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Adobe Connect Essential Training
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Managing users as meeting participants


From:

Adobe Connect Essential Training

with Tim Plumer, Jr.

Video: Managing users as meeting participants

If you're going to use Connect for more than just a basic presentation tool. If you want to use it for more of a collaboration tool, and you've set a meeting room up that acts more of like a room than a presentation, then you're going to want to consider how you're going to manage your participants. For example, you can see that Olivia is in the room as a participant, and if she wants to be able to do anything more than passively watch the presentation, then I'm going to need to manage her a little bit. Now let me first start by showing you what it looks like if you are Olivia. I am going to Change My Role to a Participant, and this is it.
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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 users as meeting participants

If you're going to use Connect for more than just a basic presentation tool. If you want to use it for more of a collaboration tool, and you've set a meeting room up that acts more of like a room than a presentation, then you're going to want to consider how you're going to manage your participants. For example, you can see that Olivia is in the room as a participant, and if she wants to be able to do anything more than passively watch the presentation, then I'm going to need to manage her a little bit. Now let me first start by showing you what it looks like if you are Olivia. I am going to Change My Role to a Participant, and this is it.

All she can do is sit and listen, and she can chat with me to participate, or she can use her Status Indicator here to do something like Raise her Hand, or Agree, or Disagree, or whatever. But if this is a collaborative session, I am probably going to want her to be able to do more. So I am going to convert myself back to a Host. The first thing that I want to do is give her access to the microphone. If we are using voice over IP for the meeting, that's going to be a very convenient way for her to be able to participate. I can hover over her name, and select Enable Audio.

But if this is going to be a meeting with five, six, ten, 15 people in it, that's going to take time for me to go through and do that for everybody, and frankly that's cumbersome. So what I am instead going to do is for a meeting room like this, select Enable Audio For Participants. So now everybody in the room who is a participant will have access to the microphone. I'll show you what that looks like. See, she has the microphone now. Go back to being a Host. So that's a convenient way to start the process of giving people access to things, but I can go further than that.

For example, if I want to allow Olivia to write on this Whiteboard, I'm going to select her name, and from the Attendees Pod Options, I'll select Attendee Options > Enhanced Participant Rights. I can choose to give her rights to the Share Pod. Once I do that, Olivia will have access to these same tools, and she can choose to write on the Whiteboard as a part of the collaboration. Now frankly, that's probably more cumbersome than I want. It's good to be able to have that level of control. But if I want everyone to start participating, then an easier way to do that is to select Meeting > Manage Access & Entry, and Auto-Promote Participants to Presenters.

What that's going to do is that for everyone who comes into the room, they're going to automatically become a presenter. This is a setting that stays active for the room until you turn it off. So you may want to think about that. If you turn it off, then everyone will go back to being a participant. If you leave it on, anyone who comes into the room until you turn it off will be promoted to presenter. But there is one more thing that I want to show you, because there's a formal way to do all of this using user accounts. If you're going to have a room with a standard number of people that come into the room over and over again, it's probably going to be more convenient to set things up ahead of time, so that you don't have to do these things in an ad hoc fashion.

So for that, I am going to select Meeting, and I want to get to the portal. So I am going to select Manage Meeting Information. I am actually not interested in this Meeting's information, specifically, yet, because I want to go to Administration. I am going to select Users and Groups, because I am going to create a group of people. Because this is a group of people that I am going to be working with over and over again in this room, and so I'll go ahead and scroll down here in the browser. I am going to select New Group.

Tim's meeting group. Click Next. Scroll down. I'm going to invite Bob to the meeting group, Kirk to the meeting group, and Olivia to the meeting group, and click Finish. So I have created a meeting group that I am going to use with the room. So you can see that I have Tim's meeting group here. Back to the Meeting room, I'll enter Tim's Room. I am going to select Edit Participants, and you can see that I have Olivia in the room, and she is set up to be a Host.

First off, I am going to remove her individually, because I may want to add somebody specific. For example, Sam, we'll Add. I can select Sam, Set his User Role to be, in this case, Presenter. That means he can participate in the collaborative session, but he is not a full-blown host in the room, and that's probably a good idea. But instead of doing this for each and every individual, all I need to do is select Tim's meeting group and click Add, and then select Tim's meeting group here, and I can set the user group for the entire role with a single click of the mouse.

The great thing about this is that from now on if somebody else wants to join my group and I want to allow them, all I need to do is add them to the group. I don't actually have to go through the process of adding them to my room over and over again. This is good, because I might have several different meeting rooms that I am using with Tim's meeting group set up for different purposes. As long as I have added this group to the meeting room as a Current Participant and set their User Role, then I can manage the group as a single item, and it covers all of the meetings to which I've invited this group as a set of participants.

So when you're working in a Connect room and you want to do something more than just present to people, you want people to be able to collaborate in the room, it's a really good idea to think about how those people are going to interact with you. Are they transient? Do you want to allow them in one by one, and then manage them separately, or is it more convenient for you to create a group of users on the Connect system that you can add to the room, and then bring in, in one fell swoop, and give them all the rights they need to be able to participate fully.

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