Join Garrick Chow for an in-depth discussion in this video Create a meeting, part of Adobe Connect Essential Training.
- [Instructor] Okay, let's begin by taking a look at how to create a meeting in Connect. Creating a meeting is kind of like creating a meeting room. So even though you could create a meeting for a one-time use, you're essentially setting up a virtual conference room that will always exist. And you and participants can enter it whenever you need to meet. But you can also delete meeting rooms when you don't need them anymore. More on that in a bit. To start, I've already logged into my Connect account, and here on the home page I'm gonna click the create button here in the upper right, and select meeting. This takes us to the meeting information page, and here you just fill out the details of your meeting.
Notice the only two required fields here are the meeting name, so you'll be able to tell one meeting from another later on, and the language menu, which I'll leave at the default English in this case. So let's say I want to set up a meeting for my team at work. Here in the name field I'll call this project team status meeting. Now you can call meetings whatever you like. Just give them a name that makes sense to you. Even though the rest of these fields are optional. It can be beneficial to fill them out. When you create a meeting, Connect automatically generates a URL or web address for your meeting.
But you also have the option here to come up with your own unique name which will most likely be easier for you to remember. Your URLs will always be your domain name .adobe.com followed by whatever custom or autogenerated name that's assigned to the meeting. Now right now I have this random meeting, meet95772 and so on as part of my URL because I'm using a 30-day trial account. But for this custom URL I'll just type prodstatus. In the summary field you can type any information the attendees might need to know such as what the meeting is about, what they should be prepared to discuss and so on.
I'll just enter a quick description here. Next you can specify the date, time, and duration of the meeting. Again, Connect meetings continue to exist until you delete them. So regardless of the time and duration you enter here you can always jump into the meeting at any time. But as the host you can specify when participants are allowed to enter. In any case, the date and duration you set here are used when you send out the invitation to meeting participants. That way they'll know how much of their time will be required and on what day. So for example I'll just set this to next Monday the 16th and I'll leave the duration set to one hour.
There are a handful of different looks you can select from for your meeting here in the select template menu. I'll leave the default meeting template selected since I'm setting up a meeting rather than an event or a training session. You can always change the template later. Again I'll keep English as my default language. Next, select who can access this meeting. You can limit it to just registered users or registered users and guests you accept. In those cases, you as the host will see a message anytime someone tries to sign in as a guest. And you can choose to accept or not accept them into the meeting. Or you can let anyone who has the address of the meeting to enter.
In this case, since I'm setting up a team meeting, I'll leave it set to registered users and accepted guests, just in case someone from another department wants to jump in. And the last section here has to do with how the participants will hear each other during the meeting. Now these selections can be a little bit confusing. The first option, do not include any audio conference with this meeting does not mean that no audio will be heard. The term audio conference refers to an audio conferencing service that takes place over phone lines. In those cases, participants will connect to the meeting on their computers to see the visuals, but dial in on the phone to hear the audio.
If you want all the audio to go through Connect and the internet choose this first option which creates a voiceover IP only meeting. If on the other hand you've set up telephone conferencing services that are integrated with your Connect account, you can select the second option. Or select the third option if your company uses a different phone conferencing service. In either of these two cases, participants will still be able to hear the audio through a voiceover IP. The audio conference options are just nice to have if some participants can't listen to audio through their computers. For this example I'll leave this as a voiceover IP only meeting.
I'll click next. Now depending on how your web browser is configured you may or may not see this next screen telling you that Adobe Connect requires the Flash Player, which is a browser plugin that most people have installed in their systems. However, in recent years Flash has started to fall out of favor and some browsers disable it by default. Meaning, depending on your browser settings, you may have to enable Flash to work with Connect. If you haven't previously installed Flash you can click the link here to download and install it on your computer. Now even if you have Flash installed it may be disabled by default in your browser and you'll need to enable it to continue.
That process can vary depending on the browser and we'll talk about that in a later movie. But for example, here in Chrome, I already have the Flash Player installed. So when I click this download link I instead get this popup asking if I want to allow Flash to run on this site. I'll be sure to click allow. Next you'll be asked to choose your participants to invite to the meeting. The list you see here is based on the users in your enterprise that have access to Adobe Connect and on any other users or groups you manually created. Now depending on your Connect setup, you may or may not be able to add your own users.
I'll talk more about this in a separate movie on creating users and groups. But in any case, you can select either individual users or a group of users to invite. Again, I really haven't set up any groups here yet so I'm just gonna click next. And here on this last page I can have Connect send out email invitations to all the attendees. Now if for some reason you don't want to send out invites yet, for instance if you're setting up a meeting in advance and don't want to send out the invites too early you can check do not send invitations. If you do want to send out invites, the list you see here again are based on the users in your enterprise that have access to Adobe Connect.
Again, I didn't select anybody. So right now I'm seeing the default hosts only, presenters only, or participants only groups. If you like you can customize the subject line or the body of the email. Here in the body the recipients will see the name of the meeting, the summary, your name, and the time and time zone of the meeting. Notice there's also an option checked by default to attach a calendar event to the email, which makes it easy for recipients to add the meeting to their schedules in Outlook or other calendar software. But again, I haven't set up user or groups yet, so I'm gonna change this to do not send invitations, and I'll click finish.
And now I see a summary of the meeting. From here, if necessary, I can edit any of the meeting details by clicking the tabs here like edit information or edit participants. And if I go to meetings here in the navigation bar I'll see my product team status meeting here, and clicking it takes me back to its information page. And at any time I can click enter meeting room to enter that meeting. Now this is the first time I'm doing this and it's asking me to accept the use of my microphone and camera. I'm gonna be sure to allow that.
I can just close this tips area here. And now I'm in my meeting room. And we'll spend a lot of time in here throughout the rest of the course. But for now that's how to create a new meeting in Connect.
- Creating meetings, users, and groups
- Setting up audio
- Passcode protecting a room
- Video conferencing
- Recording and editing meetings
- Managing participants
- Sharing your screen
- Creating break-out rooms
- Working with the Chat pod
- Polling your audience