The Basics of How to Host a Meeting in Adobe Connect
Written by Allen Coleman, with contributions by Mike Kaylor and Valerie Rake.
Click on each heading to read more on the topic.
Launch an Existing Meeting
Use your Adobe Connect Meeting link to launch your meeting. This link can be found on your Meeting Information Page in the Connect portal (https://osu-pilot-conc.adobeconnect.com/). You may also have received the link and information about the meeting by email. Click on the link to launch the meeting or copy-and-past the link into your browser.
- Meeting Links: Our Adobe Connect meeting links usually look something like this - http://osu-pilot-conc.adobeconnect.com/YourMeeting/
- Add-ins: Adobe Connect requires the Adobe Connect Add-in enable all functions. When you click on the Meeting Link to the launch the meeting the Add-in will attempt to load. When prompted, meeting participants should allow the Add-in to load and/or install. Installation takes less than a minute on most machines.
- People using JAWS should follow the recommendations about using Connect with a screen reader to decide whether to enter the meeting without the Connect Add-in.
Once the Add-in is loaded the meeting window will launch and you will be prompted to log-in.
- As the Meeting Host, you should log-in as a Registered User
- Your students or colleagues who do not have OSU Adobe Connect accounts should login as Guests and provide a name.
- Use your complete OSU firstname.lastname@example.org as your username. You should have set your own Adobe Connect password.
- Critical Note: The Adobe Connect Password is NOT SYNCHRONIZED with your standard OSU username and password (e.g. Carmen, Library, Media Manager)
Confirmation: When you have successfully logged in the meeting will launch in a separate window. Congratulations! Your meeting has been launched!
Run Audio Setup Wizard
Run the Audio Setup Wizard after you enter the meeting. It is a good idea for you and your students and colleagues to run the setup wizard before each Connect meeting. The wizard checks (and may adjust) the audio settings on your computer. It will also take into account any ambient sound in your immediate environment.
- Select "Meeting" from navigation menu and choose "Audio Setup Wizard" from the dropdown list.
- The wizard will automatically guide each user through a series of steps that test and help to configure the audio features and options in Adobe Connect. If you are using a USB headset and/or mic (both strongly recommended), you may need to identify these accessories at the appropriate point in the wizard.
Video Example: http://go.osu.edu/AudioSetupWizard (1:04 - will launch an Adobe Connect recording)
You have several options to invite participants (students or colleagues) to your Adobe Connect Meeting. This should be done AFTER you've entered your room to familiarize yourself with it but well BEFORE you will actually hold your Adobe Connect session.
Once you know the URL for your room, you can send the link to your students or colleagues using one of 2 options within Connect, your regular email program, a News item or Content link in a Carmen course, or even a paper flyer. The link to your Connect room is stable and can be used whenever you need to use it.
In your invitation, be sure to include any additional information people might need to participate in the meeting. Suggestions include:
- whether to login as a Registered User or a Guest; and if a Guest, how to enter their name (we suggest "Firstname Lastname.#" for OSU students, staff, and faculty).
- having a set of headphones or earbuds to reduce echo, block outside noise, and avoid disturbing others.
- having a USB mic if the participant will be speaking during the meeting. A combined headphone / mic is ideal.
- having a webcam set up, if the partipant will be seen by others during the meeting
- instructions to run the Audio Setup Wizard upon entering the meeting (we suggest telling people to login 10-15 minutes early to allow plenty of time for this).
- instructions for using a telephone conference bridge, if you have enabled this.
From within your Connect Meeting:
- Select "Meeting" and then choose "Access and Entry" from the navigation menu.
- Then choose "Invite Participants" and either copy the URL that is provided or click "Compose Email" to automatically open your email program (Outlook, for example) to draft and send a message to potential participants.
Video Example: http://go.osu.edu/InviteParticipants (0:29 - will launch an Adobe Connect recording)
From with the Connect Portal:
- From within the Connect Portal (https://osu-pilot-conc.adobeconnect.com/), click on Meetings in the silver Main menu. You should be taken to a folder showing your meetings.
- Click on the name of the meeting to which you want to invite people,
- Click on "Invitations" in the Meeting menu.
- Click on "Send Invitations". This will launch your regular email program (Outlook, for example) and prepare a message that already has most of the information your participants will need.
Managing Guests in your Meeting
These instructions only apply if your Connect Meeting has been set up to allow entry only to registered users and accepted guests. If your room is set up with one of the other two options (to allow entry only by registered users, or by anyone with the URL), skip to the next set of instructions.
When your guests/participants use the link and attempt to enter the meeting, you will be prompted to "Accept or Deny" them access.
Video Example: http://go.osu.edu/AcceptGuest (0:24 - will launch an Adobe Connect recording)
Changing Roles for Participants in your Meeting
Once a guest/participant has entered the meeting, you can enable audio or video options for them in the meeting as well as promote them to "Presenter" or "Host" status.
- "Hosts" and "Presenters" can speak without being specifically enabled and can independently share their screens or applications during a meeting. "Participants" can view, listen, and text chat unless specifically enabled to do more.
- You can enable audio and other functions for individual partipants when it is time for them to interact, or enable functions for everyone at the same time. The latter option is only recommended for small groups of people who are already familiar with meeting in Connect.
Video Example: http://go.osu.edu/EnableAudioVideo (0:33 - will launch an Adobe Connect recording)
Hosts and Presenters can share content in the following ways by selecting one of the options presented in the Sharing pod (usually located in the center of the screen).
- Share a Document (or other file)
- This option will allow you to browse your computer and then upload and display a broad range of common files such as, PPT, PDF, and images.
- Some file types (PPT) will be converted to other formats when uploaded. You must convert some file types (DOC) yourself before uploading.
- If you want to make files available for downloading by participants, you can ues the Files pod.
- Share the Whiteboard
- This option will allow you to launch a shared Whiteboard, which is ideal for collaborative work. You will need to enable Participants to write on the Whiteboard; Hosts and Presenters can always do so.
- Share Screen
- Sharing your screen will allow you to share your computer desktop and any type of content you wish.
- Use this option if you don't want to convert your file or use the Web Links pod to share webpages or link to videos.
- This option is ideal for demonstrations but is bandwidth intensive. Users with slower internet connections may see a very jerky version of whatever you are sharing.
End Your Meeting
- Go to "Meeting" at the top left of the menu
- A dropdown menu will be display
- Choose "End Meeting" from the list of option display
- All meeting participants will automatically receive a notice that the host has ended the meeting and the meeting window will close.
Video Example: http://go.osu.edu/EndMeeting (0:14 - will launch Adobe Connect recording)