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One of my favorite features about Adobe Connect is its ability to record and archive a meeting. It's a really versatile tool that gives me a lot of capabilities that go beyond simply creating a movie of what happened during the meeting. So what we're going to do is take a look at how to start a recording. But before we actually fire off the recording, because that's very easy to do, I want to talk a little bit about setup, because you want to think about what you're going to be showing to your audience. Typically, in a meeting that I am going to record, I actually create a layout that is my starter layout that I intend never to actually show.
So here we have this sort of starter layout. You can see that people have been chatting and the chat may become cumbersome and long filled with all kinds of completely irrelevant conversation. So the first thing I may want to do is clear that, but to give myself the sense that there is a moment at which I am going to start recording, I'm going to change from a standard beginning layout to a beginning layout that I don't intend to record. And to make that happen, what I am going to do is create a new layout, I am going to duplicate the existing layout, and I am going to call it Walk-in. And that's sort of that walk-in moment, like at a regular meeting, when people are coming in, they are sipping their coffee, they are kind of chit-chatting, and whatever.
Now the Sharing Layout is something that I'm going to rename. So we will go ahead and manage the layouts and first off, I want the Walk-in layout to be first. So I am going to move that to the top. Secondly, I am going to select the Sharing Layout and I am going to select Rename and I'm going to add to the name of this layout, Start the recording. And you can put an exclamation point there. What this gives me is a structure to understand that the Walk-in layout, I am not going to record. When I move from the Walk-in layout to the next layout, then I'll know to start the recording, and if I need to, I might even put a little note pod in here.
I am going to put this somewhere where it's pretty obvious to me that I need to do this. Now obviously in a polished sales presentation meeting, you might not want to have something so informal here, but in some way you want to indicate that you're not going to start the meeting until you switch to the next layout. In fact, what you're going to do is start the recording for the meeting then.
Now before we actually start the meeting and restart the recording, there are a couple of steps that you'll want to take. So I am going to jump into that layout quickly before the meeting is due to start, and I am going to take some steps here, like for example, clearing the Chat history. You don't want all of that chitchat that's been done previous to the start of the meeting to find its way into the recording. I'm going to go to the Presentation Layout here, and it's not a bad idea to trip through your slides before your meeting begins, because this presentation, in fact, this meeting room has been used before, and it was a much less formal meeting, and so I was drawing on it, and adding a goofy smiley face or whatever.
These things are persistent and they'll be there unless you remove them. So you want, before your meeting, especially if you're going to record it, to just take a few moments and come in, look through all your slides, and make sure everything is set the way you want it. In fact, I want to make sure that I am starting on slide one, so you can reset that, and you will even take a look at the pod names. For example, Annual Report Presentation.ppt. That's a little less formal than I like. I am going to take the extension off there, Head Shot, JPEG. That doesn't look very good. I am going to actually just put my name there.
This of course is the headshot that I've provided for you with the Exercise Files. If you have your own headshot for a session like this, obviously you'll want to use it. I don't know. Maybe this guy looks better than you do, but in any case, you want to go through your entire meeting layout-by-layout ahead of time before you start your recording, and look for problems, look for things that are going to cause you to stumble during the meeting itself. So we'll turn the drawing off, everything is set here. I'm going to return to the Walk-in layout and then I'll go ahead and start my meeting. Now, when it's time to actually start the meeting proper and the recording part of the meeting, in other words, when I'm going to take over and start presenting, that's when you would switch to the Sharing-Start the recording layout, and activate the recording. That's very easy.
Simply select Meeting > Record Meeting, name your meeting. Don't leave the standard name here because you're going to be able to use tools in Connect to find this meeting later, and so if you don't name it with something appropriate, it's going to be hard for you to find. In fact I am going to take some time to give it a summary because the more information that I have about this recording, the easier it's going to be for me to get back to this recording later. In my Connect instance, I have well over 100 recordings, and by providing myself a summary, it gives myself an ability to find that meeting later on, should I need it.
So we'll go ahead and click OK and the meeting is now being recorded. One point, if you're talking along and you don't activate or connect your audio, well, then you're not going to have any audio in the meeting. It's not unusual to have a recording where there is no audio if you are just showing some stuff off, but make sure that you connect your audio before you start your meeting. Now, the recording is underway. So what's happening on screen is being recorded. So if Olivia were to put her email address inside the Chat Pod, because maybe I am going to say to her... then she'll go ahead and put it into the Chat pod.
That's going to become a part of the recording. In fact, not only is it a part of the recording, but because it's a hot link, that hot link is actually a part of the recording as well. So then you move through the rest of the recording, switch to Layouts, go to your presentation, deliver your presentation. As you deliver the presentation, it's going to become part of the recording, and even the web address that works when I click on it here in the live meeting will become a part of the recording as well. Then of course when you're done with the presentation, and you switch over to Wrap up or Q&A mode, you have some pods here, for example, the file share pod that has a file shared in it.
Well, this file share is something that can be grabbed from the recording itself. Once all is set and done, meeting is over, simply remember to stop the recording by coming over here and selecting Record Meeting to turn it off, or you can just click on the red ball up here and stop the recording. At this point, the recording is done. To see or to access the recording, all you need to do is select Manage Meeting Information, or you can go into the portal yourself using a web browser, and among the things that you can track in the meeting are the recordings.
So every recording you make in a particular meeting will show under this list, and here's our General Company Meeting. Now, if I click on this, that URL is the URL that you would share with the people who would want to watch the recording afterwards. So all you need to do is copy that, paste it into an email, send it out, and people can access it. But there is one more step that you will probably want to take. I am going to Return to Recordings here and notice that the Recording Access is set to Private. The only way that you can access this recording is to have a user account on the system that has been added to this particular meeting room.
But I don't want to do that, I want to make this meeting available to anybody. So I am going to select here, I am going to select Make Public. And now anyone who has that URL can watch that recording, and they'll be able to see a recording of the meeting and in some ways participate in the meeting by downloading things and selecting web addresses that they were able to in the actual live meeting.
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