Join Garrick Chow for an in-depth discussion in this video Creating a meeting, part of Adobe Connect Essential Training.
- Ok, 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 one-time use, you're essentially setting up a virtual conference room that will always exist, and you and your 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 homepage, I'll click the meeting button here next to "Create New." That 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 just leave at the default English, in this case. So let's say I want to set up a meeting for my team at work. I'll call this the "Project Team Status Meeting." You can call meetings anything you like, just make sure you give them a name that makes sense to you. Now even though the rest of these fields are all optional, it can be beneficial to fill them out. For instance, 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, in this case I have meet and then this random number because I'm using the 30-day trial right now, but the address will be your domainname.adobeconnect.com followed by whatever custom or auto-generated name that's assigned to the meeting. I'll call this "ProjStatus" for "Project Status." In the summary field, you can type any information that 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 type 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 the meeting participants. That way they'll know how much of their time will be required, and on what day. I'll just set the date to a week from today.
I'll keep the 11:30 time, and I'll keep the duration set to an hour. There are a handful of different looks you can select for your meeting. 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, though. Again, I'll leave English as my default language. Next, you want to 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 then you can choose to accept or not accept them into the meeting.
Or for the third option, 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 this 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," doesn't 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 then dial in on a phone to hear the audio.
If you want all the audio to go through Connect, and the internet, you can 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 you can select the third option if your company uses a different phone conferencing service. In either of those two cases, participants will still be able to hear the audio over voice over IP. The other conference options are just nice if you have some participants that can't listen to the audio through their computers for some reason. For this example, I'll leave it set to voice over IP only.
And down here I'll click "Next." So, next you can choose the 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 users or groups you've manually created. Now, depending on your Connect set up, 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 this case, here you can select either individual users or a group of users to invite. So for example, I've created a product team group, which I'll select and then I'll click "Add" to invite that entire team to my meeting.
If necessary, you can select groups or users and change their permissions, and as you can see, attendees to your meetings can be hosts, presenters, or participants. You can also deny entire groups at once as well. Now, each of these roles has a different set of abilities, which we'll look at later. Now, I want to leave myself as a host, but notice again you can select an entire group and change their roles from here. But I'll leave the entire product team as participants for now. I'll click "Next." And here on this last page, I can have Connect send out email invitations to all the attendees.
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 you don't want to send the invites out too early, you can check "Do Not Send Invitations." But if you're ready to send them out, first choose to whom you're going to send the invites. Notice from this menu, you can email all the roles, or limit the email to just hosts, presenters, or participants. If you like, you can customize the subject line or body of the email. Maybe I could change this to, "Please join me "for our weekly meeting to catch up." Notice there's also an option here, click 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.
Now, if at any time you need to go back, you can always just click "Previous" to step back to change your meeting settings, although you can always go back to change the meeting information, or add or remove participants at any time, even after you've set up the meeting. But maybe, for example, in this case, I want to add this person to the meeting. They're added as a participant. I'll click "Next." And that takes me back to the invitations page here. Now, I do have to rechange the text here again. 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 these tabs at the top. Just say "Edit the Information." Or "Edit the Participants." Or I can go back to "Meeting Information." At any time I can enter the meeting room by clicking its address here. So this is the actual meeting room now, and we'll be getting much more into this in a little bit. And just so you can see what it looks like, I'll go to my mail program, and here's the email invitation we sent out, and this is what it looks like. So anyone who receives this email can click this URL, and you can see the customer URL that we came up with here, to go right into the meeting.
And here's the calendar attachment to add that meeting to my calendar. So at the appointed time, your invitees can come in here, click the URL, and enter the meeting room. So 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
- Creating courses and curriculum with Connect