Adobe Connect
Users’ Guide
of Basic features

Last Updated:

March 17, 2008

1

Adobe Connect Users’ Guide of Basic Features Last Updated: March 17, 2008

Table of Contents

1Introduction

2Accessing Adobe Connect

2.1Setting up a Meeting

2.2Notifying Attendees

2.3Getting the Required Hardware

2.4Setting up Adobe Connect on Your Computer

2.5Logging into a Meeting

3Privileges of attendees

3.1Three Levels of Attendees

4Hosting a meeting

4.1Invite Participants

4.2Recording a Meeting

4.3Change the Host level

4.4Host Cursors

4.5Changing an Attendee’s Level

4.6Meeting Room Layouts

4.7Create New Layouts

4.8Organizing Layout

4.9Pods

5Communicate

5.1Running the audio check

5.2Voice Chat(Camera and Voice pod)

5.3Text Chat(Chat pod)

5.4Indicate Status(Attendee List pod)

6Collaborate (Share pod)

6.1Uploading Documents into the Meeting Area

6.2Request Control of a Shared Screen

6.3Request Control to Manipulate Someone Else’s Computer

6.4Share Desktop

6.5Share Document

6.6Share Whiteboard

7accessiblity

8Resources for help in using Adobe Connect

8.1Help within Adobe Connect

8.2Technical Support

1

T/TAC Online

Adobe Connect Users’ Guide of Basic Features Last Updated: March 17, 2008

1Introduction

This document is to be usedserves as a Users’Guide to the basic features of Adobe Connect. Adobe Connect is a web-conferencing tool that allows attendees to share documents, computer desktops, and virtual whiteboards for the purpose of synchronous collaboration at a distance.

2Accessing Adobe Connect

2.1Setting up a Meeting

If you would like to host a meeting via Adobe Connect, please contact Dan Gieckel at . You will need to provide him with the desired date and time of the Adobe Connect meeting, and with the names and email addresses of all of the attendees. He will respond via email to confirm if your desired date and time are available. He will also set up user accounts in Adobe Connect for each of your meeting attendees.

2.2Notifying Attendees

Once the meeting has been confirmed and the attendees have been set-up in Adobe Connect, they will receive a meeting notice via email. The email will contain instructions regarding steps that the attendees must do prior to the Adobe Connect meeting to make sure that their computer is ready and that they have the required hardware.

2.3Getting the Required Hardware

To participate in an Adobe Connect meeting, all attendees will need a computer with high-speed internet access.[KTM1]

All attendees will also need headphones with a built in microphone. Note:If you use the microphone built into your computer, there will be audio feedback on the session that will be disruptive to the other attendees. The headphones with built in microphone help to eliminate audio feedback and drown out background noises.

If desired, attendees may also use a web camera. If the Adobe Connect meeting appears to be slow, the web camera may be causing internet bandwidth conflicts—making it necessary to unplug the web cameras to continue with the Adobe Connect meeting.[KTM2]

2.4Setting up Adobe Connect on Your Computer

The first time that you use Adobe Connect, there are some things that must be done to get the computer that you will be using ready. Click on the link to the Getting Started Guide. Perform the first three steps to:

  1. Install Adobe Connect on your computer
  2. Test your computer
  3. Install Adobe Flash Paper

[KTM3]

2.5Logging into a Meeting

After setting up your computer for Adobe Connect, click on the meeting link that was listed in the email invite that you received or go to

TheAdobe Connect Enterprise Serverlogin screen will appear.

  1. Enter your full email account name in the Login box.
  2. Enter your password in the Password box.
  1. If this is the first time that you have used Adobe Connect, use the password that was sent in the email invite. After logging in for the first time, you will be prompted to change your password.
  1. If you have used Adobe Connect previously, use the password that you have used in the past. If you cannot remember your password, click on the Forgot your password? link to receive instructions via email for changing your password
  1. After entering your login name and password, click on the Login button.
  2. Once you have logged into the meeting Adobe Connect will begin to load.
  3. The screen for your meeting will then be displayed.

3Privileges of attendees

3.1Three Levels of Attendees

There are three levels of attendees in Adobe Connect. Each level comes with certain permissions or privileges. To determine your attendee level, place the cursor over your name in the Attendee List.

  • Host-If you are the Host:
  • You will be able to schedule the meeting and invite attendees.
  • Your screen will have additional features available that allow you to control themeeting room layout, change the level of attendees’ access, and allow you to collaborate virtually by means of sharing documents, computer desktops, and the white board.
  • You will be able to uploaddocuments to the meeting.
  • You will also have voice chat, text chat, and indicate statusfunctionality.
  • The icon for the Host is [KTM4].
  • Presenter-If the Host has assigned you Presenter privileges:
  • You will be able to collaborate virtually by means of sharing documents, computer desktops, and the white board.
  • You will be able to upload documents to the meeting.
  • You will also have voice chat, text chat, and indicate status functionality.
  • The icon for the Presenter is .
  • Participant-If the Host has assigned you Participant privileges:
  • You will be able to view what is being displayed in the Share pod and listen to the discussion regarding the meeting.
  • You will be able to participate in a text chat and indicate status, but not be able to participate in a voice chat.
  • You may make a request to the Host to have your attendee level upgraded, if additional privileges are needed.
  • The icon for the Participant is .

Schedule Meeting / Invite Attendees / Change Attendees’ Level / Control Pods / Collaborate / View Share Pod / Voice Chat / Text Chat / Indicate Status
Host /  /  /  /  /  /  /  /  / 
Presenter /  /  /  /  / 
Participant /  /  / 

Figure 1: Attendees' Privileges

4Hosting a meeting

As a Host, some of the privileges that you most frequently may want to use are listed below:

4.1[KTM5]Invite Participants

As the Host, you may invite additional participants.

  1. Click on Meeting from the menu bar at the top of the Adobe Connect screen.
  2. From the drop down menu under Meeting, click on Invite Participants.
  3. The Invite Participants screen will be displayed. From there you can copy the meeting URL into an email that you compose in your email system to invite additional participants.

4.2Recording a Meeting

As the Host, you may record a meeting.

  1. Click on Meeting from the menu bar at the top of the Adobe Connect screen.
  2. From the drop down menu under Meeting, click on Record Meeting.
  3. The Record Meeting screen will be displayed.
  4. Complete the Name field
  5. Complete the Summary field.
  6. Click on OK.
  1. Meeting attendees will then see a message on the upper right hand corner of their screen indicating that the meeting is being recorded.

4.3Change the Host level

As the Host, you may change your attendee level.

  1. Click on Present from the menu bar at the top of the Adobe Connect screen.
  2. From the drop down menu under Present, click on the desired level:
  • Make Me a Host
  • Make Me a Presenter
  • Make Me a Participant

4.4Host Cursors

As the Host, you may want to change the cursor. [KTM6]

  1. Click on Present from the menu bar at the top of the Adobe Connect screen.
  2. From the drop down menu under Present, click on Host Cursors.
  3. Click on the desired option:
  • Off
  • Show only to other hosts
  • Show to all attendees
  • Show to all attendees when using a whiteboard

4.5Changing an Attendee’s Level

As the Host, you may want to change an attendee level of privileges.

  1. In the Attendee List pod, click on the name of the attendee for which you will be changing their privileges.
  2. Click on the Set User Role icon
  3. From the menu, select the desire role:
  • Set as Host
  • Set as Presenter
  • Set as Participant

4.6Meeting Room Layouts[KTM7]

Pods in Adobe Connect are the separate sections on the screen that are there for performing various functions such as the Camera and Voice pod or the Chat pod. As the Host, you may change the view seen by the attendees which changes the location of the pods on the screen. This is also known as changing the Meeting Room Layouts. The Meeting Room Layout bar is located at the bottom of the Host’s screen. Adobe Connect offers three pre-set layouts.

  • Sharing-Clicking on Sharing will display the layout shown to the right.

  • Discussion-Clicking on Discussion will display the layout shown to the right.
  • Collaboration-Clicking on Collaboration will display the layout shown to the right.

4.7Create New Layouts

The Hostalso has the ability to create a new pod or change the layout of the already existing pods. To create a New Layout:

  1. Click onLayouts in the menu bar
  2. Click on New Layout
  3. The New Layoutwindow pops up
  4. Indicate the name of the new layout you want to create or whether you want to duplicate an existing layoutin the popped up window
  5. Click OKto complete

4.8Organizing Layout

The host also has the ability to organize the layout of existing pods. Toorganize the Layout of an existing pod,

  1. Click onLayouts in the menu bar
  2. Click on Organize Layout.
  3. A new window pops up
  4. Select the desired pod you want to organize
  5. You the have the option to either delete, rename, move up or move down the selected pod
  6. Select the desired option
  7. Click on done

4.9Pods

AsHost, you can manage all the pods in the meeting area. This means that the Host can determine which pods should be displayed or not. To managethe pods:

  1. Click onPodsfrom the menu bar at the top of the Adobe Connect screen.
  2. Select the desired pod that you want to display or not display.
  3. When selected, the pods to be displayed on the screen will be checked and the pods that are not to be displayed on the screen will not have a check mark.

5Communicate

5.1Running the audio check[KTM8]

If you have Host or Presenter privileges, you will be able to communicate using your headphones with built in microphone. To do so you must run the Audio Setup Wizard to verify that your audio is working properly. After plugging your headphones with built in microphone into your computer:

  1. Click on Meeting from the menu bar at the top of the Adobe Connect screen.
  2. From the drop down menu under Meeting, click on Audio Setup Wizard.
  1. The Audio Setup Wizard will then be displayed.
  1. Follow the directions on the five screens of the Audio Setup Wizard to verify that your audio is working properly.

5.2Voice Chat(Camera and Voice pod)

Voice chat allows attendees granted Host or Presenter privileges to verbally chat during an Adobe Connect meeting, permitting collaboration during the session. After running the Audio Setup Wizardand passing the verification checks:

  1. In the Camera and Voice pod, click on theMicrophone icon.
  1. The Adobe Flash Player Settings pop-up will appear.Click on the Allow button.
  1. With a left click of your computer’s mouse, hold

theTalkbutton.

  1. Say “Hello.”
  2. Release the Talk button to mute your microphone.

5.3Text Chat(Chat pod)

Text chat allows all attendees text chat similar to an instant messaging tool.

  1. Click in text chat box in Chatpod.
  2. Type your message into the text box
  3. Click on the drop down arrow next to Everyone and select. another meeting attendee’s name if the message is privately being sent to another meeting attendee.
  4. If the message is to be seen by all meeting attendees, leave the Everyone option displayed.
  5. Hit enter on your computer’s keyboard or click onAdobe Connect Send icon to the right of the text box to send your message.
  6. Your text chat will appear in the Chat window.

5.4Indicate Status(Attendee List pod)

Indicate status in the Attendee List pod allows allattendees to click on an icon from the My Status icon list.

  1. Click on the drop down menu next to theMy Status bar.
  2. Select the desired icon.
  3. The selected icon will display next to your name.
  4. To clear status, click on the drop down menu next to the

My Status barand select Clear My Status.

6Collaborate (Share pod)

These following components of Adobe Connect are located in the Share pod and allow attendees with Host or Presenterprivilegesto collaborate virtually by means of sharing documents, computer desktops as well as sharing the white board. Attendees with Participant privileges can view what is being displayed in the share pod.

6.1Uploading Documents into the Meeting Area

It is highly suggested that all documents to be shared within a meeting be uploaded prior to the meeting. This enables the sharing to become faster to view by the other attendees.

  1. In the Share pod, click on the drop down arrow to the right ofDocuments.

[KTM9]

  1. Scroll down to and click onSelect from My Computer.
  1. A new window pops up to ask which file you would like to upload from your computer.
  2. Search for the required document on your computer and select it.

6.2Request Control of a Shared Screen[KTM10]

  1. Click on theRequest Control buttonat the lower left part of the screen.
  2. A message appears on the computer screen of the attendee who is presenting sayingRequestor's name requested to control the shared screen.
  3. The attendee who is presentingmust decide toAccept or Decline by clicking onthe respective option.
  4. The attendee who is presenting must also click the stop sharing button on his or her desktop.
  5. If accepted, the attendee requesting control receives a confirmation message saying You are in control.

6.3Request Control to Manipulate Someone Else’s Computer

  1. Click the Request Control button at the lower left part of the screen.
  2. The attendee who is presenting must not click the stop sharing button.
  3. A message appears on thecomputer screen of the attendee who is presentingsaying Requestor's name requested tocontrol the shared screen.
  4. The attendee who is presenting must decide to Accept or Decline by clicking onthe respective option.
  5. The attendee who is presenting must decide to accept or decline by clicking onthe respective button.
  6. If accepted, the attendee requesting controlreceives confirmation message saying You are in control.

6.4Share Desktop

  1. Click on dropdown arrow to right of theShare button at the bottom of the Share pod.
  2. A menu will be displayed.
  3. Clickon My Computer Screen.
  1. The Start Screen Sharing menu will be displayed.
  2. Select Desktop.
  3. Click on theShare button at the bottom of the Start Screen Sharing menu to share your desktop.

6.5Share Document

  1. Click on dropdown arrow to right of theShare button at the bottom of the Share pod.
  2. Menu will be displayed.
  3. Clickon Documents.
  1. A menu will be displayed of previously uploaded documents.
  2. Select the desired document.

6.6Share Whiteboard

  1. Click on dropdown arrow to right of theShare button at the bottom of the Share pod.
  2. Menu will be displayed.
  3. Clickon Whiteboards.
  1. The Whiteboards menu will be displayed.
  2. Select the desired previously created Whiteboard or click on New Whiteboardto create a new whiteboard.

7accessiblity

Adobe Connect’s Voluntary Product Accessibility Template (VPAT) states that “captioning using the Adobe Acrobat Connect captioning extension is available at the Adobe Exchange” and that “Adobe Acrobat Connect provides a chat tool that has functionality comparable to TTY.”

  • To download the VPAT for Adobe Connect go to:
  • For information on the Adobe Connect captioning extension tool go to:

8Resources for help in using Adobe Connect

8.1Help within Adobe Connect


Additional help resources for Adobe Connect may be found after logging into an Adobe Connect meeting. Click on Help at the top of the meeting screen.

From the Help menu, clickon any of the following items to open up a web page outside of your Adobe Connect meeting:

  • Acrobat Connect Helpoffers step-by-step text-based instructions on the advanced features of Adobe Connect.
  • Quick Startprovides video clips of how to use Adobe Connect’s features.
  • ResourceCenterlistsresources on best practices.
  • Troubleshootingallows you to run a meeting connection diagnostic test.

8.2Technical Support

For technical support when using Adobe Connect, contact Dan Gieckel at or call (703) 993-3895.

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T/TAC Online

[KTM1]Should high-speed internet access be defined here?

[KTM2]Should web cams not be mentioned since Dan said they really shouldn’t use a webcam in Connect?

[KTM3]Should there be a note telling them that they should check to see if they have administrative privileges on their computer to install these components?

[KTM4]Can the size of the icons be increased?

[KTM5]Should screen captures be labeled? i.e. 4.1, 4.2, etc.?

[KTM6]I’m not sure why a host would want to change the cursor. Is this an advanced function?

[KTM7]I believe this is the section we discussed maybe removing – another idea is to mention that they have the flexibility to change the screen layout and encourage them to test each layout to see which one they prefer, without going into all the screen captures here. Then include 4.6 to 4.9 as an appendix.

[KTM8]Should this be one of the first things that is reviewed in the guide? I’m just thinking about the order of how to access the session, it is preferable that I run audio first …

[KTM9]For these screen shots, is there a way for you to call out the various arrows, etc. by circling or something similar?

[KTM10]For 6.2 through 6.6 would it be helpful to provide an example here? Maybe 6.2 would be easy for someone to understand, but perhaps 6.3 would be more difficult, so for example, someone may ask - why would I want to manipulate someone else’s computer? For what purpose?