ADOBE ACROBAT CONNECT ADD-IN FOR MICROSOFT OUTLOOK USER GUIDE

ADOBE ACROBAT CONNECT ADD-IN FOR MICROSOFT OUTLOOK USER GUIDE

2007 Adobe Systems Incorporated. All rights reserved. Adobe Acrobat Connect Add-in for Microsoft Outlook User Guide If this guide is distributed with software that includes an end user agreement, this guide, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. Except as permitted by any such license, no part of this guide may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written permission of Adobe Systems Incorporated. Please note that the content in this guide is protected under copyright law even if it is not distributed with software that includes an end user license agreement. The content of this guide is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Adobe Systems Incorporated. Adobe Systems Incorporated assumes no responsibility or liability for any errors or inaccuracies that may appear in the informational content contained in this guide. Please remember that existing artwork or images that you may want to include in your project may be protected under copyright law. The unauthorized incorporation of such material into your new work could be a violation of the rights of the copyright owner. Please be sure to obtain any permission required from the copyright owner. Any references to company names in sample templates are for demonstration purposes only and are not intended to refer to any actual organization. Adobe, the Adobe logo, and Acrobat Connect are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. Microsoft is either a registered trademark or a trademark of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. Adobe Systems Incorporated, 345 Park Avenue, San Jose, California 95110, USA. Notice to U.S. Government End Users. The Software and Documentation are Commercial Items, as that term is defined at 48 C.F.R. 2.101, consisting of Commercial Computer Software and Commercial Computer Software Documentation, as such terms are used in 48 C.F.R. 12.212 or 48 C.F.R. 227.7202, as applicable. Consistent with 48 C.F.R. 12.212 or 48 C.F.R. 227.7202-1 through 227.7202-4, as applicable, the Commercial Computer Software and Commercial Computer Software Documentation are being licensed to U.S. Government end users (a) only as Commercial Items and (b) with only those rights as are granted to all other end users pursuant to the terms and conditions herein. Unpublished-rights reserved under the copyright laws of the United States. Adobe Systems Incorporated, 345 Park Avenue, San Jose, CA 95110-2704, USA. For U.S. Government End Users, Adobe agrees to comply with all applicable equal opportunity laws including, if appropriate, the provisions of Executive Order 11246, as amended, Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974 (38 USC 4212), and Section 503 of the Rehabilitation Act of 1973, as amended, and the regulations at 41 CFR Parts 60-1 through 60-60, 60-250, and 60-741. The affirmative action clause and regulations contained in the preceding sentence shall be incorporated by reference.

Contents Chapter 1: Before you begin................................ 5 System requirements............................................ 5 Install the Acrobat Connect Add-in for Microsoft Outlook........... 5 Uninstall the Acrobat Connect Add-in for Microsoft Outlook......... 6 Help components............................................... 6 Using Help..................................................... 6 Acrobat Connect resources...................................... 7 Adobe.com.................................................... 8 Chapter 2: Using the Acrobat Connect Add-in for Microsoft Outlook................................................. 9 Configure Acrobat Connect server information.....................9 Optimizing bandwidth.......................................... 10 Creating and joining Acrobat Connect meetings from Outlook...... 10 Configuring and managing Acrobat Connect meetings............. 12 Index.................................................. 15 3

4 Contents

CHAPTER 1 Before you begin 1 If you haven t installed your new software, begin by reading some information on installation and other preliminaries. Before you begin working with Adobe Acrobat Connect Add-in for Microsoft Outlook, take a few moments to read an overview of Help and of the many resources available to users. System requirements A complete listing of system requirements for the Acrobat Connect Add-in for Microsoft Outlook is available at www.adobe.com/go/connect_sysreqs_en. Install the Acrobat Connect Add-in for Microsoft Outlook 1. From the Adobe website, click the Acrobat Connect Add-In For Microsoft Outlook link to download the installation file to your desired location. 2. Close Microsoft Outlook. If it is open when you start the installer, you will be asked to close it before you can proceed with the installation. 3. Double-click the installation file. NOTE If an existing version of the add-in is already installed, a dialog box appears asking you to uninstall it before installing a new version. The Setup wizard appears. 4. Follow the instructions in the Setup wizard. During installation, the wizard may ask you to install some.net Framework applications if they are not already on your system. NOTE The first time you start Outlook after installing the add-in, you must configure the Acrobat Connect server information. For more information, see Configure Acrobat Connect server information on page 9. 5

Uninstall the Acrobat Connect Add-in for Microsoft Outlook 1. In Windows, select Start > Control Panel. 2. In the Control Panel, double-click Add Or Remove Programs. 3. In the list of currently installed programs, select Adobe Acrobat Connect Add-In For Microsoft Outlook and click the Remove button. A dialog box appears asking if you would like to remove your preferences. If you click Yes, you will need to reconfigure your preferences if you reinstall this application. 4. Follow the instructions in the uninstall wizard. Help components Help The documentation is available in Help. To access it, open a meeting invitation and select Add Acrobat Connect Room > Help. You can also access context-sensitive Help from the Help button in any of the application s dialog boxes. PDF version of Help To view all the Help topics in a single PDF document, download the PDF from the Download Center at www.adobe.com/go/connect_outlook_en or the Documentation Center at www.adobe.com/go/connect_documentation_en. Using Help The following topics describe how to use Help for the Acrobat Connect Add-in for Microsoft Outlook. Browse Help topics In the navigation pane, do one of the following: To browse by topic, click the Contents tab. To browse alphabetically, click the Index tab. Search Help topics 1. In the navigation pane, click the Search tab. 2. Type one or more words in the text box, and click the Search button. Topics matching the search terms appear in the navigation pane, listed in order of relevance. 6 Before you begin

These tips can help you improve your search results in Help: If you search using a phrase, such as screen sharing, put quotation marks around the phrase. The search returns only those topics containing all words in the phrase. Make sure that search terms are spelled correctly. If a search term doesn t yield results, try using a synonym, such as web instead of Internet. Navigate Help Navigate Help by doing any of the following: Expand items in the Contents tab until you reach the desired topic. To view a topic, click its title in the Contents page. Click the left or right arrow in the reading pane to go to the previous or next topic. Click Back on the toolbar to go to the last page you viewed. Click Forward to go to the page you viewed before clicking the Back button. Acrobat Connect resources Quick Start Adobe offers Quick Start demos for Acrobat Connect and Acrobat Connect Professional. These short demos show you how to do common tasks. To view Quick Start demos, select Help > Quick Start from a meeting room. Resource Center This site, at www.adobe.com/go/resources_connect_en, is updated regularly with tutorials, simulations, best-practices information, and links to procedures. Support Center This site, at www.adobe.com/go/support_connect_en, contains current support information, including technical notes, helpful presentations, and support program details. Documentation Center This site, at www.adobe.com/go/connect_documentation_en, contains documentation for all Acrobat Connect products, answers to frequently asked questions, articles about specialized topics, and presentations. Acrobat Connect resources 7

Adobe.com The following resources are available on the Adobe website: Adobe Design Center Offers articles, tips, and tutorials in various formats, including video, Adobe PDF, and HTML. The content is authored by industry experts, designers, and Adobe publishing partners, and new content is added monthly. You ll also find Adobe Studio Exchange, where users download and share thousands of free actions, plug-ins, and other content. Adobe Design Center is available in English, French, German, and Japanese. Adobe Developer Center Provides information for advanced users, including software and plug-in developers. You ll find tutorials, SDKs, scripting guides, and sample code, in addition to forums, RSS feeds, online seminars, and other technical resources. Communities Features forums, blogs, and other avenues for users to share technologies, tools, and information. Users can ask questions and find out how others are getting the most out of their software. User-to-user forums are available in English, French, German, and Japanese; blogs are posted in a wide range of languages. 8 Before you begin

CHAPTER 2 Using the Acrobat Connect Add-in for Microsoft Outlook 2 The Acrobat Connect Add-in for Microsoft Outlook lets you quickly add your Acrobat Connect or Acrobat Connect Professional meeting information to your Microsoft Outlook appointment requests. Using Outlook s scheduling functionality, you can easily review attendees schedules and plan times for your meeting. When you schedule an Acrobat Connect meeting, you create an Outlook appointment request that includes your invitees. Outlook then adds this appointment to the calendar of all attendees and provides reminders to all attendees who accepted the request. Using Acrobat Connect or Acrobat Connect Professional, you can quickly and easily schedule meetings with employees, customers, partners, investors, suppliers, and others who have access to your network. For more information about Acrobat Connect, see www.adobe.com/go/ connectpro_productinfo_en. Configure Acrobat Connect server information The first time you start Outlook after installing the Acrobat Connect Add-in for Microsoft Outlook, the add-in checks the Outlook and Acrobat preferences for an existing Acrobat Connect meeting room URL, login, and password. If it cannot find this information, it prompts you to configure it. 1. Start Microsoft Outlook. The Setup Acrobat Connect Add-In For Microsoft Outlook window appears. 2. If your server is a secure server (recommended), select the Use Secure Connection option. If this option is selected, the URL begins with https; otherwise, it begins with http. 3. Enter the complete URL for your meeting room, beginning with http:// or https:// and including the server address and your default meeting room name; for example, https:// my.server.com/mymeetingroom. 9

4. Enter your login and password information. 5. If you want to save an encrypted copy of your password locally, select the Remember My Password option. If you do not select this option, you must enter your password each time you access the Preferences panel. 6. Click Next. You see a drop-down list containing every meeting room you created from the server and account that you entered in step 3. The meeting URL for the selected meeting also appears. If you wish, you can edit the default meeting invitation text. 7. Click Done. NOTE You can change these settings anytime. For more information, see Configuring and managing Acrobat Connect meetings on page 12. Optimizing bandwidth Plan your Acrobat Connect meeting to optimize the bandwidth capabilities of your meeting attendees. If all attendees have fast broadband connections, you can easily include audio or video interaction within your Acrobat Connect meeting room. However, if some meeting attendees have slower connection speeds less than 56 kilobits per second (Kbps) consider using graphic images judiciously, and excluding audio or video, to ensure that your audience has a good viewing experience. Creating and joining Acrobat Connect meetings from Outlook When you create an Acrobat Connect meeting in Outlook, you can use your Outlook address book or your global address book to invite users to the meeting. You can use Outlook to send e-mail meeting invitations and remind attendees of upcoming meetings. Create an Acrobat Connect invitation for your default meeting room Create an Acrobat Connect meeting invitation in one of the following ways: From the Outlook main window, click the Acrobat Connect Meeting button on the Acrobat Connect Add-In toolbar. 10 Using the Acrobat Connect Add-in for Microsoft Outlook

From the Outlook main window, select New > Appointment or New > Meeting Request. Then in the meeting invitation e-mail that appears, click the Acrobat Connect Meeting button. NOTE In Outlook 2007, the Acrobat Connect Add-In toolbar is under the Add-Ins tab. The meeting invitation e-mail includes the invitation text, the URL for the Acrobat Connect meeting room, and audio conference details, if applicable. NOTE To change the default text used in a meeting invitation, select Acrobat Connect Room > Preferences. Configure the meeting information just as you would for any Outlook meeting invitation. For more information, see Outlook Help. NOTE With the exception of the meeting host, all meeting attendees are configured as meeting participants. To change participants to presenters, you must change the Acrobat Connect Meeting properties. For more information, see the Acrobat Connect Help. Create an Acrobat Connect invitation for another meeting room 1. From the Outlook main window, select New > Appointment or New > Meeting Request. 2. In the meeting invitation e-mail, click Add Acrobat Connect Room and select a meeting room. 3. Configure the meeting information just as you would for any Outlook meeting invitation. For more information, see Outlook Help. Creating and joining Acrobat Connect meetings from Outlook 11

Join an Acrobat Connect meeting Acrobat Connect meeting invitations are sent as e-mail and include the URL of the Acrobat 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 Outlook calendar and click the meeting room URL. TIP For recurring meetings, you can bookmark the meeting room URL in your browser for easier access. Configuring and managing Acrobat Connect meetings From the Preferences panel, you can perform these tasks: Set the default Acrobat Connect meeting room Edit the default Acrobat Connect meeting invitation text Select a different Acrobat Connect user account (if you have more than one) Set Acrobat Connect server information Access the Acrobat Connect Manager website Configure and manage meeting preferences 1. In Outlook, open a new or existing meeting invitation or appointment. 2. Select Add Acrobat Connect Room > Preferences. 3. If the Login window appears, enter your password. 4. In the Preferences panel, do any of the following tasks: Change the default meeting room: From the Meeting Room drop-down list, select a default meeting room. Change the default invitation text: Edit the text in the Meeting Invitation Text box. Change your user account: Click the Change Account button, and in the User Accounts window that appears, select a new account from the list. This option is available only for users with multiple Acrobat Connect accounts. 12 Using the Acrobat Connect Add-in for Microsoft Outlook

Change server information 1. In Outlook, open a new or existing meeting invitation or appointment. 2. Select Add Acrobat Connect Room > Preferences. 3. If the Login window appears, enter your Acrobat Connect password. 4. In the Preferences panel, click Change Server. 5. In the Change Server panel, edit the server URL. Include the complete server URL, with http:// or https://, and the server address; for example, https://my.server.com. 6. If your server is a secure server, select the Use Secure Connection option. 7. Enter your Acrobat Connect login name and password. 8. Click OK. Manage meetings From the Acrobat Connect Manager website, you can create new meetings and edit meeting names, audio conference information (if applicable), and the roles of meeting attendees. 1. In Outlook, open a new or existing meeting invitation or appointment. 2. Select Add Acrobat Connect Room > Preferences. 3. If the Login window appears, enter your password. 4. In the Preferences panel, click the Manage Meetings button. 5. In the Connect Manager website, make changes to your meetings as desired. For more information on using the Connect Manager website, click the Help link. 6. To refresh the Preferences panel so that it reflects the changes you made, click the Refresh button. Passwords If you save your password when configuring the Acrobat Connect Add-in for Microsoft Outlook, the password is encrypted and saved on your local computer. If you do not save it, your password is cached locally for immediate use and discarded after the operation is complete. Subsequently, every time you open the Preferences panel, you must enter your password in the Login dialog box. If at any time you want to save your password, check the Remember My Password option the next time you enter your password. Configuring and managing Acrobat Connect meetings 13

14 Using the Acrobat Connect Add-in for Microsoft Outlook

Index A Acrobat Connect about 9 resources 7 Acrobat Connect Add-in toolbar 10 Acrobat Connect Manager website 13 Acrobat Connect Meeting button 10, 11 Acrobat Connect Professional about 9 resources 7 Add Acrobat Connect Room menu 11 Adobe resources 8 B bandwidth, optimizing 10 C configuring meetings 12 creating meetings 10, 11 D default meeting room 12 documentation additional resources 7, 8 Help 6 I installing 5 invitation text 12 J joining meetings 10, 12 M meeting toolbar 10 meetings configuring 12 creating 10, 11 default room for 10, 12 invitation text for 11, 12 joining 10, 12 managing 12 refreshing information 13 O Outlook 2007 11 P passwords 13 preferences 12 R refreshing meeting information 13 resources Acrobat Connect 7 Acrobat Connect Professional 7 Adobe 8 15

S server information changing 13 configuring 9 system requirements 5 U uninstalling 6 user accounts, changing 12 16 Index