Add Adobe Connect room information

When you create a meeting in Lotus Notes, you can use your Lotus Notes address book or your global address book to invite users. You can use Lotus Notes to send e-mail meeting invitations and remind attendees of upcoming meetings.

The meeting invitation e-mail includes the invitation text, the URL for the Adobe Connect meeting room, and audio conference details, if applicable. The Lotus Notes Add-in appends this information to calendar invitations and e-mail messages. You do not have to create a meeting room for each meeting session, or schedule or update the meeting room for each session. Adobe Connect meeting rooms and room URLs are persistent.

Note: Except for the meeting host, all meeting attendees are configured as meeting participants. To change participants to presenters or hosts before the meeting, change the user role in Adobe Connect (Meetings > Edit Participants). For more information, see Adobe Connect Help.

Create a meeting room

You can use a new meeting as the default room for your Adobe Connect meetings, or as an occasional room. This option is not available if your administrator restricted room creation.

  1. In the Add-in menu, select Create New Adobe Connect Room.

  2. Specify a meeting room name and custom suffix for the URL—your name or planning , for example.

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    Creating a meeting room

Send a meeting invitation

Typically, you send a calendar invitation to schedule recurring meetings, future meetings, or meetings you want to appear in a participant’s calendar. In contrast, an e-mail invitation is better suited for inviting attendees to join a meeting on short notice. Both calendar and e-mail invitations include Adobe Connect meeting details. These details include the meeting room URL, and the telephone number and codes for calling into the conference, if applicable.

Make sure that you have set the default meeting room. See Set the default meeting room .

Send an e-mail invitation

  1. In the Add-in menu, select Send Adobe Connect Meeting Invite.

  2. In the e‑mail message, enter the e‑mail address of the participant, and any additional information in the message.

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Adobe Connect meeting invitation

Send a calendar invitation

In the Add-in menu, select Schedule Adobe Connect Meeting.

The calendar invitation opens with the meeting room information.

Join an Adobe Connect meeting

Adobe Connect meeting invitations are sent as e‑mail and include the URL of the Adobe Connect meeting room.

  1. Open the e‑mail message containing the invitation.

  2. Do one of the following:

    • If the meeting is currently in session, click the meeting room URL in the invitation.

    • If the meeting is scheduled for a later time, click Accept. Later, when the meeting starts, open the item in your Lotus Notes calendar and click the meeting room URL.

    For recurring meetings, you can bookmark the meeting room URL in your browser for easier access.

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