Macromedia Acrobat Connect Pro - 7.5 User Guide

Using

ADOBE® ACROBAT® CONNECT™ PRO 7.5

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Portions © 1995-2005 Jean-loup Gailly and Mark Adler. This software is provided 'as-is', without any express or implied warranty. In no event will the authors be held liable for any damages arising from the use of this software. Permission is granted to anyone to use this software for any purpose, including commercial applications, and to alter it and redistribute it freely, subject to the following restrictions: 1. The origin of this software must not be misrepresented; you must not claim that you wrote the original software. If you use this software in a product, an acknowledgment in the product documentation would be appreciated but is not required. 2. Altered source versions must be plainly marked as such, and must not be misrepresented as being the original software. 3. This notice may not be removed or altered from any source distribution. Jean-loup Gailly (jloup@gzip.org) Mark Adler (madler@alumni.caltech.edu)

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 Unpublished-rights reserved under the copyright laws of the United States.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 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.

Adobe Systems Incorporated, 345 Park Avenue, San Jose, California 95110, USA.

Chapter 1: Resources

Help and support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

What’s new in Acrobat Connect Pro 7.5 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Chapter 2: Adobe Acrobat Connect Pro Meeting

Acrobat Connect Pro How To topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Meeting basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Creating meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Starting and attending meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Updating meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Viewing data about meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Sharing content during a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Managing attendees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Recording and playing back meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Creating and managing seminars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Adobe Acrobat Connect Pro Webcast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

iii

Chapter 3: Adobe Acrobat Connect Pro Training

About Adobe Acrobat Connect Pro Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Creating training courses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Creating training curriculums . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Creating virtual classrooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Monitoring training with reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Conducting training with Acrobat Connect Pro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Participating in training sessions and meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Chapter 4: Adobe Acrobat Connect Pro Events

About Acrobat Connect Pro Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Creating and editing events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Managing events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Attending Connect Pro Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Chapter 5: Audio and video conferencing

Audio conferencing options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Using universal voice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Using integrated adaptors without universal voice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Camera And Voice pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Chapter 6: Managing content

Working with library files and folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Working with content in the Content library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

Viewing data about content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

USING ACROBAT CONNECT PRO 7.5

Contents

Chapter 7: Administering Acrobat Connect Pro

Getting started administering accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

Connect Pro Central How To Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

Configure audio providers for universal voice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Creating and importing users and groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

Managing users and groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187

Setting permissions for library files and folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

Generating reports in Connect Pro Central . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Chapter 1: Resources

Before you begin working with your software, take a few moments to read an overview of the many resources available to you.

Help and support

Community Help

Community Help is an integrated environment on Adobe.com that gives you access to community-generated content moderated by Adobe and industry experts.

Community Help draws on a number of resources, including:

• Videos, tutorials, tips and techniques, blogs, articles, and examples for designers and developers.

• All other content on Adobe.com, including knowledgebase articles, downloads and updates, Developer

Connection, and more.

Go to www.adobe.com/support/connect/ to access the product’s Help and Support page, a portal to all of the Community Help content for your product.

The sites searched by the default Community Help search engine are hand-selected and reviewed for quality by Adobe and Adobe Community Experts. Adobe experts also work to ensure that the top search results include a mixture of different kinds of content, including results from online product Help.

For more information on using Community Help, see http://help.adobe.com/en_US/CommunityHelp/.

For a video overview of Community Help, see www.adobe.com/go/lrvid4117_xp.

For frequently asked questions about Community Help, see www.adobe.com/go/comm_help_faq_en.

Note: Some web features, such as user commenting, are not available for Acrobat Connect Pro Help.

Product Help

Adobe provides a comprehensive user guide for Acrobat Connect Pro as both online product Help and a PDF. The Help menu within the product opens the product Help.

If you’re connected to the Internet, you can access Community Help and the PDF from the product’s Help and Support

www.adobe.com/support/connect. (The PDF link is under Additional Help.) Results from online product Help

page at are included in your results whenever you search Community Help.

Note: In environments where many people are not connected to the Internet, a system administrator can download the documentation and make it available on the company intranet.

Support resources

Visit the product’s Help and Support page at www.adobe.com/support/connect to learn about free and paid technical support options.

USING ACROBAT CONNECT PRO 7.5

Resources

Resource Center

Visit the Acrobat Connect Pro Resource Center at www.adobe.com/resources/acrobatconnect/ for self-paced tutorials, best practices, and tips and techniques for all Connect Pro modules.

What’s new in Acrobat Connect Pro 7.5

The following features are new or have changed in Acrobat Connect Pro 7.5:

Universal Voice The Acrobat Connect Pro 7.5 Universal Voice solution enables you to broadcast a live audio

conference to meeting participants over VoIP. You can also record the live audio conference with the Connect Pro meeting.

Share Adobe® PDF files Share PDF files in meeting rooms. From a meeting room, select PDF files to share from the

Connect Pro Central content library or from your computer. In the content library, PDF files are stored as PDF files. For viewing in the meeting room, PDF files are converted to SWF files.

Secure Desktop Sharing Prevent users from screen sharing unauthorized applications or processes by creating a

whitelist of authorized applications and processes. Create a separate Windows and Mac OS whitelist.

Improved Microsoft® PowerPoint support Use less bandwidth to view PowerPoint content in higher quality.

Presenting is easier because you can preload PowerPoint content into a meeting room to organize it. During a meeting, the Adobe Presenter sidebar provides more navigation options.

Adobe Acrobat Connect Pro Add-in for IBM Lotus Notes Schedule and manage Adobe Acrobat Connect Pro meetings

from Lotus Notes. For more information, see the documents on deploying and using Acrobat Connect Pro Add-in for IBM Lotus Notes. Links to these documents are available from the product’s Help and Support page at

www.adobe.com/support/connect (under Additional Help).

Support and Status links in the Meeting Room Help menu Account administrators can add a Status Page link and a

Support Page link to the Meeting Room Help menu. URLs let meeting users see information about support options and system status.

Chapter 2: Adobe Acrobat Connect Pro Meeting

Acrobat Connect Pro How To topics

How To topics for Hosts and Presenters

• “Create and use audio profiles” on page 9

• “Create meetings” on page 8

• “Start meetings” on page 13

• “Start or stop a universal voice audio conference” on page 135

• “Broadcast universal voice audio” on page 136

• “Record a meeting” on page 55

• “Invite attendees and grant or deny access” on page 15

• “Start or stop an audio conference call” on page 136

• “Share your screen” on page 27

• “Share a document or PDF” on page 31

• “Share a presentation” on page 29

• “View or change an attendee’s role” on page 53

• “Taking notes in a meeting” on page 38

• “Chat and Q&A in meetings” on page 39

• “Place a meeting on hold or end a meeting” on page 17

How to topics for Participants

• “Join a meeting” on page 17

• “Mute universal voice audio” on page 136

• “Join an audio conference (without universal voice)” on page 140

• “Set up audio broadcasting” on page 140

• “Set up video broadcasting” on page 142

• “Share your screen” on page 27

• “Chat and Q&A in meetings” on page 39

• “Ask or answer a question during a training session or meeting” on page 110

• “Play back a recorded meeting” on page 58

USING ACROBAT CONNECT PRO 7.5

Adobe Acrobat Connect Pro Meeting

Meeting basics

About meetings

An Adobe® Acrobat® Connect™ Pro Meeting is a live online conference for multiple users. The meeting room is an online application that you use to conduct a meeting. The meeting room consists of various display panels (pods) and components. There are several prebuilt meeting room layouts, or customize a layout to suit your needs. The meeting room enables multiple users, or meeting attendees, to share computer screens or files, chat, broadcast live audio and video, and take part in other interactive online activities.

Once you create a meeting room, it exists until you delete it. The meeting room location is a URL, assigned by the system when the meeting is created. When you click the URL, you enter the virtual meeting room. A meeting room can be used over and over for the same weekly meeting. The host can leave the meeting room open or closed between scheduled meetings. If a meeting room is open between meetings, attendees are free to enter the room at any time to view content.

To take part in a meeting you must have a browser, a copy of Flash® Player 8 or higher, and an Internet connection. Your capabilities in a meeting depend on your assigned role and permissions.

More Help topics

“Creating meetings” on page 8

“Starting and attending meetings” on page 13

“Create and use meeting room templates” on page 11

Inside a meeting room

Content in a meeting room is displayed in pods, which are panels that contain various types of media. Individual pods contain a list of those attending the meeting, notes, chat, files, and video. A host can send attendees from the main meeting room to breakout rooms (smaller submeetings) to collaborate as a small group.

A second display area, the Presenter Only area, is visible to hosts and presenters, not attendees. Hosts and presenters can use the Presenter Only area to prepare content to be shared with attendees or to view confidential content that is not shared with attendees.

The menu bar contains several menus: a host sees the Meeting, Present, Layouts, Pods, and Help menus; a presenter or participant sees only the Meeting and Help menus. In the right corner of the menu bar, the colored bar indicates the connection status of the meeting room. Messages and warnings also appear in this corner. A red circle in the menu bar indicates that the host is recording the meeting. The Secure Sockets Lock indicates that the meeting is connected over a secure socket (verifying the host server’s identity)

The layout navigation bar at the bottom of the meeting room window is visible only to hosts. The default layouts are Sharing, Discussion, and Collaboration. When a host clicks a different layout on the layout navigation bar, the new layout is displayed on every attendee’s screen.

Note: Acrobat Connect Pro administrators can change pod, sharing, and other settings to adhere to standards for governance. These settings affect the layout of meeting rooms and what you can do in meeting rooms. For more information, see

“Working with compliance and control settings” on page 170.

USING ACROBAT CONNECT PRO 7.5

Adobe Acrobat Connect Pro Meeting

Meeting roles and permissions

Your role determines your capabilities for sharing, broadcasting, and other activities in an Acrobat Connect Pro meeting. There are three roles for meeting room attendees: host, presenter, and participant.

The creator of a meeting is designated as the host by default. The host can specify each attendee’s role, including selecting other attendees to be hosts for the meeting. Permissions for each role are as follows:

Host Hosts can set up a meeting, invite guests, add content to the library, share content, and add or edit layouts in

a meeting room. They can promote other participants to the role of meeting room host or presenter, or give enhanced permissions to a participant without promoting the participant. Hosts can start, stop, join, and leave audio conferences. They can also start and stop broadcasting audio into a meeting room. Hosts are able to create and manage small group breakout rooms within a meeting. They can also perform all the tasks that a presenter or participant can.

Presenter Presenters can share content already loaded into the meeting room from the library and share content

from their computer, including Adobe® Presenter presentations (PPT files), Flash® application files (SWF files), images (JPEG files), Adobe PDF files, MP3 files, and FLV files. They can share their screen with all attendees, chat, and broadcast live audio and video. Presenters can mute and unmute audio broadcasts on their computers.

Participant Participants can view the content that the presenter is sharing, hear and see the presenter’s audio and

video broadcast, and use text chat. Participants can mute and unmute audio broadcasts on their computers.

More Help topics

“Assign enhanced participant rights” on page 54

About the Meetings library

The Meetings tab in Acrobat Connect Pro Central contains three panes for accessing meetings: Shared Meetings, User Meetings, and My Meetings. Each pane contains folders and files with meeting content and recordings. Users can create and manage content in the My Meetings pane that appears when they are logged into Acrobat Connect Pro Central. Access to content in the other panes is determined by the meeting library permissions set for each user by the Acrobat Connect Pro Central administrator.

Content that you place in the Meetings library is available only for use in meetings. If you would like the content to be available for other activities initiated in Acrobat Connect Pro Central (such as events, seminars, or training), upload the content to the Content library, or move content from the Meetings library to the Content library.

More Help topics

“Working with content in the Content library” on page 150

“Content library supported file types” on page 150

Accessibility features

A document or application is accessible if it can be used by people with disabilities—such as mobility impairments, blindness, and low vision. Accessibility features in Acrobat Connect Pro enable people with disabilities to use the Meeting functionality as much as possible without a mouse.

Menu navigation

Menus at the top of the Meeting client (Application Bar menus) can be navigated to and executed entirely by keyboard.

• Press Ctrl+ Space to activate the Meeting menu.

• The left and right arrow keys activate adjacent menus on the Application Bar.

USING ACROBAT CONNECT PRO 7.5

Adobe Acrobat Connect Pro Meeting

• The down arrow key activates the current menu. To select an item within the menu, use the down, up, left, and right

arrows keys.

• Enter selects the current menu item.

• Esc closes the current menu.

Navigation among pods

You can navigate among the visible pods entirely by keyboard.

• Press Tab to navigate to the next pod in a sequence of visible pods.

• Press Shift+Tab to navigate to the previous pod in a sequence of visible pods.

• When you navigate to a pod a focus rectangle displays around the pod’s border, indicating that the pod is actively

selected.

You can specify the color of the focus rectangle for all meetings in an account. Click Administration > Customization

When selected with Tab navigation, certain pods have a default field that assumes focus. For example:

Chat pod Focus defaults to the new message field.

Note pod Focus defaults to the note letting you change the message.

> Customize Meeting > Button Rollover.

Attendee List pod Focus defaults to the selected users in the list, or to the first user in the list if no users are selected.

When the Acrobat Connect Pro client starts, the default focus is set to the Message entry area of the visible Chat pod if one is available. If the Acrobat Connect Pro client loses focus (for example, if you switch to another application) and later regains focus, any focus it previously had on a selected pod is lost, and the Meeting application defaults back to the Message entry area of the visible Chat pod.

Keyboard shortcuts

The following keyboard shortcuts provide improved accessibility so that the Acrobat Connect Pro Meeting client can be used as much as possible without a mouse.

Result Windows Macintosh

Toggles Microphone on (locked) or off. Ctrl+M Control+M

Toggles Raise-Hand status. Ctrl+Up Arrow Control+Up Arrow

Toggles Full Screen mode. Applies to the currently selected Share pod. Ctrl+. Control+.

Promote to host. Requires selected item(s) in Attendee List. Ctrl+' Control+'

Demote to participant. Requires selected user in Attendee List. Ctrl+] Control+]

Promote to Presenter. Requires selected user in Attendee List. Ctrl+/ Control+/

Start/Stop Recording. For Start, brings up the Start Recording Dialog. Ctrl+, Control+,

End meeting. Brings up the End Meeting Dialog. Ctrl+\ Control+\

Start/Stop Desktop Sharing. Applies to currently focused Share pod. Ctrl+[ Control+[

Bring up first application bar Menu for keyboard navigation. Ctrl+Space Control+Space

Toggles Play/Pause during playback of recorded meetings. P P

USING ACROBAT CONNECT PRO 7.5

Adobe Acrobat Connect Pro Meeting

Shortcuts for presenter content in the Share pod

The following keyboard shortcuts provide improved accessibility to presenters using the Share pod.

Result Windows and Macintosh

Next page/slide Page Up or Right Arrow

Previous page/slide Page Down or Left Arrow

Play/Pause P

Stop S

Mute M

Change view F

Shortcuts for the whiteboard

The following keyboard shortcuts provide improved accessibility to presenters using the whiteboard.

Result Windows Macintosh

Clear Ctrl-D Control-D

Print Ctrl-P Control-P

Undo Ctrl-Z Control-Z

Redo Ctrl-Y Control-Y

Delete selected items Del Delete

Move selected items in a specific direction Arrow keys Arrow keys

Shortcuts for the Chat pod

The following keyboard shortcut provides improved accessibility when using the Chat pod.

Result Windows Macintosh

When the cursor is in the message entry area, causes the message to be sent

Enter Return

Shortcuts for dialog boxes

The following keyboard shortcut provides improved accessibility when accessing dialog boxes.

Result Windows Macintosh

Close or cancel out of a dialog box Esc Esc

Execute the default action (defined per dialog). Enter Return

USING ACROBAT CONNECT PRO 7.5

Adobe Acrobat Connect Pro Meeting

Creating meetings

Create meetings

You create meetings in Acrobat Connect Pro Central. To incorporate registration as part of your meeting, you must have the Event Management tab. See

You can create meeting rooms that you return to repeatedly for your own use, and leave persistent content in the meeting room.

1. Create an audio profile (for audio conferences)

Use the My Audio Profiles window (My Profile > My Audio Profiles) to configure an audio profile to use with an audio conference. Audio profiles use the conference settings associated with the selected audio provider to start the audio conference. See

2. Start the Meeting wizard

You have two options for starting the Meeting wizard. To create the meeting in your individual My Meetings folder, navigate to the Acrobat Connect Pro Central home page, find the Create New menu bar, and click Meeting. To create your meeting in another folder for which you have Manage permission, navigate to that folder in the Meetings library and click the New Meeting button.

“Create and use audio profiles” on page 9.

“About Acrobat Connect Pro Events” on page 113.

3. Enter meeting information

On the first page of the Meeting wizard, enter details about the meeting. These details include a name, custom URL, summary, date, duration, template, language, access restrictions, and audio conference settings. (Only the name and language are required.) If available, you can select an audio profile from the pop-up menu instead of manually entering audio conference settings. For more information about audio profiles, see

4. Select meeting participants

Use the Available Users And Groups list to add participants. Search for participants by name and expand groups to select individuals in the group. If you want, assign roles by selecting participant names and clicking Permissions from the bottom of the current participants list. Then, proceed to the final step of sending invitations or exit the wizard to send invitations later.

5. Send invitations

The wizard guides you through two separate processes, depending on whether the meeting is open to registered users only or to anyone. If the former, you select Send Invitations, select a group to invite (for example, hosts only), and edit the text that appears in the e-mail. You have the option of including a Microsoft Outlook Calendar appointment. If the latter, you click Send E-Mail Invitations, which opens your e-mail application, and add invitees to the distribution list of your e-mail message.

“Create and use audio profiles” on page 9.

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Adobe Acrobat Connect Pro Meeting

More Help topics

“Edit meeting information” on page 22

“Viewing data about meetings with the dashboard” on page 24

Create and use audio profiles

An audio profile is a collection of audio conference settings that map to an audio provider. You use audio profiles whenever you use an audio provider with a Connect Pro meeting. Audio providers are companies that offer audio conferencing services that work with Acrobat Connect Pro. For more information about audio providers, see

conferencing options” on page 133.

Create an audio profile

All audio profiles include the audio provider and profile name. The remaining information includes numbers and access codes that hosts provide for meetings. The text boxes that appear for entering this information depend on the provider. For integrated providers, the requested information comes from their configuration code. For userconfigured providers, the requested information comes from host-defined steps in the dialing sequence. See

dialing sequence” on page 177.

Note: You can ensure that the audio conference settings and other profile information successfully start an audio conference. Run the test on the Enter Provider Information page (Administration Audio Profiles, select a provider, and click Edit). See

“Test a dialing sequence” on page 180.

> Audio Providers or My Profile > My

“Audio

“Define a

Meeting hosts, limited administrators, and administrators can create audio profiles.

1 Click My Profile > My Audio Profiles.

2 Click New Profile.

3 Select an audio provider and name the profile.

Provider Audio providers configured for universal voice by an account administrator or host. Selecting a provider

binds the audio profile to the information configured for the provider.

Profile Name A unique name that represents something meaningful to you, such as the purpose of the audio

profile.

If the account administrator or host included a URL for the provider, it appears in the Profile Information window. This URL can link to an information page with details on how to create the audio profile.

4 Fill in the remaining information and click Save. Saving the profile automatically enables it for use.

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Adobe Acrobat Connect Pro Meeting

New Audio Profile window with provider-specific information filled in

To enable or disable an existing audio profile, select it in My Audio Profiles, click Edit, change the Profile Status menu, and click Save.

Edit or delete an audio profile

You can change the profile name, and enable or disable an existing audio profile. You cannot change the audio provider. You specify a provider only when you create a profile.

1 In Acrobat Connect Pro, click My Profile > My Audio Profiles.

2 Select a profile and click Edit.

3 Change the profile name or status and click Save.

4 To delete an audio profile, select it and click Delete.

Associate an audio profile with a meeting

When you associate an audio profile with a meeting, you include the audio conferencing settings defined for the audio provider.

1 Do one of the following:

• Create a meeting and enter the required information (click Meetings > New Meeting).

• Open an existing meeting and click the Edit Information tab.

2 In the Audio Conference Settings section, select Include This Audio Conference With This Meeting. Select the

profile from the menu and click Save.

All the profiles you created appear in the menu.

Note: If you change the audio profile once you start the meeting, the new conference settings take place only after you end and restart the meeting. Wait for a few minutes to see the changes.

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Adobe Acrobat Connect Pro Meeting

Selecting an audio profile for a meeting

Start an audio conference using an audio profile

Make sure that you have created an audio profile and associated it with the meeting. Acrobat Connect Pro uses the dial-in steps for the provider in the profile to connect to the audio provider and start the meeting for you.

1 Navigate to the Meeting Information page for a specific meeting.

2 Click Enter Meeting Room.

3 Click Audio Conference Options at the bottom of the Attendee List pod.

4 To have Acrobat Connect Pro join the audio conference, select either Join Audio Conference or Start Audio

Conference from the menu.

Note: The type of audio provider you selected for your audio profile determines which option appears.

5 To begin broadcasting audio into the meeting room, select Start Broadcasting Audio from the Audio Conference

Options menu.

More Help topics

“View audio providers” on page 175

“Using universal voice” on page 134

Create and use meeting room templates

A template is simply a meeting room that has already been designed. It can contain one or several layouts with different display panels (or pods), configurations, and content. Layouts can be optimized for a specific task, such as presenting slides or collaborating with peers. Leverage existing layouts and content to reduce repetitive customization each time you create a meeting. Create your own templates or use the default templates included in Acrobat Connect Pro.

To help you quickly create a meeting room, Acrobat Connect Pro offers three built-in templates: Default Meeting, Default Training, and Default Events. When you create a meeting by using the New Meeting wizard in Acrobat Connect Pro Central, you simply select one of these three templates for your meeting room, add your content, and start your meeting.

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Adobe Acrobat Connect Pro Meeting

When you create a meeting room from a template, the latest version of the content is added to your room. If you edit the source file for the embedded content, the changes do not affect the content in your room. To update the content in your meeting room, upload the revised file to the Acrobat Connect Pro server and then replace the existing content in the meeting room with the revised content on the server.

Default Meeting template General template for meetings. It contains three layouts: Sharing, Discussion, and

Collaboration. The Sharing layout is optimized for sharing content (Microsoft PowerPoint presentations, video, Adobe PDF, and so on). The Discussion layout is optimized for discussing issues interactively and taking notes. The Collaboration layout is optimized for annotating content and drawing freehand on content.

Default Meeting template layouts

Default Training template Used for online collaborative instruction and virtual classrooms. It contains three layouts:

Lobby, Classroom, and Analysis. The Lobby layout is a place to exhibit a self-running presentation or display other preliminary content. Leave the Lobby layout open so that attendees can browse its content while waiting for the meeting to begin. From the Classroom layout, present PowerPoint slides, share your screen, or share a whiteboard. The Analysis layout enables you to collaborate with students, provide files to download and links to browse, and use a whiteboard for instruction.

Default Events template Used for meetings or seminars with a large audience. It contains three layouts: Lobby,

Presentation, and Questions And Answers. The Lobby layout is a place to play music, exhibit a self-running presentation, or display other preliminary content. Leave the Lobby layout open so that attendees can browse content while waiting for the meeting to begin. From the Presentation layout you present PowerPoint slides, share your screen, or show a whiteboard. The Questions And Answers layout facilitates an open Q

& A session with participants.

Information preserved in a template

A meeting room converted to a template is a duplicate of the original room. Layouts, pods, room information, and most types of content are preserved in the template, including the following:

• Layouts with name, order, and starting (selected) status

• Pods with name, size, position, and settings for full-screen toggle

• Pod content

• Page number in PDF files and position of the seek bar in FLV files

• Whiteboard overlay contents

• Poll state (Prepare, Open, Close), questions, answers, and broadcast results

• Questions and answers, Chat pod link, and status (Open, Answered, All)

• Text in Note pod

• Camera and voice settings

• Room on hold (Yes, No)

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Adobe Acrobat Connect Pro Meeting

• Value for guest entry

• Messages displayed to users when a meeting is on hold or ended

• Room background, screen resolution, and bandwidth

• Presenter Only area status

• Contact invitees description

Certain information is not saved to the template. Audio conference settings, Audio Setup wizard settings, and the content of a Chat pod are not saved to a template.

Note: Do not convert meeting rooms containing breakout rooms into templates.

Apply a template to a new meeting

1 On the Acrobat Connect Pro Central home page, in the Create New menu bar, click Meeting.

2 On the Enter Meeting Information page, next to Select Template, click the menu and make a selection. (The Shared

Templates\Default Meeting Template is the default.)

Convert a meeting room to a template

If you are a host, you can create a new meeting room template. To add a meeting room to the Shared Template folder, you must have manager permissions for the folder. By default, you have full control over meetings and templates in your user meeting folder.

1 From the Meetings tab in Acrobat Connect Pro Central, navigate to the meeting room you want to convert.

2 Select the checkbox next to the meeting room.

3 On the navigation bar, click Move.

Two columns are displayed in Acrobat Connect Pro Central. The name of the meeting room is displayed in the left column. In the right column, under the heading Move to This Folder, User Meetings default. If this is the folder you want to use, go to step 5.

4 Navigate to and select a template folder, such as the Shared Template folder.

5 Click Move at the bottom of the column.

Your meeting room now resides in the template folder that you selected. The template is added to the list in the appropriate folder.

When you create a meeting with the New Meeting wizard, you can select the template you just created from the Select Template menu. You can customize this room just like any other to meet your needs. Once the meeting is created, you cannot apply a new template to it. Instead, you must create a new meeting by using the new template.

> [your account] is selected by

Starting and attending meetings

Start meetings

When you are host, starting a meeting is as simple as logging in to your meeting room and then inviting others, through e-mail or instant message, to do the same. Meetings can be spontaneous or prearranged.

When you have entered the meeting room, you can perform tasks to set up the meeting for attendees, such as specifying conference information, accepting or declining requests to join the meeting, rearranging pods, and typing in notes.

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More Help topics

“Place a meeting on hold or end a meeting” on page 17

“Create and use audio profiles” on page 9

Enter a meeting room

❖ Do one of the following:

• From the Home page in Acrobat Connect Pro Central, click My Meetings, and click the Open button for the

desired meeting.

• In Acrobat Connect Pro Central, navigate to the Meeting Information page for a specific meeting and click Enter

Meeting Room.

• Click the meeting URL in the e-mail invitation that you have received. Type your Acrobat Connect Pro login

and password, and then click Enter Room.

• Enter the meeting URL in your browser. Type your Acrobat Connect Pro login and password, and then click

Enter Room.

The first time you visit a meeting room, bookmark it for quick access the next time you want to start a meeting.

Start a meeting using the Start Meeting button

The Start Meeting button is included in software applications such as Adobe Acrobat® 8, Adobe Reader® 8, and some Microsoft Office programs. As a meeting host, use the Start Meeting button to access your meeting room login screen or to set up a new Acrobat Connect Pro account.

Note: In Acrobat 9 and Reader 9, you can use Adobe ConnectNow, a personal web-conference tool, for online meetings.

1 Click Start Meeting .

2 If the Welcome To Start Meeting dialog box appears, click Create Trial Account to set up a new account or click

3 In the Start Meeting Log In dialog box, type your meeting URL, login, and password, and click Log In.

Note: In Acrobat 8 or Reader 8, your meeting preferences determine how much login information you have to enter before your meeting room opens. To change your Acrobat or Reader meeting preferences, select Edit or Acrobat

> Preferences or Reader > Preferences (Mac OS), and then select Meeting on the left.

> Preferences (Windows)

More Help topics

“Place a meeting on hold or end a meeting” on page 17

Set meeting room bandwidth

The host sets meeting room bandwidth to determine the rate (kilobits/second) at which data from the meeting is sent to attendees. The host should choose a room bandwidth that matches the connection speed used by attendees. If attendees are using a variety of connection speeds, choose the lowest speed that attendees may be using. For example, if some attendees are using modems, choose Modem for room bandwidth to ensure that all attendees have a good connection and client computers are not overloaded.

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Adobe Acrobat Connect Pro Meeting

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

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

good connection. Having more than one presenter with the Modem setting is not recommended. Screen sharing with the Modem setting is not recommended.

• DSL: 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

1 In a meeting room, select Meeting > Room Performance And Appearance > Optimize Room Bandwidth.

2 Select Modem, DSL/Cable, or LAN.

For an article on managing and monitoring meeting bandwidth, see

http://connectusers.com/tutorials/2009/03/connection_status/index.php.

kbits/second.

Invite attendees and grant or deny access

While in the meeting room, hosts can invite people to attend a meeting. A host can choose to block access to a meeting, and allow or disallow requests to enter a blocked meeting.

Note: To see names in the Invitee List, your Acrobat Connect Pro administrator must enable the Invitee List feature. (Administrators can also use the compliance feature to disable the Invitee List. For more information, see

compliance and control settings” on page 170.)

“Working with

More Help topics

“View and modify a participant list” on page 19

Contact invitees from a meeting

After starting a meeting, you can open the Invitees pod to see who is invited to the meeting and to communicate with them, if necessary. This is useful if invitees are late and you want to contact them to see if they plan to attend.

Note: To see names in the Invitee List, your Acrobat Connect Pro administrator must enable this feature.

1 Start a meeting.

2 Click Show Invitee List .

3 In the Invitees Pod, select an invitee in the list, use control-click or shift-click to select multiple invitees, or click

Select All.

4 Do any of the following:

• Click IM. In the Chat With Invitees pod, type the message, click , select Paste Meeting URL, and click Send .

•

Click Email. Click Compose E-mail. In your default e-mail program edit the subject or message, if desired, and click Send.

5 To close the Invitees and Chat With Invitees pods, click Hide Invitee List .

Invite attendees while a meeting is in progress

Hosts can invite people to a meeting from the Acrobat Connect Pro meeting room.

1 Do one of the following:

• In the menu bar, select Meeting > Manage Access And Entry > Invite Participants.

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Adobe Acrobat Connect Pro Meeting

• In the Attendee List pod, click the Pod Options button in the lower-right corner and select Invite Participants.

2 In the Invite Participants dialog box, do one of the following:

• Click the Compose E-mail button to open your default e-mail application and send invitees an automatically

generated e-mail message with the meeting URL.

• Copy the meeting URL from the Invite Participants dialog box into an e-mail or instant message and send the

message to invitees. Return to the meeting room and click Cancel to close the dialog box.

Block incoming attendees

1 In the menu bar, select Meeting > Manage Access and Entry > Block Incoming Attendees.

2 To allow incoming attendees to request entry to the meeting, select Incoming Attendees Can Request Entry.

Deselect this option to disallow requests to enter the meeting.

3 (Optional) In the text box, edit the message for incoming attendees. Select Save Message to save the message for

future use.

4 Click OK.

Work with pods

Hosts can show and hide, add, delete, rearrange, and organize pods. More than one instance of a pod (except the Attendee List and Camera And Voice pods) can be displayed in a meeting at the same time.

“Working with compliance and control settings” on page 170.

More Help topics

“Share your screen” on page 27

“Share content in the Share pod” on page 26

Show or hide a pod

1 In the menu bar, select Pods and select the name of the pod to show. A check mark appears next to the name of

pods that are currently visible in the meeting. To hide a pod, select the pod name again, or click the Hide button (the minus sign) on the right side of the pod title bar.

2 For pods that can have multiple instances (all pods except the Attendee List and the Camera And Voice pods), to

show or hide a specific instance of the pod, select the instance name from the pod submenu.

Add a pod

1 In the menu bar, select Pods and select the name of a pod.

2 From the pod submenu, select New [pod name] Pod.

Move and resize pods

1 In the menu bar, select Pods > Move And Resize. A check mark appears next to the option when it is selected.

2 To move a pod, drag it by its title bar. To resize a pod, drag the lower-right corner.

Display a pod at full screen size

1 At the right side of the pod title bar, click the Maximize Pod button (the screen icon).

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Adobe Acrobat Connect Pro Meeting

2 To restore the pod to its original size, click the button again.

Organize pods

1 In the menu bar, select Pods > Organize Pods.

2 Do one of the following:

• To delete pods, select the pods in the pane on the left and click Delete.

• To rename a pod, select the pod in the pane on the left and click Rename. Enter a new name in the Rename Pod

dialog box and click OK.

• To locate all unused pods, click Select Unused. Any unused pods are highlighted in the list on the left. Click Delete

if you want to remove the unused pods.

3 Click Done.

Join a meeting

Attendees join a meeting as a guest or as a registered user, depending on the options chosen by the meeting host.

Before joining a meeting, check the date and time shown to determine whether it is in progress. (If the date is in the past, the meeting appears on your meeting list under expired meetings.)

If your connection to the server fails, Acrobat Connect Pro Central displays an error message and provides a link to the Acrobat Connect Pro Central test wizard, which leads you through a series of steps to test your connection status.

Note: If the administrator for your meeting has activated client-side certificates, the Select Certificate dialog box appears when you attempt to enter a meeting, prompting you to select a certificate to verify your identity. Also, an administrator may have enabled a compliance Terms of Use notice that must be accepted before entering a meeting. (For more information, see

1 Do one of the following:

“Working with compliance and control settings” on page 170.)

• If you have been invited to a meeting by someone in your organization, on the Acrobat Connect Pro Home tab,

click My Meetings. In the list of meetings on the left, locate the meeting you want to join and click Enter.

• Click on the URL for the meeting, most likely received in an e-mail or instant message.

2 Log in to the meeting room as either a guest or an Acrobat Connect Pro user:

• Select Enter As A Guest. Type the name to be used as your identifier in the meeting and click Enter Room.

• Select Enter With Your Login And Password. Enter your login name and password. Click Enter Room.

If the meeting has started, your browser immediately displays the meeting room. If the meeting has not started, you receive this message: “The meeting has not yet started. You will be able to access the meeting once the host arrives. Please wait.”

Place a meeting on hold or end a meeting

A host can place participants on hold to block access to the meeting room temporarily. Hosts and presenters are still able to enter a meeting room and perform activities there while participants are on hold. Audio conference calls are placed on hold.

A host can place a meeting on hold to allow presenters to enter a meeting room while the meeting is not in session, so that they can prepare materials for the meeting. A Stop Meeting icon meeting is on hold.

appears at the right of the menu bar when a

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Adobe Acrobat Connect Pro Meeting

A host can remove everyone from a meeting and end the meeting to deny everyone access to the meeting room, including hosts, presenters, and participants. Audio conference calls are disconnected. Hosts may end a meeting if the Acrobat Connect Pro account is billed by the minute, to prevent charges while the meeting is not in session. When a host has ended a meeting, a message appears indicating that the meeting has ended.

A button for restarting the meeting appears to hosts. A notification window tells the host how many attendees are waiting to enter the meeting room. Attendees who log into a meeting that is on hold automatically enter when the meeting resumes.

Hosts can send On Hold or Meeting Ended messages to inform attendees of the meeting status.

Place participants on hold

1 In the menu bar, select Meeting > Manage Access And Entry > Place Participants On Hold.

2 Revise the Message For Participants if you want, and click OK to place the meeting on hold and display the message

to participants.

To find out how many participants are waiting to enter a meeting you have placed on hold, place the pointer over the Stop Meeting icon at the right of the meeting room menu bar.

End a meeting

1 In the menu bar, select Meeting > End Meeting.

2 Revise the message if you want, and click OK to end the meeting and display the message to participants.

Compose an On Hold or End Meeting message

You can write an On Hold or End Meeting message without interrupting the meeting. This allows you to write the message during the meeting and then send it at the appropriate time.

1 In the menu bar, select Meeting > Manage Access And Entry > Place Participants On Hold.

2 Revise the message in the message box.

3 Click Save Message to save the message for future use and return to the meeting.

Restarting a meeting that is on hold or ended

❖ In the upper-right corner of the meeting room, hover over the hold meeting icon and in the notification window

click Start Meeting.

Updating meetings

After creating a meeting, you can update meeting information, change the participant list, and manage content associated with the meeting.

Obtain information about a meeting

You can obtain details about an individual meeting at any time.

1 On the Acrobat Connect Pro Central Home tab, click My Meetings.

2 Under My Meetings, click the meeting name.

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Adobe Acrobat Connect Pro Meeting

The Meeting Information page appears on the right with the following details:

Name The meeting title.

URL The web address where the meeting is to occur (the meeting room’s virtual location).

Summary A brief description of the meeting.

Start time The date and time that the meeting begins.

Duration The projected length of time of the meeting.

Language The language in which the meeting will be conducted.

Telephony information The telephone number for participants who call in to this meeting and the code that they must

enter (necessary only when the meeting is in progress).

3 From here, click the Open button next to the meeting name on the left to join the meeting.

More Help topics

“Viewing data about meetings with the dashboard” on page 24

“Meeting reports” on page 25

View and modify a participant list

If you have Manage permissions for a meeting, you can view a list of all invited attendees for each meeting room. However, if this meeting is presented as an event, you must view and manage participants in the Event Management tab. For more information, see

If you are an administrator or have Manage permissions for this meeting’s folder, you can add or remove attendees and change an attendee’s permission setting (host, presenter, or participant).

Attendees that have been removed do not receive any notification and cannot enter the meeting unless the meeting access setting is changed to allow entry to anyone who has the meeting URL.

More Help topics

“Workflow for creating and importing users and groups” on page 180

“Invite attendees and grant or deny access” on page 15

View a meeting participant list

1 Click the Meetings tab at the top of the Acrobat Connect Pro Central home page.

2 If necessary, navigate to the folder that contains the meeting.

3 Click the meeting name in the list.

4 In the Meeting Information page, click the Edit Participants link on the navigation bar.

Add meeting participants

1 Click the Meetings tab at the top of the Acrobat Connect Pro Central home page.

2 If necessary, navigate to the folder that contains the meeting.

3 Click the meeting name in the list.

4 In the Meeting Information page, click the Edit Participants link on the navigation bar.

“Adobe Acrobat Connect Pro Events” on page 113.

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Adobe Acrobat Connect Pro Meeting

5 In the Available Users And Groups list, do one of the following to select the users or groups:

• Control-click (Windows) or Command-click (Macintosh) or Shift-click to select multiple users or groups.

• To expand a group to select any individual members, double-click the group name; when you finish selecting

names, double-click Up One Level in the list to restore the original list.

• To search for a name in the list, click Search at the bottom of the window, enter the name to display it in the list,

and then select it.

6 Click Add.

7 For each new participant user or group that you added, select the appropriate permission type (Participant,

Presenter, Host, or Denied) from the Set User Role menu at the bottom of the Current Participants list.

Remove meeting participants

1 Click the Meetings tab at the top of the Acrobat Connect Pro Central home page.

2 If necessary, navigate to the folder that contains the meeting.

3 Click the meeting name in the list.

4 In the Meeting Information page, click the Edit Participants link on the navigation bar.

5 In the Current Participant list, do either of the following to select users or groups:

• Control-click (Windows) or Command-click (Macintosh) or Shift-click to select multiple users or groups.

• To search for a name in the list, click Search at the bottom of the window, enter the name to display it in the list,

and then select it.

6 Click Remove.

Change a participant’s meeting permission

1 Click the Meetings tab at the top of the Acrobat Connect Pro Central home page.

2 If necessary, navigate to the folder that contains the meeting.

3 Click the meeting name in the list.

4 In the Meeting Information page, click the Edit Participants link on the navigation bar.

5 In the Current Participants list, do either of the following to select the users or groups whose meeting permissions

you want to change:

• Control-click (Windows) or Command-click (Macintosh) or Shift-click to select multiple users or groups.

• To search for a name in the list, click Search at the bottom of the window, enter the name to display it in the list,

and then select it.

6 For each name, select the new user role (Participant, Presenter, Host, or Denied) from the Set User Role menu at

the bottom of the Current Participants list.

View and manage meeting content

You can view uploaded content, move the content to the Content library, or delete uploaded content at any time.

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Adobe Acrobat Connect Pro Meeting

More Help topics

“Working with content in the Content library” on page 150

“Share content in the Share pod” on page 26

“Sharing content during a meeting” on page 25

View a list of uploaded content

If you have Manage permissions for a meeting folder, you can view a list of all content that has been uploaded to the server from a meeting room within that folder.

1 Click the Meetings tab at the top of the Acrobat Connect Pro Central home page.

2 If necessary, navigate to the folder that contains the meeting.

3 Click the meeting name in the list.

4 In the Meeting Information page, click the Uploaded Content link on the navigation bar.

5 A list of all uploaded content appears. From here, do any of the following:

• To see the information about a specific item in the list, click the item name.

• Move uploaded content to the Content library.

• Delete uploaded content.

• To determine if the content is still being used in the meeting room, view the Referenced column. A Yes indicates

that it is still being used. An empty column indicates that it is not.

Move uploaded content to the Content library

To move uploaded content to the Content library, you must be an administrator or a user with permissions to manage the specific Meetings library folder that contains this meeting.

1 Click the Meetings tab at the top of the Acrobat Connect Pro Central home page.

2 If necessary, navigate to the folder that contains the meeting.

3 Click the meeting name in the list.

4 In the Meeting Information page, click the Uploaded Content link on the navigation bar

5 Click the check box to the left of each file you want to move.

6 Click the Move To Folder button on the navigation bar.

7 Navigate to the folder location in the Content library where you want to move the content file by clicking the folder

titles or the Up One Level button.

8 Click Move.

9 Click OK.

Delete uploaded content

1 Click the Meetings tab at the top of the Acrobat Connect Pro Central home page.

2 If necessary, navigate to the folder that contains the meeting.

3 Click the meeting name in the list.

4 In the Meeting Information page, click the Uploaded Content link on the navigation bar.

5 Click the check box to the left of each file that you want to delete.

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Adobe Acrobat Connect Pro Meeting

6 Click Delete.

7 Click Delete on the confirmation page to permanently delete the selected content.

Edit meeting information

If you are an administrator or a user with Manage permissions for this meeting folder, you can modify the meeting properties on the Meeting Information page.

1 Click the Meetings tab at the top of the Acrobat Connect Pro Central home page.

2 If necessary, navigate to the folder that contains the meeting.

3 Click the meeting name in the list.

4 In the Meeting Information page, click the Edit Information link on the navigation bar.

5 Edit any of the meeting information, such as start time or duration.

6 Click Save.

More Help topics

“Obtain information about a meeting” on page 18

“Meeting reports” on page 25

“Allocate meeting minutes to cost centers” on page 169

Options in the Edit Information page

Name A required field that appears in the meeting list, the meeting login page, and in reports.

Summary A meeting description that appears on the Meeting Information page, and is included in meeting invitations

by default. Summary length is limited to 1000 characters.

Start time The month, day, year, and time that the meeting starts.

Note: Some Acrobat Connect Pro pricing models ignore meeting start dates and allow attendees to enter meetings before the designated start date. Depending on the meeting pricing model your organization uses, if you change the meeting start date to a future date, participants and presenters might still be able to enter the meeting room any time after you create the meeting. When you are logged in to a meeting room, you can stop participants from entering the room between meetings.

Duration The meeting length, in hours and minutes.

Language The primary language used in the meeting room.

Note: If you create a meeting in one language and later change the language on the Edit Information page, the names of the pods in the meeting room remain in the original language. It is best to set the language when creating a meeting and keep the language the same.

Access There are three options:

• Only registered users may enter the room (guest access is blocked) This option allows registered users and

participants to enter the room with their user name and password. Guest access is denied.

• Only registered users and accepted guests may enter the room With this option, the meeting room is accessible

only to those who have been invited as registered users, and to guests who are accepted into the meeting room by the host.

USING ACROBAT CONNECT PRO 7.5

Adobe Acrobat Connect Pro Meeting

Registered users must enter their user name and password to enter the meeting room. Accepted guests are accepted into the room by the host. Acrobat Connect Pro can generate an individual attendance report for each registered user in the meeting. Accepted guests are added to the total number of meeting attendees on meeting reports, but no individual attendance report is available.

Note: For some Acrobat Connect Pro accounts, a host must be present in a meeting in order for attendees to enter.

• Anyone who has the URL for the meeting can enter the room Anyone who receives the meeting URL. Click Send

E-mail Invitations to create an e-mail invitation in your own e-mail application. The new message contains a prepopulated subject (Connect Pro Invitation) and a prepopulated message (containing the meeting date, time, duration, location, and summary) that you can edit.

Cost Center Determines how meeting room minute costs should be allocated. Use the menu to select an option and

bill costs to individual users, your cost center, or a specified cost center.

Audio Conference Settings You can choose not to include audio in the meeting, or choose from these audio

conferencing options:

• Include this audio conference with this meeting Audio profiles with preconfigured audio conference settings.

Select a profile to associate it with the meeting. Acrobat Connect Pro uses the profile to connect to the meeting room and start the audio conference for you.

• Include other audio conference with this meeting Telephone numbers and other settings for calling into an audio

conference when the audio provider has not been configured with a dialing sequence. The settings are for display only, for example, in the meeting invitation and meeting room. You must have an account with the provider.

Note: If you did not add audio conference settings when you initially created the meeting, you can add them during the meeting. Ask all users to log out of the meeting while you add conference settings, and then log back into the meeting.

Update information for any items linked to this item Select this check box to update any items linked to the meeting

with the revised meeting information.

Send meeting invitations for an existing meeting

You can send invitations for a meeting that has already been created if you are the meeting host, an administrator, or have Manage permissions for this meeting’s folder.

A meeting invitation is an e-mail invitation informing participants of the date, time, duration, summary, URL, and audio conference information. You can also choose to attach a Microsoft Outlook calendar event to the e-mail message. This enables attendees to add the meeting to their Outlook calendar.

The way that invitations are sent depends on the type of meeting:

Registered guests If your meeting is for registered users only, create a custom e-mail message from within Acrobat

Connect Pro Central. Send the e-mail invitation to all hosts, participants, and presenters; presenters only; or participants only. The subject and message body can be edited.

Anyone If your meeting is open to anyone who receives the meeting URL, click Send E-mail Invitations to create an

e-mail invitation in your own e-mail application. The new message contains a subject (the meeting name) and message (containing the meeting date, time, duration, URL, and summary) that you can edit.

More Help topics

“Edit meeting information” on page 22

Send invitations to registered guests only

1 Click the Meetings tab at the top of the Acrobat Connect Pro Central home page.

USING ACROBAT CONNECT PRO 7.5

Adobe Acrobat Connect Pro Meeting

2 If necessary, navigate to the folder that contains the meeting.

3 Click the meeting name in the list.

4 In the Meeting Information page, click the Invitations link on the navigation bar.

5 From the To menu, select the group to invite: All Hosts, Presenters, And Participants; Hosts Only; Presenters Only;

or Participants Only.

6 Edit the subject and the message body as appropriate.

7 To attach an Outlook calendar event to the e-mail, select the check box next to Attach Microsoft Outlook Calendar

Event (iCal) To E-mail Message; otherwise, clear the check box.

8 Click Send.

Send invitations to an unrestricted meeting

1 Click the Meetings tab at the top of the Acrobat Connect Pro Central home page.

2 If necessary, navigate to the folder that contains the meeting.

3 Click the meeting name in the list.

4 In the Meeting Information page, click the Invitations link on the navigation bar.

5 Do either of the following as appropriate:

• Click Send E-Mail Invitations to automatically display a new blank message in your e-mail application.

• Manually create a new e-mail message, then copy and paste the meeting URL (shown in the meeting details) into

the message.

6 Type the e-mail addresses of the invitees or add them from your address book.

7 Edit or type, as appropriate, the e-mail subject and message.

8 Send the e-mail invitation.

Viewing data about meetings

Viewing data about meetings with the dashboard

The Meeting Dashboard provides a graphical representation of statistical data about your meetings. To see the Dashboard, from the Home Tab click Meetings, then click Meeting Dashboard. The data, which reflects all the meetings you have created, appears in three bar graphs; clicking in any of the bar graphs brings up the Summary Report for the meeting.

Most Active Meetings Over Last 30 days Determined by the number of sessions.

Most Participant Meetings Over Last 30 Days Determined by the number of participants. This feature counts only

registered attendees; guest attendees are not included in the count. However, guest attendees are included in the data reported in the Summary Report for each meeting.

Most Viewed Recordings Over Last 30 days Determined by the number of views (that is, the number of times each

archived meeting has been viewed).

The bar graphs appear within the Acrobat Connect Pro Central Meetings tab. Click Printable Version to export the Dashboard to a browser window for printing.

USING ACROBAT CONNECT PRO 7.5

Adobe Acrobat Connect Pro Meeting

More Help topics

“Obtain information about a meeting” on page 18

Meeting reports

The Reports feature of Acrobat Connect Pro Central lets you create reports that show you a given meeting from different perspectives. To use this feature, navigate to the Meeting Information page of an individual meeting and then click the Reports link. This displays links that let you define the following meeting information:

Summary The first report type that appears when you access the Reports feature. The Summary shows you aggregate

meeting information, which includes: name; URL For Viewing; Unique Sessions (a single instance in which a given user has joined and exited the meeting); the last time that any invitee entered the meeting room (Most Recent Session); number of people invited; number of those who attended; and the greatest number of people who entered the room at any one time (Peak Users).

By Attendees Lists the name and e-mail address of each meeting participant, as well as the time they entered the

meeting and the time they left it.

By Sessions Lists the start and end time of each session, the session number, and the number of attendees. Clicking on

the session number displays the participant list for this session, including participant name and entry and exit times for each participant.

By Questions Lists each poll by session number, number, and question. Select a view by clicking one of the following

options under the Report column:

• “View answer distribution” displays a pie chart in which each answer is color-coded with a unique color.

• “View user responses” provides an answer key that lists each answer for this poll and its corresponding answer

number; these numbers map to the pie chart. This option also shows a list of all the participants who responded in this poll and the number of the answer they selected (if the poll question allowed multiple responses, all responses are shown for the user).

More Help topics

“Obtain information about a meeting” on page 18

“About Connect Pro Central reports” on page 200

Sharing content during a meeting

Sharing a computer screen, document, or whiteboard

Hosts and presenters (and participants who have been given rights) use the Share pod to display content to attendees, such as the following:

• Selected items on your computer screen, including one or more open windows, one or more open applications, or

the entire desktop. See

• A document, such as a presentation, Adobe PDF file, FLV file, a JPEG, or other file format. See “Share a document

or PDF” on page 31.

• A whiteboard with a variety of writing and drawing tools. You can share a stand-alone whiteboard, or a whiteboard

overlay that appears on top of other shared content. See

“Share your screen” on page 27.

“Share a whiteboard” on page 33.

USING ACROBAT CONNECT PRO 7.5

Adobe Acrobat Connect Pro Meeting

All documents shared in the Share pod, except for PDFs, can be viewed but not downloaded by attendees. To enable attendees to download non-PDF documents, a host or presenter must upload the documents to the File Share pod.

When you share content in the Share pod, attendees see your pointer move in the Share pod window. All activities you perform in a shared window, application, or document are visible to attendees.

Presenters and hosts must install the Add-in the first time they attempt to upload content or share a screen. The Add-in is a special version of Flash Player with additional features for hosts and presenters. The Add-in provides support for uploading files to the server and sharing screens during a meeting. It also provides additional audio support.

Note: If you have a pop-up blocker enabled in your browser, the dialog box for downloading the Add-in will not appear. To correct this problem, temporarily disable the pop-up blocker.

“Working with compliance and control settings” on page 170.

More Help topics

“Work with pods” on page 16

“Turn off display synchronization for documents” on page 32

Share content in the Share pod

The Share pod controls let hosts and presenters share content in various ways. You can display the pod at Full Screen size to make contents larger. You can enable attendees to toggle between Full Screen and Normal display size. You can choose to display changes in the presenter’s pod to all attendees, so that the presenter can control the pod size for attendees. You can share content that is already loaded into the meeting room but is not currently displayed. When content is displayed in the Share pod, you can use a pointer to call attention to particular areas.

More Help topics

“Work with pods” on page 16

“Share a whiteboard” on page 33

Change the content displayed in a Share pod

1 Click the Share button on the Share pod control strip.

2 Select My Computer Screen, Documents, or Whiteboards and, for Documents and Whiteboards, select the item

you want to share from the submenu.

Display and enable the Full Screen mode

1 To display the Share pod at full screen size, click the Full Screen button in the Share pod control strip. Click the

button again to return to normal display size.

2 To change the attendees’ Share pod display size when you change your own, click the triangle next to the Full Screen

button and select Enable Full Screen Toggle For Participants. (When this option is turned off, attendees control the size of their own Share pods.)

Note: When you enable full screen mode, use Alt + Tab to go to the window that you want to share.

“Working with compliance and control settings” on page 170.

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