eLearning & Instructional Technology

Adobe Connect: Creating an Adobe Connect Meeting

Step 1: Login to Adobe Connect

If you don't have an Adobe Connect account, please send a request to Carrie Cao at ycao@virginiawestern.edu. In your request, please include your full name and your VWCC email address. Once an Adobe Connect account has been set up for you, you will receive an email from the Adobe Connect server which includes your login name (should be your VWCC email address) and a temporary password. You need to change your password as soon as possible.

Login to Adobe Connect for the First Time

  1. Open a Web browser and go to http://live.virginiawestern.edu/.
  2. Type your full E-mail address in the login field.
  3. Type the temporary password you received in the email.
  4. Click the Login button.

Once logged into Adobe Connect, you will find yourself on the Adobe Connect Manager page.  (Note: If you need to adjust the text size, click View > Text Size > Medium)

To Change Your Password

  1. Once you log in to your account, go to My Profile in the upper right hand corner.

    My Profile Bar
  2. In My Profile, click change My Password.

    My Profile Menu
  3. Type in your new password and click Save.

    Change Password Box

Step 2: Create a New Meeting

  1. Under Create New, click Meeting.

    Create Meeting Menu
  2. Enter Meeting Information ScreenIn the Name field, give your meeting a name.
  3. At Custom URL, you can enter your meeting name or leave the field blank. If you choose to enter a name for your meeting, do not use spaces or underscores and make all letters lower-case.
  4. Enter a brief description in the Summary field.
  5. Enter a Start Time for your meeting.
  6. Start Time ScreenIn the Duration field, enter the duration of time for your office hours. This is a required field, but you are not limited to that amount of time. Once your virtual office space has been created, you can utilize the space indefinitely. You do not need to create a new meeting space every time you plan to have virtual office hours.
  7. In the Template field, use the Default Meeting Template until you are comfortable experimenting with other designs.
  8. You have two options for Access. If you want to allow students access to the room, select "Anyone who has the URL...". If you are using this room for administrative purposes, select "Only registered users and guests...".

    Access Options
  9. Under Audio Conference Settings, select "Do not include any audio conference with this meeting" and leave all other fields blank.

    Audio Conference Settings
  10. If this meeting is set up for students to access, click Finish. You are done! If you are using this meeting for administrative purposes, click Next and continue on to Step 3.

Step 3: Select Participants

  1. Available Users BoxIn the Available Users and Groups box, select individuals or groups of individuals that you would like to grant access to by scrolling through the list and left-clicking on the name or group to highlight.
  2. When finished, click the Add button.




Step 4: Assign a Meeting Role to a Participant

Once you have added all your meeting attendees, you will then assign each one a role. The default role for all attendees is "Participant". To assign a different role:

  1. Assign Roles BoxIn the Current Participants box, click to highlight the individual's name whose role you want to change.
  2. Click Set User Role at the bottom of the box.
  3. Choose the desired role.
  4. Click Finish.

Note: If you want students to log in as Guests, you don't need to select students and assign roles to them. By default, you are the meeting host and presenter. Your students are participants.

The results of your meeting creation should look like the following. In this example, a custom URL has been created.

Meeting Information

How Students Log In as Guests

Students who have no Adobe Connect account can log in as Guest.

  1. On the Adobe Connect login screen (reached via a link in their Blackboard course), students should enter their full name into the text box and click Enter.

    Student Login Screen
  2. After entering the meeting room, the student's name appears in the Attendee List.

    Attendee List - Student View

Accept Student RequestThe instructor must enter the meeting room from their Adobe Connect account. When students logged in as guests, their names will appear on the lower right corner of the meeting screen. The instructor needs to click on Accept to allow the student to enter the meeting room.

After students enter the meeting room, the instructor can see their names in the Attendee list.

Attendee List - Instructor

Making Your Virtual Office Available in Blackboard

Once a virtual space has been created for you in Adobe Connect, you can copy the URL and put it in your Blackboard course.

  1. In Blackboard, enter the course you wish to add the link to.
  2. Locate a content area where you wish to add your virtual office address (URL).
  3. Click Course Documents in the designer's toolbar.

    Blackboard Content Areas Menu
  4. In the Add Menu, click External Link.

    Blackboard Add Link Menu
  5. Enter a name for the link such as "My virtual office hours".
  6. Paste the URL into the URL field.
  7. Under Options, check Make the External Link Available.
  8. Complete any other fields you feel necessary.
  9. Click Submit.

Sending Meeting Invitations

If your meeting participants (not students) are registered Adobe Connect users, you can send an email invitation through Adobe Connect.

  1. In the Meeting Information menu, click Invitations.

    Meeting Information Menu
  2. Using the drop-down menu, choose the attendees you would like to send invitations to.

    Send Invitations
  3. Un-check "Yes" next to Attach MS Outlook Calendar.
  4. Keep the default message or delete it and type in your own.
  5. Click the Send button.
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