Centre for Educational and Academic Development

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1 Centre for Educational and Academic Development Adobe Connect Set Up This guide has been written for University staff wanting to create and hold an online meeting in Adobe Connect. The University of Surrey Adobe Connect service can be accessed at Please note and respect that the service is limited to 100 concurrent users logged into the system at the same time (across all meetings) and that use of the service is prioritised for teaching purposes. Setting up a meeting Log into Adobe Connect at using your University of Surrey username and password Where it shows Create New: click on the Meeting button On the screen that appears enter the following details: Name usually the meeting/session title Custom URL try to think of something short and easy to type, each URL has to be unique Summary a brief description Start Time useful to put in but does not have a direct effect on access to the meeting Duration again doesn t have a direct effect on the meeting Select Template choose between Event, Meeting and Training default templates. This determines the Sheet CEAD technology support sheet Adobe Connect set up: 1Support An alternative to using a browser to access the service is to use the Adobe Connect Desktop application which can be downloaded from adobe.com/go/ learn_desktop_ en

2 Support Sheet Ordinarily the Audio Conference Settings are ignored however it worth being aware that the system can be used in conjunction with telephone conferencing. Telephone conferencing obviates the need for headsets but does require addtional set up and incurrs call charges for all participants using that method. starting layout of the Pods and doesn t restrict choice of functionality once in the meeting. Language leave as English Access select Only registered users may enter the room (guest access is blocked) if you are certain that you only want users with University of Surrey IT Accounts to be able to attend OR select Only registered users and accepted guests may enter the room if you are intending University of Surrey IT Account holders and/or non account holders to attend (e.g. there are any external participants). Click Next The Edit Participants screen for the meeting you ve created is displayed. Click on Search CEAD technology support sheet Adobe Connect set up: 2

3 Type in the surname or username of the first person you want to invite to the meeting Select the relevant person from the list Click on Add Repeat the last two steps for each person you want to invite to the meeting By default participants are added as participants but their role can be edited by clicking on Permissions Connect roles Within a Connect meeting an attendee can be either a Host, Presenter or Participant. The table below details the differences between these roles: Function Host Presenter Participant Set up a meeting Invite attendees Configure meeting layout Record a meeting Assign/change roles of attendees Admit guests into meeting Microphone rights only if granted by host Camera rights only if granted by host Control shared content Communicate via Chat Raise hand and other status indicators Sending invitations Click on Next This will take you to the Send Invitations screen On this screen you can search for and invite attendeees with University of Surrey accounts. You can invite non-university of Surrey attendees to meetings by forwarding on the that you will receive from the system. Sheet CEAD technology support sheet Adobe Connect set up: 3Support You can narrow the search results returned by first searching for the group that contains the people you are looking for and then double clicking on that group before searching for the individual people. For example entering the word Physics will return the groups Physics, Physics Staff, Physics PGT and Physics UG. Note: the groups that show do not cover all groups of University of Surrey IT Account holders.

4 Support Sheet It is good practice to advise your attendees in advance at what time you ll start admitting entry to the room and whether you expect them to have a headset (only required if using audio) and webcam (only required if it is important to see the attendees). As the meeting host you are advised to be in the meeting from 10 minutes ahead of the scheduled start time in order to admit attendees. If your attendees are using Adobe Connect for the first time then it is recommended to include the following links in the Test your connection: ls00.adobeconnect. com/common/ help/en/support/ meeting_test.htm Get a quick overview: go/connectpro_ overview Click the Send Invitations button If needed you can edit the title and body of the message. Click Finish to complete the meeting setup and send the s Starting the meeting At least 10 minutes ahead of the scheduled start time enter the meeting room via the link presented in or via the link contained in the invitation . When the attendees go to the meeting room, using the same link, they are presented with a screen containing options to Enter as a Guest or Enter with your login and password. University of Surrey IT Account holders should enter their University credentials to gain access to the meeting and they will gain immediate access to the meeting. However if they attempt to enter the meeting before the host is present they will see a holding message asking them to wait for the meeting host. To learn about configuring the room layout and for what each of the available pods can be used, please refer to Support Sheet Adobe Connect Layouts and Pods Admitting guests Attendees without a University of Surrey IT Account should enter as guests by typing their name and clicking Enter Room. They are then shown a holding screen until the Presenter or Host approves their request to join the meeting: CEAD technology support sheet Adobe Connect set up: 4

5 In the your view of the room (as the meeting host) an alert is shown indicating that someone would like to join the meeting: Click on the tick next to the user s name to allow their entry ort Sheet 8 Connect Audio and Video. Managing roles within a meeting To change the role of an attendee: Click on a name in the Attendees pod Select the new role you are assigning them from the contextual menu that appears If you are holding a small meeting and you want every attendee to become a Presenter so they can all use their cameras: Click on Meeting > Manage Access and Entry > Auto- Promote Participants to Presenters Sheet CEAD technology support sheet Adobe Connect set up: 5Support You can admit multiple participants at one time by clicking on Allow Everyone

6 Support Sheet For information on how to configure the Connect meeting please refer to Support Sheet Adobe Connect Layouts and Pods. Support sheet last updated December 2011 CEAD CEAD technology support sheet Adobe Connect set up: 6