Using the new Momentum Virtual Room(s) and Teleconference Line

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1 Using the new Momentum Virtual Room(s) and Teleconference Line 1.1 Our intent is to encourage use of the on-board audio (VoIP) for all our conferencing needs, since it is free. Teleconference bridging is available, but costs us $.045 per person per minute. 1.2 Webinars best to use teleconference line for speakers/presenters, all others use VoIP. 1.3 Meetings best to use VoIP for all participants. 2. Enabling Audio on your Computer 2.1 Have all registrants for webinars ensure they have working speakers and computer audio, at a minimum. 2.2 Have all meeting participants ensure they have working speakers and a working microphone, at a minimum. Headsets with both microphone and ear-bud speakers recommended, but webcams with built in microphones, and independent speaker systems, also OK. 2.3 Have all registrants and participants test their computers by having them go to this link: Do some instruction on how to use the system, both with meeting participants (i.e. regulars) and with webinar registrants: adobe connect 8/meeting roles and user interface overview/ 2.5 Check the following once logged into the virtual meeting room: a. Check to see that the speaker icon top of screen (see picture) is GREEN. b. If the virtual room has a playable sound-check demo, play it and adjust volume of speakers for appropriate sound levels. To adjust speaker volume, click on arrow to immediate right of speaker icon. c. If the virtual room does not have a playable demo, wait for sound check to be introduced by host, and adjust volume of speakers as above and below.

2 3. Log In Sequence This is how the Log In sequence will go for all meetings and webinars. One will simply have to replace the virtual room identification, which in this example is shrtnorientation, with the appropriate virtual room identification for the event that is planned (i.e. shrtnadd for the Activity and Aging Community of Practice virtual room, or copcaa for the Communicative Access and Aphasia Community of Practice virtual room, etc.) 3.1 In the browser URL space, type A Log In page will appear. Select Enter as a Guest. Type your name in the space provided, as you would like others to see it. Click on Enter Room. 3.2 A web page opens (see picture below), and a new window also opens with the words Adobe Connect.Connecting (see next picture)

3 3.3 The Virtual Room will appear. It will, in all probability, NOT look exactly like this, but there should be a sharing area, an Attendees area, a Chat area, and perhaps some notes. For webinars, a slideshow will probably be in the main screen area. 1. The

4 3.4 If this room does NOT appear onscreen, first look at the bottom of your screen in the program tabs. See if the following tab is visible. If it is, click on it and the Virtual Room page should appear. 3.5 If there is no tab such as this (will have the green Adobe Connect logo such as shown, but may have a different name, depending on which Virtual Room you are going into), go back to the webpage that looks like this and click on the link Open a new meeting room window. 2. If there is no 3.6 Sometimes, the new window opening will freeze onscreen in the upper left of the screen. In cases like this, go through the log in process from the beginning, again. 3.7 If the Virtual Room will not open, it is possible that your Flash Player add-in is either corrupted or being prevented from opening. You may have popups disabled. If this is the case, hold down the Control (Ctrl) key and click on the link to open a new meeting room window. If this fails, try re-installing or updating your Flash Player.

5 4. Enabling Audio (Usually a First-Time Only Setup Requirement) 4.1 Often, simply ensuring your speaker icon top of screen is enabled (in which case it will turn green) will give you your audio. 4.2 If you need to adjust your speaker volume from the Virtual Room, select the down-facing arrow next to the speaker icon top of screen (next to the word Meeting ). Then select Adjust Speaker Volume and move the setting louder or softer as needed.

6 4.3 To mute your speaker at any time, just click on the speaker icon. It will mute and un-mute at the click of that button. When the button is white, the speakers are muted. When the button is green, the speakers are active. A little drop-down box also tells you whether you will be muting or un-muting by pressing the icon button 5. Enabling Two-Way Conversations via VoIP Setting up Speakers, Microphone and Testing Silence to enable Conversations via VoIP 5.1 On the ribbon at the top of the screen (SHRTN logo at left), click on the word Meeting. 5.2 From the drop-down menu, select Audio Setup Wizard

7 5.3 Click Next Click Next again. Click on Play Sound to hear the test sound and determine if your speakers are working OK. Click Stop Sound to discontinue. A blue progress bar will move across the screen to indicate that the sound is playing. If you heard the sound OK, click Next.

8 5.5 Select the default device for your microphone. Your choices will be different, depending upon your equipment. If more than one device exists, it will list them. If you are not sure which one to select, leave this step and Adobe will select a default for you. If this does not seem to work for you, go back and run the Wizard again, selecting different devices until you find one that works. Click Next. 5.6 Click on the Record button. It will change to a Stop button. As you speak, it will show, with a blue progress bar, if the microphone is picking up your voice. After speaking the test sentence, click Stop Playing, and then click Play Recording. You should be able to hear your recorded voice through the speakers. Click Next.

9 5.7 Click on Test Silence once most non-ambient noise in your area is silenced as much as possible such as a dog barking, music playing, etc. Click Next 5.8 Click Finish. 6. Adobe s Bridging to Teleconference Line SHRTN is attempting to limit all use of the teleconference line features of Adobe Connect, as there is a cost of $.045 per minute per person using that line.

10 However, in situations where people have no access to the equipment enabling VoIP, but DO have access to a telephone and computer with high-speed internet access, a web conference or webinar may utilize the teleconference line bridging that is available with Adobe. In such cases, the teleconference line to use will be visible in the Virtual Room. Log into the Virtual Room first to see which line is for use. The lines will differ, so please do not copy these numbers for future use or attempt to use these lines without being in the Virtual Room. 7. Possible Troubleshooting and Facilitating Tips 7.1 Where possible, start your webconference session on a computer that has been freshly started or restarted. Adobe uses a lot of memory and if you have been using your computer all day, especially if it is an older machine or one on a server that has been busy all day, you may encounter problems. Close all non-essential programs running in the background. Free as many system resources as you can. 7.2 Always ensure your Flash Player is up to date. A good way to do this and also ensure your system is ready to connect, is to use the system test: A hard-wired internet connection (where you have a plug in your Ethernet port that goes directly to the router or hub) is the best system to use, with the fewest disconnects and the fastest speed and bandwidth. Wireless systems may disconnect and reconnect Adobe, attempting to gain the best connection possible wirelessly. However, if many computers are attempting to use the same router, all with hard-wired connections, speed may slow considerably with other traffic. 7.4 Ensure all plugs and connections to USB ports (like headphones, microphones, etc.) are all tightly plugged in before the videoconference. 7.5 If Adobe Connect freezes temporarily, and gives the message Internet Connection has been lost (or words to that effect), just wait. Adobe seeks to reconnect and restore your Virtual Room on its own without any intervention by you. This can take from a few seconds to a minute or so. Don t forget to check your program tray (the ribbon at the bottom of the screen) for the Adobe Connect icon click on that if you lose your place.

11 7.6 If you are unable to reconnect automatically through Adobe, exit (close) the Virtual Room, find the webpage that looks like this below, and select Open a new meeting room window. This should open a brand new version of the Adobe Connect Virtual Room.

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