Adobe Connect Getting Started

City’s licence for Adobe Connect will expire on 11 April 2021 and won’t be extended beyond this time. Teams Meetings or Zoom are the current alternatives to Adobe Connect and enable you to facilitate sessions with larger numbers of students and participants.

If you do not already have an Adobe Connect Host account, please note that there are no further host licences available for Adobe Connect.

If you or your participants are joining the Virtual Classroom on Mac devices and/or mobiles, we would recommend that you facilitate your meetings on Teams or Zoom for a much better experience for all users.

Adobe Connect is an online collaboration tool where users interact with audio, video and chat, and can share files and screen activities. Connect allows for video conferencing with collaboration and exchange of documents. It has additional tools such as instant recording and playback of sessions, polling tools, and a document repository that make Connect a powerful, professional program and give it great advantages over other tools like Skype or traditional video conferencing units.

  • In order to host a Connect meeting you need to be allocated a host account. 
  • The Adobe Connect Meeting application is required to join, present or host a meeting if you do not have Adobe Flash Player installed or if you want to share your screen in an Adobe Connect meeting.

City is now running version 11 of Adobe Connect. This brings with it a new host interface, but only for users accessing via the Windows Desktop application. Guidance on creating a meeting in Adobe Connect 11 and the new interface on the Windows Desktop is now available.

The guidance below provides an overview of the hosting interface for meetings that were created when City was running version 10 of Connect and which may still be in use.

Adobe Connect In A Minute

Students or other participants do not need an Adobe Connect account as they can log in to your event as a guest.

The Adobe Connect Meeting application  is required to join, present or host a meeting if you do not have Adobe Flash Player installed or if you want to share your screen in an Adobe Connect meeting.

You can download the app from the Adobe website

Webinar limit

Please note: You can host up to 99 participants in any one webinar. If you anticipate having over 99 participants, you will have to run more than one webinar.

Before your Connect session...

 Install Adobe Connect Application

The Adobe Connect meeting application is required to join, present or host a meeting if you do not have Adobe Flash Player installed or if you want to share your screen in an Adobe Connect meeting. You can download the application for Adobe Connect from:

  • Adobe Downloads (external participants and for City users off site)
  • Select create a Desktop shortcut so that you can easily locate and access Adobe Connect.
 Set up your headphones, microphone and webcam

 Set up your headphones

1.Run the audio wizard which is accessible from the Meeting menu at the top of the screen. 

2. Click on Manage My Settings and select Audio Setup Wizard

3. Go through the first steps on the wizard to make sure your headphones are working and continue with the wizard if using your microphone.

Set up your microphone

1.Run the audio wizard which is accessible from the Meeting menu at the top of the screen. Select Audio Setup Wizard. Go through all the steps.

2. If you plan on using a microphone. Turn on the Microphone button  near the top of the application. Click the button once to activate the audio. You may receive a message from Adobe requesting access to your camera and microphone click Allow.

3. You can use the arrow beside the microphone icon  to mute your mic or adjust your volume. You may need to mute your mic while others are speaking.

 More information on checking your equipment

If you have any problems picking up audio,check your computer settings to ensure that the correct equipment is selected for use.

ON a PC>>Go to the start button>>Click on the Control panel>>Click on Sounds and Audio Devices>>from here ensure that the correct devices are selected for use.

ON a Mac>>Click on System Preferences>>Audio>>check under Output and Input tabs.

Set up your webcam

You do not need to have a webcam in order to participate in the meeting, but if you would like to share your webcam video you can do so.

1.To do this, make sure your webcam is plugged in and click either the webcam button or the Start My Webcam button on a Video pod. 

2. Before you start a pop up window will appear as shown below. Click Allow.

3. To turn on your webcam you can click on Start my Webcam in the video pod.  

4. The webcam will give you a preview of what will be shared. If you are happy with the preview, you can click Start Sharing to broadcast your webcam to all participants. 

5. To increase or decrease the quality of your webcam based on the available bandwidth, click Preferences from the Video options menu, or select 
Meeting> Preferences > Video.

 
 Setting up your Pod layout (windows) and adding content

Layouts

There are three layouts to choose from the Layouts menu to the far right of the Adobe Connect screen. Further guidance is available from the Connect guidance site.

  • Sharing
  • Discussion &
  • Collaboration

Pods

The Pods are the different windows within your meeting room that provide different meeting functionality.


The three layouts offer different pods within their layout. You can choose to remove or add other pods if you wish to customize your online room further. Below are examples of Pods available. To add a Pod, go to the menu at the top of the meeting window and choose from the Pod option.

Q and A Pod

You can use a Q & A pod to answer questions posed by attendees. When a presenter answers a question, the question and answer appears as pairs in the Q & A pod i.e. during a large meeting, questions are added to a queue on the Q & A pod while the speaker presents. After completing the presentation, the speaker reviews the messages, applies a filter, and begins answering the questions. 

Polling Attendees

Hosts and presenters can use the Poll pod to create questions, or polls, for participants and to view the results. Only hosts and presenters control poll management and how polls appear to meeting participants. Hosts can also cast votes. Polls are useful during a meeting if you want instant feedback on what is being presented. Polls can also be used at the end of a meeting to find out if participants felt the meeting, content, and presenters were high quality.

Notes

Hosts and presenters use a Notes pod to take meeting notes that all attendees can see. It remains visible in a Notes pod throughout the meeting or until a presenter edits the note or displays a different note. A host can remove the Notes pod from view.

Chat

Use the Chat pod to communicate with other attendees while a meeting is in progress. If you have a question and do not want to disturb the meeting flow, you can send a chat message to another meeting participant. For example, when you first enter a meeting room, you can introduce yourself by sending a chat message to everyone in the room. As a presenter, you can use more than one Chat pod simultaneously. Chat pods can display content to either everyone or only presenters (in the Presenter Only area).

Review the Connect guidance for further information on Pods.

 

Adding Content

If you intend to use a presentation or share materials it is advisable to add the content before the session starts so that you can troubleshoot any issues and not spend time uploading during the session.

You need to have a sharing Pod enabled (Pods>>Share)

1.Click the right arrow alongside Share my Screen and select Share Document.

2. Click Browse my Computer to select a file from your system. Navigate to your saved PPT and click Open. The file is automatically uploaded to Connect and will shortly appear in the Share pod. The PowerPoint will take a few minutes to convert.

3. Use the Next and Previous arrows to navigate through your presentation. To stop Sharing your PowerPoint click on Stop Sharing.

Breakout Rooms

You can use Breakout rooms to put attendees into separate online 'rooms' within the session. You may like to use this for groupwork sessions i.e. students could discuss topics within their groups and then return the main session to share their discussions. You can review the Connect guidance for further information.

 Advice to send to participants

 1.Send a link to the meeting room for participants and send them the guidance note on how to access and set up the equipment in advance. If you want students to participate by sharing files in the breakout room, they will need to access via the Adobe Connect application on their Mac or Windows computer. Viewing Adobe Connect recordings via the App If students are just listening and engaging in chat they can use the general guide.

2. Advise participants if the meeting is going to be recorded and share the following PowerPoint slide which lists what participant information is recorded. Adobe recordings information for students

3. Advise participants to enter the room at least 15 minutes before the start time so that they can check their audio (and video where required).


During your Connect session...

 Recording the meeting

To record the meeting for participants to view after the session follow the steps below (you can make minor edits to the recording after the session if required and then send participants a link to the video). Please ensure you get the permission of any participants featured on the recording i.e those with Mics and Webcam enabled.

  1. Click on Meeting to open the menu

  2. Select Record Meeting

Stop the recording

At the end of the meeting remember to stop the recording.

  1. Click on the red button on the top right of the screen

  2. Select Stop Recording


 Change the name of your host account (shared account users)

You may wish to change how your account name is displayed in the Connect room within a session. In the Attendees Pod/Window there's a small drop down menu on the top right corner. Click on the menu and select Edit my Info. You can then update your name.

 Giving audio rights to participants

 Giving audio rights to participants

Typically those you invite to a meeting are participants so they can hear the presentation and participate in text chat but cannot use the microphone.

You can enable microphone rights for all participants by clicking on the Audio menu and selecting Microphone Rights for Participants.
If there is a tick alongside this text then this option is enabled.

Virtual meeting etiquette

To prevent participants from talking over each other we recommend that you advise participants to Raise Hand  to indicate that they want to speak. Participants should then wait until the facilitator calls upon them to speak. As the facilitator you will see a  Make sure your microphone is green  (click on the microphone icon).

 Chat functions

 If your participants don't have a microphone, don't worry. They can still participate fully in the tutorial by using the Chat function.

  1. They can type a question into the Chat input field and click on the speech bubble to send the question/message to everyone in the meeting room.

  2. To send a message to a group or participants (e.g. all hosts or presenters) Click on the downward arrow on the Chat pod. Select Start Chat With and select the relevant group.

  3. You might find it useful prior to the start of a recording to clear the chat window. 

  4. Click on the downward arrow on the Chat pod and select Clear Chat.


 Share your Powerpoint, Screen or use the Whiteboard

Share your Powerpoint

1.You need to have a sharing Pod enabled (Pods>>Share) Click the right arrow alongside Share my Screen and select Share Document.

2. Click Browse my Computer to select a file from your system. Navigate to your saved PPT and click Open. The file is automatically uploaded to Connect and will shortly appear in the Share pod. The PowerPoint will take a few minutes to convert.

3. Use the Next and Previous arrows to navigate through your presentation. To stop Sharing your PowerPoint click on Stop Sharing. Whilst using Connect with a PowerPoint it is advised that you do not use the Synch button and advise other hosts and presenters not to do so as this will disrupt the session.

 Share your Screen

You need to have a sharing Pod enabled (Pods>>Share)

1.Click the right arrow alongside Share my Screen and select Share My Screen

2. Choose a screen sharing option
Desktop: Share your desktop
Applications: Share an application
Windows: Chose specific open windows

3. Click Share and the window or application you have decided to share will open.

Stop Sharing

To stop sharing navigate click on the Adobe Connect icon in the notification area of your taskbar and select Stop Sharing and you will be returned to your Adobe Connect meeting room.

 Display a Whiteboard

You need to have a sharing Pod enabled (Pods>>Share)

  1. Click the right arrow alongside Share my Screen and select Share Whiteboard.
  2. A whiteboard screen will appear. Use the tools in the top corner to type, draw and make changes.

  • Stop Sharing

    To stop sharing select Stop Sharing from the top of the Whiteboard.

After your Connect Session...

 Make the recording available to participants

1.Go to: https://city.adobeconnect.com/

2. Login with the same account details that you used when recording the meeting.

3. From the Home page click on the Meetings tab at the top of the screen.

4. Select the relevant meeting from your list.

5. On the Meeting information page click on the Recordings tab.

To edit

  • Click Edit Recording in the Actions pop-up menu, next to the recording that you want to edit.
  • Simply click the Play button to watch the recording from the beginning, or first drag the progress marker to a specific location

Controls for recorded meetings

  • Use the selection markers to specify the areas of the recording you want to remove (they will be highlighted in red), and click the Cut button.
  • (Optional) To remove changes, click the Undo arrow to remove individual edits made, or Revert to Original to restore the recording to its original state if you have already saved it.
  • When you have finished, click Save

To make the recording available

  •  Tick the box next to the relevant recording and click the Access Type button.

  •  Select public and then click save.
  • You have the option to add a passcode to any recording you set as public at this point.Three radio buttons. Options are Private, All Account Members, Public. A further tickbox allows option to set passcode.
  • Click on the link to the recording.
  • Copy the URL for Viewing. You can email this to participants or make it available to your students through a Moodle module.

 Reports

Log into Adobe Connect via the website not the app with your usual login and password.

Go to Meetings > My Meetings

Click on the meeting you want to view a report for.

Adobe connect page with my meetings tab selected

Don’t open the meeting room, but stay on the Meeting Information page.

Click on the tab that says Reports.

The my meetings screen with the reports tab highlighted

You can create reports as a summary, by attendees, by session or by questions. If you’ve used the same meeting room for different sessions, choose By Sessions to see a list of each session by date and time order. Click on the session number to view details for that session.

A tab on the reports screen called By Session

When you open a session, you can see who attended, when they logged in and when they logged out.

A session report showing attendees and the times they logged in and logged out

Please note, that participants are only be recorded under the details they gave as they entered the meeting room. As they are not registered, e-mail addresses are not recorded unless they enter this themselves. Please also note, the report records each time a participant logs in, with the start and end times. So if someone logs on, leaves the meeting and then logs in again, they will show up as two participants. See the image below – Olivia has logged in twice under different login names and James has logged in using his name and then his e-mail address. (Full names and e-mails redacted for privacy) You will have to tidy up the data once it’s downloaded.

A participant report showing meeting attendees

Click on Download Report Data to download this information as a CSV file.

Button which says Download Report Data


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