Using Adobe Connect with CDCI By Shannon Stern & Brendan Donaghey
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- Raymond Harmon
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1 UsingAdobeConnectwithCDCI ByShannonStern&BrendanDonaghey Thisdocumentservesasastep by stepguideforsettingup,creating,andrunninga webinarusingtheplatformadobeconnect. TableofContents SectionI:SettingUpaMeeting SectionII:CreatingYourRegistration SectionIII:CreatingALayout SectionIV:StartingtheWebinar AudioConferenceOptions BreakoutRoomOptions WebinarRecordingOptions SectionV:AdditionalSupport Page2 Page6 Page14 Page17 Page18 Page21 Page23 Page24 1
2 SettingupaMeeting Note:ThisexampleisunderShannonStern sprofile.youwillbeusingadifferentloginandpassword. 1. Openbrowserandgoto: 2. Enterusernameandpassword 3. ClickLogin 4. Onyourhomepage,youwillsee CreateNew andclickthemeetingbutton 2
3 5. Typeinthetitleofyourwebinarormeeting 6. Optional:AddaverybriefcodeordescriptiontotheendoftheURLtomakeyourwebinarlink recognizable.example:uvm.adobeconnect.com/cdcitest 7. Optional:Typeinabriefsummaryofyourwebinar. 8. Enterthestarttimeofyourwebinar.Note:Theremayonlybeonewebinarrunningatatime.So,if youhaveawebinarfrom3 4,someoneelsecannotscheduleameetingfromsay3:30 4: Enterdurationofwebinar/meeting. 10. SelectDefaultMeetingTemplate. 11. Selectthelanguageyouwillconductthemeetingin. 12. Selectthetypeofaccessyouwouldlikeyourgueststohave.Therearethreeoptions: 1. Onlyregisteredusersmayentertheroom(guestaccessisblocked) Thisoptionismost restrictive.thismeansthatonlypeoplewithusernamesandpasswordscanentertheroom. 2. Onlyregisteredusersandacceptedguestsmayentertheroom Thisoptiongivesthehost theabilitytoallowordenyguestsintothemeetingroom.thisisthebestoptionforapaid webinarwhereyouhavealistofregisteredguests. 3. AnyonewhohastheURLforthemeetingcanentertheroom Thisisthemostopenoption, whereguestsmerelyentertheroomwithouthavingthehostletthemin. 3
4 13. UnderAudioConferenceSettings,select Includethisaudioconferencewiththismeeting and makesurethat InterCall isselectedinthedropdowntab(thisshouldbethedefaultsetting). 14. ClickNext 15. Thisnextpageisaboutselectingparticipants.MakesureyouareselectedasaHost,andaddedto therighthandbox.clicknext. 4
5 16. Thisnextpageisaboutsendinginvitationstoparticipants.SincewehaveAdobeEventsModule, select Donotsendinvitations. Invitationswillbesentafteryouhavesetupandpublishedthe meeting. 17. ClickFinish 18. The AudioConferenceDetails providesthetollfreenumber(866) andconference code yourwebinarattendeeswillneedtoaccessthewebinar.wewilladdresscall in optionsforwebinarparticipantslaterinthewalkthrough. 19. Yourwebinariscreated! 5
6 CreatingyourRegistration Note:Tocreatearegistrationpage,youmusthavealreadysetupyourwebinarunder Meetings.Thisway theregistrationhasawebinartolinkto. 1. Afteryousetupyourmeeting,clickEventManagement 2. Selectthefolderforyourproject.Ex:BEST 3. ClickNewEvent 6
7 TheImageBelowisforSteps EventTemplate:SelectanEventTemplate.ToseeeachoneyoucanclickViewnexttothefield 5. Name:Enteranameforyourevent.Ex:Shannon swebinarregistration 6. Optional:CreateacustomURLthatrelatestoyourtitle 7. Putinashorteventinformationdescription.Thisdoesnotshowuponthemainregistrationpage butratherinthe EventCatalogue (Aplacethatshowsallupcomingwebinars) 8. Putindetailedinformationofyourwebinar.Ex:description,fee,time,date,whoshouldattend 9. Registerwithoutpasswordoption:Readthefineprint.Sincemanywebinarswillbefree,itmaynot benecessaryforyourparticipantstohavethisextrastep 10. Presentation:SelectLive,sincethisallowsyoutolinktheregistrationpagetoyourmeeting.Select OnDemandifyouwanttoconnectaneventtoarecording. 11. AttendeeApprovaloption:Ifyoucanonlyhaveaveryspecificaudienceforthiswebinar(i.e.hadto gotoaprerequisitetraining),youmaywanttodothisoption. 12. Visibility:SelectShowinCatalogsothatyourwebinarwillshowupintheEventCatalog Steps4 12: 7
8 TheImageBelowisforSteps AllowDirectEntryoption:Youmaywanttodothisforafreewebinarforthoselastminute participants. 14. Enterstarttimeandendtimeofyourwebinar. 15. Doublecheckthetimezoneiscorrect. 16. Registrationlimitoption:Selecttoenableandwriteinlimit.Ourlicenseallowsupto100users,so ifyouexpectalargeturnoutyoumaywanttowritein 95 withtheextraroomforhostsand presenters. 17. Eventlogo:Addinasmalllogo.Noteimagesizerecommendation. 18. SmallBannerImage:Addinapicturethatislongerthanitiswidethatwillshowupinmost s sentouttopeople.noteimagesizerecommendation. 19. LargeBannerImage:Addinapicturethatislongerthanitiswidethatwillshowupinthemain registrationpage.noteimagesizerecommendation. 20. Writeinthespeaker sname. 21. Writeinabriefspeakeroverviewthatwillshowupinthemaineventpage. 22. Writeinamoredetailedspeakeroverviewthatguestscanreadabout. Steps13 22: 8
9 TheImageBelowisforSteps Addinaspeakerimage.Noteimagesizerecommendation. 24. SelectLanguage.Englishisthedefault. 25. EventUserPolicy:Selectfirstoption. 26. AvailableTags:Clickthetagsthatrelatetoyourwebinar.Makesurewebinarisclickedfora Live presentationandrecordedisclickedtoconnectarecording. 27. ClickNext Steps23 27: 28. Thisnextpageiswhereyouconnectyourregistrationtoyouralreadycreatedwebinar.Clickthe folderthatrelatestoyourproject(i.e.bestwebinars). 29. Findthemeetingforwhichyouaremakingtheregistration.Note:Itisusuallyhelpfultousea similarnameforyourregistrationandwebinartoeasilysyncthem. 30. ClickNext 9
10 31. Thisiswhereyouselectregistrationquestions.Clickallthefieldsyouwantyourgueststofillout. 32. CampaignTracking:unclickunlessyouwanttoinvestigatemoreaboutthisoption. 33. ClickNext 34. Thispageallowsyoutocreateyourownquestionsandmakeanyfieldsrequired.Ex:Toadda questionsuchas Isthisyourfirstwebinar?,clickNewMultipleChoiceandtypethisintothe Questionsection.Type Yes intoanswer1,clickaddbelow,andtype No intoanswer2.ifyou wantyourgueststoanswerthis,select ResponseisRequired. ClickSave. 35. Repeatasdesired. 36. Whenyouhaveallthequestionsyouwant,clickNext. 10
11 37. YouwillseeCDCIConnectasHost.ClickAddGuesttoadd addressesofpeopleyouthinkmay wanttoattendthewebinar.clicksaveandthenclicknext. 38. Thisnextsectionallowsyoutocontrolwhatkindof swillbesentouttoyourguests.Youcan customizetimeof andlayoutofeach byselecting Customize andalteringas necessary.note: sdonotgooutuntiltheeventispublished,whichisalaterstep
12 40. Thislastsectionallowsyoutolookoverthesummaryofyourregistration.Note:Youcanpreview allthepagesyourguestswillseeunder ParticipantView. Thelinktotheloginpageforthe webinarislistedundereventurl. 41. Youcaneditanysectionbyusingtheheadingsatthetopofthepage.Ex:Anincorrectlogowas inserted.clickeditinformationtoclearthisimageanduploadthecorrectone.clicksave.returnto EventInformationtopreviewagain. 42. Onceyouaredonecreatingyourregistration,clickPublish.Thismakesallthelinksliveandsends outinvitation stotheguestsyouaddedinearlier. 43. GototheEventCatalogandseethewebinarlistedwithoptionstoregisterorvieweventdetails. 12
13 44. Whenyouwanttoseewhohasregistered,clickEventManagement,selectthefolderyoubelongto, clicktheregistrationyouwanttoview.select Reports. Hereyouwillseeasummaryofhowmany youinvitedtoregister,howmanyhaveregistered,etc.clickonthecategoryyouwishtoviewin moredetailtoseealistofparticipants.(anotherwayofviewingwhohasregisteredistoclick ParticipantManagement,andyouwillseealistofeveryone.Thisincludesyou,thehost,whoyou invited,andwhohasregisteredasaparticipant.) 45. Note:Onceregistered,participantswillautomaticallybesenta thankyouforregistering if theydonotneedapproval. 46. Youareallset!Postthelinktotheeventspageonyourwebsiteorsendittootherguestsyoumay nothaveinitiallyinvited.itwillalsoshowupintheeventscatalogpage,whichislinkedfromthe CDCIWebinarpage. 13
14 CreatingYourWebinarLayout 1. Onceyouenteryourmeetingroom,youwillseetheMeetingDefaultlayout. 2. (ToStartyourwebcam,clickStartMyWebcam) 3. Thelargesection(Adobecallstheseboxes pods )iswhereyouwillbesharingyourpresentation. ClickthedropdownShareMyScreenbuttontoselectwhatyouwanttoshowyourguests.For example,ifyouwanttobringupapowerpointpresentation,clicksharemydocumentandbrowse yourcomputerforthefile.forthisexample,thereisanatwebinarpowerpointfile. 14
15 4. YourPowerpointwillthenloadintothepod.Usethearrowsatthebottomofthepodtogotothe nextslide.thebuttonstostopshowingthefileortodrawonslidesareatthetopofthepod. 5. IfyouarenotusingaPowerpointandwanttoshowyourguestssomethingonyourdesktop,select ShareScreen insteadof ShareDocument.Itwillaskyouifyouwanttoshareyourdesktopor specificapplicationsyouarerunning.selectwhicheveryouwanttoshowguests. 6. Toadddifferentpods,clickthePodsbuttonatthetopofthepage.Youcanalsomovepodsby draggingthem,andresizethembyclickinganddraggingthecorners.belowisanexampleof incorporatinganewpodfornotes,butthereareavarietyofotherpodstoaddorremove. 15
16 7. Alinewillappeartohelpwithpodalignment.Nowyouhaveanewlayout. 8. Togetridofapod,clickthePodsbuttonatthetopanduncheckthepodyouwantremoved. 9. Onceyouhavethelayoutyouwant,youarereadytohostthewebinar. 16
17 StartingtheWebinar 1. OnceguestsclicktheURLyouhavesentthem,theywillgetascreenpromptingthemtoenterasa guest(unlessyouchosetheopenaccessoptionwhensettingupthemeeting,thenitwilltakethem directlyintothemeetingroom). 2. You,ashost,willgetasmallnotificationwhereyoucanallowordenythisguest.(Clickthecheck marktoletthemin,orthexmarktodenythem.) 3. Onceyouallowthemaccess,theywillshowupinyourParticipantsList.Ifthispersonisa presenter,youcandragthemuptothepresentersection,orclickmakepresenter.onceapresenter, theyhaveaccesstothesameoptionsyoudoasahost. 17
18 4. AstheHostyoucanbeginthemeeting saudioconferencingbyselecting StartMeetingAudio fromthe Audio menuinyourcommandbar. 5. Onceyouselect StartMeetingAudio aboxwillappearaskingyou Howdoyouwantattendeesto jointhismeeting saudioconference? Byselectingboththe UsingComputers and UsingPhone optionsyouwillallowattendeestoparticipateusingeitherthemicrophoneontheircomputeror throughtheirphone.note:youwillhavetoselectthe Enablemicrophonerightsforparticipants optiontoallowmeetingattendeestospeakthroughtheircomputermicrophones. 6. ClickStarttoselecthowyouwouldliketoformanaudioconnectiontothemeeting. 7. Byselectingthe Dial out option(a)youcanchoosetohavetheconferenceservicecallyour phonedirectly.thisisthebestoptionasitwillautomaticallyassociateyourusernamewithyour phonenumber.afteryoureceiveacallyouneedtopress 1 onyourkeypadtojointhe conference.note:atthistimeadobeconnectisnotabletodialouttoaphonenumberthat containsanextension.foraphonelinewithanextensionyouwillhavetouseoptions(b)or(c). 18
19 8. Byselectingthe Dial intotheaudioconferenceviaphone option(b)youwillneedtocallthetoll freenumber(866) andentertheconferencecode followedbythepound # sign.unlikethe Dial out optionthiswillnotautomaticallylinkyourusernameandphone number;ratherthephonenumberyouusedtodialinwithwillappearasanadditional participant. 9. Tomergeaparticipantnameandthephonenumbertheyusedtodialintothemeeting,dragthe phonenumberuntilitisoverthecorrectparticipantsnameandrelease.apromptwillappear askingifyouwanttomergethephonenumberwiththeparticipant.clickthemergephonenumber optiontolinktheparticipantwiththecorrectphonenumber. 10. Byselectingthe UsingComputer option(c)participantswillbeabletousethevoiceover InternetProvider(VoIP)optionthatCDCIhasusedpreviouslywithitswebinars.Thisoptionwill directaudiothroughaparticipant scomputerandreceiveaudiofromtheirmicrophone.note:to allowparticipantstotalkwiththeirmicrophone Enablemicrophonerightsforparticipants must becheckedinthe StartMeetingAudio box.also:participantswillinitiallybemutedinthevoip optionsoastonotdisturbthespeaker. 11. InadditiontothesethreeoptionsAdobeConnectallowstheHostorPresentertoplaceacalloutto aparticipant.tousethisoptionselectthe CallaNewUser optionfromtheaudiomenuinyour commandbar.whenpromptedentertheparticipantsnameandthephonenumberadobeshould usetocontactthem.note:aswiththe Dial out optionadobeisunabletocallouttoaphone numberthatcontainsanextension. 19
20 12. Afteryourwebinarparticipantsareconnectedyoucanmanagetheirmicrophone/telephoneuseas ahostorpresenter.ifaparticipant saudioisobstructingthewebinar(theycouldhaveplacedthe conferencecallonholdtotakeanothercall thiswillcausetheirphonetoproduce onholdmusic whichwillbebroadcastintotheadobeconnectmeetingroom oreatingchips,singing,thelistis nearlyendless)youcanchoosetomutetheiraudio. 13. Firstchecktoseewhichparticipantiscausingthedisruption.Thiscanbeaccomplishedbylooking atthemicrophoneortelephoneiconnexttotheparticipant snameinthe ParticipantNod. Ifa participantismakingnoiseintotheirmicrophonelittle soundwaves willappearnexttotheicon. Nextclickontheparticipantsnameandselect MuteAttendee fromthedropdownmenu. Whentheparticipantismutedtheirmicrophoneortelephoneiconwillbedisplayedwithared slashthroughit. 14. Youalsohaveoptionstoenableparticipants webcamsandmicrophones.ifyourwebinarisusing bothvoip(theconnectfromcomputeroption)andthecall inoption,itisrecommendedthat participants microphones/videoremainoffsothatthepresenterdoesnotgetinterruptedorcut off.tokeepparticipantsengaged,theyhaveaccesstothechatboxwheretheycanpostquestions andcommentstothepresenterandotherparticipants. 20
21 15. Forthehostorpresentertospeak,makesure ConnectMyAudio isselectedbyclickingthe microphoneorphoneicon.thiswillalsobethecaseifyouenableaparticipant smicrophone. (Makesuretotellparticipantstoselect ConnectMyAudio astheymaynotbefamiliarwiththe AdobeConnectplatform). 16. WithinthemeetingyoucandecidetouseBreakoutroomsforyourparticipants! 17. TobeginusingabreakoutroomclickontheBreakoutRoomIconlocatedonyourAttendeesPod menu: 18. Withinthebreakoutroomsetupyouhavetheoptiontoassignparticipantstospecificgroups,orto automaticallydistributetheparticipantsevenlythroughoutthebreakoutrooms.note:eitherof theseoptionscanbedonepriortostartingthebreakoutroomswithoutaffectingthescreensofthe participants. 19. Option1:TohaveAdobeConnectevenlydistributeparticipantsamongtheavailablebreakout roomsclickontherandomdistributionbuttonintheattendeespod. 21
22 20. Toassignparticipantstospecificroomssimplyclickonaparticipant snameandchoosewhich breakoutroomtoplacetheminfromthedropdownlist. 21. ToaddadditionalbreakoutroomssimplyclickontheAddaBreakoutRoombutton(A)locatednext totherandomdistributionbuttonintheattendeepod.toremoveacreatedorexistingbreakout RoomsimplyclickonthexiconnexttotheBreakoutRoomtitleintheAttendeePod(B). A: B 22. Onceyouhavedistributedparticipantstotheirbreakoutrooms,youcanbeginyourbreakoutroom sessionbyclickingonthestartbreakoutsbutton. 23. WhentheBreakoutSessionbeginsyouwillreceiveanoticelettingyouknowthatthebreakout roomsareactive.fromthisscreenyoucanendthebreakoutsession(a)orsendamessagetoallof thebreakoutroomssimultaneously(b);selectingthebroadcastmessageoptionwillopenanew dialogueboxintowhichyoucanenterthemessageyouwanttosendtoallmeetingparticipants (C). A B C 22
23 24. Thebreakoutsdialogueboxmenucanbere openedanytimeduringthebreakoutsessionby clickingontheyellowbreakouticonlocatedintheupperrightoftheadobeconnectscreennextto thehelpmenu. 25. WhenyouwanttoendtheBreakoutSessionandreturntotheAdobeConnectWebinarformatyou canclickontheendbreakoutsbuttonintheattendeespod. CongratulationsyoucannowstartandendBreakoutRoomSessions! 26. Ifyouwanttorecordyourwebinar,clickMeeting,andthenRecordMeeting.Atthenendofthe meeting,gobacktomeetingandselectstoprecording.therecordingwillbelocatedinthemain Adobepage.Enjoyyourwebinar! 23
24 AdditionalSupport 1. AgreatresourcetolearnmoreaboutAdobeConnect scapabilitiesisadobe slistingoffreesupport webinars.theseareoffereddailyaround10am.clickthelinktovisitcurrentandupcoming trainings IfyouwantmoreinformationonhowtosetupPods,haveaquickquestion,orjustinterestedin knowingmoreaboutthebellsandwhistlesofadobeconnect,ouraccountrepiscolemanning.his technicalquestion,hemaydirectyoutotheitdepartment. 4. Brendanisavailabletohelponsite!JuststopbytheI TeamofficeortheLibrary.Ifnotavailableor 24
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