Editing Adobe Connect User and Meeting Room Settings

Transcription

1 Editing Adobe Connect User and Meeting Room Settings Editing an Adobe Connect Meeting Room is a very simple process. The following presentation will walk through the process step by step. Log Into the Adobe Connect Server If the UTHSC Adobe Contact has created a Host account with the assigned UTHSC NetID visit the following URL and log in. ( NOTE: Bookmark this website in the Favorites or Bookmarks of the preferred browser for future use. Firefox is the recommended Browser for Adobe Connect. User Folder Settings The next few pages will discuss some of the settings as they are related to the user of the account. Creating meetings, setting permissions, creating folders, and the different settings related to the folders will be discussed. Editing Adobe Connect User and Meeting Room Settings - 1

2 My Home Page Connect will log into the associated My Home Page for the NetID user name that was used to login. Select the Meetings tab at the top of the window. Editing Adobe Connect User and Meeting Room Settings - 2

3 My Meetings This is the My Meetings area for the user that has logged in to the Connect Server. There are three tabs within the My Meetings area, Meeting List, Edit Information, and Set Permissions. Meeting List The Meeting List is where all of the Meetings will be displayed, or where all of the folders in which all of the Meetings are stored will be displayed. Editing Adobe Connect User and Meeting Room Settings - 3

4 New Meeting This is also another location to create a New Meeting. Select the New Meeting button to create the meeting. NOTE: The steps for this process can be found in the Creating and Starting an Adobe Connect Meeting Room on the EdTech website under Adobe Suite/Connect. New Folder Folders can be created to store Meetings as well. This would be very handy if multiple users are using the same login account, such as a generic department account. A folder can be created for Jill and a folder can be created for Bill and so on. Select the New Folder button to create a folder. Editing Adobe Connect User and Meeting Room Settings - 4

5 New Folder The only required item for a folder is the Folder Name. Type in the name of the folder and type a short Summary if desired. Select the Save button to continue. Jill's Presentations The folder, Jill's Presentations, will open with the same features available as were available in the testuser folder. Editing Adobe Connect User and Meeting Room Settings - 5

6 Delete The Delete button will allow the deletion of Meeting rooms, multiple Meeting rooms, or a folder of Meeting rooms. NOTE: This will also delete any recordings associated with the Meeting room(s). Select Meeting Room to be Deleted Select the Meeting Room to be deleted by placing a check mark in the box next to the Meeting name. Select the Delete button. Editing Adobe Connect User and Meeting Room Settings - 6

7 Deletion Warning This Warning will display informing the user of the possible issues when deleting a Folder or Meeting room. Select the Delete button once more if this is the desired action. Meeting Room Deleted The demo2 Meeting room has been deleted. Editing Adobe Connect User and Meeting Room Settings - 7

8 Up One Level The Up One Level button is a quick way to navigate out of a folder. For example, if a Meeting room was being accessed by Jill she would be in her folder to access that Meeting room. She could then select the Up One Level button to jump back to the Home folder. Folder Bread Crumbs The same result can be accomplished by selecting the Home folder, testuser, in the Bread Crumb trail. Editing Adobe Connect User and Meeting Room Settings - 8

9 Move The Move button allows the user to move a Meeting room into a folder after it has been created. There are times when a Meeting room might be created outside of a user folder, this will allow the Meeting to be moved into the appropriate folder. Select Meeting Room to be Moved Select the Meeting Room to be moved by placing a check mark in the box next to the Meeting name. Select the Move button. Editing Adobe Connect User and Meeting Room Settings - 9

10 Choose Destination Folder Select a Destination Folder from the list of folders on the right hand side of the screen. There is only one folder to choose from in this user list. The Meeting room, Meet the New Guy, will be moved into Jill's Presentations folder. Select the folder. Editing Adobe Connect User and Meeting Room Settings - 10

11 Move to Jill's Presentations Folder Notice the Bread Crumb trail now includes Jill's Presentations. Select the Move button. Moved Successfully The next screen will indicate the move was successful or the move failed. This move was a successful move. Select the OK button. Editing Adobe Connect User and Meeting Room Settings - 11

12 Edit Information The Edit Information tab is where information about the user's folder is displayed. The name of the folder should not be changed. The folder name is associated with the NetID username and password of the user. Changing this name could prevent the user from having access to their Meeting Rooms. A Summary can be added if desired. Select the Save button when all changes have been made. Editing Adobe Connect User and Meeting Room Settings - 12

13 Set Permissions This Permissions option is for the folder level of the server, not the Meeting. If Permissions are set at this level those whom have the permissions will have access to edit all of the meetings within the folder. If users are going to be added to this level select the Search button at the bottom of the Available Users and Groups column. NOTE: This option should be selected with haste and very few people, if any, should have access to this level of permissions. Editing Adobe Connect User and Meeting Room Settings - 13

14 Add Users A search box will appear. Type in the name to be added. This will add users one by one. Editing Adobe Connect User and Meeting Room Settings - 14

15 Add Users The search field will allow a search by First, Last, or Full Name. Select the name to be added and select the Add button to add the name to the Current Permissions for testuser column. Editing Adobe Connect User and Meeting Room Settings - 15

16 Change User Permissions The new User has been added to the folder. Selecting the Permissions button at the bottom of the column will allow a change of permissions for the newly added User. There are only two Permission options available for folders, Manage and Denied. Jill will be a Manager of the folder by default. Editing Adobe Connect User and Meeting Room Settings - 16

17 Remove User To remove a User from the folder simply select the User from the list and select the Remove button at the bottom of the column. Editing Adobe Connect User and Meeting Room Settings - 17

18 User Removed The User has been removed from the folder. Meeting Settings The next few pages will discuss some of the settings as they are related to the meetings created with the user account. Editing meetings, editing participants, editing information, and presentation recordings will be discussed. Editing Adobe Connect User and Meeting Room Settings - 18

19 Select the Meeting Select the Meeting that requires editing. Meeting Information The Meeting Information will display by default. The editable items include: Edit Information, Edit Participants, Invitations, Upload Content, Recordings, and Reports. Select the Edit Information tab. Editing Adobe Connect User and Meeting Room Settings - 19

20 Editing Meeting Information The same items, with the exception of the URL, are available for editing as were available in the creating of the Meeting. The Name can be changed. A Summary can be added if it was not added during the the creation phase. Editing Adobe Connect User and Meeting Room Settings - 20

21 Editing Meeting Information The Start Date and Time can be changed. The Duration can be increased or decreased. Editing Adobe Connect User and Meeting Room Settings - 21

22 Editing Meeting Information The Language can be changed from English to a number of other languages and the Access can be set to limit who may enter the Meeting room. Editing Adobe Connect User and Meeting Room Settings - 22

23 Audio Conferencing Settings The Audio Conferencing System is a new feature added to the UTHSC Adobe Connect Server. This service will allow the Host as well as any of the Participants to use their Computer to speak within the Meeting Room or call in on a phone line using an 800 number. By default the first option, Do not include any audio conference with this meeting., will be selected. If this option was not activated in the creation of the Meeting room make the necessary changes now. Select the Save button after the changes have been made. This feature can be turned on any time in the future if it is not selected during this step. Editing Adobe Connect User and Meeting Room Settings - 23

24 Edit Participants If the item, Meeting Access is not set to Anyone who has the URL for the meeting can enter the room, all of the participants will be added here. The Presenter and any other Hosts can be added here as well. Select the Search button at the bottom of the Available Users and Groups column. Editing Adobe Connect User and Meeting Room Settings - 24

25 Add Participants A search box will appear. Type in the name to be added. This will add users one by one. Editing Adobe Connect User and Meeting Room Settings - 25

26 Add Participants The search field will allow a search by First, Last, or Full Name. Select the name to be added and select the Add button to add the name to the Current Participants for M2 Online Lecture column. Editing Adobe Connect User and Meeting Room Settings - 26

27 Change Participant Permissions The new Participant has been added to the Meeting room. Selecting the Permissions button at the bottom of the column will allow a change of permissions for the newly added Participant. If Bill is going to be a Host, select the Host Permission option, if he is going to be a Presenter select the Presenter Permission option, or leave him as a Participant for the meeting. Editing Adobe Connect User and Meeting Room Settings - 27

28 Remove Participant To remove a Participant from the Meeting room simply select the Participant from the list and select the Remove button at the bottom of the column. Editing Adobe Connect User and Meeting Room Settings - 28

29 Participant Removed The Participant has been removed from the Meeting room. Editing Adobe Connect User and Meeting Room Settings - 29

30 Invitations The Invitations is the same as the Send Invitations step in the creation of the Meeting with the exception of the Send button. Read the directions at the top of the window. The Send button below does not always work because of the Spam filtering on our Outlook . As a precaution Copy and Paste will be used to send all of the information via the Microsoft Outlook client used by UTHSC. The Subject line can also be copied and pasted into the Outlook . Uploaded Content The Uploaded Content tab is where any of the files that were uploaded using the Files Pod during a Meeting will be stored. The files can be managed from this location. The files can be Deleted or organized within Folders. Editing Adobe Connect User and Meeting Room Settings - 30

31 Recordings The Recordings tab will display all of the recordings that were made during the different Meeting times if the Recorder was started during the Meeting. The Recordings will be managed from this location. The available options are Delete, Move to Folder, Make Public, and Make Private. Delete Recording Place a check mark in the box next to the Recording to be deleted and select the Delete button. A Editing Adobe Connect User and Meeting Room Settings - 31

32 Delete A caution window will appear informing the user that the following items have been marked for deletion and if a Folder of items are deleted links to the recording will no longer be active. Select the Delete button to permanently delete the selected item(s). NOTE: Be very careful when deleting a folder. Make sure all items within the folder will not be needed by the viewers. Recording Deleted The selected Recording has been deleted. Move To Folder Hover the Mouse Pointer over the Move To Folder button and a message will display. The Content library is the same Content area that Adobe Presenter will use when uploading Presenter presentation to the Connect server. The Folders must be created within the Content area first before the move can take place. After the Recording has been moved Permissions can be set for Editing Adobe Connect User and Meeting Room Settings - 32

33 viewing. NOTE: Not all users that have access to the Meetings tab will have access to the Content tab. Contact the UTHSC Adobe Contact person for access if needed. Make Public By default all Recordings will be Private until made Public for the Participants to view. Place a check mark in the box next to the Recording and select the Make Public button to make a Recording Public. Recording is Public The Recording is now a Public Recording and any viewer that has the URL can view the Recording at any time. Editing Adobe Connect User and Meeting Room Settings - 33

34 Make Private If at any time the Recording should need to be made Private again place a check mark in the box next to the Recording and select the Make Private button. Recording is Private The Recording is now Private. Meeting Recording The Recording itself has some features available as well. Recording items are listed within a table format, the items include: Name, Edit, View Original,Offline, Access, Recording Date, Current Duration, and Duration. Editing Adobe Connect User and Meeting Room Settings - 34

35 Recording Name The Recording Name is a link that will include some important information. Select the Name of the Recording. Recording Information There are two links in the grey bar next to Recording Information, Edit and Return To Recordings. The Edit link will open the same location as Edit Information tab directly above. The only items that can be changed are the Title, Summary and Language. This is also the location of the URL for Editing Adobe Connect User and Meeting Room Settings - 35

36 Viewing that will be copied and pasted within a Blackboard course, on a Website, or sent out in an . Recording Information The two buttons at the bottom of the screen, Edit Recording and Make Offline are also located on the Recordings page and will be discussed on that page. Select the Return To Recordings link at the top. Editing Adobe Connect User and Meeting Room Settings - 36

37 Edit Each Recording will have an Edit feature and an Offline feature. Select Edit next to the Recording to be edited. Recording Editor The Editor works best for cutting off unwanted sections at the beginning and the end of the Recordings. NOTE: EdTech does not recommend the use of the editor for major editing of a Recording. The editor is not designed for major editing such as cutting out a section and splicing the other Editing Adobe Connect User and Meeting Room Settings - 37

38 sections together. This leaves a noticeable break in the presentation as well as a loud clicking sound in the audio where the splice took place. Cut a Section To cut off the beginning section, if needed, simply move the right portion of the Editing Play head to the cutting point. Look to the right and select the Cut button. The button with scissors on it. Cut a Section Move the Editing Play head to the end of the Recording and make the cut. Select the Save button after all cuts have been completed. The Recording will start playing from the cut section as a preview. Close the Recording after previewing is over. View Original View Original will be available only when any editing has been completed. Select the View Original link for a preview. Editing Adobe Connect User and Meeting Room Settings - 38

39 Offline The Offline option allows the Recording to be downloaded to a computer to be linked in a Blackboard course or on a website. The files will be too large to . This option can be time consuming. Once the file is selected to make offline the Recording will open. The Recording will have to play in its entirety in order to down load to the computer, hence time consuming. The file will down load as an flv, Flash Video, file. This file will then have to be converted to an mp4 or m4v file format for viewing. This requires an additional software if you do not have the Adobe Suite with the Flash Conversion software. Select the Make Offline link to continue with this process if desired. Recording Information The rest of the Recording items are not actionable items just informative items. The Access is an indicator of whether or not outside viewers can see the Recording or not. The Recording Date, Current Duration, and Duration are also just informative items. Current Duration is the duration of the Recording after it has been edited, Duration is for the Original Recording. Editing Adobe Connect User and Meeting Room Settings - 39

40 Reports - Meeting Information The Reports tab will open to the Summary page by default. The information included on the Summary page includes Meeting Information and Aggregate User Data. The Meeting Information includes the Meeting Name and the URL for Viewing. Reports - Aggregate User Data The Aggregate User Data includes the Unique Sessions number, Most Recent Session date and time, and the Peak Users number. Editing Adobe Connect User and Meeting Room Settings - 40

41 Reports By Attendees The Reports By Attendees includes the Name, , Time In, and Time Out. These items are the Filter items. Selecting the Arrow icon next to each item will place the items in the order of the chosen filter. By default the items will be placed in order by the Time In. Once the Filter has been set the Report can be downloaded by selecting the Download Report Data button. Reports By Sessions The Reports By Sessions includes the Session, Start Time, End Time, and Number of Attendees. These items are the Filter items. Selecting the Arrow icon next to each item will place the items in the order of the chosen filter. By default the items will be placed in order by the Start Time. Once the Filter has been set the Report can be downloaded by selecting the Download Report Data button. Editing Adobe Connect User and Meeting Room Settings - 41

42 Reports By Questions The Reports By Questions includes the Session, Question Number, and Question. These items are the Filter items. Selecting the Arrow icon next to each item will place the items in the order of the chosen filter. There is no default order for this Report. Once a Filter has been set the Report can be downloaded by selecting the Download Report Data button. Reposrts Column There is also a column called Reports. There are two items available for each question under the Reports column, view answer distribution... and view user responses... Editing Adobe Connect User and Meeting Room Settings - 42

43 View Answer Distribution The view answer distribution... option will display a pie chart of the chosen answers of the participants. The information will also be displayed in a table format below the chart. The table will contain the following inforamtion, Choice, Correct Answer, # Selected, and the % Selected. The table information can be exported by selecting the Download Report Data button. Editing Adobe Connect User and Meeting Room Settings - 43

44 View User Responses The view user responses... option will display the names of the participants and their responses for that question. The information can be exported by selecting the Download Report Data button. Connect Meeting Room Editing Complete This is the complete presentation on Editing Adobe Connect User and Meeting Room Settings. If there are any issue or the Meeting Room does not work as expected contact the UTHSC Adobe Campus Contact. Editing Adobe Connect User and Meeting Room Settings - 44