Macromedia Acrobat Connect User Guide

Chapter 1:

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Chapter 1: Before you begin

Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Using Adobe Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Chapter 2: Meeting setup

Acrobat Connect basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Meeting room and pods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Your account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Chapter 3: Hosting a meeting

Starting a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Managing attendees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Taking notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Chatting with attendees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Video conferencing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Ending a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Getting meeting data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

iii

Chapter 4: Screen sharing

Sharing your screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Annotating a shared screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Chapter 5: Attending a meeting

Joining or exiting a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Using text chat, notes, and video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Attendee status and roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Chapter 1: Before you begin

Begin here to get information about Help documentation for Adobe®Acrobat®Connect™.Youcanalsofindoutabout the tools Adobe offers to help you get started, find system requirements for your software, and get an overview of resources available at Adobe.com.

Resources

Help components

Help The documentation is available in Help, browser-based content you access through the Help menu of your

Adobe product. For information about Help and its accessibility features, see “Using Adobe Help” on page 2.

PDF version of Help To view all the Help topics in a single PDF document, visit

www.adobe.com/go/connect_pdf_en.

Acrobat Connect resources

More information is available from the following sources:

Quick Start AdobeoffersQuickStartdemosforAcrobatConnect.Theseshortdemosshowyouvisuallyhowtodo

common tasks. To view Quick Start demos, select Help > Quick Start in the meeting room

Getting Started Movie ThismoviewalksyouthroughthekeyfeaturesofAcrobatConnect,showingyouhowtostart

an online meetingand collaborate with colleagues inyour meeting room. In the meeting room, select Help > Getting Started Movie.

Resource Center The Resource Center is updated regularly with tutorials, simulations, and best-practices infor-

mation for Acrobat Connect. Select Help > Resource Center in the meeting room.

Support Center The Acrobat Connect Support Center contains current support information, including technical

notes, helpful presentations, and support program details. Select Help > Acrobat Connect Support Center in the meeting room, or visit

Acrobat Connect Professional Adobe Acrobat Connect Professional is a customizable enterprise-wide web confer-

encing solution that letsusers conduct online meetings, events, and seminarsfor groups ofall sizes. AcrobatConnect Professional enables a rich multimedia experience, and includes event recording capabilities, multiple layout templates, and document sharing libraries. To find out more, select Help > Learn About Acrobat Connect Professional.

Troubleshooting To view troubleshooting tips for Acrobat Connect and access diagnostic tools such as the

Connection Speed Test, select Help > Troubleshooting in the meeting room.

www.adobe.com/go/acrobatconnect_support.

System requirements

The most complete listing of system requirements for Adobe Acrobat Connect can be found at

www.adobe.com/go/acrobat_connect_sysreqs_en.

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Adobe.com

These resources are available on the Adobe website:

Adobe Design Center Offers articles, tips, andtutorials invarious 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.

Communities Features forums, blogs, and other avenues for users to share technologies, tools, and information; 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.

Using Adobe Help

Browse Help topics

1 In the navigation pane, do one of the following:

• To browse by topic, click Contents.

• To browse alphabetically, click Index, and then click a letter.

2 Expand items in the navigation pane until you reach the desired topic.

3 Click items in the navigation pane to view content in the reading pane.

Search Help topics

1 In the navigation pane, click Search.

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.

Search tips

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 navigation pane until you reach the desired topic. To view a topic, click its title, either in the

navigation pane or the reading pane.

• Click the navigation links that appear above the topic title in the reading pane.

• Click Previous or Next in the reading pane.

• Click Back or Forward on the toolbar.

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You can also navigate Help using accessible keyboard shortcuts. For details, see “Adobe Help and accessibility” on page 3.

Adobe Help and accessibility

Adobe Help is designed so that it is accessible to people with disabilities—such as mobility impairments, blindness, and low vision. Adobe Help supports standard accessibility features and alternative keyboard shortcuts for toolbar controls and navigation.

Supported accessibility features

Adobe Help supports the following standard accessibility features:

• Standard HTML tags define content structure.

• Style sheets control formatting (no embedded fonts).

• Each frame has a title to indicate its purpose.

• Graphics without captions include alternate text.

• If link text doesn’t match the title of the destination, the title is referenced in the Title attribute of the Anchor tag.

For example, the Previous and Next links include the titles of the previous and next topics.

• Content supports high-contrast mode.

• Text size can be changed with standard context menu commands or standard menu commands for Mac OS.

Keyboard shortcuts for toolbar controls

Each control in the toolbar for Adobe Help has a keyboard equivalent in Windows:

Back Alt-left arrow

Forward Alt-right arrow

Print Ctrl-p

Keyboard shortcuts for navigation

To navigate Adobe Help, use the following keyboard combinations in Windows:

• To move between the navigation pane and the reading pane, press Control-Tab and Shift-Control-Tab.

• To move through links within a pane, press Tab or Shift-tab.

• To activate a selected link, press Enter.

Chapter 2: Meeting setup

Welcome to Adobe® Acrobat® Connect™, a personal web communication tool that enables you to have real-time, online meetings whenever you want. It integrates the ability to share and annotate your screen, have a phone conference, and broadcast live video from your web camera for efficient and productive online meetings.

Acrobat Connect basics

About Acrobat Connect

Adobe Acrobat Connect provides you with a personal online meeting room in which up to 15 people (including the host) can collaborate via the web in real time. In your meeting room, you and other attendees can share your computer screens, use text chat, broadcast live video, and review meeting notes.

When you create an Acrobat Connect account, you are provided with a single URL to go to for all your meetings. As the owner of the meeting room, you can enter it at any time by typing your meeting URL into the address field of a web browser or by clicking the Start Meeting button in Adobe Acrobat 8, Adobe Reader 8, or another application. Share your meeting URL with others so that they can attend meetings in your room. For example, you can send the URL in an e-mail invitation or instant message, or have it printed on your business cards.

Attendees join a meeting by clicking on the meeting URL link or by typing the URL into the address field of a web browser. Attendees cannot enter the room unless the host is present and has accepted their request to enter. As an attendee, your capabilities and permissions in a meeting depend on your role, which is assigned by the host. All attendees can view a shared computer screen, view meeting notes, and chat with other attendees. You can shareyour own screen and contribute meeting notes only if the host makes you a presenter.

To take part in a meeting you must have a browser, a copy of the Adobe Flash Player plug-in (version 8 and above), and an Internet connection. When you share your screen for the first time, you will also be prompted to download the Adobe Acrobat Connect Add-in.

Three steps to your first meeting

You can start your first online meeting in three basic steps:

1. Create an account.

To start a meeting, you need your own Acrobat Connect account. You can create an account by visiting Adobe.com or by clicking the Start Meeting button found in software applications such as Adobe Acrobat 8, Adobe Reader 8, and some Microsoft Office programs.

2. Invite attendees.

ThereisnoneedtoscheduleameetinginadvancewithAcrobatConnect.Youcaninvitesomeonetoameetingon the spot, or at a specific time, by simply communicating your meeting URL. For example, you can paste the URL in an instant message or send it in an e-mail invitation. When you are logged in to your meeting room and an attendee uses theURL to access it, you are notified immediately and must either accept or deny the request to enter your room. (Attendees cannot access the room unless you are there.)

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3. Share your screen.

Now that you and other attendees are in the same room, you can use screen sharing to collaborate and communicate. Click Share My Screen in the center of the Share pod to get started. From there, you can choose to share your whole desktop, or only specific windows or applications.

See also

“Log in from any web browser” on page 13

“Invite attendees” on page 13

“Sharing your screen” on page 21

Meeting roles and permissions

Your capabilities for screen sharing and carrying out other activities in a meeting room are determined by your role. There are three roles for meeting room attendees: host, presenter, and participant.

Host The host is the owner of the meeting room. The host can resize and rearrange the pods in a meeting room,

invite attendees, grant and deny access to the room, and share and annotate their screen. The host can broadcast live videoandcontroluseoftheCamerapod,changesettingsintheChatpod,andaddcontenttotheNotepod.Thehost can also assign a participant the role of presenter and clear status indicators in the Attendee List pod.

Presenter Presenters can share and annotate their screens, take notes, broadcast live video, and use text chat. To

facilitate screen sharing or other types of collaboration, presenters can also maximize and restore the viewing area of each pod. However, presenters cannot move or resize the pods.

Participant Participants can view the shared screen of a host or presenter, broadcast live video, use text chat, and

view the meeting notes. A participant cannot share their screen or contribute meeting notes unless the host makes them a presenter.

Phone and video conferencing

To make it easy for attendees to participate in the meeting via telephone, the host can display conference call information (such as a telephone number and participant code) to attendees as they join the meeting. Phone conference information can also be viewed at any time during the meeting.

If you have access to a teleconferencing system, you can enter and display those numbers for meeting attendees. Or, you can choose to display Acrobat Connect phone conferencing information. An Acrobat Connect phone conferencing number and host ID is included with your account, along with a participant ID that attendees can use to phone in to your online meeting. (Regular long-distance rates apply.)

Any attendee whose computer is connected to a web camera can broadcast live video during the meeting. Video feeds appear in the Camera pod, and are automatically resized as more cameras are shared or stopped. (However, only the meeting host can resize the Camera pod itself.) Attendees can share, pause, or stop their own cameras whenever they like; the host and presenters can also stop any of the cameras at any time during the meeting.

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See also

“Specify phone conference information” on page 13

“Sharing your web camera” on page 28

Bandwidth and performance

Many network factors affect the performance of the Acrobat Connect application for attendees, including the bandwidth setting for the meeting room, the connection speed setting for each individual attendee, and the type of activities being performedin the meeting. For example, higher bandwidth is required to broadcast live video than to send chat messages.

Optimize room bandwidth The meeting host can specify the bandwidth setting at which the meeting is broadcast.

Options are Modem,DSL/Cable, andLAN. You should match the room bandwidth to the connection speed available to attendees. For example, only use LAN if all your attendees have access to LAN. If attendees are on a variety of connection speeds, it is best to choose the slowest speed that attendees are using.

Attendee connection speed Each attendee can choose My Connection Speed from the Meeting menu and select

Modem, DSL/Cable, or LAN. Choose the connection speed that matches your Internet connection type. If you experience delays in viewing a shared screen or receiving a video broadcast, reduce your connection speed setting.

To test your connection speed, select Help > Troubleshooting in the meeting room. The Connection Speed Test will start automatically.

The following general guidelines are recommended for room bandwidth settings. Actual speeds may vary according to each network environment:

• Modem: One presenter can generate around 26 Kbits/second of data. Attendees need around 29 Kbits/second for

a goodconnection. Having more than one presenter with the Modem setting is not recommended. Screen sharing with the Modem setting is not recommended.

• DSL/Cable: One presenter can generate around 125 Kbits/second of data. Attendees need around

128 Kbits/second for a good connection. If screen sharing is used, attendees should have 200 Kbits/second.

• LAN: One presenter can generate around 250 Kbits/second of data. Attendees need around 255 Kbits/second. If

screen sharing is used, attendees should have 400 Kbits/second.

See also

“Monitor connection status” on page 15

“Optimize room bandwidth” on page 16

“Choose your connection speed” on page 29

Meeting room and pods

Meeting room overview

Your Acrobat Connect account provides you with one personal meeting room that you can log in to any time you want to collaborate with someone online. The meeting room becomes available to others only if you (the owner, or host) are logged in to the meeting room and accept their request to enter.

A B

C D E F

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Host’s meeting room A. ClicktovisittheAcrobatConnectwebsite B. Menus C. When visible, click to install the Adobe Acrobat Connect Add-in D. When visible, clicktoviewphoneconferencenumbers E. Meeting connection status indicator F. Alocksymbolindicatesthatthemeetingisconnectedover a secure socket G. Pods

The Acrobat Connect meeting room contains five display panels, called pods, each with its own function:

Share pod Displays shared content from the presenter’s computer (including windows, applications, or the entire

desktop).

Camera pod Allows hosts, presenters, and participants to broadcast live video to all attendees.

Attendee List pod Displays the name, role, and status of each attendee. Allows the host to change an attendee’s role

and monitor connection status.

Chat pod Allows attendees to send chat messages to other attendees.

Note pod Displays text information from hosts or presenters to all attendees.

As the host, you can customize the size and arrangement of the pods in the room for each meeting. After you end the meeting, the pods will revert to their default sizes and arrangement.

Note: Pods cannot be deleted.

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Share pod

As a host or presenter, you can use the Share pod to share selected windows, selected applications, or your entire desktop. The shared regions of your screen appear in attendees’ Share pods, and attendees can follow the progress of your pointer as you move it across your screen. You can also pause the region you are sharing and annotate it, using one of several annotation tools.

While inactive, the host’s Share pod displays the Send An E-mail Invitation and Share My Screen buttons, and also displays the meeting URL.

While a screen is being shared, additional tools appear along the bottom of the Share pod:

•

Attendees can use the zoom tool to view the shared content at actual size or scale it to fit the size of their Share pods.

• AhostorpresentercanclickabuttontorequestcontrolofthesharedscreenorclickPodOptionstochangedisplay

settings.

• The person currently screen sharing can click a button to stop sharing, click Pod Options to change display

settings, and click the Adobe Acrobat Connect icon in the taskbar (Windows) or icon bar (Mac OS) to access commands such as Pause And Annotate, Choose Window To Share, and Stop Control.

The first time you share your screen, you are prompted to install the Adobe Acrobat Connect Add-in. The add-in is a version of Flash Player with additional features that allow hosts and presenters to share their screens.

See also

“About screen sharing” on page 21

“Annotate or draw on a shared screen” on page 24

Camera pod

The Camera pod enables meeting attendees to broadcast live video from their web cameras. Attendees can share, pause, or stop their cameras at any time during the meeting. If needed, the host or a presenter can also stop the camera of any attendee.

ThesizeandarrangementoftheindividualvideofeedsdisplayedintheCamerapodchangeautomaticallyasmore attendees share or stop sharing their web cameras. Only the host can change the size of the Camera pod itself.

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