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Adobe Connect Essential Training
Illustration by Neil Webb

Managing meetings


From:

Adobe Connect Essential Training

with Tim Plumer, Jr.

Video: Managing meetings

The purpose of the Adobe Connect Desktop Application is to give you faster access to your meetings and your recordings. So what we're going to do here is take a look at how we can use it to manage meetings. When you double-click it, it logs in to your Connect server, and your account information is what's going to appear here. So I am just going to make the window a little bit larger, so I can see everything that I need to over here on the side. The first thing that I might want to do is just look at information about particular meetings. So, all of my meeting rooms that I have created on the server are going to be listed here.
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  1. 1m 38s
    1. Welcome
      53s
    2. Using the exercise files
      45s
  2. 14m 58s
    1. What is Adobe Connect?
      1m 34s
    2. The Adobe Connect family of products
      1m 4s
    3. Obtaining a license to use for the training
      2m 44s
    4. A quick start guide to Connect
      9m 36s
  3. 28m 40s
    1. Creating a new meeting
      5m 0s
    2. Inviting people to your meeting
      3m 3s
    3. Creating users on your Connect account
      4m 22s
    4. Setting up audio: Voice over Internet Protocol (VoIP)
      7m 30s
    5. Setting up audio: Universal Voice (POTS)
      8m 45s
  4. 33m 6s
    1. Meeting the pods
      3m 44s
    2. Managing the pods
      4m 6s
    3. Creating and managing layouts
      9m 54s
    4. Preparing mode
      3m 35s
    5. Working in the Presenter area
      5m 8s
    6. Creating meeting templates
      4m 11s
    7. Managing meetings
      2m 28s
  5. 33m 29s
    1. Revisiting the Attendees pod
      6m 55s
    2. Setting user roles
      7m 10s
    3. Creating groups of users
      4m 12s
    4. Resetting passwords
      4m 59s
    5. Managing access to a meeting
      5m 33s
    6. Using the Connect Add-in
      4m 40s
  6. 27m 33s
    1. Using the Share pod
      5m 52s
    2. Uploading additional content
      4m 37s
    3. Sharing your screen
      7m 3s
    4. Whiteboarding
      4m 4s
    5. Using Full Screen mode to focus the audience
      5m 57s
  7. 37m 24s
    1. Loading PowerPoint files
      7m 24s
    2. Working with PDFs
      4m 12s
    3. Adding JPGs to a meeting room
      3m 42s
    4. Working with Flash video and MP3s
      5m 0s
    5. Loading SWF files (Flash projects)
      3m 54s
    6. Managing content on the server
      8m 13s
    7. Securing a meeting room
      4m 59s
  8. 46m 30s
    1. Customizing your meeting room
      5m 57s
    2. Using the Notes pod
      3m 59s
    3. Allowing your audience to chat
      4m 38s
    4. Polling your audience
      5m 43s
    5. Using a webcam
      4m 43s
    6. Sharing files and web links
      5m 57s
    7. Working with other presenters in Prepare mode
      2m 46s
    8. Working with other presenters in the Q & A pod
      3m 40s
    9. Chatting privately
      2m 55s
    10. Setting preferences
      6m 12s
  9. 17m 3s
    1. Creating a recording
      7m 24s
    2. Editing the recording
      4m 52s
    3. Using the recording
      4m 47s
  10. 20m 46s
    1. Using the meeting as a room
      6m 0s
    2. Managing users as meeting participants
      5m 47s
    3. Video conferencing with the Camera pod
      4m 25s
    4. Controlling someone else's screen
      4m 34s
  11. 12m 34s
    1. Installing the AIR application
      3m 7s
    2. Managing meetings
      5m 23s
    3. Managing recordings
      4m 4s
  12. 3m 35s
    1. Downloading and installing the app
      45s
    2. Attending a meeting
      2m 50s
  13. 48s
    1. Next Steps
      48s

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Adobe Connect Essential Training
4h 38m Beginner Feb 24, 2011 Updated Sep 09, 2011

Viewers: in countries Watching now:

In Adobe Connect Essential Training, author Tim Plumer, Jr. explains how to deliver and host interactive web meetings, webinars, and e-learning tutorials using Adobe Connect. The course covers the software's many tools for streamlining communication and engaging participants, such as the screen sharing, full-screen, and whiteboard features. Also included are tutorials on recording presentations, video conferencing, and using Connect with an iPhone or Android-based smartphone. Exercise files accompany the course.

Topics include:
  • Creating a new meeting
  • Understanding and managing pods
  • Incorporating PDFs, JPEGs, and interactive content
  • Enabling public and private chat sessions for attendees
  • Sharing files and links
  • Polling an audience
  • Using a web camera
  • Controlling a participant's screen
Subjects:
Business Collaboration Web Conferencing
Software:
Connect
Author:
Tim Plumer, Jr.

Managing meetings

The purpose of the Adobe Connect Desktop Application is to give you faster access to your meetings and your recordings. So what we're going to do here is take a look at how we can use it to manage meetings. When you double-click it, it logs in to your Connect server, and your account information is what's going to appear here. So I am just going to make the window a little bit larger, so I can see everything that I need to over here on the side. The first thing that I might want to do is just look at information about particular meetings. So, all of my meeting rooms that I have created on the server are going to be listed here.

And you need to understand, this 30- day trial is something that I've been working with for a very short amount of time. It doesn't take long for you to have tens or even sometimes hundreds of meetings in your account, and this is why this tool is so great, because you can very quickly get to them without having to go into the portal and start searching around. Once you've identified a meeting that you want to work with, for example, Tim's first meeting, you can actually make changes to it. Now I can't change the URL, which is what's listed here. That's going to be permanent. But, I can change the meeting name, and that's what's going to appear at the top of the meeting when people join it.

So maybe instead of Tim's First Meeting, I am just going to take the word First out of there, and then we will update that, and now on the server, the name is Tim's Meeting. So if I were to go into the portal, I would see that. I can change the Start and Duration, which again, I really don't use because my meetings are permanent and I use them over and over again. But I can also start working on Participants, and this is something that is really valuable. So down here in the Contacts list, I am going to click on Search, and I'm looking for a particular contact.

So we'll go ahead and type Pat, and there is Pat Edwards. So I can grab Pat Edwards, and drag Pat Edwards, so that Pat is now going to be a user in this meeting. So if I scroll down here in the Meeting List, you can see that right now this meeting is set up to allow anyone in it. Right here in the Connect Desktop portal, I can set it so that only registered users can enter the room. We'll save that change, and then I can go ahead and add specific registered users to the list of people who are invited in the room. In fact, I can even Right-Click or Ctrl+ Click on the Macintosh, a name, and set the role.

So if I want Pat to come into this room as a Host or a Presenter, I can set that right here from the Connect Desktop application. This is very, very handy, because these are the kinds of things that I need to do to meetings frequently, and the Desktop application makes them faster. Now there are two more things that I like about the Meetings aspect of the Connect Desktop application. First off, I can start to create groups of contacts right here. So I am going to add a new group, and we'll call it Sales. I'll click on Search, and actually, I'm not even going to need to search, because I have a small list here.

I'm going to grab Pat and drag Pat over the Sales list. Olivia and Sam. These are my 3 salespeople. These 3 people are now in my Sales list and if I want the sales team to be a part of my meeting, I can grab this and drag it up over the top of the Meetings name, and let go, and you'll see that those people have been added to the Sales list. And then if I want to remove somebody, all I need to do is right-click on their name and remove from the meeting, and they are no longer in the meeting.

So the Connect Desktop's main function is to allow you to avoid having to go in through portal, click 15 or 16 times to accomplish something that the Connect desktop gives you the ability to do right here in your little AIR application, and so for this reason I like it. Now there's one more thing about this that's helpful, and that is that under the Favorites, I can establish a couple of different Favorites among all of my meetings. For example, Tim's Meeting, this is a meeting that I'm going to use frequently. It's on my business card, it's in my e-mail signature, whenever I'm going to meet with someone in an ad hoc way, I want to go ahead and use this meeting.

So what I am going to do is, in the Favorites list here, I am going to click, Add New Favorite, and if I know the URL I can go ahead and type it in or if I can't remember what it is, all I need to do is Search, and we'll go ahead and do a search for my name, and this is the only meeting with that particular information in it. So that's good. I am going to go ahead and add this to Favorites. Now I'll click on Add New Favorite again and I just want to point out that it's a good idea for your meetings, and frankly, any other content on your Connect server to add a description.

Throughout this Essentials Training you have seen me kind of skip by that for the purpose of brevity, but, when you're creating a meeting, if you add a description, then it will give you the ability to find that meeting, based not just on its name, which might be something arcane, it might be the Wednesday Meeting, but the meeting might be about sales and you might have put that in the description, which will make it easier for you to find them when you perform a search like this. So, it's a good idea to use description. You can also search on URLs if you think you might know what the URL for the meeting is, although, it's a good idea not to include anything that is in this base URL, because frankly, that's going to be every meeting.

It's only the slash-whatever that you might be searching on there. There. Now that it's in Favorites, whenever I want to do something with this, I can just simply double-click on this and enter the meeting if I want to, or we'll go ahead and close this up, or I can click on it and look at information about the meeting that I might need, for example, the URL for the meeting that I would like to share.

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