13 | But to get it started, I just
want to introduce them to you.
| | 00:16 | The first is the Connect Meeting.
| | 00:18 | It's the main tool that you'll use to
present information or host collaborative
| | 00:23 | sessions via the web.
| | 00:25 | Next is the Connect Desktop application.
| | 00:28 | With it, you'll manage meetings and
recordings directly from the desktop without
| | 00:32 | having to use the meeting room or
enter through the Connect portal.
| | 00:36 | For those of you who are on the go,
there is the Connect Mobile application,
| | 00:39 | which allows you to attend from
your smart phone or tablet device.
| | 00:43 | Then finally, the Connect admin portal,
which is simply a web site that allows
| | 00:47 | you to go in and administer Connect.
| | 00:49 | For example, it allows you to create
meetings and add users to the system that
| | 00:53 | you can invite to your meetings.
| | 00:56 | This group of tools in the Connect
family all work together to allow you to do
| | 01:00 | the things that we're going to cover
in detail in the upcoming training.
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| Obtaining a license to use for the training| 00:00 | If you don't have a Connect account
that you can use, you can create a 30-day
| | 00:03 | free trial from Adobe.
| | 00:05 | In fact, even if you do have a
corporate Connect account that you're learning
| | 00:08 | to use, it might be a good idea to
set this trial account up because it's
| | 00:12 | going to give you a place that you
can work without worrying that you might
| | 00:16 | mess up your corporate account.
| | 00:17 | And it's a clean slate like the clean slate
that I'm starting with here in this training.
| | 00:22 | So let's go ahead and set one of those up.
| | 00:24 | I am going to click on
products here at Adobe.com.
| | 00:27 | This is just the standard Adobe.com web site.
| | 00:30 | Among the products if I scroll down,
I'll see Adobe Connect, and there is a lot
| | 00:36 | of information that you might
want to take a look at here.
| | 00:38 | I'm specifically interested in
the Sign up for a 30 day trial link.
| | 00:42 | So I'll click that.
| | 00:45 | If you have an Adobe ID, which is an
email address and a password, then you can
| | 00:49 | go ahead and plug that information in here.
| | 00:52 | If you don't, you can go through the
process of creating one by clicking over here.
| | 00:57 | Either way, you will need one
to create a 30-day free trial.
| | 01:00 | Once I've clicked on that link, the
first step is to go ahead and add an email.
| | 01:06 | That will be my login or my username,
and then create a password, plus there is
| | 01:11 | a variety of information that
Adobe is looking for understand why I'm
| | 01:14 | interested in Connect.
| | 01:15 | Now I am not going to make you
watch me fill all of this stuff in here.
| | 01:19 | But I'll just scroll down and say
that once you do, you click on accept the
| | 01:22 | terms and click on Submit.
| | 01:25 | The next thing that will happen is that
Adobe will send you an email with your
| | 01:29 | 30-day free trial information in it.
| | 01:31 | I've got that email open over here.
| | 01:33 | So we'll jump over to this tab and here it is.
| | 01:36 | The three things that I am
looking for are my Account URL.
| | 01:39 | That's the URL that I am going to use
as the base URL for everything that I do
| | 01:42 | in Connect from here on now.
| | 01:44 | Also, I'll find my username and password
that I can use to log in to the account.
| | 01:49 | So to log in to the account, I am
simply going to click the link here.
| | 01:52 | You'll go ahead and add your
username and password and click Login.
| | 02:07 | The first time you do it, Adobe wants to know
that you understand the terms of the service.
| | 02:11 | If you'd like to scroll through this
and read this-- you should always do this
| | 02:14 | whenever you're agreeing to something--
but I've already read it several times.
| | 02:17 | So I am simply going to click Yes and
click Submit, and I'll enter the Adobe
| | 02:23 | Connect dashboard, and this
is where I'll begin everything.
| | 02:25 | And one more alert dialog box to go through.
| | 02:28 | This is just an Expiration Notification
that Adobe is providing to let you know
| | 02:32 | that the account is scheduled to expire.
| | 02:35 | I'll say that Don't Remind Me
Again, because I can remember that.
| | 02:39 | At this point, you are setup, you are
ready to go, and you are ready to complete
| | 02:42 | the rest of the training.
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| A quick start guide to Connect| 00:00 | If you're like me and you have a Connect
account, you probably just want to roll
| | 00:03 | your sleeves up, get in, and get working.
| | 00:06 | So what I am going to do now is
give you a little quick start.
| | 00:09 | I am going to show you how to set up a
meeting. We are then going to log into
| | 00:12 | that meeting, so that you
can see how that process works.
| | 00:15 | We will upload some content into the meeting.
| | 00:17 | We will start audio and activate a
webcam and then we will even invite people
| | 00:21 | to the meeting so that we can present to them.
| | 00:24 | After we are set and done, we
will go ahead and close the meeting.
| | 00:27 | That will give you the basics that
you need to get started right away
| | 00:29 | presenting with connect.
| | 00:31 | The first thing that we need to do is
create a meeting, and I am going to select
| | 00:35 | Paste because I have actually
copied the URL to my connect server.
| | 00:39 | This is going to take me into my Connect portal.
| | 00:41 | Now hit Return and this is where we're going
to start the process by creating a meeting.
| | 00:47 | I'll use my login and password.
| | 00:51 | My login is going to be an email
address that I used for my username.
| | 00:55 | My password is a password that either
the administrator of the system assigned
| | 00:58 | forming or if I am that
administrator, I created for myself.
| | 01:04 | Now this is a 30-day trial of
Connect and so I'm getting the
| | 01:07 | expiration notification.
| | 01:09 | If you're not using a
30-day trial you won't see this.
| | 01:11 | So I am just going to select Don't
Remind Me Again, and to create a meeting I am
| | 01:15 | going to select Meetings.
| | 01:18 | I have no meetings created. This is the
first time I have done anything so I'm
| | 01:21 | going to go ahead and select New Meeting.
| | 01:22 | I will give my meeting a name. This is
going to be a Sales Presentation and I'm
| | 01:33 | going to get the meeting a custom URL.
| | 01:39 | And this is important because this meeting
can always be accessed with this URL.
| | 01:44 | It contains the base URL that we use to
log into the portal in the first place
| | 01:48 | with a slash and then the
rest of the URL that I've chosen.
| | 01:52 | I'm going to skip everything down to
the access, because for this meeting
| | 01:57 | I don't want to worry about limiting
access. I want anyone who knows that URL to
| | 02:01 | be able to enter the meeting.
| | 02:02 | We will go ahead and scroll down and
then I'm not going to include any audio
| | 02:09 | conferencing with this meeting.
| | 02:10 | For your first few meetings, you
may very well decide to either use a
| | 02:14 | telephone conferencing solution that
is in no way integrated with Connect or
| | 02:18 | the built-in Voice over IP that comes as a part
of Connect and I will show you how to do that.
| | 02:24 | At this point we have created our meeting.
| | 02:25 | I am simply going to select Finish.
| | 02:28 | I can from right here select Enter
Meeting Room or even click on this URL to
| | 02:34 | jump into the meeting room.
| | 02:35 | But I am going to do it a little bit
differently because I want you to see what
| | 02:38 | it looks like to log into a
meeting for the first time.
| | 02:41 | So I'll go ahead and close my browser,
restart my browser, and I'm going to
| | 02:49 | paste the base URL in and then type in
salespresentation and that will take me
| | 02:57 | into a meeting. Now because I'm trying to log
into a meeting room I have two choices here.
| | 03:04 | I can enter as a guest and if I do I
should make sure to put my name in here not
| | 03:08 | something like guest or person or
whatever. Because I do have a login on the
| | 03:12 | system and in fact I am a host of this
room because I'm creating this room, I'm
| | 03:16 | going to use my login and then enter the room.
| | 03:30 | Now this is a default layout that
connect creates for every room when you're
| | 03:34 | just getting started and the first thing
that I want to do while I am in here is
| | 03:38 | put some content in the room that
I plan to share with my audience.
| | 03:42 | I'm going to use this large area here
called a Share pod to upload a PowerPoint
| | 03:47 | file that I plan to show off.
| | 03:48 | So I am going to click on this little
arrow here and choose Share Document.
| | 03:53 | I will browse my computer and among the
document types that I can share is PowerPoint.
| | 04:00 | I can also share JPEG files, PDF files,
MP3 files, some video file types, and others.
| | 04:06 | We will cover that later.
| | 04:07 | At this point, all I want to do
is share a quick presentation.
| | 04:11 | Now this file here is among the
Exercise Files that you'll have if you're
| | 04:14 | a Premium subscriber.
| | 04:16 | If not you can certainly feel free to
choose your own PowerPoint file that you
| | 04:20 | might want to use for an actual meeting.
| | 04:21 | So I will click Open and then Connect
will upload the PowerPoint file so that
| | 04:25 | it can convert it and
share it with your audience.
| | 04:28 | If all I want to do is show this
presentation to an audience, I suppose that
| | 04:32 | could be done but there are another
couple of steps that I want to take to make
| | 04:36 | the meeting a little bit more meaningful.
| | 04:38 | First off, I am going to want to
activate my microphone so that I can use
| | 04:41 | Voice over IP to talk to my
audience through their computer.
| | 04:45 | To do that, I'm going to roll up
over the little microphone icon and
| | 04:49 | click Connect My Audio.
| | 04:50 | The Adobe Flash Player is going to ask
for permission to share sound through my
| | 04:55 | computer to your computer. That's just
to protect your privacy. I will only have
| | 04:59 | to do this once per session.
| | 05:01 | It won't happen every time I try to present.
| | 05:05 | Now I can tell that my microphone is
configured and working properly because I
| | 05:09 | can see the little icon of sound waves
emanating from the microphone itself.
| | 05:14 | If for some reason that's not working
then I'm going to select Meeting and I'm
| | 05:18 | going to run something
called the Audio Setup Wizard.
| | 05:20 | That's just a tool that will help
me to configure my computer system so
| | 05:24 | that Connect can access the
microphone that it needs to be able to
| | 05:28 | broadcast my audio.
| | 05:29 | Now I'm almost ready to present but I want
people to be able to see me using my webcam.
| | 05:35 | So what I am going to do is come over
here to the Video pod and I am going to
| | 05:39 | select Start My Webcam.
| | 05:42 | I'll preview myself to make
sure that everything is okay.
| | 05:45 | I'll click Start Sharing and this
is what the audience is going to see.
| | 05:51 | Before I allow my audience to come
into the room, I'm going to go ahead
| | 05:54 | and pause my webcam because I'm
going to take a few more steps to get
| | 05:57 | myself configured and set up
correctly and I don't necessarily want my
| | 06:01 | audience to watch me doing it.
| | 06:03 | By pausing the webcam, I've created a
little picture of myself that they can look at.
| | 06:07 | Now, I'm basically ready to go, although
there's one more setup step that I may
| | 06:11 | want to take before I
start presenting in meetings.
| | 06:13 | I'm going to click Stop Sharing.
| | 06:16 | At some point, I may decide that I
want to share my screen because Connect
| | 06:20 | can allow me to show my audience what
I'm doing on my computer through this
| | 06:23 | thing called the Share pod.
| | 06:25 | When I click this button, the Adobe
connect Add-in is going to ask for
| | 06:29 | permission to install
itself from the Connect server.
| | 06:33 | This is actually a little tiny tool
that will allow me to run my meeting in two
| | 06:37 | ways that are very useful.
| | 06:38 | One, I can use the Screen Share and
the Screen Share is incredibly valuable
| | 06:42 | because it allows you to do a lot of
things that you might not be able to do
| | 06:45 | through a Share pod otherwise.
| | 06:47 | And two it allows me to move my meeting
outside of this browser window and fill
| | 06:51 | my screen with the meeting interface,
which will make it easier to work with.
| | 06:55 | So in all cases as a
presenter, I am going to want this.
| | 06:58 | If this little dialog
pops up, I will select Yes.
| | 07:02 | The Add-in will download, install itself,
the Meeting will jump outside of the
| | 07:06 | browser window into the Connect Add-in,
and I can tell that that's happened also
| | 07:10 | because on my start bar or in my
dokc, I will see this little icon as a
| | 07:14 | separate application that's running.
| | 07:17 | So my Meeting is configured.
I'm almost ready to go.
| | 07:20 | I'm actually going to go ahead and
select Recently Shared so that I can bring
| | 07:23 | the Annual Report Presentation back to
the screen and I am ready to invite my
| | 07:27 | audience into the room.
| | 07:28 | I will select Meeting > Manage
Access & Entry > Invite Participants.
| | 07:35 | Remember the URL that I
created is a static thing.
| | 07:38 | So, all I need to do is either copy and
paste this out of this little dialog box
| | 07:43 | by simply drag-selecting it and
copying it, or I can even click Compose email
| | 07:47 | in which case Connect will talk to my
email client, compose an outgoing message
| | 07:52 | with some information in it that all I
need to do is address and send and my
| | 07:56 | participants will have
their invitation to the meeting.
| | 07:58 | Once they have it, they can go ahead and
type it into their browser and they'll
| | 08:02 | start to come into the meeting and
I'll see them in the Attendee pod.
| | 08:06 | So at the meeting start time, I will
keep an eye on the Attendee pod for looking
| | 08:09 | to join the meeting.
| | 08:11 | Now that I see that there is at least
another attendee in the meeting, I can
| | 08:14 | click on this little triangle to see
that Olivia has joined the meeting.
| | 08:18 | I'm going to activate my
microphone to allow myself to be heard.
| | 08:23 | I'll start my webcam again so that
Olivia can see who I am and last but not
| | 08:29 | least if I want to give Olivia access
to the meeting so that she can ask me
| | 08:33 | questions and such, I'm not going to
allow her to talk via Voice over IP; I am
| | 08:38 | going to allow her to chat and to let her know
that she can do that I'm going to chat her first.
| | 08:49 | And I'll watch the Chat pod to see that she's
typing and I can see that she has responded.
| | 08:54 | So I am going to go ahead and pause the
camera because if the meeting is over,
| | 08:59 | it's time to go ahead and wrap it up,
so all I need to do is select Meeting, end
| | 09:05 | the meeting, customize this type if I want to,
| | 09:13 | click OK, and that will end the meeting.
| | 09:16 | So there you have it.
| | 09:17 | That's how to host a simple
presentation meeting via the web.
| | 09:20 | Though there's much more to learn and
much more that Connect can do, you're at
| | 09:24 | least ready to get started with the basics.
| | 09:27 | So join me for the rest of this
training where I'll show you not just what
| | 09:30 | Connect can do for you, but how you
can use a tool like this to its fullest.
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2. Creating a MeetingCreating a new meeting| 00:00 | The most basic tool that you're
going to use with Connect is a meeting.
| | 00:03 | It's your place on the web to both
present and collaborate, and it's a flexible
| | 00:08 | place that you will set up before
you really can do anything else.
| | 00:11 | So let's dive right in and
create our first meeting.
| | 00:15 | Here in the Connect portal
I've got a tab for Meetings.
| | 00:17 | So I am going to click it.
| | 00:19 | If I have meetings setup, they'll appear
down here. Since I don't, I am going to
| | 00:23 | click New Meeting, and this is
where I can begin the process.
| | 00:27 | I'll name my meeting.
| | 00:33 | I will give it a custom URL.
| | 00:38 | Note that I can't have any
spaces or special characters.
| | 00:42 | It can be letters or numbers only.
| | 00:44 | And the base URL, connectpro84435430
.adobeconnect.com, is the base URL
[00:00:50.55 for everything.
| | 00:54 | So, all of the meetings that I have on
this trial account are going to start
| | 00:57 | with that /timsmeeting.
| | 00:59 | That's really handy because from now on I
can always refer to this as /timsmeeting.
| | 01:04 | A lot of corporations do that. In fact
when I'm setting up meetings for myself,
| | 01:08 | all I do is tell my colleagues and
friends and the people that I am going to
| | 01:11 | meet with, meet me in slash
whatever the meeting name is going to be.
| | 01:15 | I can provide a summary.
| | 01:17 | I am not going to do that here.
| | 01:18 | In fact, I don't generally do that,
but if the meeting has a very specific
| | 01:21 | purpose, it's not a bad
idea to give it a summary.
| | 01:24 | As I scroll down, there is a Start Time and
a Duration that frankly don't mean anything.
| | 01:29 | One of the things that meetings in
Connect are good for is their permanence.
| | 01:34 | That meeting URL is always available.
| | 01:36 | It doesn't matter what time I set.
| | 01:38 | The time basically is something that
I can set so that maybe I know when a
| | 01:42 | particular meeting is supposed to start.
| | 01:44 | But frankly, I rarely do anything with this.
| | 01:46 | I'll leave it alone and
it won't affect anything.
| | 01:49 | Later, we'll learn how to
create a meeting template.
| | 01:52 | If I have meeting templates created, which
I don't yet, I can choose from among them.
| | 01:56 | That really probably doesn't
mean much to you right now.
| | 01:58 | So just hold on and we'll cover that later.
| | 02:01 | However, I do want to take a look here.
| | 02:03 | The Access is something that we are
going to learn more about later on.
| | 02:06 | For this particular meeting because I
want anyone to be able to access it to
| | 02:10 | whom I give the URL, I'm going to
choose Anyone who has the URL for the
| | 02:14 | meeting can enter the room, and that
means there is no passwords, there is no
| | 02:18 | user account necessary.
| | 02:19 | It's just a wide-open meeting
as long as you know the URL.
| | 02:22 | And then finally, I'll want to determine
the kind of audio that I'm going to use.
| | 02:27 | If I have a conference call utility or
if I'm using something called Universal
| | 02:32 | Voice which we'll also cover later,
I can choose that information here.
| | 02:36 | Because this account is brand-new
and I have set none of that stuff up,
| | 02:39 | the only options that I have are Do not
include any audio conference with this
| | 02:43 | meeting or I can select Include audio
conference details and put a phone number in,
| | 02:47 | but this is in no way
integrated with Connect.
| | 02:51 | This is a separate audio conference
utility, and by putting information in here
| | 02:55 | all I am doing is just giving myself
information about what audio conference
| | 02:59 | solution I would use outside of Connect.
| | 03:01 | We're going to talk about setting up
different methods of using audio with
| | 03:05 | Connect including Voice over IP.
| | 03:08 | So for this meeting, I am just
going to select Do not include any audio
| | 03:11 | conference with this meeting.
| | 03:13 | That way, I can use Voice
over IP built-in to Connect.
| | 03:16 | I don't have to worry about audio
conferencing outside of Connect, and I'm
| | 03:21 | basically done with my meeting setup.
| | 03:23 | So I can go ahead and click Finish and
here is the information about the meeting.
| | 03:27 | Now at this point, I can surf around and
find out other things about the meeting
| | 03:31 | but I really want to just dive right in.
| | 03:33 | So to dive right in, I can either
click on the URL here or if I scroll down,
| | 03:38 | there is a button that says Enter Meeting Room.
| | 03:40 | Either will do exactly the same thing.
| | 03:42 | So I am just going to go ahead and click
here. Connect loads up and here we are.
| | 03:47 | This is a Connect meeting room.
| | 03:49 | It's based on a standard template
that came with the 30-day trial.
| | 03:53 | It has some information or
some pods that I can use.
| | 03:57 | We are going to cover all of that stuff
later but there is one more thing that
| | 04:00 | you'll want to do for your
first meeting to set yourself up.
| | 04:03 | This meeting is happening inside the
browser. As the person who's running the
| | 04:08 | meeting, someone that you will come to
understand is called a host, wants to run
| | 04:12 | this meeting outside of the browser
for a couple of different reasons.
| | 04:16 | To do that, you're going to
need to install the Connect Add-in.
| | 04:20 | Now there's no Connect Add-in Install
button that you can see in the interface here.
| | 04:24 | So the quickest way to actually have Connect
add it for you is to select Share My Screen.
| | 04:29 | If you click on that, Adobe Flash is
going to say, "Look, to use the application
| | 04:33 | you need the Adobe Connect Add-in.
| | 04:34 | Would you like to install it now?"
| | 04:37 | And the answer is yes, I would.
| | 04:41 | It literally takes just a few moments
and then the meeting is essentially
| | 04:45 | handed over to the Connect Add-in and
I'm working in my meeting in the way that
| | 04:49 | I'll be working with it throughout the
training and frankly throughout my use of Connect.
| | 04:54 | So at this point, you're in your
meeting room and you're ready to go.
| | 04:57 | So you're ready for the rest of the training.
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| Inviting people to your meeting| 00:00 | One of the first things that you'll
want to be able to do after you create a
| | 00:02 | meeting is invite people to it.
| | 00:05 | And so here in my Connect dashboard,
I am going to go to Meeting and I want
| | 00:08 | to show you a couple of methods that you can
use to invite people to attend your meeting.
| | 00:12 | Now notice that the meeting has a
Start Time and a Duration listed.
| | 00:16 | This really doesn't mean anything because
the meeting is something that is permanent.
| | 00:20 | And the invitation to the meeting
is simply the URL to the meeting.
| | 00:24 | So I am going to go ahead
and click on my meeting here.
| | 00:26 | And the URL that I have here is a URL that
I can use over and over and over again.
| | 00:31 | The Start Time and the Duration is
really just informational for you if you want
| | 00:35 | to know when you're supposed to meet.
| | 00:37 | But you can use this over-and-over again.
| | 00:40 | So to share this meeting with somebody
else, one of the first things that you
| | 00:43 | can do is simply come in here to the
meeting dashboard, drag-select the Meetings URL,
| | 00:47 | right-click on it or Control+
Click on the Macintosh and copy this, paste
| | 00:52 | this into an email, send it off.
| | 00:54 | Although if you're actually in the
middle of a meeting and you want to do this,
| | 00:58 | you don't have to go through this whole step.
| | 00:59 | All you need to do is in the meeting--
I am going to go ahead and launch
| | 01:02 | the meeting room now.
| | 01:05 | Go to the Meeting menu and then
select Manage Access and Entry and select
| | 01:10 | Invite Participants.
| | 01:11 | Now nothing is actually going to happen
right now because this is just going to
| | 01:16 | give you the meeting URL.
| | 01:18 | If I click Compose e-mail though what
will happen is Connect will talk to your
| | 01:22 | e-mail client. It will fire it up and will
produce an e-mail with some information
| | 01:26 | in it including URL that you can then
address and send off to your participants.
| | 01:31 | What I'll typically do with this
myself though is, is just grab this,
| | 01:34 | right-click or Control+Click on the
Mac, copy it, and then paste it into an
| | 01:38 | email that I am composing myself.
| | 01:40 | But either way, inviting participants to
your meeting need be nothing really more
| | 01:45 | than copying down this URL and sending it out.
| | 01:48 | In fact because these meetings are
permanent and this URL is static, I can
| | 01:53 | actually put this on things like my
business card or in my e-mail signature.
| | 01:58 | Another thing to note is that the
Connect URL that is before the meeting name,
| | 02:03 | so everything before that right there,
is all stuff that is going to stay the same.
| | 02:08 | Now this happens to be a 30-day
trial, so it's kind of a long URL.
| | 02:11 | But yours might be you know your company
name .connect.com or something like that.
| | 02:17 | And what ends up happening is that you
begin to understand that you can refer to
| | 02:20 | your meeting as /timsmeeting,
or /companymeeting, or whatever.
| | 02:27 | In fact in my company when I use this,
we actually meet frequently using Connect
| | 02:31 | even though we're in the same building
because it's more convenient than leaving
| | 02:34 | our office and whatnot.
| | 02:35 | And so I'll call somebody up and I'll say,
hey Joe, meet me in /timothyp or meet
| | 02:40 | me in /companymeeting, or something like that.
| | 02:43 | We know to type the rest of the URL in,
type in the meeting, and bang, we're good to go.
| | 02:47 | So inviting people to your meeting
really needn't be a complicated affair.
| | 02:51 | It's just a matter of sending out the URL.
| | 02:54 | The URL is something that doesn't
change once you've created a meeting.
| | 02:57 | So it's actually a very convenient
way to create a consistent meeting space
| | 03:01 | that you can use.
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| Creating users on your Connect account| 00:00 | Some of the meetings that you host
will need to be private and controlled.
| | 00:03 | Meaning that you want to make sure
that you know who's in the room and
| | 00:07 | really not allow people who would be
inappropriate for the meeting to attend the meeting.
| | 00:11 | So to do this, what we are going to do
is create specific users on your Connect
| | 00:15 | account and then we are going to
attach them to the room by making them
| | 00:19 | participants in the meeting and then
protecting the meeting from anyone but
| | 00:23 | users that you've added.
| | 00:24 | So to get started, we will
go ahead and create a user.
| | 00:27 | That's an administrative task and to do so,
first I am going to click on Administration.
| | 00:33 | One point here. One of the reasons
that we created the 30-day trial to use
| | 00:37 | for this training, is because it gives you
full administrative access to your Connect trial.
| | 00:42 | Your corporate account may not allow
you access to these administrative tasks.
| | 00:47 | You may actually have to ask your Systems
Administrator in order to be able to do this.
| | 00:51 | So part of the reason that you'll want
to watch this training anyway is because
| | 00:55 | it will give you a sense of what you
need to ask for, if you need to create
| | 00:59 | users for the purpose of
creating a meeting that's private.
| | 01:02 | Now if you have administrative access,
you click on Administration button, click
| | 01:06 | on Users and Groups, and you
will go ahead and add a user.
| | 01:10 | Right now I only have myself as
a user in this Connect instance.
| | 01:15 | So I'll scroll down, because what
I want to do is create a new user.
| | 01:19 | I'll need to add some information.
| | 01:21 | So the user's name.
| | 01:31 | And we'll use Olivia's
email address for her username.
| | 01:44 | I don't need her phone number.
| | 01:45 | It's not a bad idea to put it in if I
know it, because then it's stored on the
| | 01:49 | system as information about her. Since
I don't need it for anything regarding
| | 01:53 | this training, I am just
going to go ahead and ignore this.
| | 01:56 | I am however going to give her a
password, and I'll use the password olive.
| | 02:04 | And I understand that olive is a pretty
easy password, meaning that it's not a
| | 02:08 | very secured password.
| | 02:10 | That's okay, because I just
want to use it to get started.
| | 02:13 | I'll scroll down here and I'm
going to select Prompt user to change
| | 02:16 | password after next login.
| | 02:18 | That will force Olivia to create her
own password after she gets the email that
| | 02:23 | Connect will send her from this setup.
| | 02:26 | Once I'm done, I'll go ahead and I am
just going to click Finish, because this
| | 02:30 | is all I need to do.
| | 02:31 | Connect will create a
user for Olivia Napolitano.
| | 02:34 | Her username will be olivia@
twotreesoliveoil.com, her password will be olive.
| | 02:40 | When I click Finish,
Connect will send her an email.
| | 02:44 | Now at this point she can use this
information to login to any meeting that I'm
| | 02:49 | giving her access to.
| | 02:50 | So the next step is to give
her access to the meeting.
| | 02:53 | So I'm going to go back up here to Meetings.
| | 02:55 | I have already created a
meeting, Tim's First Meeting.
| | 02:59 | So we're going to make this meeting
private and invite Olivia and only Olivia to it.
| | 03:04 | So we'll click on Tim's First Meeting
and I want to edit the information for
| | 03:08 | the meeting. So we will click on Edit
Information and I am going to scroll down
| | 03:14 | and right now the meeting is set so
that anyone who has the URL for the meeting
| | 03:18 | can enter the room.
| | 03:19 | What I want to do is protect
the room and make it private.
| | 03:22 | So I'm going to click on Only registered
users may enter the room (guest access is blocked).
| | 03:27 | Now I am going to scroll up because
we need to add a guest to the room.
| | 03:31 | So I'm going to click on Edit
Participants and this is where I'll go ahead and
| | 03:35 | add Olivia to the room as a
meeting participant. And there she is.
| | 03:39 | That's the account that I just created.
| | 03:41 | So we'll select her name, scroll down
again, and I am going to click on Add, and
| | 03:46 | all that does is it makes it so that
this room is a room that only Olivia
| | 03:51 | Napolitano and of course myself can enter.
| | 03:54 | If I want to add more participants,
well then of course I'll need to go ahead
| | 03:58 | and create more users on the system
and then add them to the room, but the
| | 04:01 | process is exactly the
same as I just showed you.
| | 04:04 | I'll do it over and over again, add them
to the room, and then only those people
| | 04:08 | are allowed into the room, because they
have the username and password that the
| | 04:12 | system is expecting for access to the room.
| | 04:15 | And that's all there is to it.
| | 04:16 | Creating a private room is very easy.
| | 04:18 | Create a user account, add them to
the room, and you'll be good to go.
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| Setting up audio: Voice over Internet Protocol (VoIP)| 00:01 | Any meeting that you hold
will likely require audio.
| | 00:03 | And although you can use the
telephone for the audio and then just use
| | 00:06 | Connect for the visuals, Connect has
an option built-in called Voice over IP
| | 00:12 | that you may want to use.
| | 00:13 | It's really handy especially in
situations where you have meeting
| | 00:16 | participants who can't tie up their
phone or they just don't want to use the
| | 00:20 | phone for whatever reason.
| | 00:22 | To use Voice over IP is very, very easy.
| | 00:25 | All you need to do is give yourself
access to the microphone, turn it on.
| | 00:29 | But if you want to encourage others
to be able to talk, then you'll want to
| | 00:33 | activate the microphone for them, and
that's what we're going to cover here
| | 00:36 | in this lesson.
| | 00:37 | So first off, I'll activate it for
myself and show you how that works because
| | 00:40 | it's incredibly easy.
| | 00:41 | Up here in the menu, you'll see a
little picture of a white microphone.
| | 00:45 | The fact that it's white means that
it's there and available, but it's not turned on.
| | 00:49 | To turn it on, I'll simply click it.
| | 00:52 | And once I've clicked the microphone,
I can tell that I'm speaking because there
| | 00:55 | are little waves emanating from the
microphone, sort of an indication of sound
| | 00:59 | going into the microphone I suppose.
| | 01:01 | If I want to turn my microphone off
because I'm done speaking, I can just
| | 01:04 | go ahead and mute it.
| | 01:05 | I could also do the same thing from the
pull-down menu here with the additional
| | 01:10 | capability of being able to
adjust the microphone's volume.
| | 01:13 | This is really handy because
microphones come in a wide variety of shapes and
| | 01:16 | sizes, some are cheap, some are expensive,
and all of them seem to have a little
| | 01:21 | bit of a different response
to the sound of your voice.
| | 01:25 | So by selecting Adjust Microphone
Volume, you'll be able to attenuate that
| | 01:29 | so that you're not either too quiet or
destroying the eardrums of your poor participants.
| | 01:35 | When you're using the microphone to
speak, it's handy to be able to present to
| | 01:38 | others this way, but if you want to
invite others into the process, then you may
| | 01:42 | need to take a couple of
steps to make that happen.
| | 01:44 | First off, if the people in your room
are simply participants in the room, they
| | 01:49 | may not have access to
the microphone right-away.
| | 01:52 | If you look down here at Olivia
Nepolitano, you can see that she's got a little
| | 01:56 | picture of a microphone right next to her name.
| | 01:58 | That indicates that she has rights to
the microphone and I can grant those very
| | 02:02 | easily to any participant
by hovering over their name.
| | 02:05 | And then in this case, I'll select
Disable Audio because you can see that she
| | 02:08 | had microphone rights. Or I can hover
over it if she doesn't have them and
| | 02:12 | then Enable Audio.
| | 02:14 | It's that simple.
| | 02:15 | However, if you have a meeting filled
with participants and it's really going
| | 02:19 | to be a collaborative session, it can
be quite cumbersome to have to go over
| | 02:23 | everybody's name, enable their
microphone separately, because A) you might
| | 02:26 | forget somebody, someone might come
in late, and frankly it's just an added
| | 02:31 | step that you shouldn't have to worry
about. And you don't. If I go up here to
| | 02:35 | the Audio menu, you can see that I
have the ability to add Microphone Rights
| | 02:40 | for Participants.
| | 02:41 | So I'll hover over that and click it.
| | 02:44 | Nothing will look like it changed here,
but anyone who now enters the room as a
| | 02:48 | guest, as a host, or as a presenter,
will have access to the microphone and they
| | 02:52 | can go ahead and use it.
| | 02:53 | So now we basically have an open
situation where anyone in the room can talk to
| | 02:58 | anyone else in the room.
| | 03:00 | And although that's very handy when
you have a group of people who will play
| | 03:03 | right, it can also be quite
cacophonous, especially if you have people with
| | 03:07 | barking dogs or crying babies or
ringing telephones in the background.
| | 03:12 | You may want to take a little bit of
control over that and you can do so.
| | 03:16 | Under the Audio menu, I'll select
Enable Single Speaker Mode which is there at
| | 03:20 | the bottom of the menu.
| | 03:22 | What that does is it sort of emulates
an in-person meeting where you have a
| | 03:26 | baton and you hand the baton around,
and the only person who can speak is the
| | 03:30 | person with the baton.
| | 03:32 | A lot of first-time groups have to do
that so that they don't cross-talk or
| | 03:35 | over-talk each other, and it just
provides a way to make sure that the person
| | 03:40 | who is speaking can actually be heard.
| | 03:42 | When I do that, and if you look carefully
next to my microphone, there's a little
| | 03:46 | star or an asterisk there.
| | 03:48 | That indicates that I'm in Single
Speaker Mode and what that means is that
| | 03:52 | because I have my microphone
activated, nobody else can speak.
| | 03:56 | Now if I turn my microphone off
for a second and Olivia activates her
| | 04:01 | microphone, so I'll go ahead and
I'll do that, when she activates her
| | 04:06 | microphone, you'll see that
my microphone will gray out.
| | 04:08 | And that means that I can't in any way
click on the microphone to start talking.
| | 04:13 | So she is going to go
ahead and activate her mic.
| | 04:16 | And once she does, you can see
that my microphone is grayed out.
| | 04:19 | I can click on it all I
want but nothing will happen.
| | 04:21 | In fact, if I look carefully, I can
see that it says Microphone unavailable
| | 04:25 | at this time, Single speaker mode is ON.
| | 04:28 | Now this can have its own set of frustrations.
| | 04:30 | If say Olivia got up and walked away
from the computer and left her microphone on,
| | 04:34 | we wouldn't be able to use
the solution to talk anymore.
| | 04:38 | But I have a level of control over that too.
| | 04:41 | As a host in the room, I can hover
over the Audio menu, I can click, and I can
| | 04:45 | simply select Release Mic From Speaker.
| | 04:48 | That pulls the Single Speaker Mode
away from Olivia, making it available to me
| | 04:52 | and to anyone else who might want to use it.
| | 04:54 | That's really, really handy, especially
in first-time meetings when people might
| | 04:59 | not realize that the conversation
they're having is being heard through the
| | 05:03 | microphone and creating significant distraction.
| | 05:06 | Now all of this stuff is wonderful,
but I have to say using the computer as
| | 05:10 | a way to talk from one person to another, if
you're over the age of 20, is somewhat new.
| | 05:16 | And so what you might want to do is to
help people to prepare their system for this.
| | 05:21 | I'll also add that even though you can
have them prepare their system for this,
| | 05:25 | they may not have experience with it.
| | 05:26 | And so it's not a good idea for your
very first meeting to sort of whip this out
| | 05:30 | on everybody and expect
them to be able to use it.
| | 05:32 | It might not be a bad idea
to set up a practice session.
| | 05:35 | And during that practice session, the
first thing that you'll want to do is
| | 05:39 | introduce people to something
called the Audio Setup Wizard.
| | 05:42 | The Audio Setup Wizard is
found under the Meeting menu.
| | 05:45 | It allows you to basically walkthrough
your system's Audio Settings to make sure
| | 05:51 | that they're appropriate
for using Voice over IP.
| | 05:54 | And all you need to do is follow the
instructions on screen. Click the Next button.
| | 05:58 | You could play a sound to hear how
your computer speakers are sounding.
| | 06:02 | You can click on Next to make sure that
in this case you have a microphone set up
| | 06:06 | and you can choose the right microphone.
| | 06:10 | And then to make sure that Connect can
actually hear you, you can click on Record.
| | 06:14 | And what you're looking for is the
Sound Indicator to go back and forth.
| | 06:18 | That means that it's hearing you.
| | 06:19 | And you want to see that you're not
always all blue or always a little bit of blue.
| | 06:25 | that gives you an indication of level.
| | 06:28 | And then last but not least,
it's a good idea to Test Silence.
| | 06:31 | This establishes something called room tone.
| | 06:34 | What that does is it just makes sure
that Connect hears what the room sounds
| | 06:37 | like without you speaking
and it can filter it out.
| | 06:40 | When all is said and done, you can look
at the information here to see the
| | 06:43 | volume level or whatever.
| | 06:45 | But basically, click Finish and then
Connect will be set up so that it can use
| | 06:50 | the microphone and speakers correctly.
| | 06:52 | Now one final note that I want to
throw in here, if you're allowing people to
| | 06:56 | speak and you yourself are preparing
or you don't want to hear them speaking,
| | 07:00 | you can always turn your own speaker off
by simply clicking the little speaker icon.
| | 07:05 | That gives people the ability to chat
without you having to be distracted by
| | 07:09 | it as you're setting up a part of the
presentation or doing something other than
| | 07:13 | listening to the participants as they speak.
| | 07:16 | So there you have it!
| | 07:16 | You can use Adobe Connect as a way to
allow people into your meeting to hear
| | 07:21 | you, but also as a way to allow
people to fully participate in the meeting,
| | 07:25 | and with just a little bit of
configuration, they'll have a really good
| | 07:28 | experience while doing so.
| | Collapse this transcript |
| Setting up audio: Universal Voice (POTS)| 00:00 | Most of the time if I have access to a
telephone conference call utility,
| | 00:03 | I'm going to use that instead
of Connect's Voice over IP.
| | 00:07 | Nothing against Voice over IP but
people generally know how to use a telephone
| | 00:11 | and Voice over IP, especially
for an older crowd, is kind of new.
| | 00:15 | However, it's a rare meeting where you
have more than 5 or 10 participants that
| | 00:20 | everybody can do the exact same thing.
| | 00:23 | In other words, you might have some
people that need to use Voice over IP
| | 00:26 | because they don't have access to a
phone, or you might have some people that are
| | 00:30 | in an open office and have to use
the phone and cannot use Voice over IP.
| | 00:35 | If you have a mix of those people and you
have a conference call utility, you're in luck.
| | 00:40 | Connect has a really wonderful tool
called Universal Voice that you can
| | 00:44 | configure and use with your meeting to
allow both Voice over IP and people using
| | 00:49 | the telephone to attend your
meeting and participate with audio.
| | 00:53 | There are a couple of steps involved
here and the first step is actually to edit
| | 00:57 | your profile a little bit.
| | 00:59 | So I'm looking at my Adobe Connect
dashboard and under My Profile I'm going to
| | 01:04 | find some configurations including My
Audio Profiles and My Audio Providers and
| | 01:10 | the first step to this process
is to configure an Audio Provider.
| | 01:14 | So I am going to go ahead and click on that.
| | 01:16 | Your Audio Provider is nothing more than
a conference call utility that you use.
| | 01:19 | It doesn't necessarily have
anything to do with Connect.
| | 01:22 | What we are going to do is we're going
to set it up so that Connect can call
| | 01:25 | into your audio conference provider.
| | 01:28 | So we'll start by selecting New
Provider. We will give the provider a name.
| | 01:40 | I'll call it My Audio Conference Utility.
| | 01:42 | Obviously, you want to name it after
the provider that you are choosing.
| | 01:45 | And the reason you might have
several is because you might be billing the
| | 01:48 | audio minutes to whatever group you're
presenting to based on the meeting the you are holding.
| | 01:53 | So I'm going to enable this, and if I
had a URL that gave me information about
| | 01:58 | the audio provider's setup,
I can put that in here.
| | 02:00 | I am going to skip that here.
| | 02:01 | But I do have to add a dial-in number.
| | 02:03 | So let me scroll down here a little bit.
| | 02:05 | I am actually going to
scroll down in the browser.
| | 02:07 | The dial-in number is just a
display number that you use for this
| | 02:11 | particular provider.
| | 02:12 | It's a way that you can have Connect help you
if you need to dial manually for some reason.
| | 02:17 | So the Location I am just going to
type is Ventura. The Number is the number
| | 02:25 | of the audio provider.
| | 02:33 | Now, if you look down here, it
says that the Dial-In Numbers are for display only.
| | 02:38 | The numbers in the Dial-In Steps below
is where the rubber really meets the road.
| | 02:42 | Although you do have to
put the number in up here,
| | 02:44 | we're going to put it in again down here.
| | 02:46 | Yes, it's a little redundant,
but it's necessary for several
| | 02:49 | administrative reasons.
| | 02:50 | So down here is where we're really going
to configure Connect to be able to dial
| | 02:54 | in to an audio conference.
| | 02:56 | So we'll add a step and the first
step is to have Connect dial the number.
| | 03:00 | It's going to be a conference number.
| | 03:02 | We can label it anything we want.
| | 03:07 | Call it Main Number.
| | 03:09 | And then here is the number.
| | 03:16 | This number doesn't have to be anything special.
| | 03:19 | It's the same phone number you
would use if you were going to dial this
| | 03:22 | conference call using a telephone.
| | 03:24 | Next, I want to add a little bit of a pause.
| | 03:27 | Once the number has been dialed, I
want this system to just wait gently until
| | 03:31 | the system picks up.
| | 03:32 | So instead of having another
Conference Number, I'm going to add a Delay.
| | 03:36 | We will just call it Pause and we
will have it wait for maybe a second.
| | 03:43 | The delay is in
milliseconds, so I will type 1000.
| | 03:46 | That will give me a second.
| | 03:48 | The next step is to enter
the conference call ID or code.
| | 03:53 | So instead of Conference
Number, I'm going to choose DTMF.
| | 03:57 | That's essentially going to have
Connect enter the code as if it were punching
| | 04:02 | them in on a phone's keypad.
| | 04:04 | Label this and then we'll add the code.
| | 04:08 | Now the code that you add is really up to you.
| | 04:11 | Most conference call utilities
have a guest code and a host code.
| | 04:16 | I will almost always use the host code
because when I start the conference and
| | 04:21 | it dials into the Conference Call
utility, I want it to activate the conference
| | 04:26 | call as if it were the host dialing in.
| | 04:28 | If for some reason you were using
somebody else's conference utility and you
| | 04:32 | only had the guest code,
you could still put that in.
| | 04:34 | But remember that the host would actually have
to join the call in order for the call to work.
| | 04:39 | Finally, I am going to add
a Pause and a pound sign.
| | 04:43 | So first I will add the Pause and
this time I will choose three seconds and
| | 04:53 | then the pound sign.
| | 04:55 | Most conference call utilities require
a hash sign or a star sign or something
| | 05:00 | like that after you've typed in the
code, so that it knows you're done.
| | 05:07 | Label it pound sign and actually have
it punch the pound sign and there we go.
| | 05:12 | Now, before I do anything else, I want
to test this to make sure that it's going
| | 05:15 | to work and I can test the
dial-in steps right here.
| | 05:18 | When I push this button, Connect is
actually going to call up the conference
| | 05:21 | call utility and I just want to
listen to make sure that it's doing what I
| | 05:24 | would expect it to do.
| | 05:25 | So I will click the button.
| | 05:29 | (Female speaker: Please enter your conference?
We're connecting you to your conference.)
| | 05:34 | (You are the first party. You are going the call as the
host. You may touch #0 at any time for conference help.)
| | 05:45 | And there, that's pretty much what I expected.
| | 05:47 | So I know that I'm connected to the conference.
| | 05:49 | So I'm going to go ahead and just
close this, scroll up, and I am going to
| | 05:55 | scroll up in my browser window because
this is a mistake that I have made a few
| | 05:58 | times and I want to help you prevent it.
| | 06:00 | Before you do anything else, make sure
you click Save because if you don't save this,
| | 06:05 | then the next step won't work,
because you won't have an audio provider to use.
| | 06:09 | So click on Save.
| | 06:11 | Now it's been saved. Okay.
| | 06:13 | Step two.
| | 06:14 | Now I need to configure an Audio
Profile based on this provider.
| | 06:18 | It's going to seem a little funny to
do this twice and basically to create a
| | 06:23 | profile that just uses that one
provider, but again, there are administrative
| | 06:27 | reasons that Connect
breaks this into two pieces.
| | 06:30 | For our purposes, it's basically going
to be one thing but you still have to
| | 06:34 | configure it this way.
| | 06:35 | So we've set up our provider.
| | 06:37 | I'm going to go ahead and
create a new audio profile.
| | 06:40 | I'm going to choose my provider.
| | 06:42 | I am going to give the
profile a name and click Save.
| | 06:54 | So now I'm configured.
| | 06:56 | The next step is to apply this to a meeting.
| | 06:59 | So what I am going to do is jump over
here to the Home screen and I can either
| | 07:05 | create a new meeting or
configure an existing meeting.
| | 07:08 | So I'll go ahead and configure
an existing meeting to use this.
| | 07:12 | Edit the Meeting's Information
and I am going to scroll down.
| | 07:18 | And if you remember from the first
time I showed you how to create a meeting,
| | 07:22 | there were really only two
Audio Conference options.
| | 07:25 | Don't include any audio
conference with this meeting.
| | 07:28 | That's what you would do if you only
wanted to use VoIP. Or include other audio
| | 07:32 | conferencing with this meeting.
| | 07:34 | That's where you would just type the
number in and people would have to take
| | 07:37 | that information and dial it themselves.
| | 07:39 | But now we have a third option here.
| | 07:41 | Include this audio conference with this meeting.
| | 07:43 | Because my profile has an audio conference
profile in it, I can choose it. So I'll select it.
| | 07:50 | If I had more than one, I
could choose from among them.
| | 07:54 | I only have one, so it's going to be chosen.
| | 07:56 | Once I've set that for the meeting,
we will go ahead and save this.
| | 08:02 | So now to test it, all I am
going to do is jump into the room.
| | 08:05 | I will click on the room's
URL. Connect will launch.
| | 08:09 | It will open the room and it will
start the audio conference, connect to the
| | 08:14 | Bridge, and now I'm broadcasting audio.
| | 08:18 | So my participant, Olivia, is going
to go ahead and join the meeting.
| | 08:22 | And there I can hear that Olivia has
joined the meeting via telephone and
| | 08:26 | then all she needs to do is go ahead
and jump into the meeting room itself
| | 08:29 | and she is good to go.
| | 08:30 | Of course, she or anyone else could
also join via Voice over IP if they wanted to,
| | 08:35 | but either way anyone is able
to participate in the meeting both by
| | 08:39 | watching what's going on, on screen,
and hearing and talking using Voice over
| | 08:42 | IP or the telephone.
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|
|
3. Touring Adobe ConnectMeeting the pods| 00:00 | The main toolset that you'll have in your
meeting room is a set of things called pods.
| | 00:05 | We're going to take a look at the
pods as a general objects so that you
| | 00:08 | can understand how they worked in the
meeting room and how they can serve your needs.
| | 00:11 | So to get started we'll go ahead
and jump into the meeting room.
| | 00:16 | We'll go into Tim's First Meeting.
| | 00:18 | You can go into whatever meeting
you created and here is your URL.
| | 00:23 | Connect will open up, bring you into
the meeting room, and in this default
| | 00:28 | template created by your 30 day
trial, there are four pods that are pretty
| | 00:32 | commonly used pods and that's
why Adobe put them here for you.
| | 00:36 | So we'll start by understanding these and
then we'll move onto the rest of the pods.
| | 00:41 | The first is the Share pod, probably the most
common pod you'll use during a Connect meeting.
| | 00:46 | It holds content that you
want to present to your audience.
| | 00:49 | The next most common pod is the Chat pod.
| | 00:53 | The Chat pod is a tool for allowing
your audience to chat with one another and
| | 00:57 | you in a way that's very
similar to instant messaging.
| | 01:01 | The Attendees pod allows you to see who
is in the room and it's a very helpful pod.
| | 01:06 | You can see the people who are in the
room as host presenters and participants.
| | 01:10 | These are all topics that we'll cover
later, but the Attendee pod is a pod
| | 01:13 | that I rarely hide.
| | 01:15 | Then finally in this layout we have
this thing called the Video pod, which is
| | 01:19 | actually a way for you to share your web camera.
| | 01:22 | Now I don't actually use this a lot
with meetings, but it's one of the
| | 01:26 | functions that a lot of people like about
Connect and so that's why it's here as a default.
| | 01:30 | The good news is that pods are configurable.
| | 01:33 | If I don't like this particular layout
of pods, I can start to move them around
| | 01:37 | and every pod works pretty
much exactly the same way.
| | 01:40 | If I want to change the pod size all I
need to do is hover over one of the edges
| | 01:44 | of the pod and I can click-
and-drag to change its size.
| | 01:47 | If there is a pod that I don't want in
the room, for example, in this case I
| | 01:51 | don't want the Video pod, I can click
on its Pod Options and choose to hide it
| | 01:56 | and that will put the pod away.
| | 01:58 | Among the other pods that I have
access to are pods that I can find up here
| | 02:03 | under the Pods menu.
| | 02:04 | For example, I may want a Notes pod.
| | 02:07 | So we'll go ahead and add a new Notes pod.
| | 02:09 | And you can see that Connect tries to
fill in the biggest empty space that
| | 02:13 | you've given it with the pod,
but of course I can change that.
| | 02:16 | So if I want the note to fit up here all
I need to do is resize it a little bit.
| | 02:22 | We'll drag it over here to the side
and I even get these nice little helpful
| | 02:25 | lines that help me to align the pods
so I can create a nice tight layout.
| | 02:31 | We'll resize this pod just a little bit more.
| | 02:34 | Now the Notes pod does what you might expect.
It allows me to put notes into the room.
| | 02:38 | I also have a File Share pod.
| | 02:43 | We'll add that and this
just allows me to share files.
| | 02:49 | I have a Web Links pod which allows me
to, as you might guess, share web links.
| | 02:54 | So if I have a URL that I'd like to share
with my audience, I can go ahead and do so.
| | 02:59 | Finally, I have the Poll pod.
| | 03:02 | We'll select Add New Poll.
| | 03:04 | This allows me to take a poll of the
audience or create a quiz or do a variety
| | 03:09 | of things around gathering
information from my audience.
| | 03:12 | Now again we're going to cover the
specifics of each of these pods later and
| | 03:16 | some of the pods that we might not have
already seen here, but I just wanted to
| | 03:20 | show you that a meeting room is
basically a configuration of these pods that you
| | 03:25 | can set up however you like for your purposes.
| | 03:28 | You can hide particular pods, you can
show particular pods, and you can even
| | 03:31 | create multiples of each given pod so
that you can set the meeting room up for
| | 03:36 | whatever purpose you have for your
meeting as opposed to having to do what Adobe
| | 03:40 | thought you might want to do
by creating the default layout.
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| Managing the pods| 00:00 | There are some general management
things that you can do with your pods to
| | 00:03 | make your meetings run more smoothly
and make it easier for you to work with
| | 00:07 | the content in the pod.
| | 00:08 | So for example, I've shown you
that you can hide a particular pod.
| | 00:12 | We will go ahead and hide the pod here.
| | 00:14 | And then if I want to bring that pod
back I can go and select Pods > Share, and
| | 00:18 | I can add a new share or in this case
I'm going to select Share 1, which is
| | 00:22 | actually that pod, and that brings the pod back.
| | 00:25 | However, on the other hand, if I want
to maximize what I'm showing you inside
| | 00:29 | the Share pod, I can select Maximize and
what it does is it hides the other pods
| | 00:35 | and fills all of the available
meeting space with this content.
| | 00:39 | That's very handy, because it's much
faster to do that and then restore it, then
| | 00:44 | it is to hover or the edge and drag it
yourself and then manually put it back.
| | 00:50 | The Maximize feature is something that
I use quite frequently when presenting
| | 00:53 | information in a Share pod.
| | 00:55 | There is another thing that you can do
with a pod, though it's not necessarily
| | 00:58 | obvious and it's very very useful.
| | 01:00 | I'm going over here to the Notes pod
and I'm just going to type something and
| | 01:04 | I'm going to type a phone number, 555-555-5555.
| | 01:09 | This might be information that I want to
show many times throughout the meeting,
| | 01:14 | or I might even want a show in other
meetings that I'm using this room for.
| | 01:19 | Instead of having to remember to type
that each time and even have to remember
| | 01:22 | the details that I want to type, what
I can do is with a pod that has some
| | 01:26 | content in it, I'm going to double click
on its name and I'm going to rename it.
| | 01:34 | And we will call this note pod The Phone Number.
| | 01:37 | Now I'll hide this pod and at some
point in the future when I want to show that
| | 01:43 | phone number, all I need to do is go
back to the Pods menu and under the Notes
| | 01:48 | option in the Pods menu I'll see that
The Phone Number is now an option there
| | 01:52 | and I can select it and
Connect will put it back.
| | 01:56 | Renaming is something that I can do to
any pod and what it allows me to do is to
| | 02:00 | have multiple pods containing different
types of information and bring those up
| | 02:05 | as necessary very, very quickly, as
opposed to having to try and remember wait,
| | 02:09 | was it that Weblinks 3 or Weblinks
4 that had the information in it.
| | 02:14 | Instead I can rename the pod and
and put web links in this pod that
| | 02:20 | represent resources.
| | 02:22 | I might have another set of web links
that are for further reading or whatever.
| | 02:26 | Renaming the pods is something that
makes your meetings go much much more
| | 02:30 | smoothly because it's going to be much
faster for you to bring content found
| | 02:34 | with in a pod onto the screen for your audience.
| | 02:37 | Now, at some point you may decide that
you want to get rid of a particular pod.
| | 02:41 | Perhaps this phone number's no longer
valid and so you'd like to remove it and
| | 02:46 | the pod that goes with it.
| | 02:47 | So of course I can always just come in
and retype the phone number here, but if
| | 02:51 | I want to delete it completely what
I'll do is select Pods > Manage Pods.
| | 02:57 | That'll bring up the Manage Pods dialog
box and to sort the pods by type, I'll
| | 03:03 | click on Type and I'll
scroll down until I see notes.
| | 03:07 | I'm looking for the Notes phone
number pod and I can click Delete.
| | 03:12 | That pod disappears both from the
screen but also from the list of pods that
| | 03:18 | Connect is remembering on the backend.
| | 03:20 | In fact, if there are a series of pods
that are being used, I can select Unused
| | 03:25 | Pods and delete all of them all at once.
| | 03:28 | And that's not a bad way to go if you
got a meeting that you've used for several
| | 03:32 | different purposes and you want to
do a little bit of house cleaning.
| | 03:35 | It's a good idea to come in and manage
your pods to get rid of them, because
| | 03:38 | it makes it easier then when you go to the
Pods menu and choose a particular pod type.
| | 03:43 | You are not going to see a long list of
irrelevant pods that might be confusing
| | 03:48 | or you might not understand which exact
pod you're supposed to use for the given
| | 03:52 | purpose that you have.
| | 03:53 | So by using these management
techniques you going to make your meetings much
| | 03:58 | smoother, much cleaner, and much
easier because it will be faster for you to
| | 04:02 | grab specific information
and show it to your audience.
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| Creating and managing layouts| 00:00 | One of the things that I really
love about Connect is its flexibility.
| | 00:04 | You can set up a meeting room to look
any way that you want it to look with any
| | 00:07 | number of pods that you want for
whatever your purpose may happened to be.
| | 00:12 | In fact, when you have a meeting room
set up, you can actually on-the-fly, move
| | 00:16 | pods around, and resize them to
meet the needs that you might have.
| | 00:20 | However, it's not a good idea while the
meeting is in session to do this kind of
| | 00:24 | thing, especially in a larger one-to-
many meeting, because it creates a lack of
| | 00:29 | focus and that has two problems.
| | 00:31 | One, it's a problem for you.
| | 00:32 | It takes you away from your content,
but more importantly it creates an
| | 00:37 | opportunity for your audience to go off
and update their email or update their
| | 00:41 | Facebook status or do whatever it is
that they might want to do if while you're
| | 00:45 | not talking you created some dead air.
| | 00:48 | In order to prevent this, you'll
want to use something called layouts.
| | 00:52 | What layouts allow you to do is to
pre-configure a screen full of these
| | 00:56 | pods ahead of time.
| | 00:58 | Instead of actually moving the pods
around in front of your audience, you're
| | 01:01 | going to be able to simply select from
among your layouts the one that you want
| | 01:05 | for that particular part of the meeting,
Connect will very quickly reconfigure
| | 01:09 | things for you, so that you don't lose
focus and your audience doesn't have that
| | 01:12 | opportunity to leave.
| | 01:14 | To start working with layouts all
you need to do is go up here to the
| | 01:17 | Layouts menu and click and you can
see that there are four layouts here
| | 01:21 | available to you.
| | 01:22 | Now these are just default layouts
that are kind of in place as maybe an
| | 01:26 | inspiration for you to
understand how you can use them.
| | 01:28 | But of course, you can create your own
layouts by simply selecting Create New Layout.
| | 01:33 | What we're going to do in this lesson
is use this not only as a way to provide
| | 01:37 | some convenience so that we don't have
to do this on the fly, but we're also
| | 01:41 | going to use this as a way to create a
nice crisp professional meeting and flow
| | 01:46 | so that you keep your audience's
attention and you actually can keep yourself
| | 01:50 | on track using them.
| | 01:51 | So first off, we'll start by simply
selecting Create New Layout and you can
| | 01:55 | choose either to Duplicate an existing
layout, by choosing it from among the
| | 01:59 | options here, or Create a new blank layout.
| | 02:02 | We'll go ahead and create a new
blank layout and we can name it.
| | 02:08 | I'm going to create an Introduction
layout. That's the layout that I want
| | 02:11 | everyone to come into the
room and see immediately.
| | 02:14 | So we'll click OK, and because I created
a new blank layout there is nothing in it.
| | 02:18 | So let's go ahead and
set it up for that purpose.
| | 02:21 | I'll select Pods. One of the first
things that I want is an Attendee List.
| | 02:24 | That sort of emulates in
a real in-person meeting
| | 02:27 | what happens when people come into the
room. They start milling around and look
| | 02:30 | to see who is there.
| | 02:32 | Now they will also probably want to
chat with one another, so we'll add a Chat
| | 02:35 | pod, and I'll resize that, and that
gives everybody the ability to say, Hi Bill!
| | 02:42 | Hi Susan! How you're doing?
| | 02:43 | How was your weekend?
| | 02:44 | How are the kids, whatever.
| | 02:46 | And then finally in this Introduction
layout I'm simply going to add a Notes pod.
| | 02:49 | Resize that.
| | 02:52 | In the Note pod in an Introduction
layout I'll probably have something to
| | 02:56 | welcome the audience and maybe give
them a little bit of information about
| | 02:59 | what's going to happen next. And if I want I
can even increase the size, make it nice and big.
| | 03:11 | We'll bold it and make it green
to give it that welcoming feel.
| | 03:16 | Now this Notes pod is something I
might actually use in other places and in
| | 03:20 | other layouts, and that's
one of the wonderful things.
| | 03:22 | I can use pods in any given
layout in any combination that I want.
| | 03:27 | Putting a pod in one layout doesn't
mean I can't use it somewhere else.
| | 03:31 | As a best practice though, when I start
doing that it's a good idea to rename my
| | 03:35 | pods so that I can find them
quickly when building my layout.
| | 03:38 | So what I'm going to do is double-click
on Notes 5 and I'm going to change this
| | 03:43 | so that it says Welcome.
| | 03:46 | Now notice when I do that, I'm
going to go ahead and hide the pod.
| | 03:49 | If I want to add this pod to any layout,
all I need to do is select Pods>Notes
| | 03:56 | and you can see that I
have the Welcome pod here.
| | 03:59 | I'll actually choose from
among them the one that I want.
| | 04:03 | It's also a good idea as a best
practice not to have several pods with the same
| | 04:07 | name, because that can become confusing to you.
| | 04:10 | But either way, once you have a
particular layout set up, then you can use
| | 04:14 | it over-and-over again, because you can
just simply select it from your list of layouts.
| | 04:17 | So if I'm sharing and I want to move
quickly to the Introduction layout that
| | 04:22 | I've just created, I can choose it
from the list and you can see that Connect
| | 04:27 | very quickly resets the room so that
the particular configuration of pods is
| | 04:32 | available and that's how I can use it
as a way not only to make it convenient
| | 04:37 | for me but also to
create a structure and a flow.
| | 04:40 | But there is another step here that I
want to offer as a best practice, and that
| | 04:44 | is when you're building your layouts
don't just kind of create random layouts;
| | 04:48 | create an order and a structure and
a flow for your meeting with layouts.
| | 04:52 | You can see that there is an order of
the layouts here in the menu and I can
| | 04:57 | actually adjust this order using the
Manage Layouts feature here by selecting a
| | 05:02 | particular layout, moving it in the list,
and I can rename the layout if I choose to.
| | 05:08 | However, I rarely use the Manage
Layouts feature anymore, so I'll go ahead and
| | 05:12 | click Done, because there is another
way to do this that really enhances the
| | 05:16 | usefulness of this tool.
| | 05:18 | I'm going to go ahead and select Layouts
and I'm going to choose the Open Layout Bar.
| | 05:23 | Now you may have actually noticed that
when you first got started with Connect,
| | 05:26 | this Layout Bar was available to you.
| | 05:29 | I closed it so that I could kind of show
you how it's used as an introduction to
| | 05:33 | the concept of layouts.
| | 05:35 | And if you don't like the Layouts Bar
you can always remove it by clicking the
| | 05:39 | little close button there.
| | 05:40 | But frankly it's so important that I
use it with every meeting that I run.
| | 05:44 | So we'll go ahead and open it
back up, and I always leave it there.
| | 05:47 | Now what the Layouts Bar does at
first is it gives you click button access
| | 05:50 | to your layouts.
| | 05:51 | So if we want to jump to the Video layout,
I can jump to the Collaborate layout,
| | 05:55 | I can jump to the Sharing layout, etcetera.
| | 05:58 | And because the layout is
highlighted in blue, it's easy for me to tell
| | 06:02 | which layout I'm in.
| | 06:04 | By the way, I can also tell by
looking up here in the meeting name.
| | 06:07 | In parentheses that also
tells me what layout I'm in.
| | 06:10 | So if I don't want to invest the
screen real estate in the Layouts Bar I can
| | 06:13 | still see it up here.
| | 06:16 | But it's not just about click button
access to the layouts that makes this
| | 06:19 | important, it also gives me some abilities
to edit these layouts and to work with them.
| | 06:25 | So first off, I'm going to move
introduction to the top, because frankly
| | 06:28 | you're not generally going to have
your introduction as the fourth thing that
| | 06:32 | you do during the meeting.
| | 06:32 | So I'm going to click on it and drag it
straight up, and that's a very quick way
| | 06:35 | that I can adjust the order
of the layouts in my room.
| | 06:39 | I can also rename the layouts by simply
double-clicking on the layout name and
| | 06:43 | I'm going to change the name from
Introduction to Intro. And after Intro I'm
| | 06:48 | going to add the number 10 in
parentheses, and then just hit Enter.
| | 06:52 | The reason I've done that is because
that allows me to set a timeframe for
| | 06:56 | each layout and that is a great way to make
sure that you stay on track during your meeting.
| | 07:01 | I know that the Intro section of
the meeting should last 10 minutes.
| | 07:06 | So if I'm using this as a generic
meeting that may start at 10 o'clock or may
| | 07:09 | start at 3 o'clock I know that after 10
minutes I need to move on from the Intro
| | 07:13 | if I'm to stay on track.
| | 07:15 | Now if it's a meeting that I always
hold at 10 o'clock I can even double-click
| | 07:18 | here and change it from 10, indicating
10 minutes, to 10:10 to indicate that the
| | 07:25 | Intro section is to only last until 10 after 10.
| | 07:28 | Now I'm going to need to double-
click this and back it up a little bit
| | 07:33 | because the size of the information
in the name may get cut off because of
| | 07:39 | the size of the bar.
| | 07:40 | And I really can't change that and
make it wider. But there is another way
| | 07:44 | that I use this as well.
| | 07:46 | If I'm having other people help me with
the presentation I'm actually going to
| | 07:50 | create a layout for them and name it,
and that way they can keep an eye on when
| | 07:54 | they're supposed to come up, but also
they can set up their layout however they
| | 07:57 | want to without having any impact
whatsoever on my meeting, as long as they do
| | 08:01 | it ahead of time.
| | 08:02 | Of course, if you click on a layout
during the meeting you'll send everyone
| | 08:05 | to that layout.
| | 08:06 | But let me show you how I can very
quickly do that right here from the Layouts Bar.
| | 08:09 | First off, I'm going to click on the
little plus sign to add a layout and
| | 08:13 | let's say that I'm going to create a
layout that Olivia Napolitano was going to use.
| | 08:17 | Well, I'm going to duplicate the
existing layout because she wants to use
| | 08:20 | this same layout.
| | 08:21 | I'm going to name it with her name,
click OK, and then I can see that the time
| | 08:28 | is cut off, so I'm just going to double
-click on the name, shorten it up. Ol.
| | 08:34 | I know that's Olivia,
that's the time at which she needs to
| | 08:38 | hand-control back to me, because
she is going to speak right after the
| | 08:41 | Introduction. I'm going to move the
layout right up there in the stacking
| | 08:44 | order and we're good to go.
| | 08:46 | Now the final thing that I might want to
do to adjust these layouts is to remove one.
| | 08:50 | Well, you can see that when I hover
over a layout I get a little X. I can click
| | 08:53 | to delete the layout and that
will make the layout go away.
| | 08:57 | Now remember, by removing a layout I haven't
actually had any impact on any of the pods.
| | 09:02 | They are just not visible because that
layout isn't available. But if I want to
| | 09:05 | use a pod that I created for that
layout it will appear for me under the Pods
| | 09:09 | menu and that's why it's such a good
idea to rename your pods because it will be
| | 09:13 | easy to discover what pod it is that I
want to bring back into a layout that I
| | 09:17 | might have accidentally
removed by deleting a layout.
| | 09:21 | So there you've it.
| | 09:22 | Layouts are incredibly valuable. Not
only do they allow you to set your room up
| | 09:26 | ahead of time, to really get yourself
nice and prepared for your meeting, so
| | 09:29 | that you can focus on your content,
but they give you a nice tool to help you
| | 09:34 | move through the meeting in an orderly
fashion and to keep the meeting on track
| | 09:39 | and allow everybody who is presenting
in the meeting to understand when it's
| | 09:43 | their turn to speak.
| | 09:44 | And because of that, you can take full
advantage of the flexibility that Connect
| | 09:47 | has to offer without losing some of the
professional appeal that you get from a
| | 09:51 | nice, crisp, well-run meeting.
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| Preparing mode| 00:00 | If you've ever been in a real in-person
presentation with somebody and left your
| | 00:05 | notes or even your drink at the podium,
you'll know what this next feature is
| | 00:09 | good for automatically.
| | 00:11 | It's called Preparing Mode and what it
allows you to do is to work behind the
| | 00:14 | scenes without having any effect
on what the audience is seeing.
| | 00:18 | Nor will you be messing with somebody
else's presentation as they're working.
| | 00:22 | So in this case, if Olivia Nepolitano
were presenting some information and I
| | 00:27 | realized that I needed to fix something
in the Sharing layout for myself. When I
| | 00:31 | click on the Sharing layout button or
if I were to select it from the Layouts
| | 00:35 | menu, I've just taken the entire audience there.
| | 00:38 | So that's not only going to distract
Olivia, it's probably going to throw her
| | 00:42 | off her game and she is not
going to like that very much.
| | 00:44 | Now of course all she needs to do
is jump back to that layout, but it
| | 00:48 | will certainly take away from the
effectiveness and the professionalism
| | 00:52 | of your presentation.
| | 00:54 | So what we're going to do instead is
use Preparing Mode to allow me to access
| | 00:58 | the meeting behind the scenes while
Olivia is continuing with her presentation.
| | 01:03 | To access Preparing Mode, what I'm
going to do is from the Layouts Bar here on
| | 01:07 | the right-hand side, which I'll remind
you if it's not showing or closed like
| | 01:11 | this, all you need to do is select
from the Layouts menu Open Layout Bar.
| | 01:16 | And then at the bottom of the Layout
Bar on the right there is a little icon
| | 01:20 | that looks like a wrench and a
screwdriver, and when you hover over it, it
| | 01:24 | says Prepare Layouts.
| | 01:25 | So if you click that, that
puts you into Prepare Mode.
| | 01:29 | Now Prepare Mode means that you can
do things to the room in other layouts
| | 01:34 | without affecting the presentation.
| | 01:36 | So first off, notice what you're
seeing here, because the visual indicator is
| | 01:41 | very important to keep track of.
| | 01:43 | First off, there is a big yellow
border around the layout that you're looking at,
| | 01:47 | and that's an indication
that you're in Prepare Mode.
| | 01:50 | Also the blue layout here in the
Layouts Bar is the layout that's being
| | 01:55 | presented to the audience.
| | 01:56 | So you still don't want to mess with
this because what you do here will be
| | 01:59 | visible to the audience.
| | 02:01 | However, if I wanted to come down here
to the Sharing layout and do something
| | 02:05 | here, all I need to do is select it.
| | 02:08 | I'll get the yellow and black border
around the icon for the layout and I get
| | 02:12 | the big yellow border here which allows
me to know that I'm in Preparing Mode.
| | 02:17 | So now I could do things like upload
files into the File Share Pod or upload
| | 02:21 | Web links or even upload content into
my Share Pod here without affecting what
| | 02:25 | Olivia is doing.
| | 02:27 | Now I don't recommend this as a best practice.
| | 02:28 | it's certainly a very good idea to
prepare your layouts ahead of time.
| | 02:32 | But look, I know that you can't prepare
for every contingency. You might decide
| | 02:36 | that you're going to show something
different based on some response to
| | 02:39 | Olivia's presentation.
| | 02:41 | So when you're in Preparing Mode, you can go
ahead to your layouts, you can work with them.
| | 02:45 | in fact frankly, you could create new
layouts, you can delete your layouts
| | 02:49 | that are existing, whatever you
need to do, and Olivia will be able to
| | 02:52 | continue on without a hitch.
| | 02:54 | It's very important that when you're
done in Preparing Mode though that you jump
| | 02:58 | out of Preparing Mode, because I've
had this experience where I've been in
| | 03:01 | Preparing Mode and have forgotten that
I was there, and I'll start presenting
| | 03:05 | and the audience doesn't see anything different.
| | 03:07 | So to get out of Preparing Mode, all
you need to do is click on the same icon
| | 03:10 | you used to enter it.
| | 03:12 | I'll go ahead and click down here.
| | 03:13 | You'll jump back to the active layout,
the layout that Olivia was presenting in,
| | 03:17 | the one that the audience can see.
| | 03:18 | Then when it's time to take the
audience to the layout that you prepared behind
| | 03:22 | the scenes, just click on it in the
Layouts bar and you can present along as if
| | 03:27 | you had prepared ahead of time all along.
| | 03:29 | And the added benefit is that Olivia
can continue her presentation without
| | 03:33 | knowing anything happened.
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| Working in the Presenter area| 00:00 | No matter how smoothly your
presentation is going, there will be moments where
| | 00:03 | you might want to be able to talk
back and forth with one of the other
| | 00:06 | presenters and you don't probably want
to show that to the audience, because it
| | 00:10 | just seems to lack some polish.
| | 00:12 | Connect has a thing called the
Presenter Only Area, which is available to
| | 00:16 | Presenters only. Actually presenters and hosts.
| | 00:19 | Well, let me say it this way, because I
haven't defined for you exactly what a
| | 00:22 | host and presenter is.
| | 00:24 | Anyone who leads the meeting might
need to be able to talk to someone else
| | 00:27 | who's leading or presenting in the meeting
and that's what the Presenter Only Area does.
| | 00:32 | It allows you to do that without
exposing that to the people who are in as
| | 00:35 | participants in the meeting.
| | 00:37 | So to get started with the Presenter Only Area,
the first thing you need to do is enable it.
| | 00:41 | I'll select Meeting >
Enable Presenter Only Area.
| | 00:45 | The little area will slide out from the
right and everything that's happening in
| | 00:49 | this area here where you can see this
Presenter Notes pod is not visible to the
| | 00:55 | participants in the meeting.
| | 00:56 | So for example, I have this Notes pod.
| | 00:58 | This was already here by default, so I
can go ahead and type into it and perhaps
| | 01:02 | I want to alert the other
presenters to something.
| | 01:08 | Please remember to show pricing.
| | 01:10 | Now obviously that's not something that
I want everyone else to see, because I
| | 01:13 | want everyone to think that
we've got our stuff together.
| | 01:16 | By putting it out here I'm
alerting the other presenters that there's
| | 01:19 | something going on.
| | 01:20 | I can put other pods here to
actually have a full-blown conversation.
| | 01:24 | So we'll go ahead and add a Chat pod.
| | 01:28 | Notice that when I added this pod, it
automatically popped into the Presenter
| | 01:32 | Only Area and I got a little alert to
tell me that that was going to happen.
| | 01:37 | Any pod that you add with the
Presenter Only Area enabled is going to appear
| | 01:41 | first in the Presenter Only Area and
that gives you an opportunity to configure
| | 01:45 | the pod before you bring it onto the stage.
| | 01:47 | It's really useful for things like
polls or notes that you want to write before
| | 01:51 | you show the audience.
| | 01:52 | In this case I'm actually
going to keep this pod out here.
| | 01:55 | Let me resize it just a little bit,
because it doesn't need to be quite that wide.
| | 01:59 | This is a Chat pod that I'll rename.
| | 02:07 | And that's just to remind myself that this
| | 02:09 | pod really needs to stay
in the Presenter Only Area.
| | 02:13 | I've selected Please remember to show
pricing and Olivia is kind of afraid that
| | 02:18 | maybe I'm forgetting to do that.
| | 02:19 | So she is going to go ahead and chat in
there just to give me another reminder.
| | 02:22 | A gentle nudge, if you will.
| | 02:23 | Oh! Yes, of course I
shouldn't forget to show pricing.
| | 02:27 | Now what's nice about this area is that
though I've put pods in here and they're
| | 02:30 | not visible, I can pull
them out onto the main stage.
| | 02:33 | So what I'm going to do is just remove
this and while someone else is talking
| | 02:38 | or while Q&A is happening I can go
ahead and put a price here, or whatever
| | 02:43 | content that I might want.
| | 02:44 | Once it's in here I can just simply grab this
pod and drag it out onto the main stage area.
| | 02:49 | Now everybody, including the
participants, will see this content.
| | 02:54 | So the Presenter Only Area is a great
area to have conversations, to set things
| | 02:59 | up ahead of time, and really to kind
prepare yourself before you're ready to
| | 03:03 | show things to the audience.
| | 03:04 | But there is actually the possibility
that the Presenter Only Area, especially
| | 03:08 | if you have more than two or three
presenters, can become quite distracting if
| | 03:11 | you're presenting content.
| | 03:13 | The good news is that it's okay
because you can simply move or hide the
| | 03:18 | Presenter Only Area for yourself.
| | 03:20 | What I just did affects only me;
the other people who are seeing their Presenter
| | 03:24 | Only Area don't see this.
| | 03:26 | They can drag it this far or they can
actually fill their screen with it if
| | 03:29 | they want to, because perhaps they're
not particularly interested in what I'm
| | 03:33 | talking about, but they are
interested in gathering their thoughts ahead of
| | 03:36 | time among themselves.
| | 03:38 | So the Presenter Only Area is really sort of
a personalized little area that you can use.
| | 03:43 | All the presenters can see it, but you can
decide whether you want it on the stage or not.
| | 03:48 | Now there is one more thing to
understand about the Presenter Only Area that I
| | 03:50 | want to show you here.
| | 03:51 | Oftentimes when I'm in a meeting and
I'm presenting I'll move the Attendee pod
| | 03:55 | over there just so that I can see who's
in the room, but the other attendees or
| | 03:58 | participants really don't need that information.
| | 04:00 | So I will move it over here so that we
can all see who is in the room and then
| | 04:04 | use that information to our advantage somehow.
| | 04:06 | But at some point we may all decide as
a group that, yeah, we're done working
| | 04:10 | together. Let's just focus on the
meeting and Disable the Presenter Only Area.
| | 04:14 | By doing so anything that's in
that area is now inaccessible.
| | 04:19 | What I mean by that is this.
| | 04:20 | Let's go to Pods menu here and I'm
going to choose Attendees, and I can't.
| | 04:24 | It looks like that it's visible, but it's not.
| | 04:27 | What this means, this grayed-out pod,
or if I actually go down to the Chat pod
| | 04:31 | you can see that there's a grayed-out
specific pod, this is an indication that
| | 04:35 | something is in the Presenter Only Area
and because the Presenter Only Area is
| | 04:39 | disabled I can't access it.
| | 04:41 | So if you ever see that, all you need to
do is quickly Enable the Presenter Only
| | 04:45 | Area, grab the pod you want, bring it
back onto the stage, and then you can
| | 04:49 | quickly disable the
Presenter Only Area to put it away.
| | 04:53 | So if you ever need to be able to
chat with your colleagues during the
| | 04:56 | meeting or in such a way that people
in the meeting can't see you doing it,
| | 05:00 | Presenter Only Area is great.
| | 05:02 | Enable it, disable it, or on an
individual basis, you can decide to hide it or
| | 05:06 | show it depending on your needs.
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| Creating meeting templates| 00:00 | Previously I've shown you how you can
use layouts as configuration of pods
| | 00:04 | within a meeting to make it so that
your meeting has structure and flow.
| | 00:08 | And that's great, because you can set
them up ahead of time and then when you
| | 00:10 | need to change layouts or your
configuration of pods, all you need to do is
| | 00:14 | select from your Layouts menu the
configuration that you're looking for.
| | 00:18 | That's handy because it means that
you don't have to think about it when you
| | 00:22 | want to move from section
to section of your meeting.
| | 00:25 | Well, it turns out that you can do
a very similar thing among meetings.
| | 00:29 | What I want to do is I want to create
a series of meetings that work and look
| | 00:33 | exactly like this one and to do
that I need to build a template.
| | 00:37 | The good news is that a template
inside Connect is nothing but a meeting.
| | 00:41 | So the first step to creating a template
is to set up a meeting the way that you
| | 00:45 | want your meeting to work.
| | 00:46 | So in this case I've already get some
layouts setup, but I'm going to finish this
| | 00:50 | introductory layout by first hiding
this particular pod and I'll use the
| | 00:56 | Attendee list pod and we will put
it over here on the left-hand side.
| | 01:01 | So this is my introductory layout.
| | 01:02 | I've got other layouts.
| | 01:04 | To build a template from this I'm going
to use the Connect portal that I used to
| | 01:08 | create this meeting in the first place.
| | 01:10 | And I will even show you a
shortcut for getting there.
| | 01:13 | Under the Meeting menu I'm going to
select Manage Meeting Information and what
| | 01:17 | that will do is it'll pop your browser
open and take you right to the meeting
| | 01:21 | information for this particular meeting.
| | 01:23 | Now the first step that I'm going to
take for this is that I'm going to rename
| | 01:26 | this meeting something meaningful.
| | 01:28 | I'll select Edit Information and
because this is going to become a template for
| | 01:32 | all of my training meetings I'm going
to name this Training, and then I can
| | 01:39 | adjust any of these settings that I want to.
| | 01:41 | For my purposes I'm just going
to adjust the name of the meeting.
| | 01:45 | So we'll go ahead and click Save.
| | 01:47 | I do need to point out that this
is not going to change the URL.
| | 01:51 | The URL is something that is static and
really can't be changed after the fact.
| | 01:55 | If I wanted to create a new meeting
that have a URL/Training, well, then I can
| | 02:00 | just go ahead and create a new
meeting. But I don't need to because I've
| | 02:02 | already set this up and it's good to go.
| | 02:04 | Now I'm going to return to my Meeting
List and you can see that I have several
| | 02:09 | different meetings here
including my Training meeting.
| | 02:12 | That's the meeting that used to
be called Tim's First Meeting.
| | 02:15 | This folder here called My
Templates was created by Connect.
| | 02:18 | I didn't build that, and this is the
folder that's designed to hold your templates.
| | 02:23 | So to create a template from a meeting
all we are going to do is move it into
| | 02:26 | that folder. Checkmark Training, I'll
click on Move, and then to put it into My
| | 02:32 | Templates I'm going to select it, click
on the Move button, confirm it, and the
| | 02:39 | meeting will seem to have
disappeared from my Meeting List.
| | 02:42 | All that means is that it actually got
put into this folder and if I click on
| | 02:45 | this folder, you can see that
I have a new template in there.
| | 02:49 | I can create as many meeting templates as I
need for my purposes and put them in there.
| | 02:55 | I'm going to go back up one level,
because now what I want to do is use the
| | 02:59 | Training template that I just
created to build a new meeting from it.
| | 03:02 | To do that I'll click New Meeting.
Give the meeting a name. Product Training.
| | 03:13 | We will give it a URL and then
configure it any way that I like except to use
| | 03:23 | the template that I just built what
I'm going to do is select from among my
| | 03:27 | templates, My Templates\Training.
| | 03:30 | Training is the name of the template.
| | 03:31 | My Templates is the folder that went into.
| | 03:34 | We'll finish the process and then
just to show you I'll click on the URL.
| | 03:39 | It will take me into that meeting and
you can see that the meeting looks exactly
| | 03:44 | like the Training Template, except that
this is the product training meeting.
| | 03:49 | It does have the four layouts that I've created.
| | 03:52 | It does have the three pods in
that first layout that I've created.
| | 03:56 | So in every way the new meeting
matches exactly the Training Meeting.
| | 04:00 | Now, of course, I may want to adjust it
from here to tweak it a little bit, but
| | 04:04 | building a template is a very effective
way of creating a new meeting based on a
| | 04:09 | meeting I've created previously.
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| Managing meetings| 00:00 | It's not unusual when you're working
with Connect to create many, many meetings.
| | 00:05 | So for example, when you're in your
Dashboard and you click on Meetings,
| | 00:09 | you might see a list here of 50 to 100
meetings after not a very long time
| | 00:13 | working with Connect.
| | 00:15 | You can see here that I've got some
meetings designed for marketing, some
| | 00:18 | meetings designed for sales,
and a product training meeting.
| | 00:21 | It's really helpful to be able to
organize these meetings because at the end
| | 00:24 | of the process what you're going to
want to be able to do is very quickly
| | 00:28 | either get information from the
meeting after it's been held or more
| | 00:31 | importantly, quickly grab the URL to
the meeting so you can invite people at
| | 00:35 | the last minute to attend.
| | 00:37 | What we're going to do here is we're going
to organize these a little bit into folders.
| | 00:42 | It's something that takes a little bit
of effort upfront, but I guarantee it'll
| | 00:45 | save you some headache down the road
when you're searching for a particular
| | 00:48 | meeting, so you can grab that URL in a hurry.
| | 00:51 | To get started I'm going to create a
new folder, and a new folder can be any
| | 00:55 | sort of organizational scheme that I want.
| | 00:58 | So if I'm going to create Meetings for
Marketing, I can go ahead and add the name.
| | 01:07 | I can gave it a Summary if I
want to, but I'm just going to skip that
| | 01:10 | for now. Click on Save to show you that I've
created a folder called Meetings for Marketing.
| | 01:16 | Now I'm looking inside that folder, so
to go back to my overall list I'm going
| | 01:19 | to click on up one level and
there is my Meetings for Marketing.
| | 01:23 | To move meetings into that folder I'm
going to go ahead and click the little
| | 01:27 | checkbox next to their name and I can
do this to multiple meetings. I'm going
| | 01:31 | to Move the Meetings and I'm going to move
them into Meetings for Marketing by selecting it.
| | 01:37 | I'll click on Move, click OK, and now
the meetings seem to have disappeared, but
| | 01:44 | that's because they are
inside Meetings for Marketing.
| | 01:46 | Now this doesn't really do anything to
the meetings per se. The meetings still
| | 01:50 | have the same URL they had, they still
look exactly the same, except that when
| | 01:54 | it's time to find the meaning it's
much easier for me to know that it's
| | 01:58 | generally grouped under marketing, that
I'll find the Marketing Meeting, that I
| | 02:03 | can then click on to grab its URL, so
I can just copy and paste this and then
| | 02:07 | send it out to the people that I'd
like to have attending my meeting.
| | 02:11 | So instead of having a long list of
individual meetings it's really a best
| | 02:16 | practice to create groupings for your
meetings, move your meetings into those
| | 02:20 | folders, and then allow yourself the
organization that will help you to quickly
| | 02:24 | find those meetings when it becomes necessary.
| | Collapse this transcript |
|
|
4. Managing ParticipantsRevisiting the Attendees pod| 00:00 | In almost every meeting I run, the
Attendee pod is visible to me somewhere.
| | 00:05 | In larger presentations, I'll usually
show it in the first layout and then hide
| | 00:09 | it over in the Presenter Only
Area as the meeting gets rolling.
| | 00:13 | In smaller or more collaborative
meetings, I will leave it right out in the
| | 00:16 | open, so that everybody can
see the other attendees by name.
| | 00:20 | I do this, because it gives me more
than just a list of people in my meeting.
| | 00:24 | I can manage them from the list
in a number of important ways.
| | 00:27 | So let's take a look.
| | 00:28 | Now, if you want to play along with
this, you may want to invite a bunch of
| | 00:32 | people into your meeting room or you
can actually even log in on a second
| | 00:36 | computer and become a
participant in your own meeting.
| | 00:39 | Either way is fine, but it's
helpful to have more than just yourself in
| | 00:42 | a meeting to do this.
| | 00:43 | So what we are looking at here first
off at the Attendee list is at the top I
| | 00:48 | can see how many people are in my meeting.
| | 00:50 | That's important to keep an eye on
because when you first start out with the
| | 00:53 | Attendee list, the participants and
presenters, other than hosts, may have their
| | 00:59 | little triangle twirled so that
you can't see how many there are.
| | 01:02 | But I can see that there are three
people in the room, so there are at least
| | 01:06 | two other people here.
| | 01:07 | When I click on Participants, I can see them.
| | 01:10 | Now if I look carefully, I can see
that Presenters is grayed out and
| | 01:13 | Participants is not and that's how I
should be able to tell, but it's always a
| | 01:17 | good backup to keep an eye up there,
especially when you're about to start the
| | 01:21 | meeting and wondering if there
are any people in your meeting.
| | 01:23 | So, I will open this back up.
| | 01:26 | Now, another thing that I really
don't like when I have a meeting where I
| | 01:29 | allow anyone in, because the meeting is
set up so that anyone who knows the URL
| | 01:33 | can jump into the meeting, is when
someone comes in and just types Guest.
| | 01:38 | I really don't know who this person is
and what I will probably do is either
| | 01:43 | chat with them or if they are on the
phone I will ask to find out who it is.
| | 01:46 | Once, I know who that person is then I
can edit their name in the Attendee list
| | 01:51 | by selecting it, coming up to the Pod
Options, choosing Attendee Options and
| | 01:56 | then I'll Edit the User Info.
| | 01:57 | And instead of Guest, I know this is Kirk.
| | 02:00 | So, I will click OK.
| | 02:04 | Now, at least I know who I'm dealing with.
| | 02:06 | If I can't find out who it is and I'm
concerned that there is somebody in the
| | 02:10 | room that isn't supposed to be there,
I might open up a Note pod and say
| | 02:14 | something like this.
| | 02:15 | I will just open up a quick Note pod
here and say All guests must use their name,
| | 02:22 | and then I'll grab that person by
selecting their name, selecting from the
| | 02:28 | Pod Options, Remove Selected User
and then kick them out of the room.
| | 02:32 | Now, if they were paying attention,
they may try to rejoin as guest and I can
| | 02:36 | kind of keep an eye on that.
| | 02:37 | But it's a really good practice to in
your invite when you're talking to people,
| | 02:42 | however you communicate the fact
that you're going to have a meeting,
| | 02:45 | let them know that if they're going to
log in as a guest they need to use at
| | 02:48 | least their first name.
| | 02:49 | Generally, I actually prefer people to use
their full name so that I can know who's there.
| | 02:54 | I can't really prove who it is but
it's a lot more comfortable, if you will, to
| | 02:58 | know by name who that person is
because you really want people in the room
| | 03:02 | that you're expecting.
| | 03:03 | Now, once I have the people in the
room that I want in the room, I can start
| | 03:08 | to give them differential access to the
things in the room that they might want to use.
| | 03:12 | For example, Olivia might want to
speak and if we are using Voice over IP,
| | 03:16 | I could enable Olivia's audio
by selecting Enable Audio.
| | 03:20 | What that will do is it will make it so
that Olivia can access the microphone.
| | 03:24 | Without my selecting this, she can't.
Now, if I don't have to do this to every
| | 03:28 | individual user, I can under the
Audio option select Enable Audio For
| | 03:33 | Participants and when I do that, then
when I hover over a name, notice that
| | 03:37 | Enable Audio Individually is not available.
| | 03:40 | There are a couple of other
things that I can do here.
| | 03:43 | From this hover list,
I can enable them to use Video.
| | 03:46 | So, if we are using web cameras for the session,
I can enable them to access the web camera.
| | 03:51 | And then Request Screen Share, so if I
am having a more collaborative meeting
| | 03:54 | and I want them to show me their screen,
I can actually request that and give
| | 03:59 | them access to that at the same time.
| | 04:01 | There's another level of access
though that I can give to people
| | 04:04 | directly through this.
| | 04:06 | I am going to select Olivia again, and
let's say that I want Olivia to use this
| | 04:10 | Share pod here to upload and share some
information. Perhaps a PowerPoint slide.
| | 04:15 | Well, to do that, first off we
will just get this out of the way.
| | 04:18 | Second off, I would need to give her
access to that and for that I'm going to
| | 04:22 | select her name, come up to the Pod
Options, and choose Attendee Options >
| | 04:27 | Enhanced Participant Rights.
| | 04:29 | What I can do with the Enhanced
Participant Rights is to give a user specific
| | 04:34 | rights to a pod type.
| | 04:36 | In this case, I'll give her
rights to the Share pod and click OK.
| | 04:40 | Now, if she had a PowerPoint
presentation or she wanted to share her screen or
| | 04:43 | whatever, she could do that.
| | 04:46 | It's important to realize that when
I give a user Enhanced Participant Rights
| | 04:49 | such as I've done here with
Olivia, she has rights to any Share pod,
| | 04:53 | not a specific Share pod.
| | 04:55 | So just keep that in mind. Once Olivia
is done, you may want to go back, select
| | 05:00 | Enhanced Participant Rights one more
time under the Attendee Options, and then
| | 05:04 | just take them away when she is done presenting.
| | 05:07 | Now, instead of doing this on a one-off
basis and giving people specific rights
| | 05:12 | to specific things, which can actually
become cumbersome if you've got a lot of
| | 05:15 | people that you want to
have act in a certain way.
| | 05:19 | Maybe you've got several people that
you want to participate, one person you
| | 05:22 | want to have become a presenter.
| | 05:24 | Well, you can start to manage that
directly by selecting the person and then
| | 05:30 | making them a host or making them a presenter.
| | 05:32 | Later on, I'll define specifically what
these two terms mean, but I want to show
| | 05:37 | you right here that I can make someone a
host or a presenter by either selecting
| | 05:41 | from the hover menu that appears or by
simply clicking their name and dragging
| | 05:46 | and dropping it over the
category that I want to add them to.
| | 05:50 | So, now Olivia is a presenter and when
she is done, I can grab her name and drag
| | 05:54 | it back over to Participants
and take those rights away.
| | 05:57 | Finally, when a participant wants to
communicate with me, and maybe I haven't
| | 06:02 | given them access to the audio, I
don't want them to talk to me but I do need
| | 06:06 | them to be able to communicate,
they can use their status to do so.
| | 06:11 | So, what Olivia can do right now is from
the Status menu, which is this thing up
| | 06:15 | here that looks kind of a little person
raising their hand, she can choose from
| | 06:19 | among the various types of status available.
| | 06:21 | So, what Olivia wants to do is she wants
to tell me that I need to speak louder.
| | 06:26 | All she needs to do is choose that
status from the list and it will appear
| | 06:29 | in the Attendee pod. And there we go.
| | 06:32 | That's the little icon
that means please speak up.
| | 06:35 | So the Attendee list is more than just a
list of the people who are in the room.
| | 06:39 | It's a set of tools to help you manage
those people in the room whether you want
| | 06:43 | to give them specific enhanced rights,
change the information that you have
| | 06:47 | about them like their name or
actually remove them from the room because you
| | 06:50 | feel like you need to.
| | 06:52 | That's what the tool is for
and that's how you use it.
| | Collapse this transcript |
| Setting user roles| 00:00 | To this point I've skirted the
issue of user roles and what they mean.
| | 00:03 | So what I'd like to do is define
them so that you can decide which
| | 00:06 | attendees will play which role in
your meeting, and how you can set your
| | 00:10 | meeting up so that each type of
attendee is given the access that they need
| | 00:14 | for their participation.
| | 00:15 | Plus, I am going to show you how you
can jump into and out of a role easily to
| | 00:20 | best see what your audience is seeing,
because it differs for each type of
| | 00:24 | attendee and it's really useful to be
able to stand in somebody else's shoes.
| | 00:28 | So to get started, we will take a look
at the Attendee pod that I have here and
| | 00:32 | you can see that I have myself in as a
host. Kirk and Olivia are participants.
| | 00:37 | One of the very first things that I
might want to do is convert someone from
| | 00:41 | one role to another.
| | 00:43 | So Kirk right now is a participant.
| | 00:45 | I want to make Kirk a presenter.
| | 00:46 | I can either hover over Kirk's name
and select from the other two options to
| | 00:52 | make him a presenter, then I can see
that Kirk is a presenter or I'll go ahead
| | 00:56 | and put Kirk back as a participant.
| | 00:59 | I can simply drag-and-drop to give
someone a different role in the meeting.
| | 01:04 | So now I have myself as a host, Kirk as
a presenter and Olivia as a participant.
| | 01:08 | To understand the limits or the
capabilities of each role, what I am going to do
| | 01:13 | first is create a pod here and I am
going to act as the host by creating a new
| | 01:18 | Notes pod, moving the pod,
and then populating the pod.
| | 01:24 | That's something that a host can do.
| | 01:26 | In fact a host has full
access to the room in many ways.
| | 01:30 | However, as a participant the only thing
that I can do is observe this information.
| | 01:35 | So to experience that, what I am going
to do is demote myself from being a host
| | 01:39 | down to being a participant.
| | 01:40 | Now don't worry. I can always re-promote
myself later because I entered the room
| | 01:44 | as a host with the log-in.
| | 01:45 | So this isn't a one-way street.
| | 01:47 | But it's useful to be able to
understand what Olivia is seeing, because all
| | 01:52 | Olivia can see is this note.
| | 01:54 | She can't do anything in the note.
| | 01:56 | She can't type in the note.
| | 01:57 | She can't try to move the note.
| | 01:59 | In fact her Pod Options menu is only a
little help information about what a Note pod is.
| | 02:05 | And this can be troublesome in some
cases because if Olivia wanted to see
| | 02:09 | what was going on underneath this
Note pod, in this now empty Share pod,
| | 02:13 | there's nothing she can do.
| | 02:14 | She has to wait for someone
who is a host to move the nod.
| | 02:18 | Now she can do some things with the Note pod.
| | 02:21 | For example, she could drag-select and in
this case copy the information out of the Note.
| | 02:26 | So some of the pods do have
some interactivity built into them.
| | 02:29 | But frankly Olivia is only
allowed to do what I want her to do.
| | 02:34 | Now let's take the next step.
| | 02:35 | I am going to join Kirk as a presenter.
| | 02:38 | So I am going to click my name, drag
myself up here and I am a presenter.
| | 02:43 | A presenter is somewhere between a
participant and a host, in that they can do
| | 02:48 | what the pods are
designed to allow a person to do.
| | 02:50 | For example I can go ahead and type
into this pod, but if I want to move the pod,
| | 02:57 | I can't, nor can I hide the pod.
| | 03:00 | In fact, if I click on the Pod Options,
I do have some options more than a
| | 03:04 | participant would have, but I don't
have the full blown set of options.
| | 03:07 | For example, I can't hide
nor can I maximize the pod.
| | 03:11 | So as a presenter, what I can do is
somewhat between a participant and a host,
| | 03:15 | in that I can share things.
| | 03:17 | I can add information to pods and
whatnot, but I really can't reconfigure the
| | 03:21 | room like a host can.
| | 03:24 | There are really two uses
for the presenter's role.
| | 03:27 | One, as a guest presenter.
| | 03:29 | I don't want to burden my guest
presenter with having to understand how to
| | 03:32 | configure the room, so I am really
not even going to allow them to try.
| | 03:35 | They can come in, they
can put information in here.
| | 03:37 | They can present but that's about it.
| | 03:40 | The other role for a presenter though is
to allow people to collaborate in your room.
| | 03:45 | For example, I might have a group of students
who are going to work on a project together.
| | 03:50 | This is my room. I am the host.
| | 03:51 | I activate the room.
| | 03:53 | I invite them to attend by giving them the URL.
| | 03:56 | When they all come in as participants,
then I can promote them to presenters so
| | 04:00 | that they can add to the Notes pod. Or
as another example, I might have them do
| | 04:05 | something like this.
| | 04:06 | First, I am going to re-promote myself to Host.
| | 04:08 | I am going to hide the Notes pod, and
in this Share pod, I am going to activate
| | 04:15 | something called a Whiteboard.
| | 04:16 | We are going to consider the
Whiteboard more completely later, but just as
| | 04:19 | an example, I want to show you that I
can have all of the people in the room
| | 04:23 | who are presenters that were formerly just
participants start marking up the Whiteboard.
| | 04:28 | So they can add their shapes
and type in text and whatever.
| | 04:31 | So it's a great way to invite a group
of people in who would normally just be
| | 04:35 | able to watch, and start getting them
to interact with the room as opposed to
| | 04:39 | just passively sitting by.
| | 04:41 | Now there's one thing that is
tempting that I want to help you avoid.
| | 04:46 | I have everyone in the room.
| | 04:47 | We are all adults here
and they should know better.
| | 04:49 | What I am going to do is go ahead and
promote them all to full-blown hosts,
| | 04:52 | because, hey, I want them to do that.
| | 04:55 | Well, I can tell you from experience
that in a collaborative session, even when
| | 05:00 | I'm asking people to start
interacting with the system, this can create
| | 05:04 | cacophony because the people in the
room may very well start to put pods up,
| | 05:08 | take pods down, move pods around, and
what ends up happening is that people who
| | 05:13 | are for whatever reason bored or
disinterested and what's going on will
| | 05:17 | start to "play", and it can become
difficult because you can see here that pods
| | 05:22 | are starting to appear.
| | 05:23 | Some of them are in my way.
I can't even see the Attendee pod now.
| | 05:27 | So the only way to deal with that is
to first off start moving them or hiding
| | 05:31 | them and telling people, hey,
you need to stop doing this.
| | 05:34 | One of the ways that I can deal with
this, because it's going to continue to
| | 05:37 | happen, I guarantee.
| | 05:38 | Especially, the first few times you
invite people into your room and you make
| | 05:41 | them a host, is to start
looking at who is doing what.
| | 05:45 | And to do that, under the Meeting menu,
I am going to select Preferences and I
| | 05:49 | am going to turn on something called
Host Cursors and I am going to show all
| | 05:53 | attendees and click Done.
| | 05:55 | Then what will happen when you
activate that is that you'll start to see
| | 05:58 | everyone else's cursor, and you can start
to see who is doing what with various pods.
| | 06:03 | So in this case, I might say to Kirk, Hey!
| | 06:05 | Kirk, I need you to please stop doing this.
| | 06:08 | So to stop this from happening, I'm
going to select Kirk and Olivia, then I'm
| | 06:12 | going to make them participants one
more time, and then last I want to show you
| | 06:17 | one quick little tip.
| | 06:18 | If you've got a group of people that
you want to have come into the room,
| | 06:21 | you want them to be presenters because
you do want them to collaborate, but you
| | 06:25 | don't want to have to convert
them manually for each person.
| | 06:28 | What you can do under the Meeting
menu is select Manage Access & Entry and
| | 06:32 | choose Auto-Promote Participants to
Presenters, and then anyone to whom you've
| | 06:37 | given the URL who comes into the room is
going to automatically be promoted to
| | 06:41 | a presenter and then they can
collaborate effectively, but they can't do all of
| | 06:45 | the things that a host can do,
which may cause you some trouble.
| | 06:48 | Just make sure that in your next meeting,
you remember to turn this off because
| | 06:52 | if you have another meeting where you
don't want this to happen, everyone will
| | 06:55 | become presenters and that
could present its own problems.
| | 06:58 | So there you have it.
| | 06:59 | Those are the different roles that you
have in a Connect session and how you as
| | 07:03 | the host can move people among them
and move yourself among them so that you
| | 07:08 | can see what they see.
| | Collapse this transcript |
| Creating groups of users| 00:00 | One of the ways to manage your
attendees in a Connect session is to give people
| | 00:04 | specific access to the room.
| | 00:06 | And for this particular presentation,
I'm going to click on this Meeting and
| | 00:11 | I'll edit the information and take a look.
| | 00:13 | I want to make it so that only
registered users may enter the room. I want to
| | 00:17 | block guest access, so I'll
select that and then we'll click Save.
| | 00:23 | What that means is that I need then to
add the user account to this room for
| | 00:27 | everybody that I want to have attend the
room and that can actually be fairly cumbersome.
| | 00:31 | So what I want take a look at is how I
can create something called Groups and
| | 00:35 | use them to give a group of people
access to a specific room and manage that
| | 00:40 | group of people all at once.
| | 00:42 | To do that, I need administrative
access to the system. When I have that, I can
| | 00:46 | click on Administration > Users and
Groups, and I can start to manage them.
| | 00:53 | What I want to do is I want to take
all of the members of my sales team and
| | 00:56 | produce a single group out of them.
| | 00:59 | So I'll first start by creating a group.
Name it Sales Team and then click Next.
| | 01:11 | now what I'm going to do when you do
is add the members of the sales team to
| | 01:14 | that group that I have in my system.
So we'll add Bob, add Kirk, and what's nice
| | 01:22 | is that if I have a long list of users
on my system, I can always click Search
| | 01:27 | and more quickly find them among
the long list of people I have.
| | 01:30 | So there is Pat, we'll click Clear,
and scroll down one more time to add
| | 01:38 | Olivia and there I go.
| | 01:40 | So I've just added four members to
my group. I'm done with it, I'll click
| | 01:44 | Finish, and to see the group I'll go back
to Users and Groups and there's the group.
| | 01:52 | Now this is a type of group called an
Administrator group, and I can use it for
| | 01:56 | a variety of things.
| | 01:57 | For example, back to my meeting, I'll
click Meetings, Sales Presentation, Edit
| | 02:05 | Participants. Because this group
requires a user login and password to attend,
| | 02:10 | I'll select the group, scroll down
here so I can get to the Add button, click Add,
| | 02:15 | and now all of the members of the
sales team can come into this meeting
| | 02:20 | room and attend this meeting.
| | 02:22 | And what's nice about this is that as
my sales team grows all I need to do is
| | 02:27 | add each individual new member to the
Sales Team group and then any meeting room
| | 02:31 | that the sales team has been
added to as a group of participants.
| | 02:35 | We'll also include that new member, so
it's a very handy way to manage people.
| | 02:40 | Now I'm going to back up here. I'll go
back to Administration > Users and Groups.
| | 02:46 | And there is one more type of group
that you're probably seeing here and I want
| | 02:50 | to explain what this is because it's
actually very useful way to help you to
| | 02:53 | manage your participants in a broad way.
| | 02:56 | The system groups are ways that Connect
gives specific access to users on the system.
| | 03:02 | For example, I'm an
administrator on this system.
| | 03:05 | That means that I'm a member of this
Administrators group. What I can do is add
| | 03:10 | other members to this group by
selecting the System Group, clicking on
| | 03:14 | Information, choosing Edit Group
Membership, and then let's say that I'm going
| | 03:21 | to have Bob help me with the
administration of my Connect rooms. I'll select
| | 03:25 | select Bob's name, click Add, and now
Bob can administer the system just the
| | 03:30 | same way that I can.
| | 03:32 | So the two types of groups give you
some very powerful methods for managing
| | 03:37 | the people that you have on your
Connect server, both by collecting them
| | 03:41 | together and giving them access to a
meeting en mass, and also it's a way that
| | 03:46 | you can give people specific access to the
overall Connect server that you might want to.
| | 03:51 | One final note, the thing which you're
probably going to do the most when doing
| | 03:54 | this is create meeting hosts, because
you yourself aren't going to want to have
| | 04:00 | to attend and set up every
meeting that everyone ever has.
| | 04:03 | So your meetings hosts are going to
be the people that you add to this group.
| | 04:07 | Those are the people who can
create a meeting, host a meeting and
| | 04:11 | then run a meeting.
| | Collapse this transcript |
| Resetting passwords| 00:00 | Occasionally users will forget their
password, and to help you deal with that
| | 00:04 | Connect has a couple of options that
we're going to take a look at here.
| | 00:07 | To get started, I'm going to click on
Administration > Users and Groups and let's
| | 00:14 | say that Bob has forgotten his password.
The first thing I'll do is select his
| | 00:18 | name from Users and Groups and click
Information, and that will allow me to
| | 00:21 | access his account behind the scenes.
| | 00:24 | The easiest thing that I can do is
simply select Send a link to reset
| | 00:28 | this user's password.
| | 00:29 | Bob will receive an email at bob@
twotreesoliveoil.com with a link that he can
| | 00:34 | click to reset his password.
| | 00:36 | However, they're going to be times
when a meeting is about to start and Bob
| | 00:39 | can't remember the password or Bob
doesn't have access to his email for some
| | 00:43 | reason and for that reason Connect
actually has another method by which you can
| | 00:47 | deal with this, and that is to Set a
temporary password for this user. So when
| | 00:52 | you select that Connect will
generate a four-digit temporary password.
| | 00:57 | Now this temporary password will not
go beyond the first time that they tried
| | 01:02 | to use it to login.
| | 01:03 | Let's take a look as Bob how this works.
I'm actually just going to drag select
| | 01:07 | this and I'm going to copy it so that
it's in my clipboard, and I'll click Save.
| | 01:12 | Now you have to click Save when you do this
for Bob; otherwise his password won't change.
| | 01:16 | And I'm going to drop out of the browser, and
now I'm going to log back in this time as Bob.
| | 01:22 | So instead logging back in with
my account I'm going to be Bob.
| | 01:34 | And I'm just going to paste
that password in and click Login.
| | 01:39 | Now Bob is going to be challenged and
told that he needs to reset his password
| | 01:43 | to be something better.
| | 01:49 | And notice that it's telling me that
the passwords must be between four and
| | 01:52 | 32 characters long.
| | 01:54 | Well we're actually going to adjust
that next but I wanted you to see that
| | 01:58 | you can have some control over the
type of and the length of password that
| | 02:02 | Bob is able to use.
| | 02:03 | So Bob can submit a new password and
now Bob is going to jump into the portal.
| | 02:08 | And because we're using the 30 day
trial, we'll get this notification.
| | 02:11 | This normally won't appear if you're
using anything but the 30 day trial.
| | 02:15 | So I'm going to jump back out and now
I'm going to re-login, this time as me
| | 02:19 | because I'm an administrator, because I
want to take a look at the options that
| | 02:22 | you have for working with passwords.
| | 02:25 | So I've typed in the base URL for my
Connect server, put my login information
| | 02:31 | and password, click Login.
| | 02:34 | I'm going to click on Administration
and select Users and Groups, and this time
| | 02:42 | I'm going to choose to Edit
Login and Password Policies.
| | 02:46 | First off, I'm almost always going to
use an email address as the login.
| | 02:51 | If I'm integrating connect with an LDAP
server or something else I might change
| | 02:54 | this, but that goes beyond the scope
of what we're going to talk about here
| | 02:58 | during this Essential Training, so I'm
just going to leave this at the default.
| | 03:02 | What I'm interested in thought is
scrolling down here to see that I can do
| | 03:05 | things like expire passwords. So
perhaps after 30 days everybody's password
| | 03:10 | is going to expire.
| | 03:12 | If I leave it blank the password will
never expire and someone can use the same
| | 03:16 | password indefinitely.
| | 03:18 | I can also require a specific
character in the passwords, so maybe I want to
| | 03:21 | have a dollar sign always as a part
of everyone's password, and then I can
| | 03:27 | enforce that a password must contain a
number or a capital letter, and that a
| | 03:31 | password must be of a certain length.
| | 03:33 | Perhaps four digits is a little too
small. Maybe I need the password to be
| | 03:37 | five or eight characters long but I don't
want it to be any longer than 32 characters.
| | 03:43 | So if you want more control over the
passwords that people can use so that you
| | 03:47 | have a little bit more security or in
some cases a lot more security on your
| | 03:51 | system you can use this as a way to set that up.
| | 03:54 | Now the final thing that I'm going to
show you here is that you can also Enable
| | 03:57 | Meeting Hosts to enforce a
pass-code for room access.
| | 04:01 | I'm going to go ahead and select that
and I'm going to return these back to
| | 04:05 | their defaults, so that everybody's
password in the system here doesn't
| | 04:09 | change when I select Save.
| | 04:11 | We'll click Save and I'm going to go
back to Meetings and I'm just going to
| | 04:15 | start creating a new meeting,
because I want to show you where that
| | 04:18 | enforcement of the password comes
into play if you have a meeting-level
| | 04:22 | password, and it's right here.
| | 04:26 | So when I have this as a part of this
meeting, what will happen is that I will
| | 04:31 | login to the meeting with my username
and password and there will be another
| | 04:35 | password I need for this specific meeting.
| | 04:38 | It's just another level of control that
you have over access to your meetings.
| | 04:42 | You're probably going to have to
create new passwords for people on occasion.
| | 04:46 | Connect allows you to do it and
Connect allows you to make sure that the
| | 04:50 | passwords that people are using are
secure passwords and it even gives you an
| | 04:55 | extra level of control over your
meetings with a room-level password.
| | Collapse this transcript |
| Managing access to a meeting| 00:00 | Because the meeting URLs are static,
once I create a meaning that exists
| | 00:03 | I can use it over-and-over again. I often
find myself using them for multiple purposes.
| | 00:09 | For example, I use my meeting room
as a place to show off techniques to
| | 00:11 | customers but then I may also have a
meeting with my manager to go over my
| | 00:15 | sales numbers, and if that's the case I
probably don't want to let people come into the room.
| | 00:20 | Now I can go into the room and change the
access that people are granted into the room.
| | 00:25 | For example I can select Meeting >
Manage Meeting Information, come into this
| | 00:29 | Meeting, choose Edit Information,
scroll down, and set it up so that only
| | 00:36 | registered users may enter the room.
| | 00:38 | But that's actually kind of cumbersome.
| | 00:39 | I might be in the moment or on-the-
fly and I might need to change it.
| | 00:43 | So a lot of times for a generic
meeting room, I'll allow anyone who has the
| | 00:47 | URL to enter the room but then from within
the meeting I'm actually going to manage access.
| | 00:52 | So first off let's go ahead and save this.
| | 00:55 | So now technically anyone who
has the URL can come into the room.
| | 00:59 | However, when it's time to sit down
with my manager, Olivia, and go over my
| | 01:03 | sales numbers, I want to make sure that no
one else can accidentally toddle into the room.
| | 01:08 | So what I'm going to do is select Meeting >
Manage Access & Entry > Block Guest Access.
| | 01:14 | Now the only people who are going to be
able to come into this room are people
| | 01:18 | who have a username and password on the system.
| | 01:21 | If I want to continue that I'm going to
select Meeting > Manage Access & Entry >
| | 01:26 | Block Incoming Attendees of all sorts.
What that's going to do is that's going
| | 01:31 | to prevent anyone else from
coming into the room during this time.
| | 01:34 | Now I can allow people to request
entry because perhaps Olivia's boss wants
| | 01:38 | to sit in on the meeting so I want to
make sure to allow him or her. I can do that.
| | 01:43 | Let me go ahead and cancel this.
| | 01:44 | But another way to use this is I'll go
ahead and stop blocking guest access.
| | 01:51 | I am however going to Block Incoming
Attendees and allow only people who request
| | 01:58 | entry into the room and select OK.
| | 02:01 | Now Kirk wants to join this meeting.
There is my little warning that I'm doing that.
| | 02:05 | Kirk is going to go ahead and try to
join the room, and I want you to see what
| | 02:08 | it looks like when someone attempts to
access the room and the room is going to
| | 02:13 | go ahead and request permission.
| | 02:15 | Now Kirk is being asked if he'd like
to request entry, so he is going to go
| | 02:18 | ahead and say yes, and there we go.
| | 02:20 | The room is telling you that
Kirk would like to enter the room.
| | 02:23 | In fact if I have a variety of people
or a large number of people trying to do this,
| | 02:26 | I can just allow everyone in
one fell swoop or even deny everyone.
| | 02:30 | In this though I'm going to go ahead
and allow Kirk into the room and he
| | 02:33 | can join the meeting.
| | 02:35 | Now this is a great way if you have a
meeting set up and you know who you'd
| | 02:38 | like to have in the room but you're
afraid other people might get wind of it
| | 02:42 | and try to attend, you can set this up
and every person has to request entry to
| | 02:46 | come into the room.
| | 02:47 | Now this is also a great place to
remind people if they use something silly
| | 02:52 | for their name when they're trying to
access the room as a guest, like Bingo
| | 02:56 | the clown or guest or something
like that, you can just simply deny them,
| | 03:00 | because you want to make sure that you're
only allowing the correct people into the room.
| | 03:03 | Now to take this step further it's not
uncommon during a meeting for the people
| | 03:08 | in the meeting to need to take a
quick stretch or take a step out or even
| | 03:11 | compose themselves and bring some
information into the meeting room.
| | 03:15 | If you don't want to expose that to
everybody in the room, what you can do is
| | 03:19 | select Meeting > Manage Access &
Entry > Place Participants on Hold.
| | 03:24 | What that will do is it will
basically kick everyone out of the meeting and
| | 03:30 | they all see a screen that
basically says we're on hold.
| | 03:33 | Once you're done with that process then
you can go ahead and start the meeting,
| | 03:38 | and then they'll jump right back into
the meeting room and continue on as if
| | 03:41 | nothing had happened.
| | 03:42 | It's important to remember though that
these things only apply to participants.
| | 03:46 | Presenters and hosts, because it's
expected that they're to be in the room and to
| | 03:50 | set the room up and everything else,
| | 03:52 | those people aren't going to be
put on hold like everyone else will.
| | 03:55 | And then finally once the meeting is
done, it's a good idea not to leave
| | 03:59 | your meeting room open.
| | 04:01 | Remember this room is set up so that
anyone who knows the URL can toddle on into it.
| | 04:05 | You might have some chat in there that's
private, you might have a set of slides
| | 04:08 | in there that are
company confidential, whatever.
| | 04:11 | So when your meeting is done it's a
good idea to select Meeting > End Meeting.
| | 04:17 | And when you do that there will be a
message sent out to all of the participants
| | 04:21 | that says that the meeting is
over, thank you for attending.
| | 04:23 | You can of course customize this if you want.
| | 04:30 | And if you want to send everybody to a
particular URL, maybe to the company's
| | 04:34 | internal website or something like that ,
you can even include that into the mix.
| | 04:37 | Once you click OK, this is exactly what
everyone's going to see, except for the
| | 04:43 | Start Meeting button.
| | 04:44 | The reason the Start Meeting button is
there is because once you end the meeting,
| | 04:47 | that meeting is going to stay in this
state until you, the host, goes back in
| | 04:52 | and starts again.
| | 04:53 | So it's a good idea if you're going to
start a meeting and you've been ending
| | 04:57 | your meetings, which is a best practice,
| | 04:59 | to jump into your meeting 20 minutes or
15 minutes early and make sure that you
| | 05:04 | click on the Start Meeting button
because otherwise, if you don't do this people
| | 05:08 | who come to the new meeting, will see
that the meeting is ended and they'll be
| | 05:11 | confused, thinking, oh my goodness
that I missed the meeting room, whatever.
| | 05:15 | So this level of access gives you a
great set of tools for managing the way that
| | 05:20 | people can interact with and attend
your meeting without necessarily having to
| | 05:24 | create user accounts as a way to do so.
| | 05:27 | It's a lot more flexible and it gives
you the capability of truly running the
| | 05:31 | meeting in the fashion that you need to.
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| Using the Connect Add-in| 00:00 | One of the advantages of Connect over
other solutions is that it runs on top
| | 00:03 | of the Flash Player.
| | 00:05 | And that means that you can attend
a meeting by basically watching it
| | 00:08 | happen inside a browser.
| | 00:10 | The Flash Player handles any of the
Connect stuff if you will, but it's all
| | 00:13 | happening inside of a standard browser.
| | 00:16 | However, when you start to do more than
participate by watching, you may need to
| | 00:20 | add something called the Connect Add-in.
| | 00:22 | It's a very automatic process and I
want to walk you through it because as
| | 00:25 | someone who is setting up and hosting
rooms you're probably going to want to add
| | 00:30 | the Add-in immediately.
| | 00:31 | In fact, if you've been experimenting
with your 30-day trial, you may have
| | 00:34 | already been asked about
this and added it yourself.
| | 00:37 | So let's go ahead and cover it and
I'll talk you about how you can have your
| | 00:40 | participants do the same thing.
| | 00:42 | So I'm just going to jump over here
to my Meetings, jump into a Product
| | 00:46 | Training meeting, and I'll enter the
room and you can see that everything is
| | 00:51 | happening within the browser.
| | 00:53 | However, the minute that I do
something that's going to require the add-in,
| | 00:57 | Connect is going to detect
that and asked to install it.
| | 01:00 | So for example, let's say
that I want to share my screen.
| | 01:03 | That's something that will require the Add-in.
| | 01:05 | So I'll go ahead and click Share My Screen.
| | 01:07 | The Flash Player detected that it
needs the Add-in to proceed and so it's
| | 01:11 | asking me if I'd like to install it.
| | 01:13 | Now if for some reason I'm
uncomfortable with that, I can simply click No.
| | 01:17 | I won't be able to share my
screen, but I won't add the Add-in.
| | 01:21 | However, realistically to use
Connect you are going to want this add-in.
| | 01:24 | It's a very small piece and when you
click Yes, what will happen is Connect will
| | 01:29 | download it and you can see
that it happened incredibly fast.
| | 01:33 | It also then handed over the
Connect meeting to the Connect Add-in.
| | 01:37 | And if I scroll down here to my
start bar, you can see that it's actually
| | 01:41 | running as a separate application, and
this is true of both the Macintosh and
| | 01:44 | the Windows side of the fence.
| | 01:47 | Now I still have my browser and
there's other stuff happening there but the
| | 01:50 | meeting itself is now happening within
the Add-in, and that will give me the
| | 01:53 | ability to go ahead and share my screen.
| | 01:55 | Now I'm going to go ahead and leave
this room and I'm going to show you the
| | 02:01 | control panel on Windows to uninstall a program.
| | 02:06 | If for some reason you feel like the
Add-in is just not working for you or you
| | 02:10 | just don't want it there or whatever,
you can always select it from Uninstall or
| | 02:14 | change a program, and I'll just
go ahead and right-click on this to
| | 02:18 | Uninstall/Change and then it's gone.
| | 02:21 | The next time I go into Connect it
will all happen within the browser and I
| | 02:25 | won't be able to share my screen. Or
actually Connect will detect that it's not
| | 02:29 | there and asked to install it
again, to which I can reply No.
| | 02:32 | Now if you are a Macintosh user there isn't
an Uninstall/Change program Control Panel.
| | 02:37 | That doesn't exist.
| | 02:38 | So what you could do is just follow this
path here on the screen and then remove
| | 02:43 | it manually by throwing it into the Trash.
| | 02:45 | Either way, by removing the Connect Add-in,
it will take that piece of the puzzle away.
| | 02:50 | It's not tied into the system in anyway.
| | 02:52 | It's very modular, but it will remove
your ability to do things like share your
| | 02:57 | screen, webcam, and there are a couple
of other things that it gives you the
| | 02:59 | capability of doing.
| | 03:01 | Now there's one more thing that you can do.
| | 03:03 | If you want to keep the Add-in
installed and perhaps you're doing some
| | 03:07 | troubleshooting or something like that
where you want to force the meeting room
| | 03:11 | to happen within a browser window, I'm
going to show you a little addition that
| | 03:16 | you can make to the URL.
| | 03:17 | So I'll go ahead and I'm going to copy
this link and paste it in here, so choose
| | 03:25 | Edit > Paste and instead of that
trailing Slash, I'm going to add it a question
| | 03:32 | mark, the word launcher=false.
| | 03:40 | What that little addition will do is
no matter whether you have the Connect
| | 03:44 | Add-in or not, it's going to force the
meeting room to happen within a browser.
| | 03:50 | And that can be useful in situations
where you know people have the Connect
| | 03:53 | Add-in but you don't want them to
have access to it or you are doing some
| | 03:56 | troubleshooting and you want to keep
the meeting happening within the browser.
| | 04:00 | That's the way that you can do it.
| | 04:02 | Then of course, at this point if someone
tries to do something that requires the
| | 04:06 | Add-in then Connect will ask
them if they want to add it.
| | 04:09 | In this case, I'll download it and
we'll jump back into the Connect Add-in.
| | 04:14 | So there's just a little tip for you
about the Add-in. The reason that I bring
| | 04:18 | it up in context of this training is
because when you start to have participants
| | 04:22 | working with you in your meeting room,
they are quickly probably going to want
| | 04:26 | to do something that requires the add-in.
| | 04:29 | It's a good idea for you to
understand what it is, how it works, and that
| | 04:32 | it's going to install something on
to their system so that you can talk a
| | 04:35 | person through that, that might be
concerned about it or might not understand
| | 04:38 | what's happening.
| | Collapse this transcript |
|
|
5. Presenting Basic ContentUsing the Share pod| 00:00 | One of the most basic things you'll do
with Connect is present information and
| | 00:03 | to do that you're going to use the Share pod.
| | 00:05 | Frankly, when you're doing a basic
presentation, the Share pod is the pod you're
| | 00:09 | going to spend most of your time with.
| | 00:11 | So let's take a little bit of a tour of it.
| | 00:13 | We'll use it to actually show some
content, and we'll see the ways that we can
| | 00:18 | control the content in
general using the Share pod.
| | 00:21 | Now what I have here is a standard meeting room.
| | 00:23 | This is a default layout.
| | 00:24 | It has pods in it. Rarely in a real meeting
will I ever share nothing, but the Share pod.
| | 00:30 | But for this lesson what is actually want
to do is focus my attention fully on it.
| | 00:34 | So I am going to hide everything else,
and I am going to Maximize the Share
| | 00:42 | pod to fill the window.
| | 00:43 | Now the first thing that you might
notice about the Share pod is that there is a
| | 00:47 | large section right here in the
middle that says Share My Screen.
| | 00:50 | It may seem like that's the only thing
that you can do, but that's not the case.
| | 00:53 | What I can do is click on this arrow,
and it will give me the menu that allows
| | 00:57 | me to share one of three different things.
| | 00:59 | We're going to talk about sharing
screens and whiteboards a little bit later.
| | 01:03 | Right now, we'll focus on sharing a
document, because especially for first-time
| | 01:07 | users, the most basic thing that you'll
do is upload a PowerPoint file into the
| | 01:11 | Share pod and then share it to others.
| | 01:13 | So I am going to go ahead
and select Share Document.
| | 01:16 | The Select Document to Share dialog
box will appear, and because this is
| | 01:21 | the first time I shared anything with this
instance of Connect, there is nothing here.
| | 01:26 | To get a document, I am going
to select Browse My Computer.
| | 01:30 | I've provided for you in the Exercise
Files, if you are a Premium member or if
| | 01:33 | you have the CD, a set
of files that you can use.
| | 01:36 | Of course, you can use any of the
files that you have in your system that you
| | 01:40 | might want to share.
| | 01:41 | So in this case, I am going to
choose the Annual Report Presentation.
| | 01:44 | It's a PowerPoint file. We'll click Open.
| | 01:47 | It will upload.
| | 01:49 | Connect will go through a process of
converting it into in this case Flash.
| | 01:53 | In fact, because Flash is the
underlying platform that this is based on,
| | 01:57 | it's going to convert everything it can
into Flash, because it's using the Flash
| | 02:00 | Player to render things.
| | 02:02 | So what I have here is a
PowerPoint file in the Share pod.
| | 02:06 | Now I want to make a quick side note here.
| | 02:09 | If you are ever going to show content
to an audience, it's a very good idea not
| | 02:13 | to wait until the meeting is in
progress before you start to try and upload it.
| | 02:17 | This is a very small PowerPoint
file, so it uploaded rather quickly.
| | 02:21 | If I had a larger PowerPoint file or
maybe if my bandwidth was a little bit more
| | 02:25 | constricted, then it would take time,
and there is nothing like dead air to send
| | 02:30 | people for their e-mail accounts or
their Twitter accounts or whatever.
| | 02:33 | So upload these things ahead of time,
and they'll be ready for you when it's
| | 02:37 | time to start the meeting.
| | 02:38 | Now that I have content in the Share pod,
in this case because it's a PowerPoint
| | 02:43 | file I can move through the slides,
and present the information as if I was
| | 02:51 | showing PowerPoint to a live audience.
| | 02:53 | Now instead of focusing on the fact
that this is a PowerPoint file and how to
| | 02:57 | work with it, that's something
that we are going to cover later.
| | 02:59 | What I want to do is talk generally
about the fact that I have uploaded content
| | 03:03 | into the Share pod and why that's valuable.
| | 03:06 | I am going to click Stop Sharing.
| | 03:08 | What that's going to do is it's going
to stop the presentation to the audience.
| | 03:11 | So now the audience is going to
see nothing but a gray screen.
| | 03:14 | In fact, I can show you what that would
look like by changing my role to making
| | 03:18 | myself a Participant.
| | 03:19 | So this is just a gray screen.
| | 03:21 | So I am going to go back to being a Host here.
| | 03:24 | The advantage of having uploaded this
into the Share pod is that it's also
| | 03:29 | sitting on the Connect server.
| | 03:31 | What that means is that if I want to
pick this presentation up say after a lunch
| | 03:35 | or on another day, I can
come in here to this menu.
| | 03:38 | Instead of choosing to upload another
copy of that PowerPoint file, because I
| | 03:42 | have already uploaded it, I can
simply hover over Recently Shared.
| | 03:46 | Choose the Annual Report
Presentation, and there. It's being shared.
| | 03:52 | Now there is one final thing about
this that makes this very convenient, and
| | 03:55 | that is the fact that if I name this pod,
then I can also get back to this pod
| | 04:00 | if I should happen to put it away.
| | 04:01 | Let's take a look at what I mean.
| | 04:02 | I am going to double-click on this
and instead of calling it Annual Report
| | 04:05 | Presentation.ppt, which was the file name.
| | 04:08 | That's how Connect
decided to name this Share pod.
| | 04:11 | I am going to remove the ppt, and
we'll just leave it Annual Report
| | 04:14 | Presentation, we could put a year in this, so
that we know what year we are talking about.
| | 04:18 | Hit Return, and that's named to the pod.
| | 04:21 | Now if I take this Share pod and hide it,
and I want to show this content very
| | 04:27 | quickly to an audience on another day
or whatever, all I need to do is select
| | 04:30 | Pods > Share, and instead of adding a
new blank Share pod, I'm going to choose
| | 04:35 | the Annual Report Presentation.
| | 04:38 | What's nice about that is that however
that pod was configured, in this case it
| | 04:42 | was actually set to
Maximize and fill the screen.
| | 04:45 | That's exactly how it will come
back up when I share it again.
| | 04:49 | So the Share pod is great for sharing content.
| | 04:52 | But it's also somewhat of a portal
through which I can take content from my
| | 04:57 | local system and put it on the server.
| | 05:00 | A little bit later, we're going to talk
about how to manage that content on the server.
| | 05:03 | But this is sort of your gateway
to getting that process started.
| | 05:07 | By simply uploading the file,
it's now available to you.
| | 05:10 | The final thing that I want to point
out about this is that I don't need to be
| | 05:13 | working on this workstation.
| | 05:15 | This has actually saved my bacon a few
times where I've needed to present some
| | 05:18 | information, but that information was
either not available on my computer or
| | 05:24 | for some reason I wasn't
able to use my computer.
| | 05:26 | All I had to do is jump into an
Internet connected computer, open up the Share
| | 05:31 | pod with the content in it that I
wanted to share, and I'm good to go, because
| | 05:35 | Connect stores it for me.
| | 05:36 | So it's sort of like my content
portal that I can carry around.
| | 05:41 | As long as I have access to the
Internet, I can use a Share pod to show
| | 05:44 | information that I've uploaded
previously, and that makes the Share pod one of
| | 05:48 | the most important tools inside Adobe Connect.
| | Collapse this transcript |
| Uploading additional content| 00:00 | A PowerPoint file is
certainly a common thing to share.
| | 00:03 | Many, many meetings at least use them somewhat.
| | 00:06 | But if that's all you are doing with
your Connect instance, you are not getting
| | 00:09 | the full advantage that Connect has to offer.
| | 00:12 | A Share pod can hold one of six
different file types and PowerPoint is only one
| | 00:16 | of those file types.
| | 00:17 | So there are actually
five others that you can use.
| | 00:20 | What I'd like to do is just introduce
you to those other file types so that you
| | 00:24 | can understand what types of
content you can share in a Share pod.
| | 00:28 | We're going to dig into each of those
different types a little bit more fully later on.
| | 00:32 | First though, let's just get started
with understanding what they are and then
| | 00:36 | we'll load them into a
Share pod to see them in action.
| | 00:38 | So I am going to go ahead this Share
pod and I am going to resize it to get
| | 00:44 | myself some room on the stage here.
| | 00:47 | Create another Share pod and the next
most common file type I use is a JPEG file
| | 00:53 | because I can use a JPEG for a
couple of different kinds of things.
| | 00:57 | For example, a document or an
image that I want to mark up.
| | 01:01 | So to add a JPEG file, I am going to
go through the same basic process that I
| | 01:04 | did with the PowerPoint.
| | 01:05 | I will Share Document > Browse My
Computer. In this case I have a document that
| | 01:11 | I scanned and saved to JPEG.
| | 01:13 | So I will select that and
click Open and there we go.
| | 01:17 | Now, this document is a little bit
difficult to read because the Share pod is
| | 01:20 | kind of small but I just wanted to
show you that I can put one in there.
| | 01:23 | The next type of document that I use
and probably next with respect to the
| | 01:27 | amount that I use it is a PDF file.
| | 01:29 | So let's go ahead and add another new Share pod.
| | 01:33 | We'll go ahead and add a PDF to it.
And if you're familiar at all with the free
| | 01:44 | Adobe Reader, what Connects does is it
sort of gives you a little bit of the
| | 01:49 | Free Adobe Reader right here in the Share pod.
| | 01:51 | So it works just about exactly like a
PDF on the Desktop except that you're
| | 01:54 | sharing it with others.
| | 01:56 | The next type of file that I can
upload is an MP3 file for sound.
| | 02:03 | We'll go ahead and upload that. Browse
My Computer and here is a podcast that I
| | 02:09 | want to share with my audience. Click Open.
| | 02:13 | Now, I am not going to get much of a
visual here because this is a sound file.
| | 02:17 | So it's just sort of some light space
but there are controllers here at the
| | 02:22 | bottom that allow me to play the MP3 file,
and then last but not least among the
| | 02:27 | file types I am going to
show you here is an FLV file.
| | 02:31 | Now, if you're not familiar with FLVs,
let me get my Share pod open and
| | 02:35 | I will start uploading it.
| | 02:40 | Browse My Computer and there is my FLV.
| | 02:45 | We'll click Open.
| | 02:46 | An FLV is a Flash Video file and the
reason that we can share all of these
| | 02:51 | different file types within Connect is
because the Flash Media Server, which is
| | 02:57 | a tool that comes from Adobe, is
kind of at the heart of the solution.
| | 03:00 | So it allows me to share information or
stream that information from the Connect
| | 03:05 | server out to my audience.
| | 03:07 | FLV as a video type is something that
the Flash Media Server supports and so it
| | 03:12 | allows me to upload that
and then I can stream it out.
| | 03:15 | If I don't have an FLV file, I am
going to need to convert to FLV from MOV or
| | 03:20 | whatever video file type that I have
and Adobe has a whole toolset for that and
| | 03:24 | lynda has some really great training
that will help you understand how to create
| | 03:28 | FLVs if you don't have one.
| | 03:29 | Of course, if you don't have one for
this practice session, I've provided you
| | 03:33 | both an FLV and an MP3 plus the JPEG and
the other files that you are looking at here,
| | 03:37 | so that you that you
can experiment with them.
| | 03:39 | So these are five of the six file types
that Adobe Connect supports in its Share pod and
| | 03:45 | you're going to use each of them for different purposes and
I'll give you some ideas about those when we take a look at them.
| | 03:52 | The final one that I haven't talked
about and I am going to talk about in some more detail later
| | 03:55 | is the SWF or the Flash file and
there is a place that you can
| | 04:00 | go to get some Flash files that are
very useful that you can use with Connect.
| | 04:03 | So as a part of that lesson, I am
going to show you both how to get them
| | 04:07 | and then how to upload them into a Share pod.
| | 04:09 | So these are the five file types
that you typically will work with.
| | 04:12 | Most of the time frankly I am going to
work with the PowerPoint, the JPEG and the PDF,
| | 04:18 | but the Podcast or the MP3
file and the FLV file are also very useful,
| | 04:24 | because all of these things allow you
to create a different experience for your
| | 04:28 | audience than just the experience of
sitting and listening to you talk about
| | 04:32 | PowerPoint file after
PowerPoint file after PowerPoint file.
| | Collapse this transcript |
| Sharing your screen| 00:00 | So what we are looking at here are five
of the six file types that Connect can
| | 00:03 | share in a Share pod.
| | 00:05 | There is a PowerPoint, JPEG, PDF, MP3,
FLV and additionally, we can also share
| | 00:11 | SWF, the Flash SWF file.
| | 00:13 | But there are going to be times when you
need to share something other than this.
| | 00:16 | Maybe you are on a Macintosh using
Apple's Keynote or maybe you're in a class
| | 00:20 | and you want to show a document
from Matlab or something like that.
| | 00:24 | Connect has a solution for you and it's
called the Screen Share, and so let's go
| | 00:29 | ahead and take a look at that.
| | 00:30 | I'm going to put all of these pods away,
except one, and I'm going to maximize
| | 00:41 | this pod, and I'm going to stop the
sharing so that I can access the Share My
| | 00:47 | Screen button here, because
that's exactly what we're going to do.
| | 00:51 | If you don't have a file type that you
can upload into a pod, but you want to
| | 00:55 | show something, you can
always share your screen.
| | 00:58 | So first off select Share My Screen.
| | 01:01 | And the question that I need to
answer here is what do I want to share?
| | 01:05 | Do I want to share my entire desktop?
| | 01:06 | Do I want to share a particular
application or a particular window?
| | 01:10 | So, we will start with Windows.
| | 01:12 | If I select that, all of the open
windows that are available to me are
| | 01:15 | something that I can share.
| | 01:16 | Now, some of these represent files,
some of these represent applications that
| | 01:21 | are running, some of them represent folders.
| | 01:24 | I can also limit what I'm
looking at to specific applications.
| | 01:28 | In this case, if I want to just
take a look at Acrobat, I can do that.
| | 01:33 | The advantage of using these is that
nothing but that window or that particular
| | 01:38 | application that you're sharing
will be seen by your audience.
| | 01:42 | Now, I am going to go ahead and choose
to Share Only Acrobat and click Share.
| | 01:47 | It doesn't look any different to me.
| | 01:48 | It looks like I was working in the system.
| | 01:50 | However, the entire audience can only see
what's happening inside this Acrobat window.
| | 01:56 | I want to point out a little foible though.
| | 01:57 | If you are working in Acrobat and
while you're presenting you accidentally
| | 02:01 | click out of Acrobat, then the
audience isn't going to see anything because
| | 02:05 | you're only sharing this window.
| | 02:06 | In fact, what you'll see is a large area
of blue crosshatches and your audience
| | 02:11 | will immediately start
complaining that they can't see anything.
| | 02:14 | So, if you share a window or you share an
application, make sure that you stay within that.
| | 02:18 | Now, what's nice about that is
that while you're sharing, you can
| | 02:22 | actually control the sharing right
from the window or the application
| | 02:26 | that you are working from.
| | 02:27 | So, I am going to select Stop Screen
Sharing here and it will jump me back into
| | 02:32 | my Presentation Room. That's handy.
| | 02:35 | Frankly, most of the time though, I'm
probably not organized enough to do that.
| | 02:39 | So what I'll do is I'll share my
screen and I'll share the entire desktop.
| | 02:45 | Now, when I say that I'm not organized
enough, that's a little bit of a lie,
| | 02:49 | because I have to be organized enough
to remember to do things like shutdown my
| | 02:52 | email client, my chat clients, all of
those things that might pop up and show
| | 02:57 | the audience something that I don't want seeing.
| | 03:00 | So, that's just a step, you will have
to take ahead of time, but then you have
| | 03:03 | the flexibility of opening up
any application that you want.
| | 03:06 | So, I can show you something about Acrobat here.
| | 03:08 | When I'm done, I can put Acrobat
away and I can jump over to a browser.
| | 03:12 | Whatever I'm doing on my desktop
is what the audience is seeing.
| | 03:15 | Now, at some point, I may want to
stop the presentation, so I can roll down
| | 03:20 | here to the taskbar and if I click on
my task icons in my system tray here,
| | 03:27 | I can see the Adobe Connect icon. Click on it
and that's how I can control the presentation.
| | 03:32 | So, I have shown you that I can
stop screen sharing, but can also do
| | 03:35 | something interesting.
| | 03:36 | I can pause and annotate in
the middle of the presentation.
| | 03:40 | What that does, it essentially takes a
screenshot of what I was presenting and
| | 03:45 | then shows it to the audience that
way and I can use it to do things like
| | 03:48 | markups and do some other stuff with it
that would allow me to stop the screen
| | 03:53 | share itself, focus my audience's
attention on something static, and then when
| | 03:57 | it's time to go ahead and continue,
all I need to do is click on Resume and I'm
| | 04:01 | back in the screen share mode.
| | 04:03 | Now, the Macintosh user isn't going to
find something in the system tray because
| | 04:07 | obviously it doesn't exist down there.
| | 04:08 | Where you will look for the Connect icon
is up in the menu bar, sort of in the
| | 04:13 | upper right near where your Clock icon might be.
| | 04:16 | But either way, it's going
to provide the same function.
| | 04:18 | It's going to allow you to stop and
pause the screen share while it's happening.
| | 04:23 | So, I am going to go ahead and stop
it so we can jump back to Connect.
| | 04:27 | And there is one last point that I want to make.
| | 04:30 | If you don't want to give your users
some control over the configuration of the
| | 04:33 | way this pod looks, it's a
good idea to maximize the pod.
| | 04:39 | So, you can see that I just chose Restore.
| | 04:41 | Any pod when I select
Maximize is going to fill the screen.
| | 04:45 | And the reason that you want to do
that is because your screen is going to be
| | 04:48 | contained within the Connect
environment on their screen, which means that it's
| | 04:53 | going to shrink everything.
| | 04:54 | And so if you're doing something that
requires fine detail or little text that
| | 04:57 | they have to read, it's going to be
hard for them to see it, especially if the
| | 05:01 | pod you're sharing is only this big,
because this is exactly how big your
| | 05:05 | version of the desktop will be on their system.
| | 05:08 | The other thing that I'm going to
recommend is that you take a look at your
| | 05:12 | system's capability for resetting the
screen size on your monitor and consider
| | 05:16 | some of the lowest common denominator.
| | 05:18 | I typically choose 1024x768, because
that means when you maximize it, you are
| | 05:25 | not asking someone who does have
their screen set to 1024x768 resolution to
| | 05:30 | see your really nice big monitor in
a little teeny tiny window on their
| | 05:34 | already small monitor.
| | 05:36 | It just makes it easy for people or
easier for people to see what you're doing.
| | 05:40 | But other than that, Share My Screen
is a really great ad hoc way to start
| | 05:44 | sharing something that you're doing on
your system, so you can show any document
| | 05:48 | type you like and you can even go a
step further and show people how you might
| | 05:52 | create that document in the software
product that was used to create it.
| | 05:55 | And one more little tip about screen
sharing. Screen sharing is a fairly
| | 06:00 | bandwidth intensive thing to do, and
so you may want to control that just a
| | 06:04 | little bit, because if you're using a
lot of bandwidth, there may be a lag time
| | 06:08 | between what you're doing and
what you're audience is seeing.
| | 06:10 | And you can control that under the
Meeting menu by selecting Preferences.
| | 06:14 | The preference I am interested in is
Screen Share, and you can determine the
| | 06:19 | quality and the frame
rate for your screen share.
| | 06:22 | If everyone's on a local area
network with nice high-speed access, crank
| | 06:26 | the rate up to high.
| | 06:27 | It's going to look good. It will be fast
and it will be a higher-quality presentation.
| | 06:31 | If however, you know that there are a
lot of people that have questionable
| | 06:34 | bandwidth, you might even go down to
Medium or even Low for your Quality
| | 06:38 | and your Frame Rate.
| | 06:39 | Things are going to look uglier and
choppier, but you will at least be able to
| | 06:43 | see them closer to real time, as
opposed to waiting for the lag.
| | 06:48 | So when screen sharing, think about
your audience a little bit, understand
| | 06:51 | their needs with respect to bandwidth, and
throttle this to make sense for that audience.
| | 06:56 | That way you'll be providing the best
possible experience you can, given your
| | 07:01 | need to screen share.
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| Whiteboarding| 00:00 | When you're meeting with a group of
people in a physical room oftentimes you
| | 00:03 | look for a whiteboard because
it's a great way to hash out ideas.
| | 00:07 | Connect has the same basic
concept in the Share pod.
| | 00:10 | It's called a whiteboard and it hinges on
the tools that allow you to draw on the screen.
| | 00:15 | However, the whiteboard isn't the
only place you can draw, as we'll see.
| | 00:19 | So to get started with the whiteboard I'm
going to click here and choose Share Whiteboard.
| | 00:23 | There is your whiteboard.
| | 00:25 | Now there are a set of tools that
appear here at the top that allow you to
| | 00:28 | mark on the whiteboard.
| | 00:30 | I'm going to select the Pencil
tool and click and I'll draw a shape.
| | 00:34 | So if I wanted to do something like
write a little formula, I can go ahead and do so.
| | 00:45 | Now if I want to add to this and I want
to change the color and the look of the
| | 00:49 | pencil that I'm working with I can.
| | 00:50 | In fact, I can click on the pencil
and choose a pencil or a highlighter.
| | 00:54 | The main difference being that the
pencil is opaque and smaller, the highlighter
| | 00:58 | is larger and semi-opaque.
| | 01:01 | I can also change the color.
| | 01:02 | So if I really want to highlight this,
but I want to highlight it in red then I
| | 01:05 | can choose a color from here and I'm
going to change the size just a little bit
| | 01:11 | and I can put little sort of
waves of angst around E=MC2.
| | 01:18 | As someone who is using this as a
way to teach, this works just like a
| | 01:22 | chalkboard or a whiteboard in a classroom.
| | 01:24 | Every time I have some new information
that I want to cover, I don't have to
| | 01:27 | create a new Share pod. All I
need to do is create a new page.
| | 01:30 | And the way to create a new page is
simply to navigate to it by clicking on the
| | 01:33 | little button down in
the lower left-hand corner.
| | 01:36 | I can also come up your and change the color.
| | 01:38 | So I'll just go ahead and
make a new color for my marker.
| | 01:41 | I'll go to a pencil this
time and I'll start marking.
| | 01:45 | If I want though I don't have to
limit myself to just these tools, I can do
| | 01:49 | something like create some shapes.
| | 01:51 | I've got some basic shapes that I can work with.
| | 01:53 | So I'll create an arrow.
| | 01:56 | So if I want to highlight something or
point to something then maybe I can go
| | 02:01 | ahead and draw that something in.
| | 02:02 | So we're talking about E=MC2.
| | 02:05 | I'll draw a little mushroom cloud,
which is way the waves of angst existed.
| | 02:11 | Each time I click on these little arrows
down to the lower left-hand corner, I'm
| | 02:14 | going to create a new page.
| | 02:15 | Now this isn't just something that
allows me to create new pages for the session.
| | 02:21 | This actually allows me to create
what's essentially a document that's going to
| | 02:24 | live inside the Connect.
| | 02:25 | So I'm going to take the final tool
here that I want to cover for creating
| | 02:29 | stuff in the whiteboard and just put some
information, there. The formula had big implications!
| | 02:36 | Of course, I can adjust the size and
the typeface and all that if I want to.
| | 02:41 | But when I go back down to the lower
left and I click through the pages those
| | 02:46 | images that I created are going to be
persistent. Not only are they're going to
| | 02:50 | be persistent now, but I'm going to
double-click on this and rename this and
| | 02:54 | we'll just call this The
Formula, and I'll hide the pod.
| | 03:02 | When I go back to the Pods menu I'll
select Share and I'm looking for The
| | 03:09 | Formula, which I can bring back to the
meeting room, and all of the pages and the
| | 03:14 | markups on the pages that have been maintained.
| | 03:16 | So stuff doesn't disappear unless
I actually want it to disappear.
| | 03:20 | Now if I do, all I need to do is
grab my little Arrow tool, select
| | 03:24 | something, and then click the eraser
and that will make it go away or if I
| | 03:28 | want to I can grab and markup and
edit it, and change its shape and size
| | 03:36 | using the editing tools.
| | 03:38 | In fact, I can even rotate it around.
| | 03:40 | So the Whiteboard tool is designed to
give you an ability to create content
| | 03:45 | completely from scratch
right here in the whiteboard.
| | 03:49 | Because Connect really has a nice
long memory for things, that content will
| | 03:54 | remain available to me for this
session and for any other session that I do
| | 03:58 | inside this meeting room until I
specifically get rid of the formula Share pod.
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| Using Full Screen mode to focus the audience| 00:00 | There'll be times when you're
presenting information using the Share pod that
| | 00:03 | you really need your audience
to focus on what you're saying.
| | 00:06 | If you set Connect up the way that I
would typically recommend it, you actually
| | 00:11 | can lay a little bit of a trap for yourself.
| | 00:12 | Let me show you what I mean.
| | 00:14 | I am going to stop the sharing here,
and I am going to restore this pod so
| | 00:18 | that it only fills up some of the screen,
and we'll go ahead and share a PowerPoint file.
| | 00:24 | Now if you don't already have one
loaded into your system, you can just upload
| | 00:27 | it by using Browse My
Computer and then click OK.
| | 00:30 | Most of the meetings during which I'm
presenting that I have are going to have
| | 00:35 | a pod or two other than the Share pod, like
the Attendee pod and we've got a Chat pod here.
| | 00:41 | So I can allow people to chat about
the information that I am presenting.
| | 00:45 | But it's not uncommon, especially
after I'm five or six slides in to start
| | 00:50 | seeing people chatting about things
that really don't have anything to do
| | 00:52 | with my presentation.
| | 00:54 | For example, Olivia here is in the meeting.
| | 00:56 | She is going to start chatting me
about something that doesn't have anything
| | 00:59 | to do with this presentation, and that's a
problem because it can become a distraction.
| | 01:04 | So "Hey Tim - how about lunch today?" Okay.
| | 01:06 | Well, that's interesting.
| | 01:07 | But its 10:30 and I have 25
more slides to get through.
| | 01:10 | So I really don't want this
conversation to be sort of front of mind.
| | 01:14 | I need to get through this information.
| | 01:16 | So I am going to deal with that
using something called Full Screen.
| | 01:20 | For starters, Full Screen is just a way
of sort of blanking out whatever else is
| | 01:23 | going on in the room.
| | 01:25 | So I'm going to go ahead
and click on Full Screen.
| | 01:27 | What that will do is that'll hide
everything else, all the other pods, and all
| | 01:31 | of the other interface things that
might become a distraction for me.
| | 01:34 | That will allow me to get through
the rest of my 25 slides successfully.
| | 01:38 | However, Olivia still
has access to the Chat pod.
| | 01:41 | So if she is using it to have a legitimate
discussion with somebody else, she can do that.
| | 01:46 | In fact, if she has a legitimate
question for me, she can type that into the
| | 01:49 | pod, and then submit it, and it will actually
pop-up so that I can see it, and there you go.
| | 01:54 | Oh, what were the sales this year?
| | 01:55 | Yes, good question Olivia, and I can
continue on to answer the question using
| | 01:59 | the information that I'm discussing.
| | 02:01 | However, that itself can even be a distraction.
| | 02:04 | If I really need to get through these
slides and I really don't want to see the
| | 02:07 | chats that are going on, what I am
going to do is jump out of Full Screen.
| | 02:11 | I am going to come over here to
the Meeting menu and I am going to
| | 02:15 | select Preferences.
| | 02:17 | I'm interested here in the Chat Pod
preferences where I can set the Chat
| | 02:21 | notification options to be Disable, click Done.
| | 02:25 | I'll go back to Full Screen and Olivia
can chat away, but Connect isn't going
| | 02:30 | to allow me to see that.
| | 02:31 | That's great, because that allows me
to continue on my presentation without
| | 02:34 | worrying about what it is that Olivia
might be saying to the other members of
| | 02:38 | the meeting or what
Olivia might be saying to me.
| | 02:41 | Here is where a little bit of
power can become sort of dangerous.
| | 02:45 | If you do this, you want to make sure
that you take plenty of breaks during your
| | 02:49 | presentation to go check to see if
Olivia has had any questions or if the
| | 02:53 | general audience has something to
say that might be worth looking at.
| | 02:56 | So every five slides or so, it's a
good idea to jump out of Full Screen mode,
| | 03:01 | take a look, and see what's going on here.
| | 03:03 | I can see that Olivia is
getting ready for lunch.
| | 03:06 | Maybe it's a good time to check my
watch and realize the meeting has gone on a
| | 03:09 | little bit, and it would be a
good time to break for lunch.
| | 03:12 | So if you use Full Screen mode as a way
to ignore your audience, then make sure
| | 03:16 | that you go back and check a few times
to see what your audience has to say.
| | 03:20 | Now there is one more thing that you can do.
| | 03:22 | If you have a really nicely structured
meeting, and you really built the meeting
| | 03:26 | up around the idea of taking nice breaks
and you really want to control things,
| | 03:29 | what you can do is select from the Pod
Options menu here, Force Presenter View.
| | 03:37 | What Force Presenter View does is it
makes it, so that when I go to Full Screen,
| | 03:41 | everybody goes to Full Screen.
| | 03:43 | So Olivia now doesn't have any
access to the Chat pod at all.
| | 03:47 | She is focused on my
presentation as I am presenting.
| | 03:51 | If I am a good presenter, every
fifth or sixth slides I'll stop and then
| | 03:55 | jump out of Full Screen mode, so that
we can all take a look at the Chat pod
| | 03:58 | and enter some questions, or put
some thoughts, or some comments into the
| | 04:01 | Chat pod for discussion.
| | 04:03 | So the Full Screen function is a
really great tool for focusing the attention
| | 04:07 | of your audience and giving your
audience an opportunity to chat when
| | 04:12 | necessary, but preventing them from
chatting and becoming a distraction when
| | 04:16 | you don't want them to.
| | 04:17 | Now there is one more thing
that you can use this for.
| | 04:20 | I am going to leave Force Presenter
View selected and I am going to stop the
| | 04:24 | sharing here, because this
is a Share pod preference.
| | 04:29 | It works for anything that I use the
share pod to do including Share My Screen.
| | 04:33 | But you will notice that there is
no Full Screen button here anymore.
| | 04:37 | What I am going to do is click on Share
My Screen and I am going to Share, and
| | 04:43 | while I am sharing my screen,
| | 04:44 | if I want to access some of the
interface of Connect for some reason, all I need
| | 04:48 | to do is either come down here to the
Task Bar in Windows and bring Connect
| | 04:53 | forward or the Dock on the Macintosh
and actually click on Full Screen here.
| | 05:00 | Now at this point what I have to do
is use a key command to jump away from
| | 05:03 | Connect and hide it.
| | 05:04 | But I can force people into Full
Screen, while I'm doing the screen share.
| | 05:08 | I am going to turn that off.
| | 05:09 | The other thing that I can do is if I
have another presenter or another host in
| | 05:13 | the room, I can have them
use the Full Screen button.
| | 05:17 | Then the final thing that I will point
out here is that the Full Screen button
| | 05:20 | is something that's also
available to your audience.
| | 05:24 | When you're presenting, it's a good
idea to point it out to your audience so
| | 05:27 | that they understand that there is a
Full Screen option that they can take
| | 05:31 | advantage of as well.
| | 05:32 | It's a really good idea for those
audience members who also don't want the
| | 05:35 | distraction of what's going
on elsewhere in the interface.
| | 05:38 | Let them go to a Full Screen mode on their
own so that they can see what you're doing.
| | 05:42 | But either way, Full Screen is a
really great tool for allowing you to hide
| | 05:46 | those things in Connect that allow
people to interact, which might steal the
| | 05:50 | focus away from your presentation
occasionally and then bring those things back
| | 05:54 | when you do want them to participate fully.
| | Collapse this transcript |
|
|
6. Sharing Content in the Share PodLoading PowerPoint files| 00:00 | One of the more common types of content
that you're going to share on the Share
| | 00:02 | Pod is a PowerPoint file.
| | 00:05 | So what I want to do is take a look
at the ins and outs of working with
| | 00:07 | PowerPoint within the Share Pod.
| | 00:10 | The first thing that I want to say
about that is, that you should never plan to
| | 00:13 | upload your file while
your meeting is in progress.
| | 00:17 | I am going to do that here because I want
to talk about why you shouldn't do this.
| | 00:21 | This is a very small presentation.
| | 00:23 | It's only three slides.
| | 00:24 | So it's a very small file size.
| | 00:26 | And it still takes a few
seconds to upload and convert.
| | 00:30 | You don't want to do that in front of
your audience, especially if you have a 25
| | 00:33 | or 50 slide deck, because it may take
10 minutes to upload and it may take
| | 00:37 | another 5 to 10 minutes to convert.
| | 00:40 | Because what Connect actually does is,
first off, it uploads the PowerPoint file,
| | 00:43 | and then on the backend it actually
converts it over to Flash, and that gives
| | 00:47 | you the capability of working with it
within Connect, because Connect is a
| | 00:50 | Flash-based product.
| | 00:52 | Once you have it uploaded though, it's on
the system and it is something that you
| | 00:56 | can access later on.
| | 00:57 | So for example, if you should
accidentally hide this pod, you can always select
| | 01:02 | from the Pods menu, Share and Annual
Report Presentation.ppt is the Share Pod
| | 01:08 | that contained that presentation.
| | 01:10 | So you can just select it and it'll
take just a few moments, but then it will
| | 01:14 | bring it back much more quickly.
| | 01:15 | The good news about this is that
once it's on the system, it's there for
| | 01:19 | you from then on in.
| | 01:20 | Now I want to add a
little bit of a polish to this.
| | 01:22 | So instead of calling this pod, the
Annual Report Presentation.ppt with the
| | 01:27 | extension for PowerPoint, I am just
going to double-click on this and rename it.
| | 01:32 | And that makes it look like I've
specifically renamed the pod for the purpose
| | 01:37 | that the pod has, which
is actually what I've done.
| | 01:40 | It just gives your presentation a
little bit more of a professional appeal.
| | 01:44 | Now once the PowerPoint file is in the
Share Pod, you can begin working with it
| | 01:47 | almost as if you were
working with it in PowerPoint.
| | 01:50 | So for example, if I want to move from
one slide to the other, I'll just click
| | 01:54 | down here in the lower-left on
the Next and Previous Arrows.
| | 01:59 | In fact, if I've built transitions
into my PowerPoint, Connect does a pretty
| | 02:03 | good job of maintaining
them for my presentation.
| | 02:08 | So it works pretty much the exact
same way that it would in PowerPoint.
| | 02:12 | I have my transitions.
| | 02:13 | Present my information, and there's even
another tool that I can use to go a step further.
| | 02:18 | Right here, right next to the Left and
Right Arrows, I have a little sidebar.
| | 02:22 | We'll click on that, and that allows
me to see some information about my
| | 02:26 | presentation as I am presenting.
| | 02:28 | It's sort of like having two screens
in PowerPoint where one gives you a
| | 02:32 | hint about what's coming up, and tells you
information about the slide that you're on.
| | 02:36 | Well, right here in Connect,
we have it inside the Share Pod.
| | 02:39 | So as I'm presenting, I might want to
look, for example, at the Notes for the
| | 02:42 | slide, or I may want to jump back-and-
forth in my presentation, and I can do
| | 02:47 | that with the click of the mouse.
| | 02:48 | It will open up the Notes Pod and I
can see that I'm supposed to mention the
| | 02:52 | company's long climb from obscurity.
| | 02:55 | As I move through the presentation,
I've got my animations, and I can see the
| | 02:59 | agenda or the rest of the agenda items
that are coming up because they are built
| | 03:03 | in to the notes for the PowerPoint slide.
| | 03:05 | Now this was all information that
was in the PowerPoint slide and I used
| | 03:08 | PowerPoint to create it.
| | 03:09 | All Connect is doing is reproducing
that for you so that you can use it
| | 03:12 | during the meeting.
| | 03:13 | Now there is another thing that's pretty
neat that you can do with this as well.
| | 03:18 | If I want my customers who are in
the middle of the presentation to be
| | 03:22 | looking at this information along with me, I
can simply show the sidebar to participants.
| | 03:27 | Now, anyone who's in the room in the
same Share Pod that they're seeing the
| | 03:31 | presentation will also see
this sidebar information.
| | 03:34 | So for example, if they look at the
outline, they can actually see what the
| | 03:37 | outline of the presentation is.
| | 03:40 | If they click on Notes, they can read
the notes to themselves and that might be
| | 03:43 | handy so that they can read ahead or
they can catch up with information that
| | 03:46 | they may have missed or whatever.
| | 03:48 | And then finally over here, I can
actually select Search and let's say that I
| | 03:51 | want to find a particular slide.
| | 03:53 | Well as I'm presenting I know that I
want to say something about the website, and
| | 03:57 | the only thing I can remember is that
the website is likely to have www on it.
| | 04:01 | And I'll click on that, and it will
show me the slide that contains that.
| | 04:05 | If there's more than one it will list them all.
| | 04:07 | I can click on that and jump
right to that slide as well.
| | 04:10 | Now there's another hidden advantage to
the fact that this is a web-based tool.
| | 04:14 | We are on the web right now.
| | 04:16 | If in the middle of the presentation, I
see a website address that's built in
| | 04:20 | the PowerPoint slide,
| | 04:21 | it might be useful to be
able to check that website out.
| | 04:24 | Well, if you've actually build a
hyperlink into your PowerPoint slide, then that
| | 04:28 | hyperlink is a hot link
right here inside Connect.
| | 04:31 | So I can just click on it, it will take me to
the web, and take me to the Two Trees website.
| | 04:36 | It's something that you want to
consider whether you want to do or if you're
| | 04:39 | going to do it in the middle of a
presentation, because half of your audience
| | 04:42 | is likely to go check out your website,
while you're trying to present the rest
| | 04:45 | of the information.
| | 04:46 | But if used purposefully, it's
actually a great tool to take the presentation
| | 04:51 | beyond just the slides, and use
something like the World Wide Web to augment the
| | 04:55 | presentation and give your audience more
information than the slides can convey.
| | 04:59 | Now I am going to go ahead and close up
the sidebar, because it's not only the
| | 05:04 | case that I can show you information.
| | 05:06 | I'm going to backup to the beginning here,
of the Agenda, and as I am working through
| | 05:11 | the agenda, I might actually want to
mark the slides up to put a checkmark next
| | 05:15 | to things, or draw your
attention to things, or whatever.
| | 05:18 | As with the whiteboard, I can
actually mark on top of these slides, while
| | 05:22 | I'm presenting them.
| | 05:23 | All I need to do is click on the Draw
button here, and as a presenter or a
| | 05:28 | host, I can take the Pencil tool and I
can come in here and put a checkmark, or
| | 05:32 | I can take the Highlighter tool, move to the
next Agenda item, and I can put a mark on top of it.
| | 05:40 | If that's not wide enough, maybe I can
increase the size of the marker and put a
| | 05:48 | wider mark on top of it.
| | 05:50 | So as you're working through the
presentation, instead of just talking to the
| | 05:54 | slides that you have, use Connect as a
way to draw your audience's attention to
| | 05:58 | certain aspects of the slides, because
it makes the presentation, which is being
| | 06:02 | delivered remotely, feel a lot more engaging.
| | 06:05 | It draws your attention to the screen.
| | 06:07 | It makes the information scene a
little bit more exciting, so that instead of
| | 06:11 | kind of tuning out after a few slides,
the audience is going to start to look at
| | 06:15 | the slides and see what you are
presenting there, a little bit more carefully.
| | 06:19 | And that actually becomes a reason
to use Connect, even if you're not
| | 06:23 | necessarily in a remote meeting.
| | 06:25 | Because all of the stuff that you're
doing in the slide set right now, first off
| | 06:29 | gives you an ability to mark up the
slide set, makes it more engaging.
| | 06:31 | You can add things like Hyperlinks so
that your audience can take advantage of
| | 06:35 | that, but I am going to go ahead and
close this presentation, and then I'm going
| | 06:41 | to reveal this presentation. And notice
that when I do, it's going to jump me
| | 06:46 | right back to that slide and it's
going to leave my markups in place.
| | 06:50 | Now that's a good thing if I have a
presentation that I am delivering over time
| | 06:54 | but it's also the kind of thing that
if you're going to deliver the same
| | 06:57 | presentation, and you want a clean
slate, make sure that you go in afterwards
| | 07:02 | and delete your markups because if you
don't do them, then they'll be there for
| | 07:07 | you even if you don't want them
the next time you go to present.
| | 07:11 | So that's using PowerPoint with Connect.
| | 07:13 | It's not just a way to show some
slides and tell some information about some
| | 07:17 | slides, but to allow you to engage your
audience more deeply in those slides, so
| | 07:21 | that you can get your
point across more effectively.
| | Collapse this transcript |
| Working with PDFs| 00:00 | One of the content types that I can
share inside a Share Pod is the PDF file and
| | 00:04 | that's really handy for a
couple of different reasons.
| | 00:07 | One, it basically allows me to put any
document type into the Share Pod that I want.
| | 00:12 | Now I can always do a Share My Screen
to show something like a CAD file, but
| | 00:16 | because I can also turn that CAD file
into a PDF I can then grab that PDF and
| | 00:20 | upload it into the Share Pod.
| | 00:22 | Let's see an example.
| | 00:23 | I am going to go ahead and Share a Document.
| | 00:25 | We'll Browse for My Computer.
| | 00:27 | Now these are among the exercise
files that you have if you've paid for the
| | 00:30 | premium subscription or you bought the CD.
| | 00:33 | So you can go ahead and grab this file here.
| | 00:35 | Now this is a Logo file -
| | 00:37 | I'll go ahead and open it- that was created
in a graphics application such as Adobe's
| | 00:42 | Illustrator, and since the Connect
Share Pod can't show an Illustrator file
| | 00:46 | directly, I simply had the
artist export it out to PDF.
| | 00:50 | Now I can upload it into the room and
we can use this as a collaboration tool.
| | 00:55 | Once I've uploaded a PDF into a Share
Pod, basically what I have is the free
| | 00:59 | Adobe Reader in the Share Pod.
| | 01:01 | So for example, if I want I can zoom in, I can
even set to a Fit Page mode or a Page Width mode.
| | 01:08 | I'm actually going to zoom
in just a little bit more.
| | 01:10 | Because another thing that I can do on
top of this PDF is I can begin to mark
| | 01:15 | the PDF up so that I can review it.
| | 01:17 | Again, we'll return to the Draw tools
here that work just like the Draw tools
| | 01:21 | would in the whiteboard or in any
other instance of the Share Pod.
| | 01:25 | I'll take my Pencil tool,
I'm going to circle this.
| | 01:30 | I'm going to take the Text tool
and I'm going to type Wrong font.
| | 01:38 | There, we've just
completed the review of this logo.
| | 01:41 | Now everybody else who is working
with me can provide me feedback to the
| | 01:45 | Chat pod or whatever.
| | 01:46 | But if I want to allow people an
opportunity to look through the document
| | 01:50 | themselves first what I can
do is unsync the Share Pod.
| | 01:55 | I can actually unsync the Share Pod
for a lot of different document types
| | 01:59 | including the PDF, but not limited to the PDF.
| | 02:01 | So here is what I'm going to do.
| | 02:03 | I am going to click on the Sync button which is
down here in the lower right of the Share Pod.
| | 02:07 | What that does is that lets everybody,
even participants in the room, use the
| | 02:12 | tools here that otherwise aren't
unavailable so that they can take some time
| | 02:16 | to kind of scroll around and see the
information inside the document before the review begins.
| | 02:22 | Now once I'm done letting them do that I
am going to click on Sync one more time
| | 02:26 | and basically I'm going to take
back control of the situation.
| | 02:30 | Now notice when I unsynced it by
clicking on the Sync button down here and
| | 02:34 | giving other people
control, the drawing went away.
| | 02:37 | That's because you really can't control
what the drawing tools are going to look
| | 02:41 | like on someone's system, if they're
zooming out and zooming in and moving the
| | 02:45 | document page for page.
| | 02:46 | So when you unsync the
document the Drawing tools go away.
| | 02:49 | When you sync it everybody pops back to
the same view that you're looking at and
| | 02:53 | the drawing markups come back.
| | 02:55 | So this is really a great tool not
just for presenting information, from
| | 02:59 | something like a CAD file for example,
but also it's a great way for you to
| | 03:03 | collaborate around some information
and collect some feedback that you might
| | 03:06 | want from your audience.
| | 03:08 | Now there is one more thing that you can
give your audience the capability to do.
| | 03:11 | I'm going to unsync this for a moment
and I'm going to make myself a participant
| | 03:16 | just so that you can see this
from a participant's point of view.
| | 03:19 | When I turn myself into a participant
and I've unsynced the documents, notice
| | 03:24 | that there is a Save As option here.
| | 03:26 | What this allows me to do is to give
this document to my audience members so
| | 03:30 | that they can take it into their own
copy of the free Adobe Reader and use the
| | 03:34 | tools there to mark the document up,
or view the document, or print it out, or
| | 03:37 | whatever they want to do.
| | 03:39 | Now the only limit is that the drawing
markups that we applied inside Connect
| | 03:43 | don't go into the PDF file.
| | 03:45 | So they're not going to be
available to the people who are looking at
| | 03:47 | the document offline.
| | 03:49 | What you'll want to do with them is
just bring them back into the meeting so
| | 03:51 | that they can review those comments and then
we can continue on with the review process.
| | 03:56 | So working with the PDF file inside
the Share Pod is a great way to share
| | 04:00 | information that you wouldn't
otherwise be able to share as if it were a
| | 04:04 | presentation, but it's also a really
great way to turn this into a collaborative
| | 04:08 | tool, not just to presentations tool.
| | Collapse this transcript |
| Adding JPGs to a meeting room| 00:00 | One of the content types that I can put
in a Share Pod is very simple, but it's
| | 00:03 | actually very powerful and it's very flexible.
| | 00:05 | I use it quite frequently and that's the
JPG file, because it becomes any image.
| | 00:10 | In other words as long as I can convert
the image into a JPG I can put it inside
| | 00:14 | a Share Pod. And I want to show you a
couple of examples of how I use that.
| | 00:17 | First off, we'll just go
ahead and upload a standard JPG.
| | 00:21 | So I'll Browse My Computer, and again,
among the Exercise Files that you have
| | 00:24 | available to you, if you're a Premium
Subscriber, are these files here, although
| | 00:28 | of course you can use
any JPG file that you want.
| | 00:30 | What I have here is a JPG of a document.
| | 00:33 | Now it was a document that
started its life electronically, but
| | 00:36 | somewhere along the line we lost the
original version of it and so all we
| | 00:40 | have is a printout.
| | 00:41 | So what I've done is I've run it
through my scanner, you can see that it was
| | 00:44 | a little bit of askew as I ran it
through the scanner, but it still works.
| | 00:47 | So any document that I have that's a
piece of paper that I want to bring into
| | 00:51 | my Connect room, I can do so by
converting it to a JPG and then opening it
| | 00:55 | inside a Share Pod.
| | 00:57 | Again, as a best practice I'm
going to go ahead and rename it.
| | 01:05 | Because it makes it so that you
can always get back to this document,
| | 01:08 | now that it sits on the server, and you
can get back to it by name, Flavored Oils.
| | 01:12 | As a JPG file I can do things like draw
and mark it up just like I can do with
| | 01:16 | any other file type.
| | 01:18 | So if I want to use this
as a review session, I can.
| | 01:20 | There is another markup tool that I can
use here that I haven't really covered
| | 01:24 | before and that's the Arrow tool.
| | 01:26 | It's just a pointer and
it's pretty much all it does.
| | 01:28 | If you want to draw attention to
something simply click and it makes a green
| | 01:32 | arrow pointing to that thing.
| | 01:34 | That's pretty much all it can do, but
it's still a good way to draw someone's
| | 01:38 | attention to something.
| | 01:39 | So for this instance this is just kind
of a standard putting a JPG file up there
| | 01:43 | to present to, or to draw, or to mark it up,
but there is actually one more way that
| | 01:47 | I tend to use JPG files.
| | 01:49 | We haven't really talked about video and
using web cameras, but I will say just about them.
| | 01:53 | They are somewhat bandwidth
intensive and though they're tempting to use,
| | 01:56 | because they allow you to develop a
relationship with your audience, it may not
| | 02:00 | be a valuable use of bandwidth to have
your camera running the whole time just
| | 02:05 | to let people know what you look like.
| | 02:07 | So instead of doing that, I'm
going to close Video pod here.
| | 02:10 | I'm going to open up a Share Pod, and it
will fill that same spot. And instead of
| | 02:16 | sharing my video camera I'm going to
open up a JPG file that is a picture of me.
| | 02:22 | Now this isn't an actually a picture of me.
| | 02:24 | I wish I were this good looking and this
young, but we'll go ahead and upload it.
| | 02:28 | Instead of having it be called Head
Shot M.jpg, I want to double-click on
| | 02:32 | this and rename it.
| | 02:38 | Now this little pod is something that I
can use over and over and over again in
| | 02:42 | this meeting room to show people what I
look like without having to invest the
| | 02:45 | bandwidth in a video camera. And it's
often the case that for a meeting like this,
| | 02:50 | I'll start out with the web camera
going for just a few moments to introduce
| | 02:53 | myself, but shut that down in favor of this.
| | 02:56 | The reason I do that is because
this doesn't use any bandwidth at all.
| | 02:59 | Once the user has seen this JPG it's
essentially cached on their own computer.
| | 03:03 | So there's no bandwidth required at
all for this picture of me to be there.
| | 03:07 | I've included these two pictures of the
Two Trees Olive Oil Company's staff, but
| | 03:13 | it's a good idea if you have a picture
of yourself to go ahead and load that
| | 03:16 | onto your system and put it right into
your Connect room, because it's something
| | 03:19 | that I think you'll use over and over
again. And of course, as with anything else,
| | 03:24 | if you close it and you need to
bring it back, you can always select
| | 03:28 | Pods < Share, the picture yourself, and there it is.
| | 03:32 | It's a pretty handy technique,
| | 03:33 | I use it a lot. But the flexibility of
using JPG inside the Share Pods opens up
| | 03:38 | a wide variety of uses for
the Share Pod along with JPGs.
| | Collapse this transcript |
| Working with Flash video and MP3s| 00:00 | At the heart of Adobe Connect is the
Flash Media Server, and if you are not
| | 00:03 | familiar with that, basically it's
a streaming server that can stream
| | 00:06 | information from a Web server out to
the Flash player, and that's why Connect
| | 00:11 | uses the Flash Player as its platform.
| | 00:14 | To take advantage of that, there are
two file types that you can upload into a
| | 00:17 | Share Pod that allow you to
stream media to your audience.
| | 00:21 | The first is MP3, and we'll go
ahead and we'll share an MP3 file.
| | 00:25 | So Share Document > Browse My Computer,
among the files that you have from the
| | 00:30 | Exercise Files set, you'll find an MP3
file called, simply, Podcast. Click Open.
| | 00:36 | And this is great, especially if you
have somebody's speech that you want to
| | 00:39 | present, but they're not available or
it's a famous speech or something like
| | 00:43 | that exists as an MP3, you can upload
it into the Share Pod, and it really
| | 00:47 | doesn't look like much is happening
here, except that you do have a set of
| | 00:51 | player controls down here at the bottom.
| | 00:53 | Now before I play it, it's always a
good practice to go ahead and rename the
| | 00:56 | pod, Podcast1.mp3, not a very useful name,
so we are going to call this, Company
| | 01:08 | radio ad concept, from which
we actually made a podcast.
| | 01:12 | Now I'm going to go ahead
and play it -- (Audio Playing)
| | 01:18 |
And pause it.
| | 01:20 | I am in control, so I can play it and
pause it, and the nice thing about this is
| | 01:25 | by putting this in a great big Share
Pod like this, I can activate my Drawing
| | 01:28 | tools and we can start to
take some notes about this.
| | 01:31 | So I am just going to use the Text tool to
say, there, At 4 seconds, turn the volume down.
| | 01:38 | So I'll continue play to. (Audio Playing)
| | 01:46 |
And there you go.
| | 01:47 | It's a pretty simple thing.
| | 01:48 | It's sort of like a little MP3 player
right here inside Connect that you can use
| | 01:52 | to share information in the form of
music or audio or speech or whatever with
| | 01:56 | your audience, and then by being able
to draw on it, it actually takes it a
| | 02:00 | little step further, because
you can use it as a review tool.
| | 02:03 | Now I am going to stop the sharing here.
| | 02:05 | The other type of media that you can
add to your Share pod is an FLV file, so
| | 02:10 | I'll go ahead and choose one of those,
and I have provided an FLV file for you.
| | 02:17 | It's called Short Ad Video.
| | 02:18 | Click Open, and while it's uploading, I
want to mention that FLV is a video file
| | 02:23 | format that is designed
specifically for the Web.
| | 02:27 | Adobe designed it to be a streaming
format that retains quality while reducing
| | 02:31 | file size, et cetera.
| | 02:32 | The reason that we have to use it is
because again, the Connect Server is based
| | 02:36 | on the Flash Media Server and the
Flash Media Server can serve FLV directly.
| | 02:41 | If you don't have an FLV file, then
you'll want to get some help from a video
| | 02:45 | expert to convert your files to FLV
before you put them up in a Share Pod,
| | 02:49 | because you can't put an MOV or any
other movie file type into the Share Pod
| | 02:54 | directly, you can only do it with FLV.
| | 02:56 | Once it's uploaded, you can go
ahead and click Play. (Video Playing)
| | 03:02 | And just like any other streaming video
service, you can go ahead and play this
| | 03:09 | for your audience and they
can watch what you're doing.
| | 03:11 | When you Pause it, they pause, when you
change the volume, their volume changes.
| | 03:15 | And again, like with the MP3, I can go ahead
and click on Draw and mark the document up.
| | 03:21 | So if I'm concerned about the color of
these roses, I can stop, we can circle it
| | 03:26 | and start having a conversation about
that or chat about that or whatever.
| | 03:29 | Now if you've been watching down here
below, and you've seen the little progress
| | 03:34 | bar move to the side, what's actually
happening is the Connect server is trying
| | 03:39 | to cache this information on the
participant's machine, because what that's
| | 03:43 | going to do is that's going to speed
up playback, so that they don't have to
| | 03:46 | wait for the caching to occur.
| | 03:48 | So it's a good idea if you are going to
show video and you know that you might
| | 03:51 | have some people out there with lower
bandwidth, you might want to Start it and
| | 03:55 | Pause it, and give it a
little bit of time to buffer.
| | 03:58 | It's the same thing that happens on
video sharing websites like YouTube, where
| | 04:02 | you see there is a little line that
indicates how much of the video is ready to
| | 04:05 | play, and then you see the
playhead move along behind that line.
| | 04:09 | The only caveat that I will throw in here
is that when I play this -- (Video Playing)
| | 04:14 | The drawing markup doesn't move along frame
by frame with the content that's under it.
| | 04:19 | So if you want to mark something else
up, you'll just have to go ahead and
| | 04:21 | delete this drawing markup and that
time instead of clicking the Eraser tool, I
| | 04:26 | actually just hit the Delete key which
I can use to delete things, and then I
| | 04:30 | can mark it up one more time.
| | 04:32 | So maybe I am going to focus on the
nice typewriter there that I am wondering
| | 04:35 | how we were able to get such an
old typewriter into our video.
| | 04:38 | So adding audio and video to your meeting can
add a lot of engagement to your presentation.
| | 04:44 | You can break things up.
| | 04:45 | When you have some slides, interject some video.
| | 04:47 | interject some audio if you can get
those things, because they will make the
| | 04:51 | audience a lot more
interested in what you have to say.
| | 04:54 | But at the end of the day it's very easy.
Upload your file, click Play, and your
| | 04:58 | audience can watch along with you.
| | Collapse this transcript |
| Loading SWF files (Flash projects)| 00:00 | For people who are comfortable with
Connect, one of the questions that they will
| | 00:03 | have is, can I extend it somehow?
Especially if they are a programmer type and
| | 00:06 | they want to write some code.
| | 00:08 | Well the answer is yes, you can go
to adobe.com, there is a Software
| | 00:12 | Developers Kit that you can use, and if you're a
programmer type you can use it quite effectively.
| | 00:16 | For the rest of us though, there is
another way that we can extend Connect, even
| | 00:20 | if we're not a programmer type but we
want to create some mini applications that
| | 00:24 | we can drop into a Share Pod, because
the Share Pod can contain a SWF file.
| | 00:29 | Now a SWF file is basically a compiled
Flash file, created in Flash Professional,
| | 00:34 | or Flash Builder, or even
Adobe's new product, Flash Catalyst.
| | 00:39 | When you create a SWF file you can
drop it into your Share Pod and use it
| | 00:42 | with your audience.
| | 00:44 | Now instead of providing one for you
in the Exercise Files set, even as a
| | 00:47 | premium user, what I'm going to do
is I'm going to show you a place where
| | 00:50 | you can go get a variety of these
SWF files to use with your Connect
| | 00:54 | instance specifically.
| | 00:56 | It's a place called the Adobe Connect
Exchange, and it's really valuable little resource.
| | 01:00 | So I'm going to jump over to a browser,
and you may want to take just a moment to
| | 01:04 | jot down the URL here, or frankly, if
you can't remember this URL or you didn't
| | 01:09 | jot it down, all you need to
do is Google: Connect Exchange.
| | 01:12 | If you do, the first link that you'll
see is to the Adobe Connect Exchange.
| | 01:16 | So here we have a bunch of different
Connect Exchange options, I am actually
| | 01:20 | going to type in one here, because
there is one that I'm looking for
| | 01:23 | specifically called Just Letters. Click on Search.
| | 01:27 | So if you know what you want to do, type
that into the Search engine and you may
| | 01:31 | find a SWF file already built for you.
| | 01:33 | In this case, I'm going to download this
thing called Just Letters, click on Download.
| | 01:38 | Note that you have to have an Adobe ID
to download something from Adobe, so that
| | 01:41 | if you don't have one just go
ahead and quickly create an account.
| | 01:44 | Of course, if you're watching this and
you started from the beginning, you know
| | 01:48 | that I recommended that you started
with a 30-day trial of Connect so you will
| | 01:51 | already have an Adobe ID.
| | 01:52 | If not, just create one quickly because
you'll need it to download anything from
| | 01:56 | the Connect Exchange.
| | 01:57 | So I'm going to go ahead and type in my
Password, Sign In, and it's offering to
| | 02:03 | either try to open the file, which I
don't want to do, or save the file, so we'll
| | 02:06 | go ahead and Save it, click OK.
| | 02:08 | And there, it's downloaded.
| | 02:10 | This is a little tiny file, so
I'm going to put down that away.
| | 02:13 | Now this going to be in my Downloads
folder, so I'm going to go ahead and open
| | 02:16 | up my Downloads folder and there
it is, so there is my Flash file.
| | 02:21 | Now here is something neat that I
haven't actually shown you yet, but I'll go
| | 02:23 | ahead and show you now.
| | 02:25 | I'm going to minimize this.
| | 02:28 | I've told you that if you want to use
the Share Pod you can upload a document by
| | 02:31 | selecting Share My Document and
browse for the document on your computer.
| | 02:35 | There is actually a little
bit of faster way to do this.
| | 02:38 | I'm just going to drag this object
right over top of my window and let go.
| | 02:44 | And that drag drop will actually
work with any of the file types that the
| | 02:47 | Share Pod can hold.
| | 02:48 | PDF files, PowerPoint, JPEG files,
Movies, FLVs and of course, SWF files.
| | 02:53 | Now what I have here is actually a little game.
| | 02:55 | I can click and drag these letters around.
| | 02:59 | The value of doing this allows you to
extend the capability of the Share Pod
| | 03:03 | from just being something that allows
you to show and tell information, or maybe
| | 03:08 | mark information up, to
creating full-blown games.
| | 03:11 | And if you look around on the Connect
Exchange you're going to find that there
| | 03:14 | are many, many tools, some of which are
designed to help you with productivity,
| | 03:18 | some of which are just kind of fun tools
to allow your audience to play a little
| | 03:21 | bit, before, during, and after a meeting.
| | 03:24 | So the ability that Connect has to
share a SWF file is simple to demonstrate,
| | 03:29 | but really unlocks a lot of power.
| | 03:31 | If you're a Flash developer you can
actually create widgets for use inside your
| | 03:35 | meeting with a minimal amount of
programming. Or, if you're actually good at
| | 03:39 | ActionScript programming, well, you can
create some really, really powerful SWF
| | 03:43 | files to put inside your Share Pod.
| | 03:45 | Either way, it gives you the ability
to make this much more interesting a
| | 03:49 | product than just something that
you want to use for show and tell.
| | Collapse this transcript |
| Managing content on the server| 00:00 | One of the more powerful aspects of
Connect is the fact that it's a server.
| | 00:03 | It lives in the cloud and I can use it
that way in some pretty unique ways, for
| | 00:08 | example, a meeting room.
| | 00:09 | As long as I have the URL to the
meeting room I can access that meeting room
| | 00:12 | from any system that's connected to the
Internet, and that's been very handy for
| | 00:16 | me in the past during times when my
computer was unable to connect to the
| | 00:19 | Internet, or maybe my computer was
ailing, or even I left it at home.
| | 00:23 | And in addition to that, whenever I
want to present content using Connect, I'll
| | 00:28 | upload it first into a SharePod.
| | 00:30 | By uploading it into a SharePod I'm
actually uploading it to the server so it
| | 00:34 | becomes available in the cloud.
| | 00:35 | For example, if in a SharePod I select
the little down arrow here, one of the
| | 00:40 | options that I have is recently shared.
| | 00:42 | The reason I can select from among my
recently shared objects is because those
| | 00:46 | objects are actually sitting on the server.
| | 00:48 | So if I want to open up
this document I can select it.
| | 00:52 | It will pop into the SharePod and I can present.
| | 00:55 | Again, that's really handy, because
I don't have to be on any particular
| | 00:58 | computer to be able to present this information.
| | 01:01 | But working with content in Connect
is something that you can go a little
| | 01:05 | further with because once you
understand that it lives on the server you can
| | 01:08 | begin to manage it that way and make it
available not just for yourself but for
| | 01:13 | yourself and others in
some pretty interesting ways.
| | 01:16 | So I'm going to Stop the Sharing
and we're going to jump over to the
| | 01:20 | dashboard by selecting Meeting >
Manage Meeting Information. And it's been a
| | 01:25 | while since I've logged in.
| | 01:26 | So it's just asking me for
my password one more time.
| | 01:29 | This may happen to you.
| | 01:30 | It may actually take you right into
the meeting room, and there we go.
| | 01:34 | Among the things that I have to
manage for my meeting is uploaded content.
| | 01:38 | So I can go ahead and click on Uploaded
Content, and these are all of the objects
| | 01:43 | that I've uploaded into
this particular meeting room.
| | 01:46 | Now this is somewhat limiting,
because it means that these objects are only
| | 01:49 | available to me while I'm in this meeting room.
| | 01:53 | But what if I am in another meeting
and I want to use these letters or I want
| | 01:56 | to show this document?
| | 01:57 | Connect has a really unique way for me
to be able to move content around on the
| | 02:01 | server to make it available,
first to myself, but then to others.
| | 02:05 | So first let's make it
generally available to myself.
| | 02:08 | I'm going to select these objects
here, because these are things that I
| | 02:11 | definitely might want to use elsewhere.
| | 02:14 | Once I've selected them, I'm
going to click Move To Folder.
| | 02:17 | These are now in a folder
associated specifically with that meeting.
| | 02:20 | What I want to do is move them to a
general content folder that I own, and
| | 02:25 | that is My Content.
| | 02:26 | All I need to do now is click
on Move and those items have been
| | 02:31 | moved successfully.
| | 02:32 | Now we'll click OK and I want to
show you where you can access them.
| | 02:36 | First off I'll show you that if I want
to access them here in the portal I can
| | 02:40 | click on the Content tab, click
on My Content and there they are.
| | 02:46 | But it's important to understand
that I might also want to use this in a
| | 02:50 | particular meeting room.
| | 02:51 | So I'm going to return to the meeting
room, and although this happens to be
| | 02:54 | the same meeting room from which the
content came, it could be any meeting room at all.
| | 02:58 | When I select Share Document I see
the Document to Share dialog box.
| | 03:04 | These are the documents
that I've recently shared.
| | 03:06 | But if I want to access the content
that I've begun collecting under My Content,
| | 03:10 | I'll click on My Content and
here are all of the documents.
| | 03:14 | Now these may have come from several
different meetings that I've been holding
| | 03:17 | over the last two or three years or whatever.
| | 03:19 | Once I've put them in My Content using
the method that I just showed you they
| | 03:23 | become generally available to any
SharePod in any meeting room that I'm hosting.
| | 03:27 | Now I'm going to select Cancel because
I want to take this one step further.
| | 03:32 | It turns out that everybody in my company
wants to be able to use that letters.swf file.
| | 03:38 | They think that it's really cool,
and they want to be able to use it so.
| | 03:41 | I'm going to go back to the Connect
Portal and I'm going to click on Content and
| | 03:46 | this time I'm going to select that letters.swf.
| | 03:51 | It happens to be in My Content
right now, and I'm going to select Move.
| | 03:56 | And instead of moving it to My Content
as I did before, I'm going to select a
| | 04:00 | specific user, because it's
Olivia that wants to use this.
| | 04:04 | So I'm going to go ahead
and move it and click OK.
| | 04:09 | Now that I've moved it notice
that it's no longer among My Content.
| | 04:13 | So I actually can't take advantage of it.
| | 04:15 | In fact, if I come over here to
Connect, Share My Screen > Share Document.
| | 04:20 | Select My Content, and lo and
behold, it's not there for me to use.
| | 04:23 | Okay, well that's a problem.
| | 04:25 | So what I actually want to do is I want
to take that content and move it into a
| | 04:30 | place that anyone who is using
this instance of Connect can access.
| | 04:34 | So we'll go back there. And understand
that because I am an administrator on
| | 04:38 | this server I can actually
access everyone's content.
| | 04:41 | It's not usually the case that
individuals can access each other's content.
| | 04:45 | So I'm going to use my administrative
privileges to go to User Content, go to
| | 04:49 | Olivia's content, grab this, and Move it.
| | 04:53 | And first I'm going to
put it back into My Content.
| | 04:55 | Okay, there I've taken it back.
| | 04:59 | So we'll look at My Content, and there it is.
| | 05:02 | Instead of moving it specifically to
Olivia's content what I'm going to do is
| | 05:05 | select it, select Move, and this time I'm
going to put it in the Shared Content area.
| | 05:11 | We'll click Move, click OK,
and it is missing from My Content.
| | 05:17 | However, if I go back to my
meeting room, back to my SharePod.
| | 05:21 | We'll select Share Document,
under Shared Content is this content.
| | 05:27 | What I've just
demonstrated for you is two things.
| | 05:29 | First off, how to move content around.
| | 05:31 | That's important because
it's useful to be able to do.
| | 05:33 | But I'm also trying to drive home the
point that once you have content that
| | 05:37 | you've uploaded into a meeting, that
you can use that content across meetings
| | 05:42 | and share it across your organization.
| | 05:44 | It's a great way to make sure, for
example, that you're all using the same
| | 05:47 | PowerPoint slide set when presenting
your company's financials, or that you're
| | 05:51 | always using the same information
when you're providing some training for
| | 05:55 | everybody in your company
in the sales organization.
| | 05:58 | Because it allows you to produce one
consistent document and then share it with everybody.
| | 06:03 | Now there is a faster way to get
content into the content library, so I want to
| | 06:07 | quickly show you that too.
| | 06:09 | If I have some content that's sitting
on my desktop that I want to share with
| | 06:13 | everybody, I'm going to select
Content, and I'm going to click Shared
| | 06:16 | Content here, and instead of moving
it from one place to another I'm simply
| | 06:22 | going to select New Content.
| | 06:24 | I'm going to browse for the
file that I want to upload.
| | 06:27 | In this case, I'm going to choose from
among the Exercise Files that I've provided you.
| | 06:31 | If you don't have a premium account
you can actually use any file that you
| | 06:34 | like, and we'll grab this Head Shot of this
woman here, click Open, and we'll give it a title.
| | 06:40 | Now this is actually doing more to it
than I've done by uploading it and then
| | 06:44 | moving it around after the fact.
| | 06:45 | This is actually creating specific content out
of it that has a description and has a title.
| | 06:50 | So we'll call this Head shot woman,
and if I want to I can actually give it a
| | 06:58 | custom URL, headshotwoman.
| | 07:03 | Scroll down and click Save.
| | 07:07 | So by putting this in the Shared
Content area, we'll go back to my room.
| | 07:12 | I can select Share Document, Shared Content.
| | 07:15 | There is the Head shot woman content.
| | 07:18 | However, if I come back over here
notice that there is a URL that will take me
| | 07:22 | directly to that content.
| | 07:24 | So I can drag select this, I'm
going to right-click on it to Copy it.
| | 07:29 | Go to new tab here in Firefox, and
right-click to Paste, and then hit Return.
| | 07:35 | And what will happen is Connect will
take me right to that content and show it
| | 07:40 | to me, so that I can take a look at it.
| | 07:42 | And in fact, at this point if I want I can
actually grab this and drag this to my desktop.
| | 07:46 | So by using Connect essentially as a
content server, I can take information or
| | 07:52 | documents that I use frequently, share
them with everybody in my company who is
| | 07:55 | using Connect, and even use it as a way
to distribute information because this
| | 07:59 | content has a URL that takes me right
to it. And that's the power of having
| | 08:04 | Connect manage my content and using it
as a way to organize my content in such a
| | 08:09 | way that I can use it, reuse it, and share it.
| | Collapse this transcript |
| Securing a meeting room| 00:00 | Because Connect is a server-based
product, when I upload content into a meeting
| | 00:04 | room, that content becomes generally
available to me because it's sitting on the server.
| | 00:10 | One of the things that I might want to
do is share that content with others.
| | 00:13 | To do so, what I am going to do is
click on this Content tab here in my Connect
| | 00:17 | dashboard, and I'm looking at My Content.
| | 00:20 | Now this is content that I've added to
Connect and either moved into My Content
| | 00:25 | folder from a specific meeting or I
might have uploaded this content directly by
| | 00:30 | selecting New Content.
| | 00:32 | To make this content generally
available though, I have to take some steps
| | 00:35 | to set the permissions for the
content, so that people outside of the
| | 00:39 | Connect server can access it, or
maybe I want to protect some content so
| | 00:43 | that that can't happen.
| | 00:44 | Here is how I am going to do that.
| | 00:46 | The first thing I'm going to do is
simply click on this Head Shot content, and
| | 00:51 | show you that everything on the
Connect server is represented by a URL.
| | 00:56 | So I can actually just share this URL
with people, and they can go ahead, type
| | 00:59 | it into their browser and
they'll be taken to that content.
| | 01:02 | However, right now, you have to have
an account on the server and frankly,
| | 01:07 | you have to be me to be able to access
this content because it's generally protected.
| | 01:11 | So what I want to do is take a couple of
steps to reset the permissions for this
| | 01:15 | content to allow various
people to have access to it.
| | 01:18 | We will start with people on the server.
| | 01:20 | This particular object has
permissions associated with it.
| | 01:24 | Now those permissions actually come from the
enclosing folder in which that content sits.
| | 01:28 | So let me just backup for a quick step.
| | 01:31 | The folder now is the folder that's
associated with my username. That's My Content.
| | 01:35 | All of the content in here has the
permissions that come from that folder.
| | 01:39 | By default, Connect doesn't allow anyone
but you to access the contents of your folder.
| | 01:44 | I can change that if I want, but
generally that's not a good idea.
| | 01:48 | So I'm not going to click Set Permissions here.
| | 01:50 | What I'm going to do is click on
this particular content and click Set
| | 01:55 | Permissions for this content.
| | 01:57 | Right now, the Current
Setting is Same as parent folder.
| | 02:00 | So I am going to click Customize and
this will allow me to do something like, for
| | 02:03 | example, Allow public viewing.
| | 02:05 | So if I take this content's URL, send
it off to a friend outside of my company,
| | 02:10 | with this setting, they're
going to be able to see this object.
| | 02:14 | So they can just type the URL
in, they are going to see it.
| | 02:16 | In this case they will see that Head Shot.
| | 02:18 | However, instead of making it available
to everybody, maybe I just want to make
| | 02:22 | it available to some people.
| | 02:23 | So I am going to click No, and I'm
going to choose from among the people
| | 02:27 | who have accounts on the server, the people
that I want to have access to this content.
| | 02:32 | So I will select Bob and Kirk and add them.
| | 02:37 | Now, they can access this content.
| | 02:39 | Bob can view it, but I actually want
Kirk to be able to manage this content.
| | 02:43 | So I am going to select it, choose
from among the Permissions, Manage.
| | 02:47 | Now what Kirk can do is he can actually
move this content around on the server
| | 02:50 | or even delete it from the server.
| | 02:52 | So I want to make sure Kirk is
someone that I trust if I am going to give
| | 02:55 | him those permissions.
| | 02:56 | And of course, I can come in later on
and change my mind by selecting them,
| | 02:59 | and clicking Remove. And, whoops!
| | 03:03 | I actually removed my own name from
that, which is something that can happen.
| | 03:06 | The good news is that I can always give
myself permission again right from this place here.
| | 03:10 | I wanted to delete Bob,
not myself, and there we go.
| | 03:14 | So that's one way that you can manage content.
| | 03:16 | But there's another more efficient
way that you can group your content into
| | 03:20 | content that you do, and then content
that you do not want generally available.
| | 03:24 | So I am going to back up to My Content,
and I am going to create a New Folder,
| | 03:28 | and we'll call this folder Confidential.
| | 03:34 | We will click Save.
| | 03:36 | For the Confidential folder, what I
want to do is click Set Permissions.
| | 03:40 | I am going to customize the
permissions, and although right now, it's set to
| | 03:45 | match the folder that encloses it,
which allows no public viewing, I am just
| | 03:49 | going to be specific and go in and make
sure that it's set that way. So there.
| | 03:53 | No public viewing, nobody but me can get in
and access this information. That's good.
| | 03:57 | I'm going to create another folder
called Open, click Save. And for this folder
| | 04:06 | I am going to set the permissions such that
people can view the content openly, and we'll go back.
| | 04:13 | Now the final step is to actually
move the content into the correct folder.
| | 04:17 | So I will select this, and this,
because I want these to be confidential.
| | 04:20 | I'll select Move, and I'm simply going
to choose Confidential by clicking on
| | 04:24 | it, then click Move.
| | 04:26 | Click OK and now that content is
inside the Confidential folder.
| | 04:31 | I and only I can access that content.
| | 04:34 | For this content, we will click to select it.
| | 04:36 | I'll click Move and this time I am going
to put this into the Open folder, Move,
| | 04:42 | click OK, and there we go.
| | 04:44 | In the folder that represents My
Content there are now two subfolders and I can
| | 04:48 | access those two
subfolders because I'm logged in.
| | 04:51 | Nobody else can access the content of
those folders, even if I give them the URL,
| | 04:56 | because they are protected by Connect.
| | Collapse this transcript |
|
|
7. Optimizing the Presentation ExperienceCustomizing your meeting room| 00:00 | One of the advantages of
using Connect is its flexibility.
| | 00:03 | You can set a Meeting Room up to
do whatever it is you'd like to do.
| | 00:07 | What we're going to take a look at here
is how to create a room from a scratch,
| | 00:10 | but also how to configure it for the
purpose that you might have, and we'll even
| | 00:14 | customize it a little bit to brand it.
| | 00:16 | So to get started, we're
going to go to the Connect portal.
| | 00:19 | What I've done here is I've actually
created a Bookmark to take me into my portal.
| | 00:24 | I've shown you before that you can type
the URL in directly to get to your portal.
| | 00:28 | But frankly, if you are going to be
working with Connect frequently, you're
| | 00:31 | going to want a Bookmark.
| | 00:32 | So I've created one here, and
we'll use it to get into the portal.
| | 00:36 | I'll log myself in, and again,
because we are using a 30 day trial, we may
| | 00:43 | see this notification.
| | 00:45 | If you're using an actual paid for
account, you won't have to deal with it.
| | 00:48 | We'll put that away.
| | 00:50 | I'm going to start to create a
meeting from the Meetings tab, and we'll
| | 00:53 | select New Meeting.
| | 00:55 | The type of meeting that I am going
to create here in this demonstration is
| | 00:58 | going to be for the purpose of
presenting, and then discussing the
| | 01:01 | presented material.
| | 01:03 | So we'll Name it Presentation and Discussion.
| | 01:07 | We'll create a Custom URL, and
everything else will be left exactly as it is in
| | 01:17 | the default, and I'll click Finish.
| | 01:20 | While it's finishing, I do want to
point out that the URL that I chose here,
| | 01:23 | presentanddiscuss, is as important to
this as probably anything else, because
| | 01:28 | the URL will give me a sense of
what this room is to be used for.
| | 01:31 | When you use Connect, it's not uncommon
to have many, many meetings, and by using
| | 01:36 | a URL that will help you to
understand what the meeting is for,
| | 01:39 | you'll be able to pick the meeting that
you need for your purpose more quickly.
| | 01:44 | So we'll go ahead and enter the
meeting, and this meeting uses the default
| | 01:50 | template, and although it's okay,
it's really not what I want.
| | 01:54 | So the first thing I'm going to do
is simply remove all of the pods.
| | 01:57 | We'll get them out of our way, and we'll
add pods to the mix that we need as we go.
| | 02:05 | The other thing that I want to do
is brand this room a little bit.
| | 02:08 | If you see here, I've got this dark gray
background and it's just kind of plain.
| | 02:12 | So I am going to add a specific
background that I've created with a graphics
| | 02:16 | editing program such as Adobe's Photoshop.
| | 02:18 | I'll select Meeting > Preferences, and
under the General Preferences category,
| | 02:26 | I've got the Room Appearance Background option.
| | 02:28 | I am going to Upload a file that I've created.
| | 02:30 | I'll select Browse My Computer, and
among the Exercise Files that I've provided
| | 02:35 | for you, if you are a premium subscriber,
you can find a file called a Backdrop.
| | 02:40 | Now this is JPEG file.
| | 02:42 | Connect also supports GIF files and PNG files.
| | 02:45 | In fact, you can see the supported
types here, or if you are a Flash guru and
| | 02:50 | you want to use a Flash movie file,
you can even use that as well as.
| | 02:54 | So I'll go ahead and choose my
JPEG Backdrop, and click Open.
| | 02:57 | It takes a moment for the system to upload it.
| | 02:59 | When it's done, you'll see it
appear here, as a little thumbnail.
| | 03:03 | Now I'll go ahead and click Done, and there is
a point that I want to make about this image.
| | 03:07 | The resolution of your monitor is going
to determine the size of the file that
| | 03:11 | you create for this purpose, or the
size of the file that you have your
| | 03:14 | graphics department create.
| | 03:16 | If you typically present at 1024x768,
and your audience is at 1024x768, then
| | 03:22 | create a file of that size.
| | 03:24 | In this monitor, it's a little bit larger.
| | 03:27 | It's 1280x720, and so that's the size of
the graphics file that I've created for this.
| | 03:33 | You'll probably want to plan for the
largest common denominator, so that if
| | 03:37 | people are using a smaller screen,
weird things don't happen to the image.
| | 03:41 | It will just scale the image down,
and lop some off the top and bottom, and
| | 03:45 | that's why I've used sort of a
picture, as opposed to something that has
| | 03:49 | specific boxes here and there that
might get lopped off for your end-user.
| | 03:53 | But it adds a little bit of branding or
a little bit of visual interest to your
| | 03:57 | meeting, so that someone isn't
looking at simple gray behind the pods.
| | 04:01 | Now to finish this off, what I am gong
to do is add a couple of pods, and I want
| | 04:07 | to point out why I'm going to
add the pods I am going to add.
| | 04:10 | This meeting is going to be for a
presentation, but people are going to come
| | 04:13 | into the meeting and they're going
to want to chat with one another,
| | 04:17 | see who is in the meeting, and I'm
going to need to put a little bit of
| | 04:20 | information in there for them, so
that when they arrive, they'll understand
| | 04:23 | what's going to happen.
| | 04:25 | So the first thing I am going to add
is the Attendee pod, and I can put this
| | 04:30 | anywhere that I want, and
I don't have to line it up.
| | 04:32 | So I'm actually going to put this right
in the upper left-hand, nice, and tall,
| | 04:37 | because I know there'll be
quite a few people in my meeting.
| | 04:38 | I am going to add a Chat pod.
| | 04:43 | Connect is going to try and fill
all of the available space with that.
| | 04:46 | But I don't really need it to be that large.
| | 04:48 | So I am going to make the
Chat pod a little smaller.
| | 04:50 | I am going to kind of associate it
with the Attendee list pod, just generally
| | 04:54 | by putting it here.
| | 04:55 | Then last, but not least, I am going to
add a Notes pod, so that I can start to
| | 05:01 | put some notes about the meeting.
| | 05:03 | For example, an agenda, or a start
time, or if there is audio dial-in
| | 05:08 | information, or whatever it is that
I might want to have people see when
| | 05:12 | they come in the room.
| | 05:13 | Then the final step for my Chat and my
Notes pods is to double-click on their
| | 05:17 | names and rename them.
| | 05:21 | Feel free to be creative here.
| | 05:23 | These don't have to be super
descriptive of exactly what the pod is, and
| | 05:27 | only what the pod is.
| | 05:28 | They can be an indication that you want people
to start talking to each other. So, Say hello!
| | 05:33 | And the Notes pod, I am going to have
the Agenda, and that calls out what the
| | 05:44 | pod's purpose is, so that when
people enter the room for the first time,
| | 05:47 | this is where they are going to go.
| | 05:49 | They'll be able to see who is in the room,
| | 05:51 | they'll be able to chat with who is in
the room, and they'll see that there's
| | 05:53 | some information that you want them
to have before the meeting gets started.
| | Collapse this transcript |
| Using the Notes pod| 00:00 | One of the ways that you can customize
your room is to put specific information
| | 00:03 | in the room related to the meeting that
you're about to have, and the Notes Pod
| | 00:07 | is perfect for that.
| | 00:09 | So here in this opening screen I've
got a Notes Pod and I want to add some
| | 00:12 | agenda and other information right
into the room, so that when people come in
| | 00:16 | for the first time they're going to be
able to see what the meeting is going
| | 00:19 | to be about, and I'm even going to
get them to engage a little bit with a
| | 00:23 | couple of questions.
| | 00:24 | So we'll start with an agenda.
| | 00:28 | Notice that the Notes Pod allows
me to format the text slightly.
| | 00:32 | I can choose a Bold typeface, I can
italicize or underline, I can even choose a
| | 00:36 | color if I want to, and a size.
| | 00:38 | So I've got the word Agenda here.
| | 00:40 | Its 22 points and it's Bold.
| | 00:42 | Hit Return and I'll hit the Tab key to
create an inset, and if I like I can even
| | 00:47 | create a Bullet list.
| | 00:48 | Although, I'm not a big fan of
bullets, so I'm not going to use that.
| | 00:51 | I'm going to change the size just a
little bit to make it smaller and not bold,
| | 00:55 | however, I do want to change the
color because I want this to stand out.
| | 00:59 | So we'll make this a green color, and
I'm going to type the word Introduction,
| | 01:06 | and then hit Return.
| | 01:07 | Tab again, change the color, because I
want these to kind of stand out against
| | 01:11 | each other, we'll choose a
maroonish color, there we go.
| | 01:18 | Continue with Discussion, I'll make
that a nice purple, and finally, Q&A and
| | 01:27 | wrap-up. And Q&A is going to be blue
and Wrap-up will be a lighter purple.
| | 01:39 | Now, I've chosen the colors not just
because it makes it look pretty, but I
| | 01:45 | want it to stand out.
| | 01:46 | I want these topics to stand out
against each other, and that's what the
| | 01:50 | Notes Pod is good for.
| | 01:51 | I can put text into the Pod but I
can customize it to help tell the story
| | 01:55 | that I'm trying to tell.
| | 01:57 | And then finally for this, I'm going to
add some discussion notes because I want
| | 02:01 | to provide some
instruction about what to do now.
| | 02:04 | The people who are going to come into
the room and sit there wondering what to
| | 02:06 | do, I want to give them something to do.
| | 02:08 | So I'm going to make this black so that
it matches Agenda, bold and 22 points,
| | 02:18 | Discussion points, I'll change this
back down to 20, take the bold away, and
| | 02:24 | I'm going to set all of these Discussion
Points to be a nice pinkish color, and there we go.
| | 02:32 | So when users come into the room this is
the first thing that they're going to see.
| | 02:35 | It gives them some structure.
| | 02:36 | It helps them to understand
what they're supposed to do.
| | 02:38 | Now it turns out that I might want to
take this information with me after the
| | 02:41 | meeting, and the best way to do that is
to actually either email it to myself or
| | 02:45 | save it out of the Notes Pod,
which is something that I can do.
| | 02:49 | In the upper right of any pod
you're going to find the Pod Options.
| | 02:52 | In the Notes Pod, among the options, are
to Export the Note, and I can save it as
| | 02:57 | an RTF, a Rich Text Formatted file
which will open in something like Microsoft
| | 03:01 | Word or any other Word Processor, or
it's actually convenient to be able to
| | 03:05 | email the note to myself so
that it will be in my email inbox.
| | 03:10 | And this is the email address
that's associated with the account.
| | 03:13 | Of course, I can change it if I want to.
| | 03:15 | I'll click on Send and the Connect
server will go ahead and send an email to my
| | 03:20 | login email address.
| | 03:21 | Come over here to my email account and
here's the email that Connect sent me.
| | 03:27 | What's nice about this is that it
maintained the Rich Text Formatting
| | 03:30 | characteristics of the note, so it kept
the color and the size of the fonts, and
| | 03:35 | the reason that I want to do this is
because I might use this note now to create
| | 03:39 | minutes from the meeting.
| | 03:41 | And by having it in my email I can
simply copy and paste this information out
| | 03:45 | of my email into whatever Word processing
application that I might want to use for the minutes.
| | 03:50 | So the Notes Pod in Connect is a
really great way for you to customize your
| | 03:54 | meeting room with specific
information intended for your participants in
| | 03:57 | that particular meeting.
| | Collapse this transcript |
| Allowing your audience to chat| 00:00 | One great way to customize a room is to
give people the ability to interact with
| | 00:04 | the meeting beyond just watching what
you're telling them, and the Chat Pod is
| | 00:08 | perfect for that, and that's what I have here.
| | 00:10 | Now it works very much like a standard
instant messaging pod, so most people
| | 00:14 | will have some familiarity with it.
| | 00:16 | But I want to go over some of its
capabilities because they go a little beyond
| | 00:20 | standard IM, and they can be really
helpful in a meeting where you're trying to
| | 00:24 | generate discussion.
| | 00:25 | So what I'm going to do here in this
meeting, you can see that I have some
| | 00:28 | participants and we're about to get
started, but I want to get them active.
| | 00:32 | I want them to lean in for the
meeting, not sit back and just watch.
| | 00:36 | So I'm going to ask a question in the Chat Pod.
| | 00:41 | How is the weather where you are today?
| | 00:43 | So what that should do is spur some
conversation among my participants.
| | 00:47 | Get them talking, get them talking
to me, get them talking to each other.
| | 00:50 | Now, at this point though, the chat
pod is going to start to fill up with
| | 00:55 | comments and that's great, but I
want to make sure that I can see who is
| | 01:00 | speaking quickly, especially if
it's someone of some importance.
| | 01:03 | So I've got Olivia here and
unfortunately for Olivia it's Raining cats and dogs.
| | 01:07 | When I'm communicating with Olivia I
really want to be able to see what she's saying.
| | 01:12 | So I'm going to have her do what I'm
about to do, so that she and I can sort of
| | 01:16 | stand out in the chat.
| | 01:18 | I'm going to change my Text Size and
I'll make it just a little bigger, and that
| | 01:23 | makes it easier for me to read, but
I'm also going to change My Chat Color to
| | 01:30 | Purple. And now, my chats are purple.
| | 01:36 | And you will see when Olivia chats, her
messages are going to be in a different color.
| | 01:41 | That's really, really handy,
because what that means is that when I see
| | 01:44 | something that is a color that Olivia has
chosen, it's very easy for me to spot that.
| | 01:49 | And when you're in the midst of a
meeting and you are working along with a lot
| | 01:52 | of information, it's
really handy to be able to see,
| | 01:55 | in this case, that Olivia is green.
| | 01:58 | Now the final thing that's not obvious
that the Chat Pod can do for you is it
| | 02:02 | can become a Hotlink tool.
| | 02:03 | So I'm going to say to Olivia, Hey Olivia!
| | 02:06 | Why don't you give the participants
your email address so that they can email
| | 02:09 | you some really great ideas
about what we're going to do with the
| | 02:13 | twotreesoliveoil.com website?
| | 02:15 | So she's going to go ahead and do that.
| | 02:17 | And there, her email address, you can
see it looks like a hyperlink, and the good
| | 02:21 | news is because Olivia has her chat pod
set to large text, she can see that she
| | 02:25 | made a mistake there and she
can go ahead and correct it.
| | 02:27 | Now I'm going to ask a question.
| | 02:32 | How do you all like the new Two Trees website?
| | 02:35 | And some people are going to respond
that they like it, but I'm going to ask
| | 02:38 | Olivia to go ahead and put the URL in
there, because I want people to take a
| | 02:41 | look at it as a part of the discussion.
| | 02:48 | And there's the website.
| | 02:50 | Now I'm going to expand the pod just a little
bit so that I can see both of those hotlinks.
| | 02:55 | If I roll my cursor over them, you
can see that my cursor changes into that
| | 02:59 | little sort of
I'm-going-to-go-somewhere-else finger.
| | 03:01 | If I clicked on her email address, it
would launch my email client and it would
| | 03:05 | start an email message
already addressed to Olivia.
| | 03:08 | If I click on the website, it would
actually take me to twotreesoliveoil.com.
| | 03:13 | And so this is a great way not just to
have people chat, but to deliver some
| | 03:17 | information, and in fact, because
these hotlinks exist this way, you can send
| | 03:21 | people out to look at some stuff, do
some research as a part of the meeting, and
| | 03:25 | as a part of the way you'll
develop some conversation in the meeting.
| | 03:28 | Now the final thing that you can do
with the chat pod is you may see that there
| | 03:32 | is some really good conversation
in there that you want to keep.
| | 03:35 | Well, much like the Note pod,
| | 03:37 | under the Pod options,
you can Email Chat History.
| | 03:41 | What this will do is that will email the
chat history as an email to the account
| | 03:45 | that you have set up that
you are using for your login.
| | 03:47 | So you can actually capture all of this
conversation and then use it for later
| | 03:51 | discussion or for Minutes or
whatever it might be appropriate to use for.
| | 03:55 | And once you've emailed the chat log to
yourself and you have used the chat pod
| | 03:59 | there is one little bit of
housekeeping that you may want to do.
| | 04:02 | Under the Pod options you have the
ability to clear the chat, and it's a good idea,
| | 04:06 | if you've had a really robust
conversation and there's been a lot
| | 04:09 | back-and-forth, to go to ahead and
clear it out by selecting Clear Chat.
| | 04:14 | And that's how the chat pod can allow
you to bring people into the meeting
| | 04:18 | and engage them much more fully than by
asking them simply to watch what you're doing.
| | 04:23 | It's a way that you can
get conversation rolling,
| | 04:26 | it's a way that you can gather feedback
from people, and it's a way that you can
| | 04:30 | customize the experience of your
meeting to make it more for the people that
| | 04:33 | you have in your meeting, and less
about just the information that you want to
| | 04:36 | show them.
| | Collapse this transcript |
| Polling your audience| 00:00 | One great way to customize the
experience for your audience is to learn
| | 00:03 | something about your audience.
| | 00:04 | And if you have a Chat Pod, you can
certainly ask questions that are freeform
| | 00:07 | questions, but you might also want
some formal information collected in a way
| | 00:12 | that you can use it more quickly, and
for that we are going to use Polling.
| | 00:16 | What I am going to do is create
a new layout for this meeting.
| | 00:19 | We'll select Create New Layout.
| | 00:21 | I am going to create a new blank layout,
because the only thing I want this layout to
| | 00:25 | have in it, are going to be some Poll pods.
| | 00:28 | So we'll select Poll and we
are going to add a new Poll.
| | 00:31 | Now this is kind of a large poll as
it is, so I am just going to shrink
| | 00:33 | this down a little bit, and I'll
ask a question. There are two types of
| | 00:39 | questions that I can ask.
| | 00:40 | The first one that I am going to
ask is going to be multiple choice.
| | 00:43 | So I am going to ask what people think
would be the best color scheme for the website.
| | 00:48 | Now as I am typing this, people aren't seeing
anything, they are just seeing an empty Poll Pod.
| | 00:54 | So they are not tempted to jump
in and start answering right-away.
| | 00:56 | I'll go ahead and add some choices, and
to get the Poll started what I need to
| | 01:02 | do is open the Poll.
| | 01:04 | Now as soon as I open the Poll,
people who are in the room can start to
| | 01:08 | participate in the Poll, and all they
need to do is select their favorite choice
| | 01:13 | among the color scheme
options that I have offered.
| | 01:16 | Now I am going to go ahead and create
another Poll because I want to create
| | 01:19 | another type of Poll that you can have,
and again I am going to resize this
| | 01:26 | Poll, and I do want this to match up,
and the question that I have here is going
| | 01:35 | to be What products should we offer?
| | 01:39 | Now I am not going to limit it to 1, so I
am going to have a multiple answer poll here.
| | 01:46 | Oil, Bottles, Recipes, Flavored oil mixes.
| | 01:48 | And again, I am going to open up the Poll.
| | 01:51 | Right now the other participants
can't tell who has voted and what has been
| | 01:55 | voted for, and if I want them to be able to
all I need to do is broadcast the results.
| | 02:01 | Now people can see what
their colleagues are voting for.
| | 02:04 | So if I am using a poll to gather opinions,
as I am doing here, then I'll want to do that.
| | 02:09 | However, polls are also useful for
quizzes, and so if you want to offer a quiz
| | 02:14 | during your meeting, well you certainly
probably don't want to broadcast the results
| | 02:18 | because then it becomes choice by committee.
| | 02:21 | There are a couple of other things
that we'll want to do with these polls to
| | 02:24 | make sure that we are
maximizing the use of them.
| | 02:27 | First off, I am going to, under the Pod
Options, choose the Result Format that I
| | 02:32 | am going to show to the audience.
| | 02:34 | There maybe times when you are having
a meeting where you don't have as many
| | 02:37 | people in the meeting as you'd like,
and so instead of showing the number of
| | 02:41 | people who are voting for a particular
thing you can simply show as percentage.
| | 02:46 | And then the actually hard numbers aren't there.
| | 02:49 | That's kind of a tricky little way not
to give away the fact that no body showed
| | 02:52 | up for your meeting, but you are still
indicating the percentages, so you are
| | 02:55 | still indicating who is voting for what.
| | 02:57 | Another thing that you should probably
do for every Poll is change its name.
| | 03:02 | To do that, we actually have to close
the voting and go into Prepare mode and
| | 03:06 | then double-click on it.
| | 03:08 | There is a reason that we are doing this,
and I'll explain it in just a second,
| | 03:10 | so let me name this poll, and then
we'll go ahead and reopen the polls.
| | 03:19 | Notice that by closing and reopening
the polls I've taken away the results, so
| | 03:23 | people can go ahead and vote but once
you open the poll, it's a good idea not to
| | 03:28 | close it because you'll lose
the data that you had in the poll.
| | 03:31 | In this case the reason that I changed
the name of the Poll Pod is because Poll
| | 03:35 | 2 doesn't mean anything.
| | 03:36 | I don't know what that poll is for.
Product choice does, and if I go up here to
| | 03:41 | the Pods menu and choose Poll, you can
see that Product choice shows up as a
| | 03:46 | poll that is remembered and maintained.
| | 03:48 | So if I am having several different
meetings with a focus group or something
| | 03:51 | like that, I can bring this Poll Pod
back to the stage at any point that I want
| | 03:55 | to in an ad-hoc way.
| | 03:57 | Now the final thing that's really
useful about polls is that you can use them
| | 04:01 | not just to gather opinion, but also to
find out who's paying attention. Because
| | 04:05 | you might have a group of people, half
of whom have decided to go off and look
| | 04:09 | at something else, and if it's an
important meeting where you really need them
| | 04:12 | to pay attention, it would be useful to know who
has toddled off, or who is not paying attention.
| | 04:17 | For that you can always select View
Votes, and that will show you exactly who
| | 04:21 | voted and how they voted.
| | 04:23 | Now you can see that Kirk has
changed his votes a couple of times, Olivia has
| | 04:27 | changed her votes a couple of
times, and that Judy voted once.
| | 04:30 | If I have 50 people in the room and I
only see that three of them, or four of
| | 04:35 | them I guess in this case, have voted, then I
know something is happening, and I'll need
| | 04:39 | to take some steps to bring people back
to the meeting. Whether it's to put up a
| | 04:43 | big red note pod or whatever I might do,
this is a great way to understand who
| | 04:48 | is actually participating in the
meeting versus who is logged in and isn't
| | 04:52 | perhaps participating as fully as they should.
| | 04:54 | So polls are really, really useful
tools, for gathering information about not
| | 04:59 | just the opinions of your audience
or quizzing your audience but also the
| | 05:03 | attentiveness of your audience.
| | 05:06 | Now once you click on View Votes
again you'll go back to the Standard View.
| | 05:09 | If you do need to make a change to your
poll, it's no problem, all you need to
| | 05:13 | do is click on Prepare.
| | 05:14 | That will bring you back in so that you
can add perhaps another option or change
| | 05:19 | some of the options based on
the meeting that you are having.
| | 05:23 | Polling is one of the most useful ways
that I have encountered for customizing
| | 05:27 | not just the meeting room but the
meeting content, because by knowing what your
| | 05:32 | audience is into, or knowing what your
audience thinks about, or knowing how many
| | 05:36 | of your audience members are paying
attention, you can adjust your content to
| | 05:39 | make it specific and
useful for them, not just you.
| | Collapse this transcript |
| Using a webcam| 00:00 | One of the issues with a web-based
presentation or collaboration tool such as
| | 00:04 | Connect is that you don't really know
what the person who is speaking looks
| | 00:07 | like, and if you've ever listened to
the radio and wondered what your radio DJ
| | 00:11 | looked like, and then seeing that
person later and been disappointed, because
| | 00:14 | your mental image was different.
| | 00:16 | Well, I think you know the
problem I'm trying to describe.
| | 00:19 | Developing a relationship with the
people that you're speaking to is really
| | 00:22 | enhanced when they have a sense of
who you are and what you look like.
| | 00:26 | So what we're going to do is we're
going to use the Web camera capability of
| | 00:29 | Connect to start developing that relationship.
| | 00:32 | As before, I'm actually going to
create a new layout for this purpose,
| | 00:44 | Presentation Main, and again,
we'll use a new blank layout.
| | 00:49 | Now a presentation is very likely to
have a large Share Pod, so we'll just go
| | 00:52 | ahead and add a large Share Pod.
| | 00:56 | And often times within a presentation,
I'm going to have a Chat Pod, so that my
| | 01:00 | audience can chat, and then finally to
develop that relationship, I'm going to
| | 01:11 | use a Web camera connected to my
system and the camera pod in Connect.
| | 01:15 | Now I can simply select Pods > Video,
or if I hide this, to get the process
| | 01:22 | started, I can also simply click on
the Start My Webcam button, because I'm
| | 01:26 | going to use that with the pod even
after I've created the pod in the layout.
| | 01:31 | By clicking that button Connect
automatically assumes that I need a pod and that
| | 01:34 | I want to start using it.
| | 01:36 | Now again, with Connect it's always
going to ask when you're sharing something
| | 01:40 | like your audio or your Web camera for
permission to do so, and that way you'll
| | 01:44 | avoid any privacy issues that might crop up.
| | 01:47 | So yes, I want allow that, and here's
where I can see a preview of what's going
| | 01:52 | on, and you can see that
I'm not quite on camera.
| | 01:55 | So when I'm presenting, it might be a
good idea to shift my view over and I am
| | 02:00 | looking into the camera now so
that I can see what I look like.
| | 02:03 | I want to make sure that, you know,
there is nothing on my face, no food or
| | 02:05 | anything like that, and that way with the
preview I'm ready to go before I start sharing.
| | 02:13 | Now once I start sharing, everybody in the
room is going to be able to see what I'm doing.
| | 02:17 | So I'm going to resize the pod just
a little bit though, because as I'm
| | 02:21 | preparing for this, I'm planning to
use a Web camera, and this just gives me a
| | 02:26 | really good sense of where I need to be,
where I need to look, and how I need to
| | 02:30 | address the audience when
I'm using the Web camera.
| | 02:33 | So it's pretty much as simple as that,
but there are a couple of tips that I
| | 02:36 | have for you that I want to add here.
| | 02:37 | First off, the Web camera is a very,
very bandwidth-intensive thing.
| | 02:42 | It uses up more bandwidth probably than
anything else than the system is going
| | 02:46 | to do, so it's not a bad idea after
you've begun using it a little bit to pause it.
| | 02:52 | So what I'll do is I'll move my mouse
over the little Pause button right here
| | 02:56 | and I look and smile a little bit and
then pause my camera, and that's the way
| | 03:00 | that I can kind of have my cake and eat it too.
| | 03:03 | Now what this is going to do is it's
going to let people see a goofy picture of
| | 03:06 | me as I'm presenting, but at least
they can understand what I look like.
| | 03:10 | Now if at some point I want to stop
the process, all I need to do is come in
| | 03:13 | here and select Stop My Webcam.
| | 03:16 | And although using a webcam is very
valuable, it's something that I do for the
| | 03:19 | start of many meetings to start to
address my audience, instead of having the
| | 03:23 | webcam running or even having that
sort of goofy picture of myself sitting
| | 03:27 | there the whole time, what I'll actually do is
Hide this, and I'm going to open up a Share Pod.
| | 03:34 | We'll add one new Share Pod, and again, I'll
resize it to the place that I want it to be.
| | 03:39 | And instead of using a Web camera
to continue that relationship with my
| | 03:43 | audience, I'll upload a file.
| | 03:45 | So I'm going to Share
Document, Browse My Computer.
| | 03:48 | Now I didn't actually provide you a
picture of me for the Exercise Files.
| | 03:53 | There is a picture of this much better
looking person that you can use for the
| | 03:56 | exercise, but frankly, if you're
going to follow along with this and set up
| | 03:59 | Connect, I'd strongly recommend that you
get a nice picture of yourself as a JPEG
| | 04:03 | file, because you can put that into a
Share Pod, and then this becomes the way
| | 04:08 | that people think of you throughout
the meeting, instead of that goofy smile
| | 04:11 | that you saw when I paused the web camera.
| | 04:14 | But either way, the web camera is
a great way for you to develop that
| | 04:18 | relationship with your audience that
goes beyond just hearing your voice
| | 04:21 | and seeing your slides.
| | 04:23 | It allows them to see who you are and
begin to feel like they know you a lot
| | 04:27 | better than just by hearing your voice.
| | 04:30 | So in almost every presentation that I do,
I'll use the web camera to get started,
| | 04:34 | let the audience see who I am, and then
switch over to a picture myself, because
| | 04:38 | it's a great way to customize the
experience, allowing the people to know who
| | 04:42 | you are.
| | Collapse this transcript |
| Sharing files and web links| 00:00 | Often at the end of a meeting I'll have
some handouts or some web links that I
| | 00:03 | want to share with my
audience for further review or study.
| | 00:06 | To do that with Connect, I am
going to use two pods, specifically.
| | 00:10 | The File Share Pod and the Web Links Pod.
| | 00:12 | So to get started, I am going to create
a new layout which I am going to use at
| | 00:15 | the end of the meeting as a wrap up
layout, and because it's going to look very
| | 00:19 | similar to this layout, I am
simply going to duplicate it.
| | 00:21 | I'll choose Layouts > Create New
Layout, and duplicate an existing layout.
| | 00:27 | Rename it, call it Wrap up, click OK.
| | 00:32 | Now, it doesn't look like anything has
changed, but notice at the top that this
| | 00:35 | is the Wrap up layout.
| | 00:36 | So I am going to go ahead
and reconfigure this layout.
| | 00:39 | I'll make the Share Pod just a little
bit more narrow, and we'll start with the
| | 00:45 | File Share Pod, so I'll select Files >
Add New File Share, and let's resize this
| | 00:50 | because I don't want it to be this tall,
I am going to use about half of the
| | 00:53 | space I have available.
| | 00:55 | The File Share Pod essentially
works like a little FTP service.
| | 00:58 | You can upload files into it and your
audience will be able to download files
| | 01:02 | from it during your session.
| | 01:04 | So we'll go ahead and upload a file.
| | 01:05 | I'll choose from the Pod Options menu,
Upload File, and I am going to Browse My
| | 01:10 | Computer, because I want to
upload this PowerPoint file.
| | 01:14 | We'll click Open and it will upload the file.
| | 01:17 | Now, remember, it's a good idea to do
this stuff ahead of time if you can,
| | 01:20 | certainly it's okay if you've got an
ad hoc file that you want to share with
| | 01:23 | your audience to do it this way, but
just bear in mind the fact that if you do
| | 01:26 | it, it's going to take some time to do
it and any dead time is time that people
| | 01:30 | might spend checking their
email or leaving the meeting.
| | 01:32 | Once you have uploaded the file,
you can go ahead and rename it.
| | 01:36 | Connect will sometimes give it these
odd names just to make sure that it's able
| | 01:39 | to keep track of it on the server.
| | 01:41 | So I am going to rename it here in the
Pod by selecting Rename Selected, and
| | 01:46 | then we'll take the number scheme
off there, and instead of using ppt to
| | 01:51 | indicate that it's a PowerPoint, I
am going to type the word powerpoint.
| | 01:57 | That makes it easy for my
audience to see what it is.
| | 02:00 | In this case, I am actually going to
reshrink the Share Pod a little bit and
| | 02:05 | make this a little bit larger so
that it's easier to see the title.
| | 02:08 | Now, to work with this file all I
need to do is either select this file and
| | 02:14 | click Save To My Computer.
| | 02:15 | And just so you can see what the
audience view of this would be, I am going to
| | 02:19 | convert myself from a Host to a
Participant, and you can see that the only thing
| | 02:24 | that they can do is save a file.
| | 02:25 | So participants can't upload files, you
have to be a presenter or a host to do that.
| | 02:30 | When you have a file here, you
can click Save To My Computer.
| | 02:33 | It will launch your Browser and give you the
ability to download the file to your system.
| | 02:38 | And of course it will just ask you where
you'd like to place it and then start downloading.
| | 02:42 | So the File Share Pod is a great way
for you to take information that you want
| | 02:44 | to share in the form of a document,
upload it into the room, and then deliver
| | 02:48 | it to your audience.
| | 02:49 | One little tip though, if you are going
to upload large files, it's a good idea
| | 02:53 | to zip them or use StuffIt
compression to compress them so that they are
| | 02:58 | smaller, because any little bit of
bandwidth you can save is bandwidth that
| | 03:02 | people don't have to use
downloading files or whatever.
| | 03:04 | Plus, you will want to shorten the
amount of time it takes for people to do
| | 03:07 | this because, well, you want to
make sure that your focus is on your
| | 03:10 | presentation, not on downloading.
| | 03:13 | Now, another way that you can use the
web and Connect to extend the purpose of
| | 03:17 | the meeting is to provide URLs.
| | 03:20 | So I am going to go ahead and
convert myself back to the Host.
| | 03:22 | I am going to select from the Pods menu,
Web Links, and we'll add a new Web Links Pod.
| | 03:29 | And we'll adjust it so that it
fits into our little space here.
| | 03:32 | The Web Links Pod works
actually in two different ways.
| | 03:35 | One, I can in an ad hoc moment
surf people to a particular website.
| | 03:40 | To do that, I am going to type the website in.
| | 03:42 | Once I have typed the website in, I'll
click Browse To and that will actually
| | 03:49 | take myself and my entire audience to
that webpage, which is handy if you want
| | 03:55 | people to see information on a website.
| | 03:57 | But bear in mind, if you do this in the
middle of a presentation, you've taken
| | 04:00 | people out of your meeting to a web
browser and they may choose to surf from
| | 04:05 | here to other places that
you don't want them to go.
| | 04:08 | So it's something that I tend to use
at the end of a meeting, not during the
| | 04:12 | middle of the meeting.
| | 04:13 | But it's a great tool because it
allows you to extend your meeting by adding
| | 04:16 | things that you find on the
World Wide Web to the meeting.
| | 04:19 | So we'll go ahead and we'll close this.
| | 04:21 | Now, once I have a website that I want
to use over and over again, I may want to
| | 04:26 | save it, and that's the second thing
that I can do with the Web Links Pod.
| | 04:30 | I have a web link in here, I am going
to select Add Link, and what Connect
| | 04:35 | will do is assume that I want to make
this a more permanent link that I can
| | 04:38 | use over and over again.
| | 04:39 | You can see that it already
populated the path information with the link.
| | 04:44 | Now I am just going to go ahead and name it.
| | 04:49 | And this is a name that I can choose to give it
a label that I understand. So we'll click OK.
| | 04:54 | What's nice is that, if I am in the
middle of a meeting and I want to take
| | 04:58 | people to our website, I've
cleared the link information out of here.
| | 05:02 | I am just going to click on it here and you
can see that by simply clicking on this link,
| | 05:07 | it loads up the text field here with
the URL, which I can then click to browse
| | 05:12 | to, and I can have multiple
web links in my Web Links Pod.
| | 05:15 | Now, one more thing, I want to show you
what this looks like for the end user,
| | 05:19 | because it's a little different.
| | 05:20 | I am going to select Participant.
| | 05:25 | Notice that as a participant
I can also do the same thing.
| | 05:28 | If as a participant I select this and I
click Browse To, I will take myself, not
| | 05:33 | everybody else, but just myself, to that website.
| | 05:36 | So this is also good to load up with
websites that you want people to use for
| | 05:40 | further review at the end of your meeting.
| | 05:42 | But both the File Share and the Web
Links Pod are great pods for extending the
| | 05:47 | value of your meeting by giving people
documents to take away after the fact and
| | 05:51 | by providing them web links that they
can use for research and further review at
| | 05:55 | the end of the meeting.
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| Working with other presenters in Prepare mode| 00:00 | When working with Connect, it's
always best to set your Pods up and your
| | 00:04 | Layouts up ahead of time.
| | 00:05 | Because you don't want your audience to
have to watch you adjusting Pods on the fly.
| | 00:10 | It's what I would call dead time, and
it's an opportunity for people to leave
| | 00:13 | the meeting, to go check e-mail, or
do whatever else they might want to do
| | 00:16 | instead of attend the meeting.
| | 00:17 | You want to make sure that you're
presenting the entire time, or at least you're
| | 00:21 | engaging the entire time.
| | 00:23 | Now, when you present with another
author, it's not uncommon for that other
| | 00:28 | author to decide they need to do
something to their layout because they forgot
| | 00:32 | to upload a file, or they didn't add
a web link that they want, or maybe in
| | 00:36 | responding to what's
happening during the meeting,
| | 00:38 | they want to make a change.
| | 00:40 | To do that, Connect offers
something called Preparing Mode.
| | 00:43 | And to use Preparing Mode, what you can
do is enable it and go into a different
| | 00:48 | Layout, and adjust it without
affecting what the audience is seeing.
| | 00:52 | To start, we're going to select
Meeting, Switch To Prepare Mode.
| | 00:56 | Note that you get some instructions,
yYou're now in prepare mode, and changes
| | 01:00 | made to the active pods will be
reflected to the participants.
| | 01:03 | And that's something
that's important to realize.
| | 01:05 | So for example, this pod is active.
| | 01:08 | If I were to do something to it like
remove this image, because it's in the
| | 01:12 | active layout and people are seeing it,
I would have that affect on things.
| | 01:15 | So that's just something
that you want to keep in mind.
| | 01:17 | But what you can do is
select a different layout.
| | 01:20 | So I am going to go all the way
back to the Main Presentation Layout.
| | 01:24 | In fact, I am going to go all the way back to
the Sharing Layout, which is the first layout.
| | 01:28 | And you can see that there is a
yellow box around the entire layout.
| | 01:32 | That's my hint that I am in Prepare Mode.
| | 01:35 | And being in Prepare Mode,
I can do whatever I want.
| | 01:38 | So if I wanted to add a file Share Pod,
I'll just select Share > Files, I'm
| | 01:42 | going to Add a New File Share pod so as
not to mess with the existing File Share pod.
| | 01:46 | And we will go ahead and add it.
| | 01:50 | And then from here I could do whatever I want.
| | 01:51 | I could rename it, I could
upload something into it.
| | 01:54 | Basically, in a Layout that doesn't
have any active pods, I can do whatever it
| | 01:57 | is that I would like to do.
| | 01:59 | Preparing Mode is really convenient for those
moments that you realize, "Oh, My goodness!
| | 02:03 | My layout is not quite ready to go, or
I need to make a change to the layout."
| | 02:07 | Now the final thing that I want to say
about Prepare Mode is that make sure that
| | 02:11 | you end Prepare Mode, for yourself,
before you start to speak, because I've done
| | 02:16 | this a couple of times, actually, where
I've gone in to Prepare Mode and I really
| | 02:19 | didn't pay attention to the yellow
box here, started presenting, and then my
| | 02:23 | audience started to chat to
say, "Hey, what's going on?
| | 02:25 | I don't see of what he's talking about."
| | 02:27 | Well, that's because I am in Prepare Mode.
| | 02:29 | So at the end of it, select End Prepare Mode.
| | 02:32 | You're back to the main layout
that's being shown to the audience.
| | 02:35 | Change to your layout,
| | 02:36 | continue your presentation,
and you'll be good to go.
| | 02:39 | So, when you need to customize
after the fact, use Prepare mode.
| | 02:42 | Just make sure that you turn Prepare
Mode off after you're done using it.
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| Working with other presenters in the Q & A pod| 00:00 | At the end of the meeting or a
presentation it's often good to offer your
| | 00:03 | audience the opportunity to ask
questions, and then you can answer them.
| | 00:07 | You can do this with the Chat pod by
simply having people type into the Chat
| | 00:10 | pod, but there's a specific pod that
has some functionality that I want to show
| | 00:14 | you that's a little better for doing that.
| | 00:16 | So what I'm going to do is create a
new layout for Q&A, and we'll start by
| | 00:20 | duplicating this layout, because it's going
to be almost exactly the same as this layout.
| | 00:25 | So we'll duplicate wrap up and we'll
call it Q&A, click OK, and it doesn't
| | 00:32 | look like anything has changed, again,
because it's exactly the duplicate of
| | 00:35 | the previous layout.
| | 00:36 | But in this case I'm going to get rid
of the Chat pod and I'm actually going to
| | 00:41 | get rid of this Head Shot.
| | 00:44 | First, I'm going to put the Attendee
pod up, because I want you to see that I
| | 00:48 | have another host in the
room with me, and that's Olivia.
| | 00:51 | Olivia is in the room because at the
end of the session she's our web expert.
| | 00:54 | If questions come up that she can answer,
well, then I'm going to help her help
| | 00:57 | me with the Q&A. So to get started
with the Q&A I'm going to select from my
| | 01:01 | Pods menu, the Q&A pod.
| | 01:04 | Now the Q&A pod works very much
like a Chat pod except that it has some
| | 01:08 | additional functionality.
| | 01:10 | When someone types a question into the Q&A
pod, there are tools that I can use to
| | 01:15 | manage those questions more effectively.
| | 01:17 | So you can see that Nick has asked, what
is the timeline for the new site to go live?
| | 01:21 | If I click on that question I can answer
it, but it occurs to me that I probably
| | 01:25 | don't know the answer as well as Olivia does.
| | 01:28 | So what I'm going to do
is assign this to Olivia.
| | 01:31 | Now Olivia in her pod is going to see
that the question has been assigned to
| | 01:34 | her, she can go ahead and answer it.
And I can see that the question is there,
| | 01:39 | Olivia has answered it, and we're good to go.
| | 01:41 | Now Nick has asked another question that
I think is probably appropriate for me.
| | 01:45 | However, I'm not really interested
in exposing this question to my entire
| | 01:50 | audience, because I don't want people
to think that the site wouldn't be 100%
| | 01:53 | complete, but the answer is that,
yeah, it will only be about 95.
| | 01:56 | So when I select this question and I'm
ready to answer it, instead of sending
| | 02:01 | it back to everybody so that
everybody can see it, I'm going to respond
| | 02:04 | privately back to Nick.
| | 02:10 | So instead of clicking this button
here I'm going to click Send Privately.
| | 02:14 | Now there's no way to tell
that it was sent privately here.
| | 02:17 | So what I'm going to do is click over
to Participant View. And what I'm seeing
| | 02:21 | here is the list of questions
and answers that everybody can see.
| | 02:26 | So Nick asked about the timeline, Olivia
answered Nick, and everybody can see the
| | 02:30 | question and the answer.
| | 02:32 | The question from Nick about the
percentage completeness of the website isn't
| | 02:35 | listed here, because that's a private question.
| | 02:38 | Nick can see it, I can
see it, but nobody else can.
| | 02:42 | Now at the end of the process, you may
have a lot of questions in the queue,
| | 02:45 | especially in a meeting where
you have lots of participants.
| | 02:48 | So you can actually sort the questions
only looking at the open questions, only
| | 02:52 | looking at questions that are answered,
or only looking at questions that have
| | 02:56 | been assigned specifically to me.
| | 02:58 | The Q&A pod is a really useful tool for
Q&A, because it goes beyond the Chat pod
| | 03:03 | in allowing you to manage the questions
and allowing you to make your Question
| | 03:08 | Answer process private to those
people for whom it's appropriate.
| | 03:11 | At the end of course, you may want to take
these questions offline and work with them.
| | 03:16 | So from the Pod options menu, you can
always export the entire Q&A log as an RTF
| | 03:21 | file or email it to yourself as an email
with the text in the body of the email.
| | 03:26 | So any meeting where you're going to
allow the audience to ask questions is a
| | 03:29 | meeting in which you will probably
have a layout at the end for Q&A, and if
| | 03:34 | you do, use the Q&A pod for it and
you'll find that it's a much easier and
| | 03:37 | more efficient process.
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| Chatting privately| 00:00 | Another way that you can engage
your audience is to have a private
| | 00:03 | conversation with them.
| | 00:04 | So in previous sessions we've seen that we
can create private Q&A and we can chat publicly.
| | 00:09 | But I want to add to this because
it's really helpful to be able to have a
| | 00:13 | private conversation while the
meeting is in session to either answer a
| | 00:17 | longer question or to prepare for some
information that you want to show the
| | 00:20 | audience or whatever.
| | 00:22 | So for this I am actually going to
simply replace the Q&A pod here in this
| | 00:26 | layout with a standard Chat pod.
| | 00:28 | I'll resize it so that it fits the scheme.
| | 00:34 | Now if I want to chat with
Olivia or Nick specifically, I can.
| | 00:39 | So I am going to hover over Olivia's
name here in the Attendee pod, and I am
| | 00:43 | going to select Start Private Chat. And say...
| | 00:48 | Instead of sending this question to
everybody indicating that I don't know my
| | 00:51 | job, I am going to send it directly to Olivia.
| | 00:54 | I am also going to interact with Nick
at the same time so that you can see
| | 00:58 | how Connect allows you to chat
with several different people without
| | 01:01 | accidentally creating crosstalk.
| | 01:03 | So I'll start a private chat with Nick.
| | 01:07 | I want to know if Nick is going
to come to San Francisco next week.
| | 01:10 | You can see here at the bottom that
I've got three different tabs, one for each
| | 01:14 | person that I am privately chatting
with and then one for the Everyone tab.
| | 01:18 | Now you can see that what Olivia did was
she responded back to the overall chat.
| | 01:24 | So she decided that everyone should see
the answer to the question. No problem.
| | 01:27 | She selected the Everyone tab and typed.
| | 01:29 | As I am doing this, I can see
that Nick's tab is blinking yellow.
| | 01:33 | That's indicating to me that Nick has responded.
| | 01:35 | So Nick is coming to San Francisco.
| | 01:38 | He's arriving Sunday evening.
| | 01:40 | So the private chat is just a great
way for you to be able to sort out
| | 01:44 | your conversations with
various people without exposing those
| | 01:47 | conversations to everybody.
| | 01:49 | Something that's important to
understand about the private chat.
| | 01:52 | One, when you email the chat history
to yourself, you're not going to get any
| | 01:56 | of the private chats.
| | 01:57 | That stuff is not maintained in the
chat log on purpose, because it is private.
| | 02:01 | The other thing is that you may want to
control whether or not people are able
| | 02:05 | to chat with each other
during your meeting privately.
| | 02:09 | It's not a bad idea to let them do it, but
in some cases you may want to shut that down.
| | 02:13 | So to do that, I am going to select
Meeting > Preferences > Chat Pod, and I
| | 02:19 | am simply going to disable Private Chat for
participants if I don't want them to chat.
| | 02:24 | When I do this, Nick isn't going to be able
to have a private chat with somebody else.
| | 02:29 | Now I am a host.
| | 02:30 | So I can privately chat to Nick,
Olivia can privately chat to Nick, and I can
| | 02:34 | privately chat to Olivia.
| | 02:35 | But Nick can't initiate one himself
with other participants or even with us.
| | 02:40 | So private chatting is a great way to
customize the experience, because it
| | 02:45 | allows you to have a sidebar
conversation with either the participants in your
| | 02:48 | room or your other presenters or hosts
without exposing that conversation to
| | 02:53 | the entire audience.
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| Setting preferences| 00:00 | There is one final step that you may
want to take when customizing your room, and
| | 00:03 | that is to adjust the room's preferences.
| | 00:06 | To get to them we will
select Meeting > Preferences.
| | 00:09 | And some of these preferences have been
covered before, for example, the General
| | 00:13 | preference which allows you to upload
a JPEG file into the background of your
| | 00:17 | room to customize it.
| | 00:18 | We have also seen that you can turn
these things called Host Cursors on and off,
| | 00:23 | and what that does is it disables the
little ghost-like cursor of the other
| | 00:27 | hosts who might be working in the room.
| | 00:29 | However, there are some other
preferences that we will want to consider, for
| | 00:32 | example, the Room's Bandwidth.
| | 00:34 | The bandwidth that you allow for the
room determines how Connect is going
| | 00:38 | to handle the streams of information that
it sends from the server out to your users.
| | 00:43 | If you have the bandwidth set to LAN,
that's considered very high bandwidth and
| | 00:47 | that means that Connect is going to
use as little compression as it can, and
| | 00:51 | it's going to keep the frame rate
for everything that it does, High.
| | 00:55 | So for example, Video Share or Screen
Share are all things that are going to
| | 00:58 | look nice and high quality and very smooth.
| | 01:01 | However, if you're in a situation
where your users are going to be dialed in
| | 01:05 | using cable or DSL then you'll set
this back, because what this will do is
| | 01:10 | it will tell Connect to use a little
more compression and perhaps a little
| | 01:13 | bit lower a frame rate.
| | 01:15 | Connect has a set of algorithms on
the backend that it's going to use to
| | 01:18 | make these decisions, which is why we simply
choose one of the choices that we have here.
| | 01:23 | Now if we know that we are in a very
low bandwidth situation, for example, a
| | 01:26 | room full of students who are
connected via a single wireless waypoint, well
| | 01:31 | then maybe we will set the Bandwidth to Modem.
| | 01:33 | A good General setting to use is DSL/
Cable because that produces a nice happy
| | 01:38 | medium between quality and
bandwidth for a General user set.
| | 01:42 | Audio, in most cases you will leave the
Audio settings as is, however, if you're
| | 01:48 | experiencing issues with Voice Over IP,
you may want to come in and just adjust
| | 01:52 | these settings to see if
you can get a better result.
| | 01:54 | For example, if you're hearing a lot of
breakup and garbled voices, try the Speex
| | 01:59 | Codec, that may improve things.
| | 02:02 | If you're hearing a lot of echo and a
lot of low-quality audio, try deselecting
| | 02:06 | Use Enhanced Audio and see what that does.
| | 02:08 | In most cases, leave it like this, but
again, in a troubleshooting situation, this
| | 02:13 | can be helpful for you to adjust things.
| | 02:16 | Video, the video camera is a high-
bandwidth tool that uses a lot of bandwidth to
| | 02:21 | give you a high-quality video
stream, but you can control it.
| | 02:25 | So for example, if you know that you
are in a lower bandwidth situation, maybe
| | 02:28 | you yourself are connected by a wireless,
you can set this back to give yourself
| | 02:34 | a lower quality video stream.
| | 02:36 | But what Connect is going to do, is
it's going to use higher compression and
| | 02:41 | drop frame rates to keep
everything synchronized.
| | 02:44 | Because it's more important for people
to see what you're doing in real-time
| | 02:48 | than it is for people to see you in high
quality but lagging way behind what you
| | 02:53 | are actually saying.
| | 02:54 | A good General setting is Standard,
but again, you can adjust this up or down
| | 02:59 | based on the situation
that you find yourself in.
| | 03:01 | And the same is true with Screen Share.
| | 03:03 | Screen Share is another highly
bandwidth-intensive thing to do, and it's
| | 03:07 | important to have high quality if you
can afford it, but if your bandwidth is
| | 03:11 | constricted you may want to set the
quality and the frame rate down some,
| | 03:15 | because again, synchronization is important.
| | 03:18 | You want your audience to see what
you're doing in real-time as you're doing it.
| | 03:22 | If your settings are too high then
what they're seeing may lag well behind
| | 03:26 | what you're actually doing, and that
will create confusion or grumpiness among
| | 03:30 | your audience members.
| | 03:31 | If you're in a very
constricted situation, select Low.
| | 03:35 | Things won't be smooth and things will
be highly compressed on their screens, but
| | 03:39 | Connect will do its very best in that
situation to keep you synchronized with
| | 03:42 | your audience, and that generally is
more important than the quality setting.
| | 03:47 | The Attendee pod allows you to set a
status, for example, you can raise your hand.
| | 03:51 | When you raise your hand though, it's
going to flag the Host or Presenter that a
| | 03:55 | hand has been raised, and
that can become distracting.
| | 03:57 | So you may want to disable that.
| | 03:59 | Now when you do Disable that your
audience may not have any way whatsoever to
| | 04:03 | indicate that they need some help or
that they're looking for some information.
| | 04:06 | So if you Disable that, know that
you've disabled it, maybe you want to come
| | 04:10 | back and enable it at another
point in the meeting, and you can do so.
| | 04:13 | Now when someone raises their hand, and
the host is in a Screen Share moment, that
| | 04:20 | hand raise can become
very distracting there too.
| | 04:22 | So you can actually turn that off so
that it doesn't appear when someone is
| | 04:26 | sharing their screen.
| | 04:28 | The Raise Hand notification only appears
when someone isn't sharing their screen.
| | 04:31 | I am going to go ahead and leave that on,
because generally speaking, I like to
| | 04:35 | allow my audience to raise their hand
to flag me, and I even like to see that
| | 04:39 | when I am in a Screen Share moment.
| | 04:42 | The Chat Pod, we have seen this in
a previous lesson for this movie.
| | 04:46 | If you enable private chat for
participants they will be able to chat with each
| | 04:50 | other, and generally speaking,
| | 04:51 | That's an okay thing to do.
| | 04:53 | Now, when you're in a Screen Share
or you're in Full Screen mode, the Chat
| | 04:57 | Notification is something that you will
probably want because you will be able
| | 05:01 | to see that people are asking questions.
| | 05:03 | Now if you find that distracting simply
Disable it and when people ask questions
| | 05:07 | and you are sharing your screen, you
won't know that they've asked them.
| | 05:10 | If you do allow people to do it,
it's a good idea to set the Notification
| | 05:13 | option to 5 Seconds.
| | 05:15 | Someone might ask a question that pops up.
| | 05:17 | If it's only there for three seconds, it
may not be there long enough for you to
| | 05:20 | read the question and respond to it.
| | 05:23 | And then finally, the Q&A Pod.
| | 05:25 | With the Q&A Pod, you may want to
allow the submitter's name to appear
| | 05:29 | with their question.
| | 05:31 | If you want to anonymize
that, simply Deselect this.
| | 05:34 | The question appears
without a name associated with it.
| | 05:36 | If you want your presenter's name to
show with the answer to the question, you
| | 05:40 | can allow that or again, if you want
anonymity, you can go ahead and turn those off.
| | 05:45 | In most cases, I have no reason to hide
those, but if you need to hide them you
| | 05:49 | can, and here's how you do it.
| | 05:50 | So those are your preferences.
| | 05:52 | You certainly can experiment with them
to set your room up the way that you want
| | 05:55 | it to work with respect to
notifications and bandwidth usage and the anonymity
| | 05:59 | of questions and answers.
| | 06:01 | It's a good idea to consider this for
every meeting that you set up, at least
| | 06:04 | when you set the meeting up for the
first time, because you want to make sure
| | 06:07 | that you are in control of these
preferences, not the defaults that happened to
| | 06:10 | have come with Connect.
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|
|
8. Recording a PresentationCreating a recording| 00:00 | One of my favorite features about
Adobe Connect is its ability to record
| | 00:04 | and archive a meeting.
| | 00:05 | It's a really versatile tool that gives
me a lot of capabilities that go beyond
| | 00:09 | simply creating a movie of
what happened during the meeting.
| | 00:13 | So what we're going to do is take
a look at how to start a recording.
| | 00:15 | But before we actually fire off the
recording, because that's very easy to do, I
| | 00:19 | want to talk a little bit about setup,
because you want to think about what
| | 00:22 | you're going to be showing to your audience.
| | 00:24 | Typically, in a meeting that I am
going to record, I actually create a layout
| | 00:28 | that is my starter layout that
I intend never to actually show.
| | 00:32 | So here we have this sort of starter layout.
| | 00:34 | You can see that people have been
chatting and the chat may become cumbersome
| | 00:38 | and long filled with all kinds of
completely irrelevant conversation.
| | 00:42 | So the first thing I may want to do
is clear that, but to give myself the
| | 00:46 | sense that there is a moment at which I
am going to start recording, I'm going
| | 00:49 | to change from a standard beginning layout to a
beginning layout that I don't intend to record.
| | 00:55 | And to make that happen, what I am
going to do is create a new layout, I am
| | 00:58 | going to duplicate the existing layout,
and I am going to call it Walk-in.
| | 01:01 | And that's sort of that walk-in moment,
like at a regular meeting, when people
| | 01:07 | are coming in, they are sipping their coffee,
they are kind of chit-chatting, and whatever.
| | 01:11 | Now the Sharing Layout is
something that I'm going to rename.
| | 01:14 | So we will go ahead and manage the
layouts and first off, I want the
| | 01:17 | Walk-in layout to be first.
| | 01:18 | So I am going to move that to the top.
| | 01:20 | Secondly, I am going to select the
Sharing Layout and I am going to select
| | 01:23 | Rename and I'm going to add to the
name of this layout, Start the recording.
| | 01:31 | And you can put an exclamation point there.
| | 01:34 | What this gives me is a structure to
understand that the Walk-in layout, I am
| | 01:38 | not going to record.
| | 01:39 | When I move from the Walk-in layout to
the next layout, then I'll know to start
| | 01:43 | the recording, and if I need to, I
might even put a little note pod in here.
| | 01:46 | I am going to put this somewhere where it's
pretty obvious to me that I need to do this.
| | 02:04 | Now obviously in a polished sales
presentation meeting, you might not want to
| | 02:08 | have something so informal here, but
in some way you want to indicate that
| | 02:12 | you're not going to start the meeting
until you switch to the next layout.
| | 02:15 | In fact, what you're going to do is
start the recording for the meeting then.
| | 02:19 | Now before we actually start the
meeting and restart the recording, there are a
| | 02:22 | couple of steps that you'll want to take.
| | 02:23 | So I am going to jump into that
layout quickly before the meeting is due to
| | 02:26 | start, and I am going to take some steps here,
like for example, clearing the Chat history.
| | 02:31 | You don't want all of that chitchat
that's been done previous to the start of
| | 02:35 | the meeting to find its way into the recording.
| | 02:36 | I'm going to go to the Presentation
Layout here, and it's not a bad idea to trip
| | 02:42 | through your slides before your
meeting begins, because this presentation, in
| | 02:45 | fact, this meeting room has been used
before, and it was a much less formal
| | 02:49 | meeting, and so I was drawing on it, and
adding a goofy smiley face or whatever.
| | 02:53 | These things are persistent and
they'll be there unless you remove them.
| | 02:57 | So you want, before your meeting,
especially if you're going to record it, to just
| | 03:00 | take a few moments and come in, look
through all your slides, and make sure
| | 03:05 | everything is set the way you want it.
| | 03:06 | In fact, I want to make sure that I am
starting on slide one, so you can reset
| | 03:10 | that, and you will even
take a look at the pod names.
| | 03:14 | For example, Annual Report Presentation.ppt.
| | 03:16 | That's a little less formal than I like.
| | 03:18 | I am going to take the
extension off there, Head Shot, JPEG.
| | 03:22 | That doesn't look very good.
| | 03:23 | I am going to actually just put my name there.
| | 03:27 | This of course is the headshot that I've
provided for you with the Exercise Files.
| | 03:31 | If you have your own headshot for a session
like this, obviously you'll want to use it.
| | 03:35 | I don't know.
| | 03:36 | Maybe this guy looks better than you do,
but in any case, you want to go through
| | 03:39 | your entire meeting layout-by-layout
ahead of time before you start your
| | 03:43 | recording, and look for problems, look
for things that are going to cause you to
| | 03:47 | stumble during the meeting itself.
| | 03:48 | So we'll turn the drawing
off, everything is set here.
| | 03:51 | I'm going to return to the Walk-in layout
and then I'll go ahead and start my meeting.
| | 03:56 | Now, when it's time to actually start
the meeting proper and the recording part
| | 04:00 | of the meeting, in other words,
when I'm going to take over and start
| | 04:02 | presenting, that's when you would switch to
the Sharing-Start the recording layout,
| | 04:07 | and activate the recording. That's very easy.
| | 04:10 | Simply select Meeting >
Record Meeting, name your meeting.
| | 04:15 | Don't leave the standard name here
because you're going to be able to use tools
| | 04:19 | in Connect to find this meeting
later, and so if you don't name it with
| | 04:22 | something appropriate, it's
going to be hard for you to find.
| | 04:26 | In fact I am going to take some time
to give it a summary because the more
| | 04:30 | information that I have about this
recording, the easier it's going to be for me
| | 04:33 | to get back to this recording later.
| | 04:35 | In my Connect instance, I have well
over 100 recordings, and by providing
| | 04:40 | myself a summary, it gives myself an ability to
find that meeting later on, should I need it.
| | 04:45 | So we'll go ahead and click OK and
the meeting is now being recorded.
| | 04:50 | One point, if you're talking along and
you don't activate or connect your audio,
| | 04:55 | well, then you're not going to
have any audio in the meeting.
| | 04:57 | It's not unusual to have a
recording where there is no audio if you are
| | 05:00 | just showing some stuff off, but
make sure that you connect your audio
| | 05:03 | before you start your meeting.
| | 05:05 | Now, the recording is underway.
| | 05:06 | So what's happening on screen is being recorded.
| | 05:09 | So if Olivia were to put her email
address inside the Chat Pod, because maybe I
| | 05:14 | am going to say to her... then she'll
go ahead and put it into the Chat pod.
| | 05:21 | That's going to become a part of the recording.
| | 05:23 | In fact, not only is it a part of the
recording, but because it's a hot link,
| | 05:27 | that hot link is actually a
part of the recording as well.
| | 05:30 | So then you move through the rest of
the recording, switch to Layouts, go to
| | 05:34 | your presentation, deliver your presentation.
| | 05:37 | As you deliver the presentation, it's
going to become part of the recording, and
| | 05:40 | even the web address that works when I
click on it here in the live meeting will
| | 05:44 | become a part of the recording as well.
| | 05:46 | Then of course when you're done with
the presentation, and you switch over to
| | 05:49 | Wrap up or Q&A mode, you have some
pods here, for example, the file share pod
| | 05:54 | that has a file shared in it.
| | 05:55 | Well, this file share is something that
can be grabbed from the recording itself.
| | 06:00 | Once all is set and done, meeting is over,
simply remember to stop the recording
| | 06:05 | by coming over here and selecting Record
Meeting to turn it off, or you can just
| | 06:09 | click on the red ball up
here and stop the recording.
| | 06:12 | At this point, the recording is done.
| | 06:14 | To see or to access the recording, all
you need to do is select Manage Meeting
| | 06:19 | Information, or you can go into the
portal yourself using a web browser, and
| | 06:25 | among the things that you can track
in the meeting are the recordings.
| | 06:29 | So every recording you make in a
particular meeting will show under this list,
| | 06:33 | and here's our General Company Meeting.
| | 06:35 | Now, if I click on this, that URL is
the URL that you would share with the
| | 06:40 | people who would want to
watch the recording afterwards.
| | 06:42 | So all you need to do is copy that,
paste it into an email, send it out, and
| | 06:46 | people can access it.
| | 06:47 | But there is one more step that
you will probably want to take.
| | 06:50 | I am going to Return to Recordings here and
notice that the Recording Access is set to Private.
| | 06:55 | The only way that you can access this
recording is to have a user account on the
| | 07:00 | system that has been added to
this particular meeting room.
| | 07:03 | But I don't want to do that, I want to
make this meeting available to anybody.
| | 07:06 | So I am going to select here, I
am going to select Make Public.
| | 07:10 | And now anyone who has that URL can
watch that recording, and they'll be able to
| | 07:14 | see a recording of the meeting and in
some ways participate in the meeting by
| | 07:18 | downloading things and selecting web
addresses that they were able to in the
| | 07:22 | actual live meeting.
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| Editing the recording| 00:00 | It's a rare meeting that will go perfectly
smoothly even, when you're recording them.
| | 00:04 | So if you make a mistake during a
meeting that you're recording, you may want to
| | 00:08 | edit that mistake out, and
Connect has a way that you can do that.
| | 00:11 | To get started I am going to go to
the meeting portal site and I can get
| | 00:15 | there manually by typing in the URL
or I can simply select Meeting > Manage
| | 00:19 | Meeting Information.
| | 00:21 | In my web browser, I'll have information
about the meeting, including the recordings.
| | 00:25 | So if I click on the Recordings link,
I can see the recording that I've made.
| | 00:30 | Now if I click on the recording's name,
I'll see information about the recording
| | 00:34 | and I can edit that by clicking Edit there.
| | 00:37 | But this isn't really what I want to do.
| | 00:38 | This is just the name, and the
summary, and some other information.
| | 00:41 | What I want to do is edit
the content of the recording.
| | 00:43 | So I am going to click on Save and I
want to return to the recordings list,
| | 00:47 | because it's here that I can
actually edit the recording for its content.
| | 00:51 | The Edit link here, when I click it,
will first off, start the recording.
| | 00:55 | (Video playing)
| | 00:59 | I am going to pause it, because I
happen to know where I need to start and I
| | 01:02 | don't want to have to listen to it.
| | 01:03 | But I am going to say that
| | 01:04 | if you're going to edit your recordings,
it's a good idea to watch the recording
| | 01:08 | all the way through.
| | 01:09 | Understand where you want to edit and
even use the time indicators down here to
| | 01:14 | jot down the chunks that you're
going to remove from the meeting.
| | 01:17 | So it's basically a two step process.
| | 01:19 | Once you understand where you want to
edit, I am going to drag that slider down
| | 01:24 | here, I am going to edit quite a bit
of this first part of the meeting out,
| | 01:26 | because this was just that preamble
stuff where I was greeting people, and
| | 01:30 | chitchatting here and there, but I
really wasn't presenting anything.
| | 01:33 | I know that once I cleared the chat
history, that was when I wanted to start
| | 01:37 | the meeting proper.
| | 01:39 | In fact, I am going to go just a
little bit more, because that pod over here
| | 01:43 | that said change the layout?
| | 01:44 | That was my indication
that I started the meeting.
| | 01:46 | So to chop out that piece I am going
to drag these little sliders, the in and
| | 01:51 | out points so that I leave the in
point at the beginning, the out point here
| | 01:56 | where my time indicator is and then
and I am going to click the Cut icon.
| | 02:01 | Once I've clicked the Cut icon, then I
am going to go ahead and click Save.
| | 02:05 | What save does is, it
tells the Connect server that.
| | 02:08 | that part of the meeting needs to be removed.
| | 02:10 | It'll actually reload the meeting in
your browser window, and it will start it at
| | 02:17 | the point where you actually
intend the meeting to start.
| | 02:19 | So it's cut that whole chunk out.
| | 02:20 | Now you can continue to do this over
and over again to get little bits and
| | 02:24 | pieces of your meeting out of the
recording that you don't want to have there.
| | 02:28 | For example, if there were other mistakes
that you've made you can get them out as well.
| | 02:32 | Now it's also important to realize that
you might accidentally cut something out
| | 02:35 | that you intended to keep.
| | 02:36 | Connect doesn't really get rid of anything.
| | 02:39 | It remembers everything.
| | 02:40 | the whole meeting is there for you.
| | 02:42 | If you want to revert to the
original, notice that this Revert To
| | 02:45 | Original button appears.
| | 02:46 | In fact, what I am going to
do is I am going to close this.
| | 02:49 | We're going to go back to the
recordings list and then I am going to force
| | 02:52 | the page to refresh by clicking here
on this name and then I'll just return
| | 02:56 | to recordings list.
| | 02:57 | Notice that there is a
new link here, View Original.
| | 03:00 | The original recording is still
available to me and I can access it at any time
| | 03:04 | after I've made these edits.
| | 03:06 | If I want to undo those edits and bring
the content back, I'll click on the Edit
| | 03:10 | link, maximize this a little bit,
pause it so that I don't have to listen to
| | 03:16 | myself, and simply click
Revert To Original. Select OK.
| | 03:20 | Connect is going to take a few moments
to send a set of instructions back to the
| | 03:23 | server to remove those edits.
| | 03:29 | And you can hear that it took me back
to the beginning of the meeting and put
| | 03:32 | that chunk back in that I
had cut out in the first place.
| | 03:36 | So editing and recording is actually a
matter of just giving some instructions
| | 03:40 | to Connect about what
sections of the recording to skip.
| | 03:44 | It's also important to understand
what you can't do in a recording and you
| | 03:47 | need to understand this.
| | 03:48 | Let's say that someone put something
in this Chat pod that was inappropriate,
| | 03:51 | but everything else on this page was
something that I really wanted to see.
| | 03:55 | There isn't really a way to blank this out.
| | 03:58 | You can only cut out
sections of time in their entirety.
| | 04:02 | That's yet another reason why it's a
good idea to use Layouts to segment your
| | 04:06 | meeting, and only give people access to
the screen at times that you can cut the
| | 04:11 | entirety out of the meeting, as opposed
to having a Chat pod sitting on top of
| | 04:15 | your presentation so that it basically
ruined your ability to use a recording if
| | 04:19 | someone should put something in
the Chat pod that's inappropriate.
| | 04:23 | But if you do segment your meeting
with Layouts and you make sure that you're
| | 04:26 | very careful about what you allow
people access to, you can create a very easy
| | 04:30 | to edit recording that once you're
done editing and saving, back here, is
| | 04:36 | something that you can share with a
simple URL, because you can just send this
| | 04:40 | URL out, people will watch the
recordings, the edited material won't be there.
| | 04:44 | So it's a nice, tight representation of
the meeting that you held, without all of
| | 04:48 | the little bumps and hiccups that
you may encounter along the way.
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| Using the recording| 00:00 | There's another little trick that I
would like to share with you that kind of
| | 00:02 | gets at the heart of what a
recording really is in Connect.
| | 00:06 | If you're going to share your
recording and use it with others, you want to
| | 00:09 | think about this because it really gives
you some more capability than you might think.
| | 00:13 | What I am going to do here is I am
actually going to make a very short recording.
| | 00:17 | I'll start recording the meeting.
| | 00:18 | I am going to call this Portal and click OK.
| | 00:23 | The session is being recorded.
| | 00:25 | I am not actually saying anything,
nor am I really doing anything.
| | 00:27 | I am just sort of exposing this screen
to the recording, because on this screen, I
| | 00:32 | have some files that people can take home.
| | 00:35 | I have a website that people can surf to.
| | 00:37 | I have a PDF file, and notice that with
the PDF file I have chosen to unsync it
| | 00:42 | so that it's not synced.
| | 00:44 | There's a PowerPoint file with a URL in
it, and there's some URLs and some email
| | 00:48 | addresses here in the Chat pod.
| | 00:49 | So I'll go ahead and stop the recording.
| | 00:52 | I want to get to the Portal so
that like I can look at the recording.
| | 00:55 | So I can go there manually or I am
just going to choose Manage Meeting
| | 00:58 | Information to take me there quickly.
| | 01:00 | It's been a while since I've logged in.
| | 01:02 | So it'll just ask me that relogin.
| | 01:04 | Now in this meeting I have my Recordings list.
| | 01:07 | Here are some recordings
that I have for the meeting.
| | 01:10 | I am going to click on the Portal meeting
here and I am going to jump into the recording.
| | 01:16 | So I'll click on it and start the recording.
| | 01:18 | I will expand it so that it fills the screen.
| | 01:20 | Once I see that everything is sort of
in and ready to go, I am just going to
| | 01:25 | pause the recording.
| | 01:27 | Notice that this PDF file is
something with which I can interact.
| | 01:30 | It's as if I am looking at
this PDF inside the free reader.
| | 01:33 | I can zoom in, I can rotate it, I
can tell to fit the page, et cetera.
| | 01:39 | I can also click on this Take-home
file and click Save To My Computer.
| | 01:43 | This is all happening right from the recording.
| | 01:46 | So if you think of recording as just a
movie, you're missing some of the value
| | 01:50 | of the recording that Connect offers.
| | 01:52 | It's really just a set of instructions
that gives you back the things that you
| | 01:56 | were able to do in the real-
time version of this meeting.
| | 01:58 | So all of these links are hot, many of
the things that you can manipulate are
| | 02:02 | there for you to work with.
| | 02:04 | That's the reason why Connect has a
recording that is essentially deliverable as a URL.
| | 02:10 | And that's great.
| | 02:10 | However, there are times when you
might want a linear movie version of this.
| | 02:15 | So to get that, we'll go ahead and
return to the portal, click on Recordings, and
| | 02:21 | I have an option to make the recording Offline.
| | 02:24 | When I do this, I'll go ahead and click on this,
what's going to happen is Connect is
| | 02:28 | going to play the recording and it's
going to save an FLV, a Flash video file
| | 02:35 | to my local system.
| | 02:37 | Now it's based on the screen resolution
that I am sitting at when I make the recording.
| | 02:41 | So it's not a bad idea to actually
reduce your screen resolution to 1024 x 768.
| | 02:46 | You also want to do things like turn
your email off, turn your chat clients off,
| | 02:51 | all those things that might nip at the
bandwidth that the system is using to
| | 02:55 | make the offline recording.
| | 02:57 | You'll want to turn those down, because
if they get involved, they may actually
| | 03:01 | hinder the recording process.
| | 03:03 | So once you select Proceed with
Offline Recording, it's going to ask you for
| | 03:06 | a place to save it.
| | 03:08 | I'll just put this on the desktop of
my system and we will call it Portal
| | 03:12 | Recording and click Save.
| | 03:16 | Now at this point you're going to have
to sit here until the meeting is done.
| | 03:20 | So if you've got a two-hour meeting that
you want to create an offline recording
| | 03:23 | of, first off ask yourself the question,
do I really need an offline recording,
| | 03:27 | won't the URL suffice?
| | 03:28 | But if it won't, then you're going to
need two hours of time where that machine
| | 03:32 | can be devoted to the process of
creating the offline recording.
| | 03:35 | So you may want to do it over your
lunch break, or at the end of your day when
| | 03:39 | you're on your way home, let the
machine do its recording and then you'll come
| | 03:42 | back and you have your FLV file.
| | 03:44 | Once it's done you can go
ahead and close the recording.
| | 03:48 | We'll just take a look at
the desktop of the system.
| | 03:51 | There is my FLV file.
| | 03:52 | Now this is the standard linear video file.
| | 03:55 | Now the reason Adobe chose FLV is
because you can use this with something like
| | 03:59 | the Flash Media Server to serve
it out and stream it to the web.
| | 04:02 | I do want to make one recommendation though.
| | 04:04 | If you want to edit the movie, edit
the recording before you create
| | 04:08 | the offline version.
| | 04:10 | FLV files are generally
thought of as an endpoint.
| | 04:13 | They're highly compressed,
they're really made not be edited.
| | 04:16 | Although there are some editing tools
that might be able edit them, you're
| | 04:19 | probably going to degrade the quality
of the recording such that it may not
| | 04:23 | be worth your while.
| | 04:24 | So edit your movie ahead of time, then
create your FLV offline version, and then
| | 04:28 | share it from there.
| | 04:30 | But if you think about what the recording really
can do for you, the ability to kind of
| | 04:34 | bring back the experience that you had
in the real-time meeting, it's usually
| | 04:39 | best to just go ahead and share the URL,
and allow people to interact with the
| | 04:43 | recording almost as if they had
been there in the first place.
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|
|
9. Meeting and CollaboratingUsing the meeting as a room| 00:01 | A number of the things I do with
Connect are related to presenting at all.
| | 00:04 | It's a great collaboration tool, and in
order to use it that way, I am going to
| | 00:08 | set my meeting room up in
some very specific ways.
| | 00:11 | So what I want to do here is show you
how I would set that room up to use as a
| | 00:15 | meeting room and some of the tips and
tricks that I've learned along the way to
| | 00:18 | make it easier for my
participants to be a part of that room.
| | 00:21 | So the first thing that we'll need
to do is create a room, and although
| | 00:25 | it's called a Meeting,
| | 00:26 | in this case, I'm really
thinking of it as a room.
| | 00:28 | So I am going to go ahead and select
New Meeting, and we are just going to
| | 00:31 | call this Tim's Room.
| | 00:41 | I'm actually going to allow anyone who
has the URL for the meeting to enter the
| | 00:46 | room because it's a room that I'm
going to meet with a variety of different
| | 00:49 | people and so I don't have to worry about that.
| | 00:53 | I'm not going to include any Audio
Conferencing with this meeting because in
| | 00:56 | general, I'll probably use some type
of conferencing solution, but again, I
| | 01:01 | don't want to try and integrate it, I
want it to be as easy as possible for
| | 01:04 | people to come into the room.
| | 01:05 | So I won't include anything and then I
can make decisions later about how to
| | 01:09 | talk to those people.
| | 01:14 | I'm going to click Next just to point
out that for this type of meeting room, I
| | 01:18 | don't generally invite transient
attendees into the room by creating an account
| | 01:22 | for them and then making them a
participant in the room, but often times rooms
| | 01:27 | like this are used for multiple purposes.
| | 01:29 | So I might have a colleague, for example,
Olivia, whom I want to invite into the
| | 01:33 | room and give her specific access.
| | 01:35 | So I'm going to select her name and click Add.
| | 01:38 | And right now she's a participant, but
if she's going to meet with people in my
| | 01:43 | room, in my absence, I might like to
select her name and set her permissions so
| | 01:48 | that she herself is a host.
| | 01:50 | What that means is that she can enter
the room as a host without my presence and
| | 01:55 | that means that the room is a lot more
flexible as a result. So I'll click Finish.
| | 02:00 | Now at this point, my room is configured.
| | 02:02 | I'm going to go ahead and enter it.
Because they are going to be a lot of people
| | 02:06 | in this room that I don't know, or that
I'm only working with briefly, or that I'm
| | 02:10 | working with for the first time, I
didn't want to have to create User Accounts
| | 02:14 | on my system for them, but I do
want to able to collaborate with them.
| | 02:18 | For example, I might open up a
Whiteboard and start a Whiteboard session.
| | 02:23 | In order so that I don't have to try
and manage them individually by promoting
| | 02:26 | them or creating user accounts to
promote them or whatever, I'm going to select
| | 02:30 | from the Meeting menu, Manage Access
& Entry, and I'm going to Auto-Promote
| | 02:34 | Participants to Presenters.
| | 02:36 | Now what that means is that anyone
who comes into this meeting room is
| | 02:40 | automatically going to be made a presenter.
| | 02:42 | So I will go ahead and turn
that off because that's okay.
| | 02:45 | That's exactly what I want.
| | 02:46 | Now, it occurs to me that I might want
some level of protection to this room.
| | 02:52 | I don't want people just to be able to
come in anytime they want because I might
| | 02:55 | be in here having a confidential
meeting with somebody, sort of like, I might
| | 02:59 | need a lock on a door, if I
were meeting in an office.
| | 03:02 | So what I am going to do is
Close the meeting room up.
| | 03:03 | I am going to go back to the Meeting
Information, and I'm going to select Edit
| | 03:10 | Information. What I want to do is
somehow put a lock on this door, so that you
| | 03:15 | have to have a password that I can
create on-the-fly and give to people when I
| | 03:19 | want them to come in to the room.
| | 03:21 | And if I scroll down, I can see that
there really isn't any way to do that.
| | 03:24 | Well as an administrative function, I
am going to click on Administration, and
| | 03:29 | I'm going to click on Users and Groups,
because among the Edit Login and Password
| | 03:34 | Policies, there is a little secret
option hidden down here called Enable Meeting
| | 03:39 | Host to Enforce a Pass Code for Room Access.
| | 03:42 | And I am going to select this and click Save.
| | 03:46 | Now I am going to go back to my
Meeting Room, and Edit Information, and notice
| | 03:53 | when I scroll down now, there is
a Users Must Enter Room Pass Code.
| | 03:57 | If I don't select this and leave it
open, then anyone can come into the room.
| | 04:02 | However, if I'm about to go into a
meeting that is confidential, I can jump into
| | 04:05 | my portal, select this, and just add a
password that I give out my audience.
| | 04:16 | Click Save to save those changes.
| | 04:18 | Now, I am going to copy this, and I am
going to close the browser window, and I
| | 04:24 | want you to see what that looks like for
someone who is entering the room as a guest.
| | 04:27 | So I will open up my browser,
going to paste that URL in, hit Return.
| | 04:34 | I'm going to Enter as a Guest.
| | 04:37 | I'll enter my name but I have to have
the room pass code to enter the room.
| | 04:41 | If I am a host in the room, which I am,
I can enter my Login and my Password for
| | 04:47 | the server, but I still have to have the
Room Passcode in order to get into this
| | 04:51 | room. And click enter room. Now of course
if you forget the Room Passcode that you've
| | 04:58 | applied, you can always go into the
Portal, go in to the Meeting Room, and Edit
| | 05:02 | the Meeting Information to turn
that off or to change the password.
| | 05:06 | So you are not going to get yourself
locked out of your own room, but to enter
| | 05:09 | the room this way, you will
actually need that little password.
| | 05:11 | So what I've just done is, I've created a room that
essentially has a nice little lock on the door.
| | 05:16 | People can come into the room, they
don't have to have an account on the system,
| | 05:20 | but they do need that little password.
| | 05:22 | So it's a little measure of security.
| | 05:24 | And that's how you can use a Connect
Meeting Room as sort of an actual room
| | 05:28 | by setting it up with a little bit of
authentication and allowing people into the room.
| | 05:33 | Once they come in, they'll be promoted
to full-blown presenters, so that they
| | 05:36 | can have access to Whiteboards, and the
Chat, and presenting materials, and all the
| | 05:41 | stuff that you might want to do
during a collaborative session, unlike what
| | 05:45 | participants would be able to do,
which is to just sit and watch.
| | 05:48 | And by setting your room up this way,
you're really taking Connect beyond just a
| | 05:51 | tool that's designed to allow you
to present information to a truly
| | 05:55 | collaborative web-based tool for
working with others in some interesting ways.
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| Managing users as meeting participants| 00:00 | If you're going to use Connect for
more than just a basic presentation tool.
| | 00:03 | If you want to use it for more of a
collaboration tool, and you've set a meeting
| | 00:07 | room up that acts more of like a room
than a presentation, then you're going to
| | 00:11 | want to consider how you're
going to manage your participants.
| | 00:13 | For example, you can see that Olivia is
in the room as a participant, and if she
| | 00:19 | wants to be able to do anything more
than passively watch the presentation, then
| | 00:23 | I'm going to need to manage her a little bit.
| | 00:25 | Now let me first start by showing you
what it looks like if you are Olivia.
| | 00:29 | I am going to Change My Role to
a Participant, and this is it.
| | 00:32 | All she can do is sit and listen, and
she can chat with me to participate, or
| | 00:38 | she can use her Status Indicator here
to do something like Raise her Hand, or
| | 00:42 | Agree, or Disagree, or whatever.
| | 00:44 | But if this is a collaborative session,
I am probably going to want her to
| | 00:47 | be able to do more.
| | 00:48 | So I am going to convert myself back to a Host.
| | 00:51 | The first thing that I want to do
is give her access to the microphone.
| | 00:55 | If we are using voice over IP for
the meeting, that's going to be a very
| | 00:58 | convenient way for her
to be able to participate.
| | 01:00 | I can hover over her name,
and select Enable Audio.
| | 01:04 | But if this is going to be a meeting
with five, six, ten, 15 people in it,
| | 01:09 | that's going to take time for me to go
through and do that for everybody, and
| | 01:12 | frankly that's cumbersome.
| | 01:13 | So what I am instead going to do is for
a meeting room like this, select Enable
| | 01:17 | Audio For Participants.
| | 01:19 | So now everybody in the room who is a
participant will have access to the microphone.
| | 01:23 | I'll show you what that looks like.
| | 01:26 | See, she has the microphone now.
| | 01:28 | Go back to being a Host.
| | 01:30 | So that's a convenient way to start
the process of giving people access to
| | 01:35 | things, but I can go further than that.
| | 01:37 | For example, if I want to allow Olivia
to write on this Whiteboard, I'm going to
| | 01:41 | select her name, and from the
Attendees Pod Options, I'll select Attendee
| | 01:46 | Options > Enhanced Participant Rights.
| | 01:50 | I can choose to give her
rights to the Share Pod.
| | 01:53 | Once I do that, Olivia will have access
to these same tools, and she can choose
| | 01:58 | to write on the Whiteboard as
a part of the collaboration.
| | 02:01 | Now frankly, that's probably
more cumbersome than I want.
| | 02:04 | It's good to be able to
have that level of control.
| | 02:07 | But if I want everyone to start
participating, then an easier way to do that
| | 02:10 | is to select Meeting > Manage Access & Entry,
and Auto-Promote Participants to Presenters.
| | 02:16 | What that's going to do is that for
everyone who comes into the room, they're
| | 02:19 | going to automatically become a presenter.
| | 02:22 | This is a setting that stays active
for the room until you turn it off.
| | 02:26 | So you may want to think about that.
| | 02:27 | If you turn it off, then everyone
will go back to being a participant.
| | 02:30 | If you leave it on, anyone who comes
into the room until you turn it off will be
| | 02:35 | promoted to presenter.
| | 02:36 | But there is one more thing that I want
to show you, because there's a formal way
| | 02:39 | to do all of this using user accounts.
| | 02:42 | If you're going to have a room with a
standard number of people that come into
| | 02:46 | the room over and over again, it's
probably going to be more convenient to set
| | 02:50 | things up ahead of time, so that you don't
have to do these things in an ad hoc fashion.
| | 02:55 | So for that, I am going to select
Meeting, and I want to get to the portal.
| | 02:59 | So I am going to select
Manage Meeting Information.
| | 03:01 | I am actually not interested in this
Meeting's information, specifically, yet,
| | 03:06 | because I want to go to Administration.
| | 03:08 | I am going to select Users and Groups,
because I am going to create a group of people.
| | 03:15 | Because this is a group of people
that I am going to be working with over
| | 03:18 | and over again in this room, and so I'll go
ahead and scroll down here in the browser.
| | 03:23 | I am going to select New Group.
| | 03:30 | Tim's meeting group. Click Next.
| | 03:35 | Scroll down.
| | 03:39 | I'm going to invite Bob to the
meeting group, Kirk to the meeting group, and
| | 03:45 | Olivia to the meeting group, and click Finish.
| | 03:48 | So I have created a meeting group
that I am going to use with the room.
| | 03:52 | So you can see that I have Tim's meeting group here.
| | 03:56 | Back to the Meeting room, I'll enter Tim's Room.
| | 04:00 | I am going to select Edit Participants,
and you can see that I have Olivia in
| | 04:06 | the room, and she is set up to be a Host.
| | 04:08 | First off, I am going to remove her
individually, because I may want to
| | 04:13 | add somebody specific. For example, Sam,
| | 04:16 | we'll Add.
| | 04:18 | I can select Sam, Set his User
Role to be, in this case, Presenter.
| | 04:23 | That means he can participate in the
collaborative session, but he is not a
| | 04:27 | full-blown host in the room,
and that's probably a good idea.
| | 04:30 | But instead of doing this for each and
every individual, all I need to do is
| | 04:34 | select Tim's meeting group and
click Add, and then select Tim's meeting
| | 04:39 | group here, and I can set the user
group for the entire role with a single
| | 04:43 | click of the mouse.
| | 04:45 | The great thing about this is that from
now on if somebody else wants to join my
| | 04:48 | group and I want to allow them,
| | 04:50 | all I need to do is add them to the group.
| | 04:53 | I don't actually have to go through
the process of adding them to my room
| | 04:56 | over and over again.
| | 04:58 | This is good, because I might have
several different meeting rooms that I am
| | 05:00 | using with Tim's meeting group
set up for different purposes.
| | 05:04 | As long as I have added this
group to the meeting room as a Current
| | 05:07 | Participant and set their User Role,
then I can manage the group as a single
| | 05:12 | item, and it covers all of the
meetings to which I've invited this group as a
| | 05:16 | set of participants.
| | 05:18 | So when you're working in a Connect
room and you want to do something more than
| | 05:22 | just present to people, you want people
to be able to collaborate in the room,
| | 05:26 | it's a really good idea to think about how
those people are going to interact with you.
| | 05:30 | Are they transient?
| | 05:31 | Do you want to allow them in one by one,
and then manage them separately, or is
| | 05:35 | it more convenient for you to create a
group of users on the Connect system that
| | 05:40 | you can add to the room, and then bring
in, in one fell swoop, and give them all
| | 05:43 | the rights they need to be
able to participate fully.
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| Video conferencing with the Camera pod| 00:00 | What we're looking at is sort of a standard
configuration of Connect for our presentation.
| | 00:04 | I've got a large Share Pod with some
content in the Share Pod, I have an
| | 00:08 | Attendee List so I can see who's in the
room, and a Chat Pod so that people can
| | 00:11 | interact with one another.
| | 00:13 | One of the things that I like about
Connect though, is that if you have a web
| | 00:16 | camera connected to it you can
actually use it for more of a videoconference
| | 00:19 | solution, than just a presentation
solution, and that's what we're going to
| | 00:23 | take a look at here.
| | 00:24 | First off, understand that people who
are in the room as participants won't
| | 00:29 | be able to do this.
| | 00:30 | So you'll either have to roll over
their name and select Enable Video, or, a
| | 00:35 | better strategy is to, under the
Meeting menu, select Manage Access & Entry
| | 00:40 | and make sure that Auto-Promote
Participants to Presenters is selected,
| | 00:44 | because if you do that, then the very
act of them coming into the room will
| | 00:47 | give them access to a camera.
| | 00:49 | So I am going to go ahead and promote
Kirk, make him a full blown presenter.
| | 00:53 | Now the next step is to
put a Camera Pod in place.
| | 00:56 | So I am simply going to select Pods >
Camera and Voice, and there we go.
| | 01:02 | Now at this point, people should be
ready to participate in the process.
| | 01:06 | So what I am going to do is just chat
everybody to say, Hey all, start your web camera.
| | 01:12 | And while people are doing that,
I'm going to point something out.
| | 01:15 | I'm actually using my Corporate Connect
account for this demonstration because
| | 01:20 | the 30-day trial account that I've had
you set up if you've actually followed
| | 01:23 | this from front to back, only allows
there to be five people in a room, total.
| | 01:28 | So I wanted a few more people than just that.
| | 01:30 | That's why I am using my Corporate Account.
| | 01:32 | There's another artifact
that's kind of created by that.
| | 01:34 | The 30-day trial account may call this
the Video Pod, not the Camera and Voice Pod.
| | 01:40 | If yours is a little bit different,
that's just an interface thing, don't worry
| | 01:42 | about it, everything should be the same.
| | 01:45 | So I am going to go ahead and start My
Web Camera, give myself a few moments to
| | 01:50 | make sure that I'm ready to
go, click on Start Sharing.
| | 01:53 | You can see that we get this nice sort
of Brady Bunch effect, if you will, where
| | 01:57 | all of the people in the Camera Pods are
filling up the pod as much as possible,
| | 02:01 | and that's why if I'm going to do
Video Camera Chat, I am actually going to
| | 02:05 | create a layout for myself that
really maximizes the Camera Pod, so that
| | 02:09 | everyone's face is big enough to be valuable.
| | 02:12 | Now, the other aspect of
this is, are people hearing me?
| | 02:15 | Well, they're probably not, because we
don't have a conference call going and
| | 02:18 | so the other thing that you'll want to
do is make sure people understand how to
| | 02:21 | use the microphone.
| | 02:23 | So I am going to go ahead and connect my
audio, and Kirk will do the same thing,
| | 02:27 | so that he and I can talk to each other.
| | 02:29 | And there we go, Kirk, can you hear me? Kirk:
| | 02:31 | Yeah Tim.
| | 02:34 | So this is actually a very useful
and very viable audio conferencing,
| | 02:38 | videoconferencing solution.
| | 02:40 | At the end of any of my meetings that
are more sort of intimate, if you will, or
| | 02:44 | at least with a group of people that I
really want to gather some feedback from,
| | 02:47 | it can be very useful to set this up as
a layout, and then bring people into the
| | 02:51 | room, and use it so that when you're
talking to them, you can actually see the
| | 02:55 | expression on their face. Which is,
believe it or not, pretty handy when you're
| | 02:58 | looking for feedback from people.
| | 03:00 | The only other thing that you might
want to do is if, in the middle of the
| | 03:02 | conference, you get a phone call or
you need to leave the room or something
| | 03:06 | like that, I am going to hover over my
name and just click the Pause button, so
| | 03:11 | that I can pause myself.
| | 03:12 | That just pauses my video camera, so
that I can get up and leave or whatever, and
| | 03:16 | no one will really know that I am doing it.
| | 03:18 | The other thing I might want to do
is let's say that Tom is becoming
| | 03:22 | distracting somehow.
| | 03:23 | Well, I am going to just make Tom go
away, because as the host of the room, I
| | 03:27 | can actually send people out of the room.
| | 03:29 | And the only time I might actually do
something like that is if Tom actually
| | 03:33 | got up and left the room and there was
nothing but blank there, or he was having
| | 03:36 | a conversation that was off to the side,
and he didn't realize that he was on camera.
| | 03:40 | Well, I might want to do that.
| | 03:42 | And then finally, if for some reason I
need to, as the host of the room, I can
| | 03:45 | pause the other people in the room.
| | 03:49 | One of the reasons that I might do
that is, if I'm actually having a specific
| | 03:53 | conversation with, say Kirk, I'll
leave he and I going, if you will, or I'll
| | 03:59 | leave our cameras active.
| | 04:00 | He and I can have the conversation,
everyone else can hear it, but we're not
| | 04:03 | investing bandwidth and everyone else
just kind of moving their ahead around and
| | 04:07 | nodding or disagreeing or whatever.
| | 04:09 | So videoconferencing with Connect is
actually a very, very simple thing to do.
| | 04:14 | Activate your webcam, give people access to it.
| | 04:17 | It might take a couple of sessions
for people to get truly comfortable with
| | 04:20 | it, but once you do, it's very, very
useful, and it's something that I use
| | 04:23 | frequently.
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| Controlling someone else's screen| 00:00 | One of the things that Connect can do
that's very unique is that it allows you
| | 00:03 | to share your screen with others.
| | 00:05 | So if I were to click Share My Screen,
whatever is happening on my computer
| | 00:08 | would appear inside the Share
pod to all of the attendees.
| | 00:12 | It has another use, though, that is
really fantastic because what I can do is
| | 00:16 | allow someone else to share their
screen and request control of it, and that
| | 00:21 | means that I can help to diagnose a
problem on somebody else's computer or show
| | 00:24 | somebody how to use something directly.
| | 00:27 | In fact a lot of helpdesks really like
this feature because you can actually
| | 00:30 | reach out to somebody else's system,
configure something for them, and then allow
| | 00:34 | them to move on, without having to go
through a lengthy description process.
| | 00:38 | So I have got Olivia
here and she is in the room.
| | 00:40 | She is only in as a participant right now.
| | 00:43 | And the first thing that I need her to
do is to share her screen, because she
| | 00:46 | has a question about the
Two Trees Olive Oil website.
| | 00:49 | I am going to hover over her name, and I
am going to request that she share
| | 00:52 | her screen. And into the
Share Pod pops her screen.
| | 00:57 | Now, notice something here.
| | 00:59 | She is actually on a Macintosh and I am on a
Windows workstation, and that's no problem.
| | 01:03 | I am still going to be
able to control this, even so.
| | 01:06 | All I need to do is select Request
Control, and she is going to get a request
| | 01:11 | from me that will allow me, if she
selects yes, to control her screen.
| | 01:15 | Now, she is not going to touch anything.
| | 01:18 | I am going to click on Links, and I
have full control of her system right now.
| | 01:25 | Now, I am not going to promote this as
a way for you to work with somebody in a
| | 01:28 | full-blown production environment, but
if you need to go in and say, I am going
| | 01:33 | to show you where the information that
you're seeking can be found, this is a
| | 01:38 | quick way to do it, much faster in most
cases than trying to describe it. And I
| | 01:43 | can even do things like click-and-drag,
and I'll say to Olivia, this is the text
| | 01:49 | that I want you to copy and rewrite.
| | 01:51 | I am even right-clicking on this to
choose Copy, and now it's in her clipboard
| | 01:57 | and she can go ahead and paste that
into a text editing program or something
| | 02:01 | like that to work with.
| | 02:03 | So requesting a screen share
gives you the ability to reach out and
| | 02:07 | essentially work with somebody else's
system in almost real-time, and for that
| | 02:13 | reason, it's a way to collaborate way
beyond just doing the kinds of show and
| | 02:17 | tell that most people think
of when they think of Connect.
| | 02:20 | Now, what I am going to do is switch
places with Olivia because I want you to
| | 02:23 | see from Olivia's point of view, what
it looks like when someone requests a
| | 02:28 | screen share and asks for control.
| | 02:30 | So I am going to go ahead and release control,
so I am no longer in control of her screen.
| | 02:35 | I am going to revoke the screen share,
so that Olivia can't share her screen, but I
| | 02:41 | am going to promote her to make her a
full-blown host, and I am going to demote
| | 02:45 | myself to make me a participant.
| | 02:48 | She is going to go ahead and roll
over my name as I did with her and select
| | 02:52 | Request Screen Share.
| | 02:53 | I am being asked to do that,
so I will select Start.
| | 02:59 | I am going to share my desktop, and I
will show her that I want her to show me
| | 03:06 | how to configure Firefox or something like that.
| | 03:08 | Now, if I've asked that question, she
might just choose that she wants to try
| | 03:12 | and help me herself directly, so she is
going to go ahead and request control.
| | 03:18 | And I can see that the
request is pending down here.
| | 03:20 | I will accept it, and now I'll take my
hand off the mouse and she can control
| | 03:25 | the mouse and do whatever she
needs to do on this workstation.
| | 03:29 | Now, there is one last thing that I can do
here and I wanted to show you how this works.
| | 03:34 | So you can see that she
actually went up to the Edit menu.
| | 03:37 | If someone else has control of my
system and I don't want them to, maybe I want
| | 03:41 | to wrest control back, I don't have
to wait for them to release control.
| | 03:45 | I am going to come down here to the
System Tray, I am going to click on the
| | 03:49 | Adobe Connect icon, and I
am going to Stop Control.
| | 03:53 | Now, Olivia no longer has control of my system.
| | 03:56 | On the Mac side, it's not down in the
System Tray, you will find that same icon
| | 04:00 | up on the menu bar, but it's the same basic task.
| | 04:03 | From that icon, you can go ahead and
wrest control back so that they no longer
| | 04:07 | have control of your system.
| | 04:08 | Then I will go ahead and stop the screen share.
| | 04:16 | And that's how you can use Connect as a
way to do a lot more than just showing
| | 04:20 | people information or letting them
mark information up on your screen.
| | 04:24 | With the screen share capability that
I've just shown you, you can actually use
| | 04:28 | Connect to reach out, work on their
system, and help them with issues that they
| | 04:31 | might not be able to solve themselves.
| | Collapse this transcript |
|
|
10. Using the Connect Desktop AIR ApplicationInstalling the AIR application| 00:00 | So far in all of the training that
we've done for this Essentials course, we've
| | 00:03 | looked at only two of the
four tools in the Connect family.
| | 00:07 | The Connect Meeting room, which is
what we're looking at here, and then the
| | 00:10 | Connect portal, which is this portal
here, and we've used them to complete
| | 00:15 | a variety of tasks.
| | 00:16 | There are actually two more tools in the
family, and in this chapter we are going
| | 00:20 | to cover the first one of them, and
that is the Connect Desktop Application.
| | 00:25 | Before we cover it though, I need to
show you how to get it and how to install
| | 00:28 | it, because it's easy, but it takes a few
steps and we'll go ahead and perform those.
| | 00:33 | So the first thing to do is to
know actually where to get the Desktop
| | 00:36 | application, and Adobe
actually has it hosted here at
| | 00:39 | connectusers.com/downloads. If you
scroll down in the Downloads list, you can
| | 00:44 | see the Adobe Connect Desktop.
| | 00:47 | Now this is an AIR application.
| | 00:49 | It's based on the Adobe Integrated
Runtime, which is Adobe's Flash platform in
| | 00:54 | an application form, sort of
runs outside of the browser.
| | 00:57 | So before you can install that, you
have to have AIR installed, and frankly if
| | 01:01 | you're going to use any of Adobe's tools,
you're going to want AIR installed,
| | 01:04 | because Adobe uses the Adobe Integrated
Runtime for lot of things, including the
| | 01:09 | user help, and little widgets and
add-ins for each of the applications.
| | 01:13 | So it's kind of an important thing to
have if you're using Adobe tools, including
| | 01:17 | the Adobe Connect Desktop.
| | 01:18 | So if you don't have it, well frankly
all you need to do is start downloading
| | 01:22 | and using the Desktop and it will force
you to load the runtime if it needs to,
| | 01:26 | but if you want to take care of
that ahead of time, you can just go to
| | 01:29 | adobe.com, and on the main site, if you
scroll down a little bit, there is Adobe
| | 01:33 | AIR. You can click on it.
| | 01:35 | It will download and install it.
| | 01:36 | It's platform neutral, and it's
actually a way that Adobe can create
| | 01:40 | applications and widgets, if you will,
that are cross platform, and will work on
| | 01:44 | both Macs and Windows machines.
| | 01:47 | So once you have that, then we'll go
ahead and download the Connect Desktop, and
| | 01:51 | I'm just going to let Firefox, in this
case, go ahead and start the process.
| | 01:57 | It'll ask if you want to install it,
ask where you'd like to put it, and then
| | 02:02 | there are of course some licensing
agreements that you must agree to, so you'll
| | 02:05 | want to read down through those.
Obviously I didn't read that, but I have before,
| | 02:09 | so I know what it says. We'll on
click on Agree, and then it will install.
| | 02:12 | A few more end user license
agreements to accept, and the application is
| | 02:20 | installed, all you need now to do is
configure it for your particular server, so
| | 02:24 | I'm using the 30-day free trial that I
started with, so I'm just going to paste
| | 02:28 | the URL, because I copied it.
| | 02:30 | Actually it looks like there are some
non-letters in there, so there, I'll fix that
| | 02:32 | up, put my username in, my password
and I'm going to select Save Password and
| | 02:44 | Log in automatically.
| | 02:46 | This isn't a public machine, this is
something that I have control over, and I
| | 02:49 | just want to make it easier for
myself to be able to access the desktop.
| | 02:52 | So we'll go ahead and Log in.
| | 02:55 | Now I'm ready to start using the Adobe
Connect Desktop application to do two
| | 02:59 | things, Manage Meetings and Manage
Recordings, and that will be the subject of
| | 03:05 | the rest of the lessons in this chapter.
| | Collapse this transcript |
| Managing meetings| 00:00 | The purpose of the Adobe Connect
Desktop Application is to give you faster
| | 00:04 | access to your meetings and your recordings.
| | 00:07 | So what we're going to do here is take a
look at how we can use it to manage meetings.
| | 00:12 | When you double-click it, it logs in
to your Connect server, and your account
| | 00:17 | information is what's going to appear here.
| | 00:19 | So I am just going to make the
window a little bit larger, so I can see
| | 00:22 | everything that I need to over here on the side.
| | 00:25 | The first thing that I might want
to do is just look at information
| | 00:28 | about particular meetings.
| | 00:29 | So, all of my meeting rooms that I have
created on the server are going to be listed here.
| | 00:33 | And you need to understand, this 30-
day trial is something that I've been
| | 00:37 | working with for a very short amount of time.
| | 00:39 | It doesn't take long for you to
have tens or even sometimes hundreds of
| | 00:43 | meetings in your account, and this is
why this tool is so great, because you
| | 00:47 | can very quickly get to them without having to
go into the portal and start searching around.
| | 00:51 | Once you've identified a meeting that
you want to work with, for example, Tim's
| | 00:55 | first meeting, you can
actually make changes to it.
| | 00:58 | Now I can't change the URL,
which is what's listed here.
| | 01:01 | That's going to be permanent.
| | 01:03 | But, I can change the meeting name, and
that's what's going to appear at the top
| | 01:06 | of the meeting when people join it.
| | 01:07 | So maybe instead of Tim's First
Meeting, I am just going to take the word
| | 01:10 | First out of there, and then we will update that,
and now on the server, the name is Tim's Meeting.
| | 01:17 | So if I were to go into
the portal, I would see that.
| | 01:19 | I can change the Start and Duration,
which again, I really don't use because my
| | 01:23 | meetings are permanent and I use them
over and over again. But I can also start
| | 01:27 | working on Participants, and this
is something that is really valuable.
| | 01:31 | So down here in the Contacts list, I am
going to click on Search, and I'm looking
| | 01:36 | for a particular contact.
| | 01:38 | So we'll go ahead and type
Pat, and there is Pat Edwards.
| | 01:42 | So I can grab Pat Edwards, and drag
Pat Edwards, so that Pat is now going to be a
| | 01:47 | user in this meeting.
| | 01:50 | So if I scroll down here in the
Meeting List, you can see that right now this
| | 01:53 | meeting is set up to allow anyone in it.
| | 01:55 | Right here in the Connect Desktop portal,
I can set it so that only registered
| | 01:59 | users can enter the room.
| | 02:00 | We'll save that change, and then I
can go ahead and add specific registered
| | 02:04 | users to the list of people
who are invited in the room.
| | 02:07 | In fact, I can even Right-Click or Ctrl+
Click on the Macintosh, a name, and set the role.
| | 02:13 | So if I want Pat to come into this room
as a Host or a Presenter, I can set that
| | 02:17 | right here from the Connect Desktop application.
| | 02:20 | This is very, very handy, because these
are the kinds of things that I need to
| | 02:23 | do to meetings frequently, and the
Desktop application makes them faster.
| | 02:28 | Now there are two more things that I
like about the Meetings aspect of the
| | 02:31 | Connect Desktop application.
| | 02:33 | First off, I can start to
create groups of contacts right here.
| | 02:37 | So I am going to add a new
group, and we'll call it Sales.
| | 02:41 | I'll click on Search, and actually,
I'm not even going to need to search,
| | 02:45 | because I have a small list here.
| | 02:46 | I'm going to grab Pat and drag Pat
over the Sales list. Olivia and Sam.
| | 02:52 | These are my 3 salespeople.
| | 02:54 | These 3 people are now in my Sales
list and if I want the sales team to be a
| | 02:59 | part of my meeting, I can grab this
and drag it up over the top of the
| | 03:03 | Meetings name, and let go, and you'll see that
those people have been added to the Sales list.
| | 03:09 | And then if I want to remove somebody,
all I need to do is right-click on their
| | 03:12 | name and remove from the meeting,
and they are no longer in the meeting.
| | 03:17 | So the Connect Desktop's main function
is to allow you to avoid having to go
| | 03:21 | in through portal, click 15 or 16 times
to accomplish something that the Connect
| | 03:27 | desktop gives you the ability to do
right here in your little AIR application,
| | 03:31 | and so for this reason I like it.
| | 03:33 | Now there's one more thing about this
that's helpful, and that is that under
| | 03:36 | the Favorites, I can establish a couple of
different Favorites among all of my meetings.
| | 03:41 | For example, Tim's Meeting, this is a
meeting that I'm going to use frequently.
| | 03:44 | It's on my business card,
| | 03:45 | it's in my e-mail signature, whenever
I'm going to meet with someone in an ad
| | 03:49 | hoc way, I want to go
ahead and use this meeting.
| | 03:52 | So what I am going to do is, in the
Favorites list here, I am going to click,
| | 03:56 | Add New Favorite, and if I know the
URL I can go ahead and type it in or if I
| | 04:00 | can't remember what it is, all I need
to do is Search, and we'll go ahead and
| | 04:06 | do a search for my name, and this is the only
meeting with that particular information in it.
| | 04:11 | So that's good.
| | 04:12 | I am going to go ahead
and add this to Favorites.
| | 04:14 | Now I'll click on Add New Favorite
again and I just want to point out that it's
| | 04:18 | a good idea for your meetings, and
frankly, any other content on your Connect
| | 04:22 | server to add a description.
| | 04:24 | Throughout this Essentials Training
you have seen me kind of skip by that for
| | 04:27 | the purpose of brevity, but, when
you're creating a meeting, if you add a
| | 04:31 | description, then it will give you the
ability to find that meeting, based not
| | 04:35 | just on its name, which
might be something arcane,
| | 04:37 | it might be the Wednesday Meeting, but
the meeting might be about sales and you
| | 04:41 | might have put that in the description,
which will make it easier for you to
| | 04:44 | find them when you perform a search like this.
| | 04:47 | So, it's a good idea to use description.
| | 04:49 | You can also search on URLs if you
think you might know what the URL for the
| | 04:52 | meeting is, although, it's a good idea
not to include anything that is in this
| | 04:56 | base URL, because frankly,
that's going to be every meeting.
| | 05:00 | It's only the slash-whatever that
you might be searching on there.
| | 05:05 | There. Now that it's in Favorites, whenever I
want to do something with this, I can
| | 05:08 | just simply double-click on this and
enter the meeting if I want to, or we'll
| | 05:14 | go ahead and close this up, or I can
click on it and look at information about
| | 05:18 | the meeting that I might need, for
example, the URL for the meeting that I
| | 05:22 | would like to share.
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| Managing recordings| 00:00 | Another thing that the Adobe Connect
Desktop application allows you to do is to
| | 00:03 | manage your recordings.
| | 00:05 | So at very least, with a Connect
Desktop open, you can click on the Recordings
| | 00:08 | tab, and because it's connected to the
server, it can see a list of all of the
| | 00:12 | recordings that you've made.
| | 00:13 | And this is actually very handy,
because these recordings aren't tied to
| | 00:16 | any particular meeting.
| | 00:18 | I may have recording sprinkled
throughout all of the meetings on my server.
| | 00:21 | And sometimes it's hard for me to
remember in which meeting I made a
| | 00:24 | particular recording when I want to
share it with a customer, or a colleague,
| | 00:28 | or someone like that.
| | 00:29 | So instead of having to look in each
and every meeting separately, what I can
| | 00:33 | do is see my list of recordings and if it's a
long list, I can actually search the recordings.
| | 00:38 | And this is why adding descriptions is
so important, because it allows me to
| | 00:42 | quickly find a recording among the many,
many recordings. And I actually have
| | 00:46 | well over a 150 on my Connect server.
| | 00:49 | So that's great, but there is another
thing that this tool can do that may not
| | 00:54 | be obvious right away.
| | 00:55 | I'm going to move this up so we
can see the bottom of the screen.
| | 00:57 | I'm going to click on a particular recording and
I can play the recording by clicking Play.
| | 01:02 | I can also note the URL and even note the
meeting in which the recording was made.
| | 01:06 | What I can also do is use this as a
tool to make these recordings offline.
| | 01:11 | And it's not set up to do this, in fact
most default Connect instances aren't.
| | 01:16 | So I want to show you how to change that
default, and then we'll look at how to work with it.
| | 01:20 | I'm going to close this window.
| | 01:21 | I am going to come over here to Firefox,
and I have logged into my portal, I'm
| | 01:27 | going to click on the Administration tab.
| | 01:29 | Since I need to be an administrator to
be able to do this, I might have to ask
| | 01:33 | for help from a System Admin
if I don't have those rights.
| | 01:36 | Once I've selected the Administration tab,
I'm going to click Compliance and Control.
| | 01:41 | And there are actually a number of settings
here that you may want to consider offline.
| | 01:45 | I'm going to focus specifically on
Recordings and Notice, but this entire group
| | 01:49 | of settings is designed to allow you to
enable and disable specific aspects of
| | 01:54 | Connect that might make sense
for your particular institution.
| | 01:57 | What I want to do is I want to Allow
for distribution of local copies of
| | 02:01 | recordings to end users.
| | 02:03 | Once I've set that, I'll scroll down and
click Save, and then I'm done with the portal.
| | 02:09 | So I can either return Home
or just close the browser.
| | 02:12 | What I'm going to do now though is
return to the Connect Desktop application.
| | 02:17 | It will log in to the server, I'll
return to Recordings, and I'm going to search
| | 02:22 | for a particular recording.
| | 02:23 | So this recording is a Portal
recording. It's a recording
| | 02:26 | that's actually very, very short, but it
has some stuff in it that are hot links.
| | 02:30 | Like, for example, email addresses, and
web links, and downloadable files that
| | 02:35 | were made as a part of the recording.
| | 02:37 | Notice now, I have a new
button down here that says Fetch.
| | 02:40 | What that means is that I can fetch
this recording and make a local version of
| | 02:44 | it from the Connect server onto my system.
| | 02:47 | So go ahead and click Fetch.
| | 02:48 | It will process the download and then
move it to my system, and actually it
| | 02:52 | doesn't move it per say.
| | 02:54 | It makes a copy to my system.
| | 02:55 | So it's always going to be up on the server.
| | 02:57 | In fact, if I click Play, it's
actually going to play it from the server.
| | 03:01 | However, if I select Play Local, it will
play the movie from my local version of this.
| | 03:07 | So we'll just expand this so
we have a nice big full-screen.
| | 03:10 | And notice that I can Play and Pause
and work with the movie right here on
| | 03:15 | my local desktop, as opposed to having to be
connected to the server in order for this to work.
| | 03:21 | So I'll go ahead and close this up.
| | 03:23 | And then if at any point that I decide
I don't want the local version of this
| | 03:26 | recording, all I need to do is hit
Delete and the local version is gone, yet the
| | 03:32 | server version is still available to me.
| | 03:34 | So I can continue to play it.
| | 03:36 | So more than just allowing me to look
at a recording and play the recording,
| | 03:40 | the Adobe Connect Desktop application
allows me to move a recording to my local
| | 03:44 | system and work with it there, which offers me
some convenience when wanting to watch a recording.
| | 03:50 | But overall, it's a much faster way to
manage my recordings than to have to go
| | 03:54 | into the portal, find my way into the
particular meeting that contains the
| | 03:57 | recording, and work with it from there.
| | 03:59 | So it's a tool that I think
you'll find very, very useful.
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11. Using the Connect iPhone AppDownloading and installing the app| 00:00 | If you're like me, you might have
to attend meetings from the road.
| | 00:03 | And you might not always have access to a
computer to use, to attend that meeting.
| | 00:08 | Fortunately, Adobe has created a
Connect Mobile App for your Smart Phone or
| | 00:11 | your Tablet device. Let's have a look.
| | 00:14 | So first, I'm here on my iPhone.
| | 00:16 | I am going to go ahead to the App Store.
| | 00:18 | And I don't remember exactly what
it's called, so, I'll just do a search
| | 00:21 | here for adobe connect.
| | 00:25 | And there we go, it pops up,
| | 00:27 | it's the first option. It's a free app,
| | 00:29 | so all I need to do is click on
the FREE button and click INSTALL.
| | 00:33 | And then it will start to
download and install onto my phone.
| | 00:37 | And that's pretty much all there is to it.
| | 00:38 | Now that the app is installed on my phone,
all I need to do is click it to activate it.
| | 00:42 | And I can attend a meeting via my Smart Phone.
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| Attending a meeting| 00:00 | If you're like me, you'll need to attend
meetings while you're out on the road,
| | 00:03 | and you may not be able to get
in front of a computer to do so.
| | 00:06 | For that Adobe offers the Connect
application for your mobile device, and it's
| | 00:11 | available for the iOS and
the Android-based devices.
| | 00:14 | Once you have it installed, to
attend a meeting is simple.
| | 00:16 | Launch the application, type in
your meeting URL, and then click Next.
| | 00:23 | The Connect app will go
ahead and connect to the room.
| | 00:26 | In this case I'll enter as a Guest.
| | 00:30 | And because the room requires it I am
going up to have to type in my Passcode,
| | 00:34 | and I'll click Enter.
| | 00:39 | In this meeting there are some slides showing.
| | 00:42 | So the Connect app is automatically
going to jump to the screen view and present
| | 00:46 | the slides, so that you can see them.
| | 00:48 | However, I can also chat.
| | 00:50 | So if I click on the Chat button,
I can go ahead and type a chat in.
| | 01:00 | And everyone attending the
meeting will go ahead and see my chat.
| | 01:03 | And of course someone in the room can
chat back, and I'll see that on my phone.
| | 01:08 | Once I am done I'll click Done.
| | 01:10 | I can even see somebody
who is sharing their webcam.
| | 01:13 | So if somebody in the room starts a
webcam, the little Camera button down here
| | 01:17 | becomes active, so I'll just click on
that, and I'll be able to see the webcam.
| | 01:22 | Now, there might be a lag here
depending on the strength of the signal that
| | 01:25 | you're connecting to the
Internet with, or if you're on WiFi.
| | 01:28 | But you can at least see the
webcam and see what's happening.
| | 01:30 | There is one more little trick here.
| | 01:32 | I am going to go back to Screen View,
and I am going to tip the phone sideways.
| | 01:37 | If I want to hide the little icons
and the other information so that I can
| | 01:41 | really focus on the slides here, I am
just going to click on this little tiny
| | 01:45 | icon in the upper right-hand corner.
| | 01:47 | And that will push the other interface
elements out of the way, maximizing the
| | 01:51 | amount of screen space that I am
devoting to the presentation here on my phone.
| | 01:55 | Now the final thing I'll point out is
that if the audio for the conference is
| | 02:00 | using a telephone bridge, you can use
the phone on your device to go ahead and
| | 02:04 | call into the bridge, and you'll be
able to participate in the call because
| | 02:07 | you're using a standard phone.
| | 02:09 | If the conference is using Voice
over IP you will be able to hear it.
| | 02:13 | And as people talk they can activate
their microphone and they can talk, and
| | 02:17 | not only will you hear it, but you'll see a
little indicator to tell you who's speaking.
| | 02:22 | However, there isn't a way, yet, at least,
to participate via Voice over IP using
| | 02:27 | your Smartphone device.
| | 02:28 | So it's kind of a listen-only thing,
which is why the chat is very nice because
| | 02:32 | you can at least offer your
opinions and ask questions that way.
| | 02:35 | So that's pretty much it.
| | 02:37 | The mobile app for Connect allows you
to do just that, connect to a meeting
| | 02:41 | using your mobile device.
| | 02:42 | And I have to tell you, its really
handy, because it does truly allow you to
| | 02:46 | connect to your meeting, no matter
where you are, and when you need to meet.
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ConclusionNext Steps| 00:00 | So, there you have it.
| | 00:02 | The essentials of using Adobe Connect 8
for web presentations, to host meetings,
| | 00:07 | and to collaborate via the web.
| | 00:09 | But if you're wondering what the next
steps are, I do have some advice for you.
| | 00:13 | First off, practice.
| | 00:14 | Because as we know, practice makes perfect.
| | 00:17 | But beyond that, consider using the
help system that's built in to Connect.
| | 00:21 | I'll say that 9 times out of 10, if I have
a question, I'll find the answer in there.
| | 00:26 | With these resources, I think you'll
find that hosting meetings via Connect can
| | 00:29 | be a smooth and comfortable affair.
| | 00:31 | In fact, you might even find that
Connect meetings are more comfortable than
| | 00:35 | some of your in-person meetings.
| | 00:37 | But in any case, no matter what, when
you're hosting a Connect session, remember
| | 00:41 | this -- relax, have some
fun and most of all, enjoy.
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