Adobe Connect

Understanding the Adobe Connect Meeting Interface

The (default) Adobe Connect meeting interface can be broken down in to several key sections. Adobe Connect uses the term ‘pod’ for each section, for instance the ‘webcam pod’, ‘attendee pod’, ‘share pod’, etc.

Default Meeting Template

The default UoS Meeting Template screen for an Adobe Connect meeting will look like this. The screen can be divided into 5 main sections:

1 – Audio Video Tools. This is where you can turn on or off some of the audio visual tools used in Connect. For instance you can enable or disable your webcam, microphone, and speakers. You can also change your status (for instance to raise your hand).

2 – Webcam pod. This is where you will see any webcams which are being shared in the meeting. Note that to share your webcam you will need to click on both ‘Start My Webcam’ and ‘Start Sharing’.

3 – Attendee Pod. This pod allows you to see who else is in the meeting, and also allows you to manage attendees (for instance promoting users to presenters, or changing enhanced rights so that users can use tools such as the whiteboard).

4 – Chat Pod. This pod can be used to chat with other users in the meeting. You can either send chat messages to everyone in the meeting (default) or you can use the drop down box to select individual users to send a message to.

5 – Share Pod. This is the dominant pod in this particular layout. This is where you can share documents and other materials. There are a number of options for sharing, allowing you to share your computer screen, a specific document, or a collaborative whiteboard area.

6 – Layout Options Pod. If you are a host, this area will allow you to change between the three default meeting layouts. You can choose between ‘Sharing’. ‘Discussion’, and ‘Collaboration’. You can also add additional layouts if you wish.

Creating a New Meeting

This guide will walk you through the steps required to create a new meeting in Adobe Connect.  In order to create a new meeting, you must be logged into the management interface by going to https://connect.soton.ac.uk

Create a new meeting

Create a new meeting

Once you are logged into the management interface you can create a new meeting by clicking on the ‘Meeting’ button. This will start the wizard which will guide you through the process of creating your meeting.  If you are a member of staff and you are unable to create a meeting, please raise a new ticket with Serviceline so that your permissions can be updated.

Meeting Options

Meeting Options

The first screen you will see requires you to fill out some basic information about your meeting:

1 – Choose a name for your meeting. For instance you might want to give it a name relating to the subject of the meeting. A good example might be ‘NPAD1001 Placement Meeting’.

2 – If you want to, you can choose a friendly name for the URL (internet link) of your meeting. For instance you could call it ‘NPAD-Placement’. If you do not select anything here, the system will generate a unique URL for you (you will be able to see what this is)

3 – Add a summary of the meeting if you want to. This is just some information about what will be covered in the meeting, and is optional.

4 – Choose the date and time settings for the meeting, along with the expected duration of the meeting, and the template to be used (by default you can only choose 1 template).

5 – Choose who you want to be able to access the meeting. Allowing only registered users will require all users to login using their iSolutions username and password. Allowing registered users and accepted guests will give the additional option for you to accept users in to the meeting who do not have an iSolutions username and password. Allowing anyone who has the URL to enter will give unrestricted access, and users can join without the host having to accept them into the meeting room.

For the Audio Conference Settings, leave ‘Do not include any audio conference with this meeting’ as the option selected.

Once you have filled in these options, click on the ‘Next’ button to proceed to adding users to your meeting.

Attendees (1)

Attendees (1)

If you know that you are holding a meeting with others who have iSolutions user accounts, you can search for these users and add them to your meeting. This can be done using the ‘Available Users and Groups’ frame on the left of the screen. You can select users and click the ‘Add’ button to add a user to your meeting.  When searching for users you will need to search by their full name.

Attendees (2)

Attendees (2)

You should see a list of Current Participants. Once you have added any users you wish to add, click ‘Next’

Invitations

Invitations

If you have selected ‘Registered Users’ or ‘Registered Users and Accepted Guests’ as your access rule, then you should see an invitation screen similar to the one above. This allows you to send invitations out to selected participants (within the University). You can send this as an Outlook meeting request to University users by clicking the appropriate box. These invitations will include some information about the meeting, along with the link to the meeting itself.

If you wish to send this to users outside of the University, you should copy and paste the message body into an email and send this to your users separately.

If you have selected ‘Anyone with the URL’ as your access rule, there is an option to edit email addresses to send the invitation to.

Select the options required, and click on ‘Finish’. If you have selected the option to send invitations, these will be sent automatically.

Meeting Summary

Meeting Summary

After clicking Finish in the previous step, you will see a summary of the meeting room which you have set up. You can enter the meeting room by clicking on the link provided, or by clicking on the ‘Enter Meeting Room’ button.

Sharing Your Screen in an Adobe Connect Meeting

This guide will demonstrate how to share your screen in an Adobe Connect meeting.

Sharing Your Screen

Sharing Your Screen

If you want to share something with other attendees in a meeting you can do so using a number of different methods.

Firstly, click on the ‘Share My Screen’ button.

Sharing Your Desktop

Sharing Your Desktop

You will then be required to choose what you want to share. If you wish to share your desktop, then select the ‘Desktop’ tab at the top of the window.  If you have more than one monitor, you will be required to select which monitor you wish to share.  Having selected the relevant monitor, click on ‘Share’.

Share Preview

Share Preview

Your selected monitor will now be shared.  The Connect meeting will minimise to a ‘preview’ state whilst you display the share.  You can stop sharing at any time by clicking on the ‘Stop Sharing’ button in this preview window.  Note that if you can’t see the preview, it may have minimised further.  To toggle this, click on the green monitor icon in the lower left hand corner of the preview screen.

Sharing an Application

Sharing an Application

If you wish to share Applications, then select the ‘Applications’ tab followed by the application you wish to share.  Having done this, click on ‘Share’.  This is the best option to choose if you want to share a Word document.

Share Preview

Share Preview

Your selected application will now be shared.  The Connect meeting will minimise to a ‘preview’ state whilst you display the share.  You can stop sharing at any time by clicking on the ‘Stop Sharing’ button in this preview window.  Note that if you can’t see the preview, it may have minimised further.  To toggle this, click on the green monitor icon in the lower left hand corner of the preview screen.

Sharing a Window

Sharing a Window

If you wish to share individual windows which you have open on your desktop, select the ‘Windows’ tab, then select the individual window that you wish to share, before finally clicking ‘Share’.

Share Preview

Share Preview

Your selected window will now be shared.  The Connect meeting will minimise to a ‘preview’ state whilst you display the share.  You can stop sharing at any time by clicking on the ‘Stop Sharing’ button in this preview window.  Note that if you can’t see the preview, it may have minimised further.  To toggle this, click on the green monitor icon in the lower left hand corner of the preview screen.

Sharing Documents in an Adobe Connect Meeting

This step-by-step guide will show you how to share documents in Adobe Connect.

Share Documents

Share Documents

If you want to share something with other attendees in a meeting you can do so using a number of different methods.

Firstly, click on ‘Share My Screen’

Share Documents

Share Documents

Having clicked on ‘Share My Screen’, choose ‘Share Document’.  If you wish to share documents such as PowerPoint files, the ‘Share Document’ option is best. Note that not all filetypes can be shared in this way. Some filetypes such as Word files should be shared by using ‘Share My Screen’ and then ‘Applications’

‘Share Document’ is more useful for sharing items such as PowerPoint files (which can then be scrolled through), images, and Flash videos files.

Share Documents

Share Documents

From here, you can choose what you wish to share.  If you have previously shared documents to this meeting, you will see a list of previously shared documents which you can quickly re-share.  Alternatively, you can click on ‘Browse My Computer…’ in order to upload new content directly to the meeting.  Note that only supported file types will show up (primarily this will be images, PowerPoint files, PDFs, and flash video files).

Share Document Progress

Share Document Progress

Whilst the selected document is uploaded and prepared for sharing, you will see a progress bar.