Adobe Connect

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.

Sharing a Whiteboard in an Adobe Connect Meeting

This guide will explain how to share a collaborative whiteboard in Adobe Connect.

Share Whiteboard

Share Whiteboard

If you want to share a whiteboard you can do so by clicking on ‘Share My Screen’ and then clicking on ‘Share Whiteboard’.

Whiteboard Layout

Whiteboard Layout

Once you have started sharing a whiteboard you will see the whiteboard tool panel on the left hand side of the whiteboard.

Remember that you may need to give participants enhanced rights to use whiteboard tools if you want them to be able to use the whiteboard.

Adobe Connect

mainconnectlogoAdobe Connect is a web based communication and collaboration tool which allows users to setup and run online meetings. These meetings can include webcam and audio streams for participants in the meeting, whilst also allowing participants to share documents and work collaboratively.

The Adobe Connect system is managed using a web-based front end (the management interface) which users can login to in order to manage their meetings and associated content.

Please note that our licence agreement allows a maximum of 50 attendees at any one time (this can be any combination of meetings / attendees, e.g. 2 meetings with 25 people in each, 10 meetings with 5 people in each, etc).

Adobe Connect Management Interface

The management interface in Connect is the front end in which you manage and edit your meetings.

adobeconnectlogoLogging in to the Adobe Connect management console – This web page explains how to login to the Adobe Connect management interface

adobeconnectlogoOverview of the Adobe Connect management interface – This webpage gives an overview of the default Adobe Connect management interface

Sharing content in Adobe Connect meetings

There are a number of ways to share different types of content in your Adobe Connect meetings.  The following guides explain the best ways to share different things within a meeting.

Note that you should choose ‘how to share documents’ below if you want to find out how to share PDFs, PowerPoint files, Images, or .flv video files.  For all other filetypes (for instance Word, Excel, etc) you should choose the ‘How to share your screen’ guide.

sharelogoHow to share your screen in an Adobe Connect meeting – This guide explains how to share content displayed on your screen in an Adobe Connect meeting.  If you have more than one monitor you can choose which monitor you wish to share.

sharelogoHow to share a whiteboard in an Adobe Connect meeting – This web page explains how to share an interactive whiteboard in an Adobe Connect meeting.

sharelogoHow to share documents in an Adobe Connect meeting – This guide explains how to share documents in an Adobe Connect meeting. You will only be able to share certain file types using this method.

Working with meetings in Adobe Connect

The following guides explain the basics of working with meetings, from creating meetings to how to work within the meeting room.

meetingCreating a new meeting – This web page explains how to create a new meeting from the Adobe Connect management interface.

meetingInteracting with the default UoS meeting interface – This web page explains the interface of a standard Adobe Connect meeting.

attendeeManaging attendees in a meeting – This web page explains how to work with the attendee pod in an Adobe Connect meeting.

camvoice1Using your webcam and microphone – This web page explains how to work with the camera pod in an Adobe Connect meeting.