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Adobe Connect meetings can be recorded and saved for playback at any time. There are many advantages to recording meetings, including allowing users to review and even interact with old meetings. Adobe Connect records events rather than screen shots, which means that users can play the recording at whatever size they would like, and all the interactive SWF files that a typical participant would manipulate can be manipulated during playback.

Note that in Version 6.2 recorded meetings only work when played from the Adobe Connect server. They cannot be copied to CDs or moved to other servers.

 

To Start Recording a Meeting

  1. On the top menu bar, click strong "Meeting," then select "Record Meeting"
  2. In the Record Meeting dialog box, enter a name and summary for the meeting recording and click OK

A notifier and a red circle appears in the menu bar to indicate that the meeting is being recorded.

 

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Recording Notifier

 

Showing PowerPoint Notes during a Recorded Meeting
The ability to include PowerPoint Notes in a presentation is another feature available in an Adobe Connect meeting room. This option may be particularly helpful for recorded class sessions and large meetings.

  1. First, create the PowerPoint presentation that will be used in the Adobe Connect meeting.
  2. Next, type or paste the text of the script into the note section for each slide.
  3. Save your PowerPoint (.ppt) file in a folder on your computer.
  4. Open the meeting, and in the share pod, select Documents >> Select from My Computer. Select the name of the presentation, and then select Open. The PowerPoint will be uploaded to the Share Pod.

To be able to display the notes in the recording do the following:

  1. Click the "Show/hide sidebar" button (located next to the navigation arrows in the lower left hand corner of the share pod) to have the sidebar appear. If needed, expand the Share pod so that you can see the outline and notes tabs.
  2. Un-sync the presentation by making sure that the "sync" button is in the up position. It should be light gray, not dark.
  3. Click on the Notes tab in the Share Pod (located between the Outline tab and the Search tab) to view the script of the PowerPoint presentation.

Once the configuration is set and the meeting is being recorded, the notes tab will be available in the recording. The recording can be paused at any point, and the PowerPoint/Presenter file is still accessible - both to freely navigate and to scroll the notes tab. It works independently of the rest of the recording. The end users can view the PowerPoint file within the recording at their leisure.

Another alternative is to record your presentation in Presenter, post the file to the Web, and distribute that link instead of putting the presentation in Adobe Connect.

 

To Stop Recording a Meeting

To stop recording a meeting, do one of the following:

  • Place the pointer over the red circle in the menu bar, and select Stop Recording option from the pop-up menu
  • On the top menu bar, click "Meeting," then select "Record Meeting" to remove the check mark from the menu bar.

Accessing Recorded Meetings
Hosts and Presenters can access recorded meetings through the Meeting Manager interface:

  1. Log in to the Meeting Manager interface at http://connect.auburn.edu
  2. Click the "My Scheduled Meetings" link near the top of the interface
  3. Click the name of the meeting with the desired recording
  4. Click the "Recordings" link just above the green stripe

Recordings Link

 

For Participants to be able to access recorded meetings, a Host or Presenter must share the URL of the meeting recording. Hots and Presenters can click on the name of the recording to see its "URL for Viewing" and other information.

 

Note: RSS feed is not available for Adobe Connect recordings.

 

Changing Access Settings for Recordings
Recordings for a meeting room will have the same access settings as the meeting room itself. If you have set the access for the meeting room to anyone with the URL, everyone (with the URL) will be able to view the recording. If you set the meeting room access to only the people listed on the Participants List, then only those people will be able to view the recording, even if the recording URL is shared.

To change the access to the recording associated with a meeting room, all you have to do is change the access setting for the meeting room itself. The only catch is that you have to be a Host in the meeting room to be able to access the meeting room settings in the Meeting Manager Interface. Here's how to do it:

  1. Go to http://connect.auburn.edu. This is also known as the Meeting Manager Interface.
  2. Click the "more..." link at the bottom of the "My Scheduled Meetings" section.
  3. Click the name of the meeting room containing the recording you want to change.
  4. In the menu bar beginning with "Meeting Information," click the "Edit Information" link
  5. At the bottom of the "Meeting Information" section select the access setting you want the recording to have.

This will change the access setting for both the meeting room and the associated recordings.

 

More Information
For more information about recording meetings, see Adobe's guide at http://www.adobe.com/resources/breeze/meeting/articles/recording.html.

 

Change Recording Access, not Room Access
Sometimes you might want to change the access settings for a recording to be public, while keeping the access to the meeting room restricted (or vice versa). If that's the case, you either need to have a meeting creator license or know the person who created your meeting room for you. Those who have meeting creator licenses can move meetings and files (including recordings) among folders. In addition, they can create new folders and change permission settings for recordings, files, and folders.

The person without the meeting creator license and the person who created the meeting room need to do the following:

  1. First, be sure the person who created the meeting room is still a Host in that room. You can verify that through the Meeting Manager Interface.
  2. Next, note the name of the meeting room and the name of the recording you want to move. You actually need the name, not the URL. Give this information to the Meeting Creator when you contact him/her about moving your recording. Moving the recording to another folder won't change the URL.
  3. Now, the Meeting Creator needs to access his/her content folder by clicking the light gray "Content" tab at the top of the screen in the Meeting Manager Interface This is where you will be putting the recording so you can change the access permissions. You will need to create a folder where the recording files can be stored.
  4. Within the Content folder, click the white "New Folder" button. Give the folder a descriptive name. For example, the folder name could describe the owner and the contents ("Mary Public Recordings”). Special characters such as apostrophes shouldn't be a problem, but avoid them if possible. Click "Save." You should see the message "This folder is empty." appear below the gray bar.
  5. Next, select the recording and move it to this folder. To do this, click the "Home" tab at the top of the screen. Then, click "My Scheduled Meetings." Find the name of the meeting containing the recording that needs to be moved, and click the name.
  6. In the row of links that starts with "Meeting Information," click the link for "Recordings." In the list, find the name of the recording to be moved and click the checkbox in front of the name. Then, click the white "Move to Folder" button.
  7. On the next screen, it says "Item(s) to Move." Click the folder where you want to place the recording. Then, click the white "Move" button at the bottom of the screen. You should get the message that "The following items were moved successfully:" Click the OK button.
  8. Finally, you need to set the permissions for the recording(s) that you have just moved. Click the gray "Content" button at the top of the screen. Then, click the folder where you have placed the recording(s). You should see the file(s) you just moved. Click the name of the file for which you want to set permissions. In the menu just above the gray bar, click the "Set Permissions" link. Where it says "Allow public viewing:" select "Yes."

Tips for Recording Meetings

When recording a meeting, consider the shelf life of the recorded session:

  • Time- and date-stamp your presentation so people know when it was created
  • Avoid references to current events if discussing timeless topics
  • Provide links to more frequently updated references
  • Provide pointers for accessing potential updates or explain where to find material that may be released subsequent to your presentation
  • Whatever is seen is not necessarily recorded (Make some practice recordings to see which elements are captured and which are not).
  • Remember:
    • Turn off ringer on phone
    • Close email and messaging clients to prevent audio/video interruptions
    • Share the correct monitor in dual monitor situations
  • For the cleanest recorded view:
    • Select “Hide The Presenter Only Area”
    • Check “Enable Full Screen Toggle for Participants”
    • Enter Full Screen view
    • Un-sync the presentation and display the side bar to allow access to the Notes tab
  • Don't forget to select “Record Meeting!”

 

Last Updated: Sept 10th, 2010

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