Web Conferencing. Contents. Adobe Connect Web Conferencing. Revision Date: November 18, 2013 Prepared by: William Fisher

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1 Web Conferencing Adobe Connect Web Conferencing Revision Date: November 18, 2013 Prepared by: William Fisher Contents Overview... 2 Account Request... 2 Installation... 2 Creating a Meeting... 2 Adding Teleconferencing to Meeting (optional)... 2 Creating an Audio Provider and Audio Profile... 3 Creating a Web Conference... 4 Attending a Web Conference... 6 Host Attending Meeting... 6 Participant Attending Meeting Troubleshooting Webcams Support Page 1 of 12

2 Overview Web conferencing provides a media-rich virtual collaboration environment where individuals can collaborate in a virtual space. JCESR is providing Adobe Connect as the tool of choice to provide this service. Adobe Connect provides the following services: Audio Conferencing* Video Conferencing ( talking head ) Screen Sharing Chat Polling Discussion Notes File Sharing Attendee Management (change presenter, etc.) *Audio conferencing can be established using the built-in VoIP component and a standard microphone/headset or coupled with your organization s audio/telephony conferencing solution. Note: Adobe Connect is a cloud-based service and files shared using this service are stored on a third party, external server. It is recommended that sensitive files NOT be shared via Adobe Connect. Account Request Web conferencing services are provided when a collaborator requests a JCESR Collaborator Account. Installation Installation is prompted by accessing and following prompts. Installed components include: Adobe Flash Adobe Communicator Adobe ConnectAddin Creating a Meeting Adding Teleconferencing to Meeting (optional) Adobe Connect supports the use of external telephony systems for incorporation into web conferencing meetings. Below are general details, with notes for specific Argonne (ANL) details, for connecting your organization s internal telephony system. Users outside of ANL contact your organization for specific details regarding your system. Page 2 of 12

3 Creating an Audio Provider and Audio Profile To configure your Adobe Connect account to re-use your organization s audio conference solution, complete the following: 1. Log into Adobe Connect at 2. Select My Profile in the upper righthand corner 3. Select My Audio Providers and click New Provider* 4. Enter Provider details including dial-in numbers and dial-in steps* 5. Save Audio Provider* 6. Select My Audio Profiles 7. Select New Profile 8. Select recently created Audio Provider (Note: PGi NA will automatically appear for ANL employees and should be selected) 9. Enter the following fields using your organization s credentials: (a) Profile Name e.g. Argonne National Laboratory, (b) Client ID, (c) PGi Password, (d) Moderator Code/Host Passcode 1 Page 3 of 12

4 10. When creating an Adobe Connect web conference, select the Profile Name created above, in the Audio Conference Settings area *Not required for ANL employees 1 For ANL employees, this information was received during the registration process for audio conferencing and creation of your PGi Account (Complete form ANL-980, https://webapps.anl.gov/confmngr/) Creating a Web Conference 1. Log into Adobe Connect at 2. Select Create New Meeting button Page 4 of 12

5 3. Enter Meeting Information including: a. Name b. Custom URL (TIP: This URL can be reused for future meetings.) c. Summary d. Start Time e. Duration f. Select Default Meeting Template g. Language as required h. Access (permission to meeting; typically Anyone who has the URL for the meeting can enter the room ) 4. Enter Audio Conferencing Information, as necessary. Include Audio Conference Note: ANL Employees can link their internal PGi account to Adobe Connect Page 5 of 12

6 5. Select Meeting Participants, assign desired permissions and choose Finish 6. Send Invitations to Hosts, Presenters and Participants as desired and choose Finish TIP: The Custom Meeting URL (e.g. can be reused by simply sending the URL to desired participants Attending a Web Conference Host Attending Meeting 1. Log into Adobe Connect (http://anl.adobeconnect.com) 2. Select desired meeting to host from the My Meetings tab Page 6 of 12

7 3. Choose Open 4. Select desired collaboration layout from the right-side pane that includes the desired functionality: 1. Sharing - Share Screen - Webcam ( talking head ) - Attendee Management - Chat 2. Discussion - Webcam ( talking head ) - Attendee Management - Chat - Discussion Notes - Polling 3. Collaboration - Whiteboard - Webcam ( talking head ) - Attendee Management - Chat - Files - Notes 5. Monitor Attendees and accept guests as necessary 6. Select desired sharing mode: Page 7 of 12

8 Screen all actions on host machine are visible to participants Document only selected document is visible to participants; ideal for PowerPoint Whiteboard only collaborative whiteboard is visible to participants 7. Teleconference (audio) - use previously defined telephony system and access information 8. (optional) Use Adobe Connect audio directly within application using VoIP and your computer 1. Select Start Meeting Audio from the Audio menu 2. Select Using Computers and Enable microphone rights for participant as desired 9. Video Conferencing 1. Start webcam, allowing Flash access Page 8 of 12

9 2. Start Sharing Video 3. For bi-directional video conferencing, Enable Webcam for Participants 4. Enjoy video conferencing with your colleagues (or yourself :o)) 10. Changing Presenter Making a Participant a Presenter Page 9 of 12

10 1. Right-click on a presenters name in the attendee pane and choose Make Presenter Participant Attending Meeting 1. Go to host provided meeting URL and follow prompts Troubleshooting 2. Dial into audio portion of web conference Webcams If you experience a webcam issue while using Adobe Connect such that you cannot see either yourself or a colleague when holding a video conference, there are four common reasons: 1. Appropriate webcam not selected in Adobe Connect 2. Adobe Connect Add-In not installed 3. Flash not properly configured 4. Webcam not properly installed (outside scope of this guide) Below are brief instructions to remedy these potential issues. 1. Select appropriate webcam a. Launch Adobe Connect and select appropriate webcam (note you may have more than one) 2. Install Adobe Connect Add-In The Adobe Connect Add-In is required to share your screen and is typically installed when you join your first Adobe Connect meeting. Sometimes the installation does not Page 10 of 12

11 occur or an update to an older existing version on your system does not happen. In these instances you will simply perform a manual installation of the plug-in. Windows 1. Download (http://www.adobe.com/go/adobeconnect_9_addin_win) Add-in. 2. Save the file when prompted; by default, it's saved in the Downloads folder. 3. Open the Downloads folder and open ac_addin_win_385.zip to extract the package (the package name is setup.exe). 4. Open setup.exe to launch the installer. 5. Follow the installer prompts to install the Add-In. Mac OS 1. Download (http://www.adobe.com/go/adobeconnect_9_addin_mac) Add-in. 2. Save the file when prompted; by default, it's saved in the Downloads folder. 3. Open the Downloads folder and open ac_addin_mac_381.z to extract the package (the package name is adobeconnectaddin-installer.pkg). 4. Open adobeconnectaddin-installer.pkg to launch the installer. 5. Follow the installer prompts to install the Add-In. 3. Configure Flash a. Open Flash (Windows Control Panel; Mac OS System Preferences) b. Select Camera and Mic tab and confirm that the Block all sites from using the camera and microphone c. Click Camera and microphone settings by site button and confirm Website: anl.adobeconnect.com IS NOT selected as Block Page 11 of 12

12 Support Additional detailed help is also available at: Page 12 of 12