For Organizers (Hosts) at OSU

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1 Adobe Connect Pro 9.1 Overview For Organizers (Hosts) at OSU Getting Started 1. Access Adobe Connect Pro Central via this URL: 2. Login using your address and the password you were sent in the system-generated . What is Connect Pro Central? From this location you will be able to create multiple meeting rooms, although you may only be actively using one room at a time. Once you create a meeting room, it exists until you delete it. The meeting room location is a URL. It can be used over and over. 3. Create a meeting room: a. From the Home page of Connect Pro Central, click the Meeting button (to the right of Create New). b. The New Meeting Wizard opens. (Your new meeting will be placed in your My Meetings folder in Connect Pro Central.) c. Enter meeting information (see below): name and language are only required information. Name: Give your room a name. You may wish to choose a name that will help you identify the content that will be shared in the room. Custom URL: If you will use this meeting room repeatedly, create a custom URL. This is also recommended as it is easier for meeting attendees to remember a name versus a machinegenerated number. (This is the URL that you will send to everyone to access your meeting room.) K. Watte Page 1 of 12

2 Summary optional field Start Time / Duration: The start date / duration settings do not apply to our version. The meeting room you create will be available to you until you delete it from your My Meetings folder. Templates: Templates available to you include event, meeting, and training. You can create your own custom layouts by starting with any of these templates. All three will give you access to the same features and tools. A template just gives you a starting point for your room setup. Access: Select the third option Anyone who has the URL for the meeting can enter the room. (We do not have the ability to register individual users. However, you will be able to block access to a room and only admit those you allow in see information under the Attendees section below.) There is an optional passcode that can be set on a room that is in addition to the access choices. d. Audio Conference Settings: If you have a teleconference audio bridge that you want associated with your room, select the radio button next to Include this audio conference with this meeting:. (Note: If using the new Universal Voice feature be sure you select your personal profile name from the drop-down list.) If this room will only use VOIP for audio, choose Do not include any audio conference with this meeting. K. Watte Page 2 of 12

3 e. Select meeting participants: Not required. This screen shows everyone who holds a license for a Connect room at OSU. Invitations to other participants must be sent by you directly from Outlook. You can exit the wizard at this point if you are not ready to send invitations. f. Send invitations You can choose to send a customized invitation to yourself, which you can then forward to your participants via Outlook. 4. Methods to enter a meeting room: a. From Home page in Connect Pro Central, click My Meetings, click Open button next to desired meeting, OR b. Click the meeting URL in the invitation you received, OR c. Enter the meeting URL in your browser. Working with Pods Pods are the display panels that are present in a meeting room. The sizing buttons in the upper right corner of each pod will either close or maximize the pod. You can move a pod on the screen by dragging it by its title bar. To resize a pod, drag the lower-right corner. Types of Pods: Share enables a host or presenter to display their screen, a document or a whiteboard. Attendee shows all participants in a meeting and their role. K. Watte Page 3 of 12

4 Camera and Voice shows webcam output (video) for those who can broadcast Chat instant messaging location; content can display to everyone or presenters only; can the contents of a chat pod to preserve its content. Note location for note-taking that all attendees can see Poll used to create multiple choice or multiple answer questions for participants. File Share- location to upload files that can be shared with meeting attendees Web Links location for web addresses so that the host can force attendees browsers to open a designated URL to be viewed during the meeting. Q & A a pod that can be linked to the chat pod. Attendee can ask a question in the chat pod and presenter can answer in linked Q&A pod. When presenter answers, the question and answer appear paired in the chat pod. Add a Pod 1. In the menu bar, select Pods and select the type of pod. 2. From the submenu, select Add New <pod name>. Show/Hide a Pod 1. In the menu bar select Pods. A check mark appears next to all pods that are currently visible in the meeting. 2. To hide a pod, select the pod name to remove the checkmark. You can also hide a pod by simply clicking the Pod Options icon in the upper-right corner of the pod itself and choosing Hide from the menu. 3. To show a pod again, go to Pods on the menu bar, and select the type of pod. You will see a list of all hidden pods there. Click on one to show it again. Delete / Rename a Pod 1. In the menu bar, select Pods > Manage Pods 2. To delete: Select the pod in the list that you want to delete and click Delete. 3. To rename: Select the pod in the pane on the left and click Rename. 4. Click Done K. Watte Page 4 of 12

5 Using VOIP For best results, use a USB-headset with attached microphone. Using the microphone built into your computer will not produce quality audio in Adobe Connect. Broadcast your Voice (These instructions apply if you do not have an audio bridge attached to your room at all.) 1. Prior to each meeting, use the Audio Setup Wizard to configure your headset/mic. Go to Meeting > Audio Setup Wizard. Work through the four steps to test your headset/mic. 2. Connect your VOIP audio device. Click the microphone icon and choose Connect my Audio. 3. Click allow when the flash settings box appears. 4. Sound waves appear in the button icon, indicating audio level. Adjust your mic volume or mute your mic from the microphone button drop-down menu. 5. When an attendee is broadcasting audio, the microphone icon appears next to their name in the Attendee pod. Enable Participant s Audio By default, only hosts and presenters are able to broadcast audio. However, a host can enable any participant to broadcast audio by doing the following: 1. Choose Audio > Microphone Rights for Participants OR 2. Select the desired participant in the Attendees pod and choose Enable Audio from the fly-out menu. (Use this same fly-out menu to disable audio for specific attendees, if needed.) K. Watte Page 5 of 12

6 Audio Bridge Instructions - All participants using telephone conference Remember: VOIP is free to use for communication in the room. If you prefer to use a telephone conference call integrated with the room, you will need a Meeting One teleconference account associated with your Connect profile. Be sure your audio profile is associated with your room and then follow these instructions for using the built-in audio bridge: These instructions apply to any room that has an audio bridge attached to it even if you are intending to only use VOIP for a particular meeting. 1. If you have an audio bridge attached to this meeting room you will see this dialog box when you open the room. Click Start if you want the room to connect to the audio bridge. Click Cancel to not connect. Click View/change Settings to update the audio profile settings on the room. (For example, if you want to only use VOIP in the room for this meeting, you ll need to update your audio profile first so the room won t automatically connect to the audio bridge.) If you clicked Cancel in the previous step, but then decide to start your audio, click Audio > Start Meeting Audio. If you clicked View/Change Settings and changed this instance of the room to be computer (VOIP) audio only, you will be re-routed to the dialog box above, and you should click Start. Then click the microphone icon and choose Connect my Audio. 2. You will see a notification message in the upper right corner of the meeting room when the room is successfully connected to the audio bridge. (Note: If you don t see this notification, check your audio settings via Audio > Audio Conference Settings, to ensure that the phone bridge is selected.) 3. The host should then call into the audio bridge on their phone using the moderator passcode so that the phone conference will open. (If you aren t sure of the dial-in numbers, click the Phone Icon in the menu bar and choose Connect my Audio. Choose the radio button for dial-in instructions.) 4. Each participant should then dial into the conference call. (You can post the dial-in information in a note pod in the room OR participants can access the dial-in information by clicking the Phone Icon > Connect my Audio) 5. To leave an audio conference, choose Audio > Stop Meeting Audio K. Watte Page 6 of 12

7 Audio Bridge Instructions - Universal Voice - Some participants using VOIP and some using the telephone conference Universal Voice will allow participants to use either VOIP or the built-in conference call line. You will accrue charges for all those connected via phone. It will allow 2-way communication among all participants. Be sure your audio profile is associated with your room and then follow these instructions for using universal voice: 1. Follow the instructions for an Audio Bridge but ensure that you check your Audio Profile Settings by clicking View/change Settings in the first dialog box. Your audio profile settings should look like this: 2. The host should then call into the audio bridge on their phone using the moderator passcode so that the phone conference will open. (If you aren t sure of the dial-in numbers, click the Phone Icon in the menu bar and choose Connect my Audio. Choose the radio button for dial-in instructions.) 3. To allow participants the option of speaking to you via VOIP, you must choose Audio > Enable Audio for Participants if you hadn t checked the Enable microphone rights for participants box already in the Start Meeting Audio dialog box above. 4. At this point everyone will be able to hear the audio via their computer speakers. Whether a participant wants to speak to you via VOIP or prefers to call into the audio conference directly, they must then choose the Phone Icon > Connect My Audio. They can then choose to dial-in to the phone conference or use their computer to broadcast their voice. 5. To leave an audio conference, choose Audio > Stop Meeting Audio K. Watte Page 7 of 12

8 Recording a meeting If you are going to record the meeting, it is a 2-step process. First, turn on the audio conference by following the appropriate instructions above. (You can start the audio conference well in-advance of actually starting the meeting recording.) When you are ready to record the meeting room, click Meeting on the menu bar and then Record Meeting. (To locate your recorded meeting, go into Connect Pro Central, locate your meeting under My Meetings and choose Recordings.) Sharing your screen Use a Share Pod to share your screen, a document, or a whiteboard. Documents shared in the Share pod can be viewed but not downloaded by participants. (If you want them to be able to download documents, you must upload them into a file share pod.) The first time a presenter or host attempts to upload content or share a screen they will be asked to install an Add-in (a special version of Flash Player with features for hosts and presenters.) Your pop-up blocker must be disabled to allow the dialog box to appear with the download prompt. Share your computer screen 1. Open a blank share pod and click the Share My Screen button in the pod. 2. In the Start Screen Sharing window, choose one of the following: a. Desktop shares your entire desktop b. Applications share an application and all related windows that are open on your computer. c. Windows choose the window(s) from the list that you want to share. 3. Click the Share button at the bottom of the Start Sharing window to begin sharing. 4. When your screen is being shared you will notice a note in the lower right hand corner of the screen being shared and an icon will appear in the notification tray of your taskbar. 5. To stop screen sharing, right click the Adobe Connect icon in the tray and choose Stop Screen Sharing. On a Mac: the Adobe Connect icon will be in the title bar of the window you are sharing. K. Watte Page 8 of 12

9 Special Instructions for MAC users: To share an application or window, you must enable access for assistive devices first. When you try to share you will be prompted to do this. Please click the Enable button and then place a checkmark in front of Enable access for assistive devices in the Universal Access window Share Control of your screen with another Presenter or Host 1. The other presenter must request control of the screen first (by clicking the Request Control button on the Share pod title bar). 2. The host (you) will see a request message in the lower-right corner of the meeting room window. 3. Click Accept. Re-take control of a shared screen 1. Click the menu button in the upper-right corner of the share pod and choose Stop Control. Release Control of a shared screen 1. Click the Release Control button on the Share pod control strip. Preview your shared screen When sharing, you can select the Preview option so that you can see the same view that participants see in their share pod. Click the icon in the upper-right corner of the share pod and choose Preview Screen. (This is especially useful if you are using dual monitors with the room on one monitor and the content you are sharing on the other.) K. Watte Page 9 of 12

10 Full-Screen mode 1. To display your share pod at full-screen size, click the Full Screen button in the Share pod title bar. Click the button again to return to normal size. This button is available, by default, to all attendees. Each attendee can choose whether or not to view the pod in full screen mode. 2. To force all participants to view a pod full screen, the host must first choose Force Presenter View from the drop-down menu in the upper-right corner of the share pod, and then click the Full Screen button at the top of the pod. Sharing a Document You can load PPT, PPTX, Adobe PDF, SWF, JPEG, MP3 or FLV file from your computer directly into a Share pod. PPT files are converted to flash presentations and appear in an Adobe Presenter window. PDFs are converted to swfs. 1. In a new share pod, click the down-arrow next to the Share My Screen button. 2. Select Share Document from the drop-down menu. 3. If you have shared this document before, it will appear in the list in this window. If this is a document you haven t shared before, click the Browse My Computer button in the lower left corner of the window. 4. Select the desired document from the dialog box that appears and click Open. 5. The document appears in the pod and the document name appears in the title bar of the pod. Synchronize option By default Connect synchronizes documents so attendees see the same frame that the presenter sees. A host or presenter can click the Pod Options icon in the upper-right corner of the pod and uncheck Sync to turn off this synchronization so that attendees can move through presentations or simulations at their own pace. When synchronization is off, controls for presentation playback appear at the bottom of the share pod. Roles Host Can set up meetings, invite guests, add content, share content, add/edit layouts in a meeting room. Able to promote other participants to role of host or presenter, or give enhanced permissions to a participant. Can create and manage breakout rooms in a meeting. Can perform all tasks that a presenter or participant can. Presenter can share content already loaded into the room or content from their computer. Can share their screen with all attendees, chat, and broadcast audio/video. Participant Can view content, hear and see audio/video and use text chat. Attendees Attendee Requirements Meeting attendees must have a browser, a copy of Flash Player 11.2 or higher, and an Internet connection. (Flash Player should already be loaded on OSU computers.) Inviting attendees Hosts should send an to all attendees prior to the meeting that includes the meeting room URL and any other contact information (ex. Phone bridge connection information). K. Watte Page 10 of 12

11 Attendees can also be invited from a meeting that is in progress. 1. In the menu bar, select Meeting > Manage Access and Entry > Invite Participants. 2. Click the Compose button on the dialog box that opens to open Outlook and send invitees an message with the meeting URL. Block incoming attendees 1. In the menu bar, select Meeting > Manage Access and Entry > Block Incoming Attendees. 2. If you want attendees to request entry, select Incoming Attendees Can Request Entry. 3. (Optional) In the text box, edit the message for incoming attendees. Click Save Message. 4. Click OK. Changing attendee roles 1. Select a participant s name from the Attendee pod 2. From the fly-out menu that appears, select a role (Participant, Presenter, Host). 3. Notice that the icon next to the attendee will change and their name will appear under the appropriate category in the attendee list. **Note: If you (as a host) demote yourself in the Attendee List pod, you cannot promote yourself using a fly-out menu. Instead, use the Meeting menu and choose Change My Role. Remove an attendee from a meeting 1. Select the name of the participant to be removed in the Attendee pod. 2. Click the Pod Options icon in the upper-right corner of the Attendee pod and choose Remove Selected User. Managing the Meeting Place a meeting on hold Block access to a meeting room temporarily. Hosts and presenters can still enter and work in the room but all other participants are on hold. 1. In the menu bar, select Meeting > Manage Access and Entry > Place Participants on Hold 2. Revise the Message for Participants and click OK to place meeting on hold and display the message. (You can also revise this message while the meeting is in progress and click the Save button to have it ready to use at a later time.) Restarting a meeting 1. To re-start the meeting for participants, go to Meeting > Manage Access and Entry > uncheck Place Participants on Hold. Ending a meeting 1. In the menu bar, select Meeting > End meeting 2. Revise the message and click OK to end the meeting and display the message to all participants. Open vs. Closed Rooms You may leave the meeting room open or closed between meetings. If meeting rooms are left open, people with the URL can enter and exit at any time to view what you have posted there. (See Blocking Incoming Attendees if you don t want the meeting room to be left open.) K. Watte Page 11 of 12

12 Additional Information: Information in this document was compiled from steps listed for various tasks in the Adobe Acrobat Connect Pro 8.0 User s Guide from Adobe. Access the complete user s guide at the following website: Note that only Chapters 2 and 5 will apply to our system. You may want to review these specific sections that include information that was not covered in this overview: Using the Whiteboard Using Other Pods (file share, web links, notes, chat, polls) Creating and Managing Breakout Rooms Recording and Playing Back Meetings Chapter 5 Broadcasting Audio and Video K. Watte Page 12 of 12

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