Adobe Connect Fundamentals

Adobe Connect Fundamentals

Alex Reyes

Dijital Maestro

Copyright ŠCopyright 2014 by Alex Reyes Cover design by Alex Reyes This work is licensed under the Creative Commons Attribution-NonCommercial-NoDerivs 3.0 Unported License. To view a copy of

this license, visit http://creativecommons.org/licenses/by-nc-nd/3.0/.

Every effort has been

made in the preparation of this book to ensure the accuracy of the information presented. However, the information contained in this book is provided without warranty, either expressed or implied. Neither the author, nor any distributors will be held liable for any damages caused or alleged to be caused directly or indirectly by this book.The author has endeavored to provide trademark information about all the companies and products mentioned in this book by the appropriate use of capitals. However, the author cannot guarantee the accuracy of this information.

Š 2014 i

L ESSON 1

Create A Meeting Room Adobe Connect is an online meeting and presentation service from Adobe. This online service is very useful for providing online meetings and presentations for school districts.

Instructional Specialists can use Adobe Connect to meet with groups of teachers from one or more campuses. This is useful because depending on the size of a school district it could be a challenge to get a facility for the audience and setup for the meeting. With this online meeting service, educators can view a hosted meeting online without leaving their campus.

Through Adobe Connect educators can interact with the meeting host and other participants through chats. Meetings can be archived and made available for future reference.

Login using your Adobe Connect username and password.

In this fundamentals lesson we will learn how to use Adobe Connect to host an online meeting. To follow along you will need an Adobe Connect account. Adobe provides a free trial account on its website.

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A menu of options will display. These options include a home page, content, meetings, reports and administration. The home page, which is shown here, includes a calendar, meetings and resources tab.

Click on the meetings menu option.

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Meeting rooms need to be created to hold meetings. To create a new meeting room, click the new meeting button.

The first thing we need to provide is a name for the meeting room.

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We can provide a custom URL for our online meeting. This custom URL (Uniform Resource Locator) is what we will provide our audience so they can access the online meeting.

Adobe Connect is usually provided as a license to a business, district or campus. The complete custom URL will usually begin with a short name for the district or campus. This is then followed by adobeconnect.com. In this example the URL could be http://district.adobeconnect.com/. Our custom URL will be the information we provide at the end of this URL.

When providing a custom URL, its important you don’t include spaces in the name. The name must also be in lowercase letters. I highly recommend you keep the name simple and to one or two words. If you want to separate words, use an underscore to separate the words. In my example, I separated math and pd with an underscore. I could also just as easily left off the underscore and had the name appear as mathpd. The choice of name is yours. Just make sure the name is short, has no spaces and is in lowercase.

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Provide a short description for the meeting. Your attendees will see this description. It can be useful for those that are asked to attend. In Adobe Connect you can host multiple meetings and prepare those meetings ahead of time.

Providing a short description can be very helpful when it comes time to selecting the meeting room.

When hosting online meetings, you will usually provide information about the meeting to your participants ahead of time. You will also be sending them a link to the online meeting. Since attendees can click on this link at any time, Adobe Connect will provide some information to those that click the link before the meeting begins.

The start date and time will help the attendees by providing some information about the meeting. Provide the date and start time for this meeting.

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Adobe Connect provides a way to create meeting templates. I won’t cover templates in this lesson. Leave the template select set at the default meeting template.

Select the language in which you will conduct the meeting.

This option not only informs your attendees of the meeting language, but provides menu options in the chosen language.

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In the access section we can choose who can attend the meeting. The option that is automatically selected is the option for registered users and guests.

For this example we don’t want to register everyone we think will attend. In a large school district this could be difficult. We want to leave the meeting open to anyone that has access to the URL. This URL will be emailed to the participants. If you want to prevent unauthorized participants who might have the link, include a passcode for the meeting. You will need to provide this passcode to the participants before the meeting begins.

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Audio conference settings refer to options for delivering the audio portion of your presentation. The option is set to not include audio conference in the meeting. This refers to VOIP (Voice Over Internet Protocol). The other options provide other methods for delivering audio in your presentation.

These other options include options for telecom devices like conference phones.

Click the next button.

In our example we will be using Adobe Connect for streaming audio through the online meeting. Leave the option set to Do not include any audio conference with this meeting.

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On the next page you will have the option for adding presenters to the meeting. These presenters will be shown in a selection box on the left.

On the right side we see the list of hosts or presenters in the meeting. I am the only presenter, so my name is the only one displayed here.

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Click the next button.

Adobe Connect will send an email to all those registered participants with basic information about the online meeting.

Click the Finish button below the email message.

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The final page displays all the basic information for our meeting room. Part of the information is the URL, which we will share with everyone we want to attend. The link is a live link. If you click on it you will be taken to the online meeting room.

Click on the meeting room link or on the button that reads Enter Meeting Room.

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L ESSON 2

Meeting Room

The meeting area is very roomy and has four basic sections.

Each section is called a pod. The largest pod is the main area where you will present content, like a presentation.

When you enter a meeting room for the first time, Adobe Connect provides some helpful information for using the meeting room. Click the next button to read through the information. After you’re done click ‘x’ in the upper right. If you don’t want to see this information in the future, place a check mark on the option in the lower left.

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The pod in the upper right shows the video from a camera attached to your computer. This is usually a Webcam.

The attendees pod below the video pod displays a list of the participants in your online meeting.

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The final pod displays any chats going on in the meeting room.

When the meeting begins, your computer speakers are automatically connected to Adobe Connect.

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Click on the triangle next to the speaker icon. A Pull down menu will display the option to mute your speakers or to adjust the speaker volume.

When the speakers are muted, the speaker icon appears in light grey. Click the speaker icon to turn the speakers back on.

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You can adjust the speaker volume on you computer or select adjust speaker volume in the menu.

Adjust the volume as needed and click the OK button.

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Next to the speaker is the microphone option. The microphone is currently muted. To turn the microphone on, click on the microphone icon once.

The microphone icon will turn green to indicate the microphone is on.

Adobe Connect doesn’t automatically turn on the microphone.

You will need to do this when the meeting begins.

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Speak into your computer’s microphone and you will see the icon animate to show the microphone is working.

I highly recommend you test the audio settings ahead of the meeting. I usually have someone help me check the audio by listening to the meeting on another computer and providing feedback. If you don’t have time before the meeting, have someone shadow you close by to let you know everything is going well. Sometimes you might need to check the microphone position for audio levels.

Click on the pull down menu next to the microphone icon for additional options. From this pull down menu we can mute, disconnect or adjust the volume. If we have an external microphone, we can select that microphone with the last option.

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The camera button will tap into your computer’s camera if one is connected. Most laptop computers come with a Webcam. If your computer does not have a Webcam you will not have access to this button until you connect one to the computer.

When you click on the camera icon, the camera is turned on.

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The camera pull down menu has several Webcam options.

You can stop the camera or start sharing. When the camera is turned on it does not immediately begin to stream video. To begin sharing video captured by the camera, you will need to select the start sharing option. Once you begin sharing your Webcam, participants will be able to see what the camera is recording.

The final option on the menu is for your participants. They can use one of these options to send a message.

Adobe Connect is not synchronous. This means people cannot be talking to you while you are talking to them. This is why there are icons for participants to send messages.

You can select another camera that is connected to the computer or enable the Webcam for participants. This means that participants can use their camera during a meeting. The last option provides preferences for the Webcam.

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L ESSON 3

Microphone Setup

Click on Meeting in the menu.

One of the things I do before a meeting, is play music near the microphone. I usually start the meeting 5 minutes ahead of time. It’s a meeting check to give people time to acclimate to the meeting area. This is a good way for the audience to test their speakers and volume level. It is also a good way for me to know if the audio is working.

Most of the time, Adobe Connect does a very good job of working with your microphone. If you experience problems, a wizard is available to help test your hardware.

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Click on the Audio Setup Wizard.

The Audio Setup Wizard is very easy to follow. Click on the Next button.

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The first step is to test your speaker’s audio. This is important for the next step. Click the play sound button and adjust your speakers accordingly. To adjust the speakers, you will need to use the controls on your computer or any external speakers connected. Click the next button.

Select the microphone. If you are using your computer’s built in microphone it should be displayed here. If you are using an external microphone, click the pull down menu and select the microphone. Click the next button.

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Click the record button and speak clearly into the microphone.

As you speak into the microphone, a volume level meter will display. If you don’t see a recording bar, check your microphone connections. If the microphone requires batteries, make sure the batteries are good.

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After recording a few seconds, click the stop button.

The play recording button will become enabled. Click this button to hear the recording from your microphone. Repeat the process until the microphone is working and you are happy with the audio quality. Better microphones provide better audio quality. Click the next button.

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On the next screen, you are given the option to filter out background noise. The test silence button records the background ambient noise and tries its best to filter it out of your recording. The background noise is usually things like a fan, cooling system or humming noises.

When the test is complete, click the next button.

Don’t speak during this portion and click the test silence button. The process takes a few seconds.

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In the final step, Adobe Connect will provide some feedback on the test. Click the finish button.

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L ESSON 4

Sharing

The other share options include share documents and whiteboard. Select share my screen.

Adobe Connect can be used for face to face meetings, but it is often used for meetings where someone is presenting information and getting feedback. The main pod provides several share options. The option that is automatically available, is the share my screen option.

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Adobe Connect can determine what is currently running on your computer. It automatically provides the option to share your desktop. This means that it will share everything that is visible on your screen. So, anything you can see, participants can see.

Adobe Connect can display any applications that are running.

Click on the Applications section. Here we can see that I have Adobe Connect, Firefox, Snagit and some other applications running. I can share one of these applications by clicking the screen icon for that application.

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Click on the Windows section. Windows are similar to applications because applications run in windows. In this example Firefox has two windows open. This means I can choose to show one Firefox window over another.

Which one do you choose? It all depends on what your meeting is about. In most situations you might be using a presentation in the meeting. In that case, you will want to select the presentation application. The application, like PowerPoint or Keynote, must be running in the background in order for it to appear as one of the shareable applications. In this example I will share a PowerPoint presentation.

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PowerPoint will come to the front and Adobe Connect will give you a preview of what the audience can see. This small preview box will eventually collapse to show the basic button bar at the bottom. Present the PowerPoint to the audience as usual.

When you’re done with the presentation and want to stop sharing, click the share button in the floating menu.

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When the preview displays, click the stop sharing button.

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L ESSON 5

Record Meetings

A record meeting information box will display. Provide a title for the meeting and a short description. Click the OK button.

One of the benefits of using a tool like Adobe Connect to hold meetings, is the ability to record a meeting. Adobe Connect can recored everything that is captured through the camera, microphone and onscreen. This recording is stored on Adobe Connects web site and a link can be provided to anyone.

The process to record a meeting is very simple. Click on Meetings in the menu and select record meeting.

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A recording red button will display in the upper right corner of Adobe Connect. There are buttons to pause and stop the recording. The recording is automatically being saved as you go. There is no save button.

During the recording you will get some feedback on the quality of the network connection. To access the pause and stop buttons, click the red recording circle. Click the stop recording button. You won’t receive any prompts.

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You know the recording has stopped because the recording circle has stopped displaying.

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L ESSON 6

End Meetings

When a meeting ends, you have the option of showing all the participants a message or even open a web page for them.

Click the OK button.

To end a meeting, click Meeting in the menu and select End Meeting. It’s important to end meetings, otherwise you will continue to stream content through your network. If you forget, Adobe Connect will eventually time out and stop streaming.

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L ESSON 7

Recorded Meetings Recorded meetings can be shared with anyone from Adobe Connect’s site.

Click on the meeting room that has the recording you want to share.

Login to your Adobe Connect account and click on the Meetings menu option.

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Click on the Recordings link.

Find the recording you would like to share.

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Recordings are automatically marked as private. We need to change this setting so others can see the recording. Place a check mark next to the recording.

Click the access type button.

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Change the access from private to public. Private recordings are only available to registered users. In our example we want this meeting to be available to all teachers without having to register all of them.

If you have concerns about who will see this video, you can add a passcode. This passcode must be entered each time before the video can be seen. In our example we’ll leave that option unchecked.

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Click the save button.

This recording is now accessible by the public.

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Click on the recording link.

A page will display information about the recording. This information includes the recording duration, date and time. A direct link to this video is also provided. Copy and paste this link into an email for your participants or post the link on a web site for easy access.

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L ESSON 8

Deleting Recordings

Click on the meeting room that has the recording you want to delete.

Adobe Connect provides storage for documents and recordings. This storage is limited. Eventually you will need to delete some material. To delete a recording click on Meetings in the menu.

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Click on the recordings link.

Place a check mark on the recording and click the delete button.

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A warning message will display. A deleted recording cannot be undone. Click the delete button to confirm.

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L ESSON 9

Download Video Adobe Connect provides space to store recorded meetings but this space is limited. Eventually you will need to delete recordings. Before deleting a recording, you might want to make a backup. With Adobe Connect, you can download a copy of any recording.

Select a meeting room that has a recording you want to download.

Click on Meetings in the menu.

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Click on the recordings link.

Click the Actions menu next to the recording and select Make FLV.

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A message box will display with information for saving the recording. Click the Proceed with Offline Recording button.

A file save dialogue will display so you can select a destination to save the video. The file is automatically named after the meeting recording. The video will be saved in the FLV (Flash Video) format. This Flash Video format can be uploaded as is to YouTube, Teacher Tube or School Tube. For any other purpose you will need to convert the video to one of the common video formats, i.e., Quicktime or Windows Media.

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The download process is done in realtime. This means that, if your video is 19 minutes 40 seconds long, it will take that long to download and save the video to your computer. It takes this long because Adobe Connect is re-recording your meeting as it is downloading and saving. *If you need to convert this video into another format like Quicktime or Windows Media, check my eBook library for instructions and recommended software.

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