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 Unpublished-rights reserved under the copyright laws of the United States.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

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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.

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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.

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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.

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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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Display changes in the presenter’s Share pod to all participants

❖ Click the triangle next to the Full Screen button and select Presenter’s Changes Affect Everybody from the

submenu.

Turn off sharing but keep the Share pod open

❖ Click Stop Sharing on the Share pod control strip.

Redisplay Share pod content that was closed

❖ Do one of the following:

• Select Share > Documents or Share > Whiteboard from the control strip at the bottom of the Share pod, and select

the shared document or whiteboard by name from the submenu.

• Select Pods > Share and select the Share pod by name from the submenu.

Use a pointer in a Share pod

❖ Do one of the following:

• Click the Pointer on the Share pod control strip.

• Choose Show Pointer from the Share pod options menu.

Share your screen

As a host or presenter in a meeting, you can share windows, applications, or your entire desktop. Your account administrator can restrict the applications and processes that you can share. As a participant in a meeting, to share your screen, a host must give you permission or promote you to a presenter or host.

When you share anything on your computer screen, actions you take in the shared region are visible to all participants in the meeting. Participants follow the progress of your pointer as you move it across your screen.

The region or regions that you share must be visible on your desktop to be visible in the Share pod to other participants. Overlapping windows on the desktop appear as a blue crosshatched pattern in the Share pod.

More Help topics

“Sharing a computer screen, document, or whiteboard” on page 25

“Share a whiteboard” on page 33

“Share a document or PDF” on page 31

“Specifying applications to share (Windows)” on page 171

“Specifying applications to share (Mac OS)” on page 171

“Work with pods” on page 16

Share your screen (Host or Presenter)

1 Do one of the following to open a Share pod:

• Choose Layouts > Sharing.

• Choose Pods > Share > New Blank Share Pod.

2 In the Share pod, do one of the following:

• Click the My Computer Screen button.

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• Click the Share button on the Share pod control strip, and select My Computer Screen from the pop-up menu.

Note: If the Share Pod is empty, you are a participant and do not have permission to share.

3 In the Start Screen Sharing window, do one of the following:

• Select Desktop (or Secure Desktop Sharing) to share contents of your desktop. The Secure Desktop Sharing option

appears only if the account administrator has restricted the applications and processes that you can share. The Desktop option allows you to share authorized contents on your desktop. If you have more than one monitor connected to your computer, a desktop appears for each monitor. Choose the desktop that you want to share.

• Select Windows to share one or more authorized windows that are open and running on your computer. Choose

the window or windows that you want to share.

• Select Applications to share an authorized application and all its related windows that are open and running on

your computer. Choose the application or applications that you want to share.

4 Click the Share button at the bottom of the Start Screen Sharing window to begin sharing.

Share your screen (Participant)

1 To share your screen, ask a host to select your name in the Attendee List pod and click Request Screen Share.

2 An alert appears on your screen that says “Begin Sharing Desktop?” Click Start.

3 In the Start Screen Sharing window, do one of the following:

• Select Desktop (or Secure Desktop Sharing) to share contents of your desktop. The Secure Desktop Sharing option

• Select Windows to share one or more authorized windows that are open and running on your computer. Choose

the window or windows that you want to share.

• Select Applications to share an authorized application and all its related windows that are open and running on

your computer. Choose the application or applications that you want to share.

4 Click the Share button at the bottom of the Start Screen Sharing window to begin sharing.

Share control of your screen

While screen sharing, you can pass control of the shared desktop, window, or application to another host or presenter.

1 Start sharing your screen.

2 A host or presenter clicks the Request Control button on the Share pod control strip.

3 You see a request message in the upper-right corner of the meeting room window. Do one of the following:

• Click Accept to grant control of your screen.

• Click Decline to deny control of your screen.

Request control of a shared screen

Hosts and presenters can request control of the screen, but the request must be granted. Control cannot be taken without permission.

❖ Click the Request Control button on the Share pod control strip.

If the request is accepted, a message informs you that you have been granted control of the screen. The Request Control button becomes a Release Control button. You can now take control of the shared screen.

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Release control of a shared screen

❖ Click the Release Control button on the Share pod control strip (or in the notification window) to return control

of the shared screen to the original Host or Presenter.

Preview your shared screen in the meeting room

When sharing an application, window, or desktop on your computer, you can select the Preview option to show the same view that participants see in their Share pod.

❖ Click the Pod Options button of the Share pod and select Preview In Pod While Screen Sharing, or click the

Preview button . (When you are finished, click Preview again.)

Share a presentation

For hosts or presenters who share a presentation in the Share pod, special controls are available for navigating and displaying the presentation. A presentation layout has the following areas:

Presentation The main part of the window, which displays the presentation slides.

Presentation sidebar An area on the right side (default location) of the browser window that shows the name of the

presentation, the presenter information, and the Outline, Thumb, Notes, and Search tabs (if the tabs were included in presentation theme). If you cannot see the sidebar, click Show/Hide Sidebar

in the Presentation toolbar.

Presentation toolbar A control bar at the bottom of the presentation that gives you control over the presentation

playback, audio, attachments, and screen size. This is visible to hosts only, unless a host chooses to display it to participants. (To see all presentation toolbar options, the presentation file should be loaded to the content library from Adobe Presenter. If you load the PowerPoint PPT file directly into the Share pod from your computer, not all presentation toolbar options are visible. You may also need to click Sync.)

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

More Help topics

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

“Work with pods” on page 16

“Share a whiteboard” on page 33

Use the presentation Outline tab

Most presentations have an Outline tab on the sidebar. The Outline tab lists the title and duration of each slide. You can use the Outline tab to display information and to move to a specific slide in the presentation. The current slide is highlighted with a glow color, which you can change in the theme. You can choose to display the highlight outline to all attendees or to hosts and presenters only.

1 Click the Outline tab in the sidebar at the right.

2 To move to a slide in the presentation, click its title in the Outline tab.

3 To show the full slide title, move the pointer over the title.

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Use the Presentation Thumb tab

Presentations can have a Thumb tab on the sidebar. The Thumb tab shows a small picture of each slide, the slide title, and the slide duration. The current slide is highlighted with a glow color, which you can change in the theme. You can use the Thumb tab to see the contents each slide quickly and to move to a specific slide in the presentation.

Note: If you upload your presentations directly from your computer and into a meeting, the Thumb tab is not displayed. Adobe recommends adding presentations to a meeting from the Content library.

1 Click the Thumb tab in the sidebar at the right.

2 To move to a slide, click its title in the Thumb tab.

3 To show the slide title, move the pointer over the title.

View Presentation slide notes

When creating a presentation in PowerPoint, you can enter notes for individual slides. If any slide notes exist, they can be displayed in the presentation. Slide notes appear on the right side of the presentation window. You cannot change the size of the slide Notes tab.

❖ Click the Notes tab in the sidebar on the right side.

The complete notes text is displayed. The text is unformatted and cannot be edited directly on the tab.

Search for text in a presentation

1 Click the Search tab in the sidebar on the right side.

2 Type the text to search for directly into the text box.

3 Click Search .

4 Search results are displayed below the text box. Click any slide title in the results list to display that slide.

Presentation toolbar options

You can control the presentation appearance and playback by using the toolbar located at the bottom of the presentation. (To see all presentation toolbar options, the presentation file should be loaded to the Content library from Adobe Presenter. If you load the PowerPoint PPT file directly into the Share pod from your computer, not all presentation toolbar options are visible. You may also need to click Sync.)

Play/Pause Pauses and resumes play of the current slide.

Back Moves to the previous slide in the presentation.

Forward Moves to the next slide in the presentation.

Slide progress bar Shows and controls the playback location within the current slide. The position marker moves as

the slide plays. You can drag the marker arrow forward or back in the current slide to change your playback location. You can also click a specific location on the progress bar to move the slide marker position and slide playback there.

Current slide number Shows the number of the currently displayed slide and the total number of slides (for example,

2/10).

Status Shows the status of the current slide, such as Playing, Stopped, No audio, or Presentation complete.

Time Shows the current slide time and the total slide time as the slide plays (for example, 00.02/00.05).

Audio volume Shows the volume level that is set for the slide.

Attachments Displays a small window showing any attachments (for example, documents, spreadsheets, images,

URLs) that have been added.

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Show/Hide sidebar Shows or hides the sidebar.

Share a document or PDF

As a host or presenter, you can share documents that have been uploaded to the Content library, or share documents directly from your computer. Sharing documents from the Content library has the following advantages over sharing your screen:

• Better and higher fidelity viewing experience for participants.

• Lower bandwidth requirement for presenters and participants.

• More navigation options with the Adobe Presenter sidebar.

• Preloading and organizing documents in the meeting room.

• Easier presentation when multiple presenters are involved.

If you turn off sharing, change the content in a Share pod, or close the Share pod, the document is still part of the meeting room and can be displayed again. If you delete a Share pod, the document is deleted from the meeting room. (If you uploaded it to the Content library previously, it is still available there.) To edit a shared document, you must edit the source document and reload it into the meeting.

More Help topics

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

“Work with pods” on page 16

“Share a whiteboard” on page 33

PDFs in Acrobat Connect Pro

In the Content library, PDFs are stored as PDF files. When shared in a meeting room, PDFs are converted to SWF files to enable synchronized navigation and white board capabilities.

From the Share pod, hosts and presenters can download PDFs. Participants can download PDFs if hosts and presenters click the Sync button to turn off display synchronization.

PDF Portfolios and PDF files that are password protected cannot be converted into SWF files, preventing them from being shared in Connect Pro. In addition, certain PDF features are not supported when sharing PDFs in Connect Pro. In some cases objects within the PDF are either dropped, or only a simple image preview is displayed.

The following objects are dropped in Connect Pro:

• Comment text (only the sticky note icon is shown)

• Attachments

• Bookmarks

• Audio clips (only the play button icon is shown)

The following objects retain a simple image preview (an image representing the object) in Connect Pro:

• Forms

• 3D objects

• Multimedia objects (audio, video, and SWF files)

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Share documents from the Content library

A host or presenter can load presentations, Adobe PDF, SWF, JPEG, MP3, SWF, or FLV files from the Content library into a Share pod in a meeting. In the Content library, you can select documents from a shared content folder or from a user folder, either your own or another user’s. The Content library is available in the Acrobat Connect Pro Central application. (To access a user folder other than your own, the user must grant you View permission).

If you share a presentation, the Share pod displays controls for navigating the presentation.

Note: You create presentations from PowerPoint presentations, using Adobe Presenter. Acrobat Connect Pro does not support progressive-scan JPEG files.

1 Do one of the following:

• In the Share pod, click the Documents button.

• Select Pods > Share from the menu bar.

• Select Share > Documents from the control strip at the bottom of the Share pod.

2 Click Select From Content Library on the pop-up menu.

3 Select one of the following:

• Shared Content displays uploaded content that is available to all account holders with the appropriate permissions.

• User Content displays uploaded content in individual user folders. To view the content in another user’s folder, you

must have View permission from that user.

• My Content displays the uploaded content in your user folder.

• Uploaded Content displays the content that has been uploaded for the current meeting.

4 Select the document that you want to share, and click Open.

The selected document appears in the Share pod. The document name appears in the title bar of the pod.

Share documents from your computer

You can load PPT, Adobe PDF, SWF, JPEG, MP3, or FLV files from your computer into a Share pod. The files are uploaded to the server. PPT files are converted to presentations.

1 Do one of the following:

• In the Share pod, click the Documents button.

• Select Pods > Share from the menu bar.

• Click Share on the control strip at the bottom of the pod.

2 Click Select From My Computer on the pop-up menu.

3 Select the document that you want to share and click Open.

The selected document appears in the Share pod. The document name appears in the title bar of the pod.

The document is added to the Uploaded Content folder associated with the meeting room in Acrobat Connect Pro Central. An Acrobat Connect Pro Central administrator can move the document to the Shared Content folder in the Content library to make the document available for other meetings.

Turn off display synchronization for documents

By default, Acrobat Connect Pro synchronizes display of documents so that attendees see the frame that the presenter sees. A host or presenter can use the Sync button to turn off synchronization so that attendees can move through presentations or PDF documents at their own pace.

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Note: The Sync button appears only when you have multiframe content loaded in the Share pod.

❖ In the Share pod window, with content loaded, click the Sync button (Sync is on by default). Controls for

presentation playback appear at the right of the Share pod. Click the Sync button again to turn off synchronization

Share a whiteboard

A host or presenter (or a participant that has been given rights) can use a whiteboard to create collaborative text, drawings, and other annotations in a meeting.

More Help topics

“Work with pods” on page 16

“Share content in the Share pod” on page 26

“Share a presentation” on page 29

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

Create and display a whiteboard

A whiteboard allows hosts or presenters to create text, lines, circles, squares, and other freehand drawings in real time during a meeting.

You can use a whiteboard in two different ways in a Share pod:

• A stand-alone whiteboard allows presenters to create content on a white background.

• An overlay whiteboard allows presenters to create content over an existing document in a Share pod, adding

annotations to and drawing on the document. You can lay a whiteboard over presentations, JPG, SWF, FLV, and PDF documents.

If you turn off sharing, change the content in a Share pod, or close the Share pod, the whiteboard is still part of the meeting room and can be displayed again. If you delete a Share pod, the whiteboard is deleted.

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A B D EC

Whiteboard overlay A. Pointer B. Show/Hide whiteboard overlay C. Annotation added using the Pencil tool D. Whiteboard tool options E. Show/Hide whiteboard tools

Create a stand-alone whiteboard in a blank Share pod

1 Do one of the following:

• In the Share pod, click the Whiteboard button.

• Select Pods > Share.

• Click Share on the control strip at the bottom of the Share pod.

2 Select New Whiteboard in the pop-up menu.

Add an overlay whiteboard in a Share pod

❖ With the document displayed in a Share pod, do one of the following:

• Click the Whiteboard button in the Share pod control strip.

• Click the Pod Options button the lower-right corner of the Share pod, and select Whiteboard Overlay.

• If you are sharing an application, in the upper-right corner of the window of the application, click the arrow next

to the red Stop Sharing button and select Pause and Annotate.

• If you are sharing your entire desktop, click the Acrobat Connect Add-in icon in the system tray (Windows) or

icon bar (Macintosh) and select Pause and Annotate.

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Display an existing whiteboard

❖ Select Pods > Share > [name of whiteboard].

Clear a whiteboard

❖ Press Control+D or press Clear in the Whiteboard toolbar.

Navigate between multiple whiteboard pages

A stand-alone whiteboard is composed of multiple pages. If you need to present multiple whiteboard pages during a meeting, you can use the forward and back arrow buttons to move between pages.

1 Click the Whiteboard Toolbar button.

2 Do one of the following:

• Click the right-pointing arrow to display the next page.

• Click the left-pointing arrow to display the previous page.

Whiteboard drawing tools

The tools listed below are available to create text and drawings on the whiteboard.

Note: If your Share pod is very small, all of the whiteboard tools may not be visible. Enlarge the height of the Share pod to see all tools.

Selection tool Selects a shape or area of the whiteboard. Click a shape to select it. Drag on the whiteboard or content

to create a selection rectangle that selects all the shapes within the rectangle. The selection rectangle has eight control points for resizing the selected shape or shapes. Shift-drag a corner control point to maintain the aspect ratio when you resize. Select and drag a shape to move it. To add a shape to the selection, Shift-click the shape.

Pencil tool Creates a free-form line. You can customize stroke color and stroke weight by using the color picker

and stroke weight pop-up menu at the lower part of the Whiteboard pod.

Marker tool Creates a free-form thick marker line. You can customize stroke color and stroke weight by using the

color picker and stroke weight pop-up menu at the lower part of the Whiteboard pod.

Line tool Draws a straight line between two points. You can customize stroke color and stroke weight by using the

color picker and line width pop-up menu at the lower part of the Whiteboard pod. You can create arrows by using the arrow buttons at the lower part of the Whiteboard pod. Holding down the Shift key while drawing makes the line snap every 45 degrees.

Rectangle tool Creates square and rectangle shapes. You can customize stroke color, fill color, and stroke weight

by using the color picker and the stroke weight pop-up menu. You can use No Fill as a setting for stroke color and fill color; however, you cannot use No Fill for both stroke color and fill color. Drag to expand the shape. Hold down the Shift key while drawing to make the rectangle a square.

Ellipse tool Creates circle and ellipse shapes. You can customize stroke color, fill color, and stroke weight by using

the color picker and stroke weight pop-up menu. Drag to expand the shape. Hold down the Shift key while drawing to make the ellipse a circle.

Text tool Creates a floating multiline text field. You can customize fill color, font face, and font size by using the

color picker, font pop-up menu, and font size pop-up menu. Drag to create a text area where you can type.

Stamper tool Leaves a Check Mark, Arrow, Star, or Cross on the screen. An arrow is the default stamp. You can

change the stamp image by clicking the arrow, star, checkmark, and cross buttons. You can customize image color and shape size by using the color picker and size pop-up menu. If your company has a licensed Acrobat Connect Pro

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account, you can use a custom image for the stamp. See the article “Creating Custom Whiteboard Stamps” on the Adobe Acrobat Connect Developer Center at

Undo Undoes the previous action. You can undo the following actions: drawing a shape, moving a shape, resizing

www.adobe.com/go/devnet_connect_stamps.

a shape, clearing the whiteboard, and changing a shape’s property. There is no limit to the number of times that you can perform this operation in the pod.

Redo Repeats the previous action.

Clear Deletes everything on the whiteboard.

Print Prints the contents of a whiteboard.

Upload and manage files using the File Share pod

Hosts and presenters (and participants that have been given rights) can upload files to share with meeting attendees either from their computers or from the Content library. Meeting participants cannot upload files; however, the host can change the participants’ status to allow them to upload files. Participants who want to upload files should ask the host to change their attendee role or to grant enhanced rights for the File Share pod.

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

More Help topics

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

“Share content in the Share pod” on page 26

Upload a file

1 If you do not have a File Share pod in your meeting room, click Pods > File Share > New File Share Pod.

2 Click Upload File.

3 Do one of the following:

• Click Select From Content Library and navigate to the folder that contains the file.

• Click Select From My Computer and in the Browse Content window, navigate to the folder that contains the file.

4 Select the file and click Open.

Download a file

Meeting attendees can download files from the File Share pod to their computers.

1 In the File Share pod, select the file to download.

2 Select Save to My Computer.

A browser window opens, with the Save to My Computer dialog box.

3 Click the Click to Download button.

4 Click Save.

5 Navigate to the desired location and click Save.

6 When the downloading process is complete, click Close.

7 Close the browser window that opened in step 2.

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Rename a file

This operation changes only the label that appears in the File Share pod; it doesn’t change the actual filename.

1 In the File Share pod, select the file that you want to rename.

2 In the lower-right corner, click the Pod Options button .

3 From the pop-up menu, select Rename Selected.

4 Type the new name in the Name box and click OK.

Remove a file

1 In the File Share pod, select the file that you want to remove.

2 In the lower-right corner, click the Pod Options button .

3 From the pop-up menu, select Remove Selected.

Display web pages to attendees

During meetings, hosts or presenters may want participants to view websites. You can use the Web Links pod to force attendees’ browsers to open a designated URL.

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

More Help topics

“Work with pods” on page 16

Add a new web link

1 If you do not have a Web Links pod in your meeting room, click Pods > Web Links > New Web Links Pod. (It is

not necessary to type text in the Browse To box; the text is not carried over to the URL name and path boxes in the next step.)

2 Click the Pod Options button in the lower-right corner.

3 Select Add Link.

4 Type the URL name and URL path in the text boxes.

5 Click OK.

Display a web link to all attendees

1 Select a link in the Web Links pod, or enter a URL in the Browse To box.

2 Click Browse To.

On your screen and each attendee’s individual screen, the URL opens in a new instance of the web browser.

Rename a web link

1 Select a URL name in the Web Links pod.

2 Click the Pod Options button in the lower-right corner.

3 Select Rename Selected Link from the pop-up menu.

4 Type the new name in the URL Name box.

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5 Click OK.

Remove a web link

1 Select a link in the Web Links pod.

2 Click the Pod Options button in the lower-right corner.

3 Select Remove Selected from the pop-up menu.

Taking notes in a meeting

Hosts and presenters use a Note pod to take meeting notes that all attendees can see. It remains visible in a Note pod throughout the meeting or until a presenter edits the note or displays a different note. A host can remove the Note pod from view, or switch to a different room layout that does not contain that Note pod.

A new meeting created from the Default Meeting Template contains three layouts. Each layout contains an instance of the same Note pod. When you type a message in the Note pod of one layout, the same text appears in all three layouts. With the New Note Pod option, you can create a single instance of a Note pod that appears in only one layout.

You can use the Note pod in several ways:

• Create a single, persistent note that is visible to attendees during the entire meeting.

• Create multiple notes in a single pod.

• Create multiple Note pods to display different notes.

You can also e-mail the contents of a note pod.

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

More Help topics

“Work with pods” on page 16

“Chat and Q&A in meetings” on page 39

Create a Note pod

A host can create and display multiple Note pods, each with its own text. You can use different Note pods for different layouts and meetings. When you create a Note pod, it is assigned a default name, such as Note You can rename, move, and resize the Note pod after it is created.

❖ From the menu bar at the top of the Stage, select Pods > Note > New Note pod, or choose New Note from the Note

pod options menu.

1, Note 2, and so on.

Add a note to a Note pod

1 As a host or presenter, click anywhere inside the Note pod.

2 Type the text that you want to appear in the Note pod.

Create multiple notes in a Note pod

A host or presenter can create more than one note in a Note pod, and choose which note to display.

1 Click the Pod Options button in the lower-right corner.

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2 Select New Note from the pop-up menu.

3 Type note text.

4 Click the Pod Options button .

5 Select the Select Note option.

6 Select the name of the note that you want to display from the pop-up menu.

Edit note text

A host or presenter can edit the text in a Note pod (all changes are immediately visible to attendees). All the text in a pod uses the same formatting.

1 Click anywhere inside the Note pod containing the text that you want to edit.

2 Modify the text.

3 To change the size of the text, click the Pod Options button in the lower-right corner of the Note pod, and then

select Text Size. Select a text size.

4 To change the alignment of the text, click the Pod Options button in the lower-right corner of the Note pod

and choose an alignment option: left, center, or right.

Rename a note

When a host or presenter creates a note, it is assigned a default name, such as Note 1 or Note 2. If you are a host, you can rename a note.

❖ Do one of the following:

• Double-click the note name in the pod and enter a new one.

• In the menu bar, click Pods > Organize Pods. Select the name of the Note pod that you want to change, click

Rename, and type a new name.

Delete a note

1 Click Pods > Organize Pods.

2 Select the name of the note that you want to delete.

3 Click Delete.

4 Click Done.

E-mail the contents of a Note pod

Hosts can e-mail the contents of a Note pod. (The Acrobat Connect Add-in must be installed to use this option.)

1 Click the Pod Options button in the lower-right corner.

2 Select Email Note.

Chat and Q&A in meetings

Use the Chat pod to communicate with other attendees while a meeting is in progress. If you have a question and do not want to disturb the meeting flow, or if you cannot speak in a meeting because sound is not enabled on your computer, you can send a chat message to the presenters or to another meeting participant. For example, when you first enter a meeting room, you can introduce yourself by sending a chat message to everyone in the room.

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As a presenter, you can use more than one Chat pod simultaneously. Chat pods can be set to display content to everyone or to presenters (and hosts) only.

In the Chat pod, messages appear as they are submitted, and are listed sequentially in the pod. Questions and answers are not linked, and they can appear in different locations on the list in the Chat pod. Presenters can allow participants to conduct private chats, to clear a chat, and to turn off chat notifications.

Chat pod content is persistent, and remains in a meeting room until deleted. If you want to preserve Chat pod content for future use, you can e-mail the content.

You can use a Q & A pod to answer questions posed by attendees. The Q & A pod is linked to the Chat pod. When an attendee asks a question in the Chat pod, a presenter can answer in the linked Q

& A pod. When a presenter answers

a question, the question and answer appear as pairs in the Chat pod.

A host or presenter links the Q & A pod to the Chat pod

A participant submits a question in the Chat (Q & A) pod

The presenter selects a question and answers from the linked Q & A pod

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The question and answer appear as a pair in the Chat pod

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

More Help topics

“Work with pods” on page 16

“Taking notes in a meeting” on page 38

Send a chat message

Use the Chat pod to compose a chat message and address it to a specific participant, to all presenters at the meeting, or to all attendees.

When you receive a chat message from a meeting participant, your Chat pod shows the sender’s name and the message. If the message was sent to everyone, the sender’s name is followed by the message. If the message was sent only to you, the sender’s name is followed by “(privately)”. If the message was sent only to the presenters, the sender’s name is followed by “(presenters).”

1 Select one of the following options from the pop-up menu at the bottom of the Chat pod:

• The name of a participant to whom you want to send a message

• Presenters

• Everyone

• Submit Question (available if a Q & A pod is linked to the Chat pod)

2 Click the text box in the Chat pod.

3 Enter your message.

4 Do one of the following:

• Click Send Message next to the text box.

• Press Enter or Return.

Your name, the addressee name, and your message appear in the Chat pod.

Disable private chat between participants

By default, two participants can chat privately. As a host, you can disable this option and prevent private chat.

1 Click the Pod Options button in the lower-right corner of the Chat pod.

2 Click Enable Private Chat For Participants to disable the option. A check mark indicates when the option is enabled.

Note: This option is not available if the Chat pod is linked to a Q & A pod.

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Clear messages from a Chat pod

When an empty Chat pod is required in a meeting, a host or presenter can clear all messages for all attendees.

1 Click the Pod Options button in the lower-right corner of the Chat pod.

2 Select Clear Chat.

Use chat notifications

If you are a host or presenter and you are using the Acrobat Connect Add-in, chat notifications let you communicate with your audience while you are presenting and the meeting window is minimized or maximized to full-screen, concealing the Chat pod. If an attendee sends you a message while you are presenting in full screen or screen sharing mode, a notification appears in the lower-right corner of the screen. You can see the sender’s name and the first few words of the message in the notification window. By default, Chat Notifications is enabled. If you don’t want notifications to be shown while you are presenting, you can disable them.

1 Click the Pod Options button in the lower-right corner of the Chat pod.

2 Select Chat Notification Options > Disable.

Note: This option is not available if the Chat pod is linked to a Q & A pod.

Moderating questions with the Q&A pod

If you are a host or presenter, the Q & A pod gives you additional control for managing questions and answers during a meeting. Using this pod, you can redirect a question to the appropriate presenter and place questions in a queue until you are ready to answer them.

To manage the question queue, you can apply a filter, so that you see certain questions while hiding others. You can select and edit a question, enter your reply, and send the answer either to all participants or just the sender. Questions and answers appear as pairs in the Chat (Q

A. Filter options B. Person answering C. Forward D. Presenter list E. Delete question F. Incoming message list G. Answer text box H. Preview pane I. Answer question to everyone J. Answer question to submitter only K. Pod Options

& A) pod.

B C D E

H I J K

Following are examples of when a Q & A pod is useful:

• During a large meeting, questions are added to a queue on the Q & A pod while the speaker presents. After

completing the presentation, the speaker reviews the messages, applies a filter, and begins answering the questions.

• A meeting moderator answers logistical questions but forwards technical inquiries to an engineer, who is

presenting.

• A meeting moderator returns certain replies to the sender only. Replies that are relevant to all attendees are sent to

everyone in the meeting.

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Add a Q&A pod and link it to a Chat pod

If you are a host or presenter, you can add a Q & A pod to a meeting room with an existing Chat pod. You must create a link between the two pods. After the two pods are linked, “(Q mode, participants can send messages only to the presenters. There can be only one Q

1 If the Presenter Only area is not displayed on your screen, click Present > Show Presenter Only Area.

2 Click Pods > Q & A.

3 In the Q & A pod, select the name of the Chat pod that you want to link to from the pop-up menu.

4 Click Link.

& A)” is added to the name of the Chat pod. In Q & A

& A pod in a meeting room.

The Chat pod is linked to the Q & A pod and (Q & A) is displayed in the Chat pod name.

Submit a question in the Chat pod

1 From the pop-up menu at the bottom of the Chat pod, select Submit Question (this option is available only if a

& A pod is linked to the Chat pod).

2 Enter your message in the text box, and click the Send Message (arrow) button, or press Return.

Answer questions using the Q&A pod

1 Select a question from the Incoming Messages list.

The question is highlighted and a duplicate of the question appears in the Preview pane so that you can edit it if necessary.

2 (Optional) Edit the question in the Preview pane.

3 Type your answer in the text box at the bottom of the pod.

4 Click one of the following buttons in the lower-right corner of the Q & A pod:

Answer question to everyone Sends the answer to all meeting attendees.

Answer question to submitter only Sends the answer only to the attendee who sent the question.

When a question is sent, it is deleted from the Incoming Messages list and appears in the Chat pod in the “Answered Questions” list.

Manage your questions with filters

If you are a host or presenter, you can add a filter to the queue of questions in a Q & A pod so that you can see certain questions while hiding others. You can also forward a question to another presenter to answer.

1 Click the pop-up menu in the upper-left corner of the Q & A pod.

2 Select a filter from the following list:

Show All Questions Displays all questions that you have received, starting either with a new pod or from the last time

the pod was cleared.

Show My Questions Displays only the questions that have been assigned to you.

Show Open Questions Displays all unanswered questions not assigned to anyone.

Show Answered Questions Displays all questions that have been answered.

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Forward a question to another presenter

You can forward a question to another presenter to answer.

1 Select the question from the Incoming Messages list.

The question is highlighted, and a duplicate of the question appears in the Preview pane.

2 Select a presenter name from the pop-up menu.

3 Click the Forward Question To Selected Presenter button.

Mark a question as open

1 In the Q & A pod, from the Incoming Messages list, select an unanswered question.

2 Click the Pod Options button in the lower-right corner.

3 Select Mark as Open.

Delete questions

1 In the Q & A pod, from the Incoming Messages list, select a question.

2 Click the Pod Options button in the lower-right corner.

3 Select Delete Question or Delete All Questions.

Show the submitter name or presenter name in front of the question or answer

1 In the Q & A pod, click the Pod Options button in the lower-right corner.

2 Select one of the following options:

• Show submitter name with answered question.

• Show presenter name with answered question.

E-mail the contents of a Chat or Q&A pod

❖ Do one of the following:

• In the Chat pod, click the Pod Options button in the lower-right corner and select Email Chat History.

• In the Q&A pod, click the Pod Options button in the lower-right corner and select Email All Questions.

Polling attendees

Hosts can use the Poll pod to create questions, or polls, for participants and to view the results. Only hosts can control poll management and how polls appear to meeting participants. Hosts can also cast votes.

Polls are useful during a meeting if you want instant feedback on what is being presented. Polls can also be used at the end of a meeting to find out if participants felt the meeting, content, and presenters were high-quality.

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

More Help topics

“Work with pods” on page 16

“Chat and Q&A in meetings” on page 39

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Ask participants to respond to a poll

1 If the Poll pod is not displayed, click the Pods menu and select Poll > New Poll Pod.

2 Enter a question into the Poll pod and click Open Poll.

Close the answer period for a poll

❖ At the bottom of the Poll pod, click Close Poll. (Results are sent to the application server).

Edit a poll

1 Click Prepare in the lower-left corner of the Poll pod.

2 Edit the text.

3 Click Open Poll.

View poll results

As a host or presenter, you can view poll results. These results are updated in real time as participants continue to cast or change their votes.

1 Click the Pod Options button in the lower-right corner of the Poll pod.

2 Select Results Settings and choose an option.

The participant names and responses appear in the Poll pod. Only you, the host, can see these results.

Show poll results to participants

❖ Do one of the following:

• Click the Pod Options button in the lower-right corner of the Poll pod and select Broadcast Results from the

pop-up menu.

• Scroll to the bottom of the main area and select the checkbox next to Broadcast Results.

The poll responses appear to all meeting participants.

Note: This option appears only when the pod is not being edited.

Navigate among polls

You can create multiple polls and navigate among them quickly and easily.

1 Click the Pod Options button in the lower-right corner of the Poll pod.

2 Choose Select Poll and select a poll name.

Clear poll answers

1 Click the Pod Options button in the lower-right corner of the Poll pod.

2 Select Clear All Answers from the pop-up menu.

Creating and managing breakout rooms

Breakout rooms are subrooms that can be created within a meeting or training session. They are useful for splitting a large group into smaller groups that can talk or collaborate. Breakout rooms can be used in meetings and training sessions that have 50 or fewer people and hosts can create up to 5 breakout rooms for a single meeting or training session.

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For example, if you have 20 people in a session, you could create 4 breakout rooms and move 5 attendees to each room. In the breakout rooms, the attendees can speak to each other (depending on the audio configuration), use the Chat pod, collaborate on a whiteboard, and share their screens. The host can visit all of the breakout rooms to assist and answer questions. When work in the breakout rooms is complete, the host can end the breakout session and return attendees to the main room. Hosts are able to share what happened in the breakout rooms with everyone. If necessary, the host can return attendees to their same breakout rooms. If you use the room again, you can also reuse the breakout room layout and content. (However, the assignment of attendees to breakout rooms is not retained.)

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

More Help topics

“Create meetings” on page 8

“Start meetings” on page 13

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

Audio in breakout rooms

Note: Breakout rooms in audio conferences that use universal voice do not have their own audio. Participants in breakout rooms hear the audio from the main meeting room.

If an integrated telephony provider supports Acrobat Connect Pro breakout rooms, then the telephony audio conference automatically splits across breakout rooms you create. Each breakout room has its own audio and you do not have to perform separate breakout assignments for the audio bridge. When breakout rooms are closed, all attendees return to the main audio conference line automatically. If you are using a provider that does not support audio breakouts, you can ask users to mute their phones and use VoIP with a microphone while in breakout rooms. (If that is not possible, attendees can use the Chat pod in the breakout room to communicate.)

When using non-integrated telephony that does support audio breakouts, manually configure your telephony breakouts (using private audio bridges) to match the online breakout rooms.

When using VoIP, a separate VoIP audio channel is created for each breakout room, allowing users to hold private conversations within their own rooms. Participants are automatically assigned the role of presenter in a breakout room giving them full VoIP rights. Attendees can speak and be heard, and use the VoIP controls. When a host ends a breakout session, everyone returns to the main meeting room and uses the same VoIP audio channel again.

About breakout room layouts

Hosts can use the default breakout room layout or design a new layout to use specifically with breakout rooms. Create a custom breakout room layout if you want to do preparatory work before sending content and people to breakout rooms. This can help meetings go faster and be better organized.

The layout being used in the meeting or training session when you click the Begin Breakouts button is the layout that is reproduced in all breakout rooms. For example, if layout 1 is active and you begin breakouts with three rooms, those 3 rooms use layout 1. If you change the meeting or training session to layout 2 and add breakout room 4, then breakout room 4 uses layout 2.

There are cases where you may want to have different layouts for different breakout rooms. For example, you want attendees in different breakout rooms to do different exercises that require specific layouts or if you have different content for each room that requires certain layouts. In this case, you create separate layouts for the breakout rooms and ensure that the desired layout is active when you click Begin Breakouts.

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If you just want different content in each breakout room, but do not require different layouts, you can prepare the rooms before attendees join the meeting or training session. Start the meeting or training session and configure the number of breakout rooms required. Click Begin Breakouts and move yourself from room to room loading the required content into each Share pod. Then, end breakouts. When attendees join and you click Begin Breakouts again (after assigning attendees to rooms), the content is ready. If necessary, you can also alter the layout and add content to breakout rooms during a meeting. After the meeting or training session starts, click Begin Breakouts, and move yourself from room to room, altering the layout and adding content. Attendees in the different breakout rooms can see your changes as you make them.

Define breakout rooms and assign members

While in a meeting or training session, hosts can create breakout rooms and send attendees into the rooms.

1 In a meeting or training session, do one of the following:

• Click Create Breakouts in the lower-right corner of the meeting room.

• Click Create Breakouts in the Attendee List pod.

• In the menu bar at the top of the meeting room, click Meeting > Create Breakouts.

For the host who created breakout rooms, the Breakout Rooms pod appears on the screen. Other hosts, presenters, and participants cannot see the Breakout Rooms pod.

2 In the Breakout Rooms pod, three breakout rooms are available by default; click Add Breakout until you have the

number of rooms you want (the maximum available is 5). For example, if you have 20 attendees, you could create four breakout rooms that could each hold 5 attendees.

3 Do one of the following:

• Assign attendees to breakout rooms manually. Select an attendee name in the list (use control-click or shift-click to

select multiple attendees), click Assign, and select one of the breakout rooms you created in step 2.

• Assign attendees to breakout rooms automatically. Click Assign and select Evenly Distribute From Main. All

attendees in the main room are evenly assigned to the breakout rooms available. Attendees previously assigned to different breakout rooms remain where they were assigned.

4 (Optional) To move an attendee after assigning them to a room, select their name in the list, click Assign, and select

a different breakout room.

5 (Optional) To create another breakout room, click Add Breakout.

6 (Optional) To remove a breakout room, click next to the room in the Breakout Rooms pod. (All of the pods and

content from the breakout room are also removed.) The numbering of all subsequent rooms is adjusted to ensure continuity.

7 (Optional) To remove all rooms and save the pods, such as Whiteboard or Chat, created within the rooms, click the

pod options button

and select Clear All Rooms. The pods are saved under the Breakout Pods menu option.

Numbering of any subsequently created rooms continues from the number of the last created room.

8 (Optional) To remove all breakout rooms, the breakout room pods, and pods saved under the Breakout Pods menu

option, click the Pod Options button

and select Reset Rooms. This also resets room numbering.

Note: To hide the Breakout Rooms pod, click Hide Breakout Configurator .

Begin a breakout session

After creating breakout rooms and assigning attendees to rooms, you begin the breakout session.

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If you are recording a meeting or training session and send attendees to breakout rooms, the recording continues to record only the main room. For example, if attendees are sent to breakout rooms for five minutes, the main room, with no activity, is recorded for five minutes. When breakout rooms are closed and all attendees have returned to the main room, the recording captures all of the activities in the main room again. (To edit the recording so those watching do not have to view an empty main room, see

“Edit a recorded meeting or virtual classroom session” on page 56.)

Note: If you are using compliance and control settings to force all meetings to be recorded, remember that although the meeting is being recorded, activities in breakout rooms are not recorded. If your organization requires that all online conversations and activities be recorded, consider using the compliance and control settings to disable breakout rooms so they cannot be used. For more information, see

1 In a meeting or training session, define breakout rooms, and assign attendees to the rooms.

2 Click Begin Breakouts.

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

Attendees are placed in the breakout rooms to which they were assigned. The Begin Breakouts button changes color to green and reads Breakouts Active.

When attendees are placed in breakout rooms, they are automatically assigned the role of presenter. This gives them all presenter rights such as sharing their voice, sharing content in the Share pod, modifying whiteboards, and adding text to the Note pod. When attendees are returned to the main room, they revert to their prior status.

Note: All attendees, even ones who sign in as guests, can download shared content in breakout rooms.

Visiting breakout rooms

When breakout rooms are in use, hosts can visit different rooms, including the main room. You can determine what room you are in currently by looking in the Breakout Rooms pod for the room name highlighted in green or look for the room name at the bottom middle of the screen.

❖ To visit another breakout room or the main room, click the name of the room in the Breakout Rooms pod.

Send a message to all attendees in breakout rooms

When you have attendees in breakout rooms, you can send a text notification to everyone at once. This can be useful if you have noticed one or more rooms have a similar question. It is also a good practice to send attendees in breakout rooms a warning message a few minutes before ending breakout sessions and returning them to the main room. This allows attendees to finish speaking, loading files, and working on the whiteboard before a breakout sessions ends.

1 From the main room or a breakout room, type a message in the box next to the megaphone .

2 To send the message, click the megaphone .

All attendees in all rooms see the message in a colored dialog box at the top-right corner of the meeting room.

Communicate in breakout rooms using the Attendee List

For example, ask a question and ask the attendees to respond by using the status options Agree or Disagree.

Either with or without the Host present, use the options and emoticons in the Attendee List to communicate with others. For example, ask a question and ask the attendees to respond by using the status options Agree or Disagree.

For more information, see “Ask or answer a question during a training session or meeting” on page 110.

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Conduct a poll in a breakout rooms

Hosts can conduct separate polls in each individual breakout room by placing themselves in the room and opening a Poll pod. A new Poll pod must be opened in each breakout room.

For general information about polling, see “Polling attendees” on page 44.

Asking and answering questions in breakout rooms

Attendees in breakout rooms can ask the host a question at any time, whether the host is in their breakout room or not.

❖ Attendees do one of the following:

• If the host is in the breakout room and the Chat pod is available, send a chat message to Host Only. The host can

then use the Chat pod to respond to the attendee only or to everyone.

• If the host is in the breakout room, use the audio provided (VoIP or telephony) to ask the host a question.

• If the host is not in the breakout room, type a message in box next to Contact Host and then click Contact

Host . The question appears to the host in a small message box with the attendee’s name. The host can respond by clicking the name of the breakout room in the message box, entering the breakout room, and using the Chat pod to respond to the questioner.

Note: Messages sent through the Contact Host method go to all hosts in the meeting or virtual classroom.

Chatting in breakout rooms

If the Chat pod is available in the breakout room, use chat to communicate with others in your room only. You cannot chat with attendees in different breakout rooms.

For general information about using the Chat pod, see “Chat and Q&A in meetings” on page 39

End a breakout session

Only hosts can end a breakout session. When breakout rooms are closed, all attendees are returned to the main meeting room.

❖ Click Breakouts Active.

The Breakout Rooms pod is closed.

Note: If you click Breakouts Active to end a breakout session, attendee assignments to breakout rooms are preserved. This enables you to click Begin Breakouts again in the same meeting or training session and return attendees to the exact breakout rooms they were in earlier. If you use the Return All To Main Meeting Room option, all information about attendee breakout room assignments is deleted.

Share breakout room content in main room

After ending a breakout session and returning all attendees to the main room, hosts can share the contents of a single breakout room with everyone in the main room.

1 In the main room, click Pods > Breakout Pods.

2 Select an individual breakout room name and then select Attendee List, Chat, Share, or Whiteboard.

The selected content appears in a new floating pod. The contents are View Only and cannot be changed or edited.

3 (Optional) Make the new pod larger by clicking Full Screen or dragging the boundaries of the pod.

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4 (Optional) If you are sharing a Whiteboard, you can click Pointer to make a small pointer appear that you

control with your mouse. (To close the pointer, click again.)

Re-open closed breakout rooms

After ending a breakout session, you can return attendees to the breakout rooms again. The configuration of rooms and assigned users remains in place for the entire meeting.

Note: Breakout Rooms pods remain available on the pods menu forever (just like all other pods), unless you select the Reset Rooms option.

1 Click Create Breakouts .

2 (Optional) Make changes, such as adding a room, deleting a room, or moving attendees into different rooms.

3 Click Begin Breakouts.

Managing attendees

Communicate with attendees using the Attendee List pod

From the Attendee List pod, everyone can quickly see who is logged in to a meeting. Hosts and presenters can monitor name, role, and status. If audio conference calling is enabled, attendees can view status and dial out to enter the phone conference.

The Attendee List pod also provides different communication options. Attendees can communicate using emoticons to raise their hand, agree or disagree to a question from the speaker, and even ask the speaker to raise or lower their voice. Also, directly in the Attendee List pod, hosts can grant attendees microphone rights to speak and request control of another attendee’s screen.

For more information about using the emoticons in the Attendee List pod, see “Communicate with training or meeting

attendees” on page 108.

For more information about how hosts can use the Attendee List pod and VoIP toolbar to manage attendee questions,

“Ask and accept attendee questions” on page 109.

see

For more information about using the Attendee List pod to grant attendees temporary audio rights so they can answer questions, see

For more information about how attendees communicate using the Attendee List pod, see “Participating in training

sessions and meetings” on page 110.

“Ask a question using audio” on page 110.

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Using the Attendee List pod to monitor names, roles, and conference call status

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

About attendee names

Acrobat Connect Pro users who logged in with a password are listed by their full name in the Attendee List pod, as it is registered in Acrobat Connect Pro Central. If an attendee is logged in to a meeting as a guest, the name in the Attendee List pod is the name that the guest entered at login. Within a role group (hosts, presenters, and participants), attendee names are organized alphabetically.

More Help topics

“Meeting roles and permissions” on page 5

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

“Work with pods” on page 16

Change attendee status

By default, participant status is blank in the Attendee List pod. However, participants can change their own status. When a participant selects a status, an icon appears to the right of the participant’s name. Participants can clear their status at any time during a meeting.

The following table lists the status name, icon, and amount of time the status appears.

Attendee status Icon Duration

Raise Hand Remains displayed until attendee or host clears

Agree Remains displayed until attendee or host clears

Disagree Remains displayed until attendee or host clears

Stepped Away Remains displayed until attendee clears

Speak Louder 10 seconds

Speak Softer 10 seconds

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Attendee status Icon Duration

Speed Up 10 seconds

Slow Down 10 seconds

Laughter 10 seconds

Applause 10 seconds

More Help topics

“Meeting roles and permissions” on page 5

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

“Work with pods” on page 16

Change your status (participant)

When you select the Speak Louder, Speak Softer, Speed Up, Slow Down, Laughter, and Applause statuses, the icon for the status shows in the Attendee List pod for 10 seconds. The Raise Hand, Agree, and Disagree status icons remain visible until you or the host remove them manually. The Stepped Away and Muted status icons can only be removed by an attendee themselves.

1 Do one of the following:

• Click the My Status bar at the top of the Attendee List pod.

• Click the Status Options menu in the lower-left corner of the meeting or training session.

2 Select the status you want to show to all attendees.

Note: If you select the Raise Hand status and then select another status, the second status appears over the Raise Hand status blocking it from view.

Clear a participant’s status (host and presenter)

1 Select a participant name.

2 Click the Pod Options button in the lower-right corner of the Attendee List pod.

3 Select Clear User Status.

Clear all statuses

1 Click the Pod Options button in the lower-right corner of the Attendee List pod.

2 Select Clear Everyone’s Status.

View attendee connection status

A group of bars, like the bars indicating signal strength on a mobile device, can appear next to an attendee name in the Attendee List pod to indicate an attendee’s connection status. (This option is off by default.)

When the attendee’s connection falls below the meeting room bandwidth specified by the host, the number of bars in the icon decreases. Hosts can configure the network connection status indicators to be on or off any time during a meeting.

1 In the menu bar, select Meeting > Room Performance And Appearance > Optimize Room Bandwidth.

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2 Select DSL/Cable or LAN.

3 Click the Pod Options button in the lower-right corner of the Attendee List pod.

4 Select Show Connection Status from the pop-up menu.

The network connection status is shown for all attendees that have a bandwidth set lower than room bandwidth you selected in step 2. For example, if the room bandwidth is set to DSL/Cable, connection status is shown for attendees with a connection speed set to Modem. (Attendees can set their connection speed by clicking Meeting

> My Connection Speed.)

Settings

> Manage My

More Help topics

“Work with pods” on page 16

View or change an attendee’s role

A host can change the role of any attendee in the Attendee List pod, promoting and demoting attendees as necessary. As a host, you can also change your own role. You can demote yourself to a presenter or participant role, so that you can see what attendees with other roles are seeing in the meeting room. Although you can demote yourself in the Attendee List pod, you cannot promote yourself; instead, use the Present menu. (The Present menu is visible to a demoted presenter or participant only if they initially joined the meeting as a host.)

More Help topics

“Meeting roles and permissions” on page 5

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

“Work with pods” on page 16

View information about an attendee

As a host, you can obtain information about an attendee, such as attendee’s full name, meeting role, audio conference status, connection status, and enhanced rights, directly from the Attendee List hover menu.

1 In the Attendee List pod, move the pointer over an attendee name.

2 On the hover menu that displays, move the pointer over the attendee name.

Change an attendee’s role

1 In the Attendee List pod, select the name of the attendee whose role you want to change.

2 Click Set User Role in the lower-left corner of the Attendee List pod.

3 From the pop-up menu, select the role to give to the selected attendee: Participant, Presenter, or Host.

The icon of the attendee changes on all attendees’ screens and attendee names are resorted in the list according to role.

Change your own role (host)

1 If you are a host, click the Present menu at the top of the meeting room window.

2 Select one of the following:

• Make Me a Participant.

• Make Me a Presenter.

• Make Me a Host.

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Remove an attendee from a meeting

1 In the Attendee List pod, select the name of the attendee to remove.

2 Click the Pod Options button in the lower-right corner of the Attendee List pod.

3 Select Remove Selected User from the pop-up menu.

More Help topics

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

“Work with pods” on page 16

Assign enhanced participant rights

Hosts can change the rights of a participant to give them control over selected pods. This enhances a participant’s rights without promoting the participant to the presenter or host role.

1 Select the name of a participant from the Attendee List pod. To change the rights for multiple participants, select

multiple names.

2 Click the Pod Options button in the Attendee List pod.

3 Select Change Enhanced Participant Rights.

4 In the dialog box, select the pods that you want the participant to control.

5 Click OK.

More Help topics

“Meeting roles and permissions” on page 5

“Work with pods” on page 16

Recording and playing back meetings

About recording a meeting

A host can record a meeting or training session. When played back, the recording shows exactly what the attendees saw and heard. Everything that happens in the room is recorded, except for the Presenter Only area and breakout rooms. You can start and stop recording at any time, so you decide what content to record. A host can create a reference archive of meetings and make the recordings available to attendees.

When you record a meeting, consider the following:

• If you use Voice Talk and the Camera And Voice pod to broadcast audio to meeting attendees, all audio is recorded

automatically.

• If you use the universal voice solution, you record the audio with the meeting. All telephone-based audio is

recorded, and can be played back with the audio conference. The Record Audio From Speaker Phone option is not available for universal voice audio conferences.

• If you do not use universal voice, you can use your speakerphone and your computer microphone as recording

devices. All audio input to your computer is captured and recorded but is not broadcast to participants. (Because audio is not directly integrated with the meeting in this case, the quality can be lower than using a direct method.)

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• If you use an integrated telephony adaptor, begin your recording from within Acrobat Connect Pro, not from a

telephone key command.

• The meeting recording is assigned a URL and added to the Recordings page associated with the meeting room in

Acrobat Connect Pro Central. To play a recording, you need an Internet connection, the recording URL, and permission to view it.

Note: Acrobat Connect Pro administrators can change recording settings to adhere to standards for governance. These settings affect how meetings and training sessions are recorded and what is recorded. For more information, see

with compliance and control settings” on page 170.

“Working

More Help topics

“Editing meeting or training recordings” on page 55

“Create an offline recording” on page 58

Record a meeting

Start recording a meeting

1 If you have associated a universal voice audio profile with the meeting, join the audio conference before you start

recording. (Click Audio Conference Options Conference.)

2 From the menu bar, select Meeting > Record Meeting.

3 In the Record Meeting dialog box, enter a name and summary for the meeting recording.

4 For audio conferences that use a speaker phone and computer microphone as recording devices, select Record

Audio From Speaker Phone. Click OK. Audio conferences that use universal voice do not have this option.

A recording icon (red circle) appears in the menu bar to indicate that the meeting is being recorded.

at the bottom of the Attendee List pod and select Join Audio

If a problem occurs during the recording, an error message appears in the upper-right corner of the window. You can try to reconnect to the conference audio, record the meeting without audio, or stop recording the meeting.

Stop recording a meeting

To stop recording a meeting, do one of the following:

• Place the pointer over the red circle in the menu bar, and click the link to stop from the pop-up menu to stop the

recording.

• Select Meeting > Record Meeting to remove the check mark from the menu bar.

The meeting recording is saved and is available for playback at any time.

Editing meeting or training recordings

After recording a meeting or training session, you can use the built-in editor to remove sections of the recording. This is useful if the recording contains periods of silence or unnecessary information. Following are some tips for editing recordings:

• To edit a meeting or virtual classroom recording in the Content library, you must have Manage or higher

permissions for the recording. (If you created the meeting or virtual classroom, you have these rights by default.) To edit a recording under Meeting

> Recordings or Training > Recordings, you must have Host permissions.

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• After editing a recording, the last edited version is saved and includes all information from earlier editing sessions.

The link used to deploy your recording does not change after editing. Users given the link and rights to access the recording see the most recent version saved, including any edits that were made.

• Multiple users can open a recording in edit mode at the same time and no warning is displayed that the recording

is already being edited by another user. However, after one user saves their changes, others that may be editing the recording at the same time receive an error when they try to save their changes.

“Working

with compliance and control settings” on page 170.

More Help topics

“Record a meeting” on page 55

“Create an offline recording” on page 58

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

Edit a recorded meeting or virtual classroom session

Editing a recording is useful if the recording contains sections of silence or unnecessary information that you want to remove before making the recording available.

1 From the Acrobat Connect Pro Central home page, do one of the following:

• Click Meetings and then click the name of the meeting that includes the recording.

• Click Training and then click the name of the virtual classroom that includes the recording.

2 Click the Recordings option.

3 Click Edit next to the recording that you want to edit.

The Editing Player appears and the recording begins to play.

4 Watch the recording to search for places that require editing or drag the progress line in the Playing bar to a specific

location in the recording.

5 Use the selection markers to specify the areas of the recording you want to remove and click Crop.

6 (Optional) Click View Advanced Options to search for specific information within the recording file or to

filter by event type.

7 (Optional) If necessary, click Undo to remove the last action.

The Undo option is available after you have made one or more edits during the current editing session, but before you have clicked Save. Edits made since last save are removed one at a time in reverse order. You cannot undo any edits made before clicking Save

8 (Optional) If necessary, click Revert To Original.

The Revert option deletes all edits that have ever been made and restores the recording to its original state.

9 Continue marking sections for removal. When you are finished, click Save.

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with compliance and control settings” on page 170.

“Working

More Help topics

“Record a meeting” on page 55

“Create an offline recording” on page 58

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

About offline recordings

If you have a meeting recording and want people who do not have access to an Acrobat Connect Pro server to view the recording, you can create an offline version. The offline recording is saved as a single FLV file.

Following are some tips for offline recordings:

• Set your screen resolution high enough to include all activities that occurred in the original meeting. Adobe

recommends setting resolution to 1024 x 768.

• Leave the recording controls toolbar minimized. If this toolbar is in view, it is also recorded.

• Avoid network or system intensive activities such as installing software or downloading files during the recording

process.

• Disable your screen saver and monitor power settings before proceeding.

• Creating an offline recording takes approximately the same amount of time as the duration of the original meeting

recording.

• You can minimize the offline recording window or view other windows on top of it while creating your offline

recording without interfering with the contents of your recording.

• Ensure that you have the Acrobat Connect Add-in installed before starting an offline recording. (You can check if

you have the Add-in installed by entering a meeting or virtual classroom and seeing if you are prompted to install the Add-in.)

• The finished FLV file can be viewed in a FLV player (such as Adobe® Media Player), placed on a CD, placed on a

server that can play FLV files to users, embedded into a presentation, e-mailed to users to play within their own local FLV player, or uploaded to the Acrobat Connect Pro Content library (users can download the file from the library).

• Use the Pause/Resume button to temporarily stop creation of the offline recording as necessary. This can be useful

if you must download a large file and do not want to strain system resources or if you must attend a live meeting. When you click Resume, the recording continues from where it was paused. The finished recording is one continuous file regardless of how many times you paused and resumed recording.

• The Stop and Save button ends the creation of a recording. This is useful if you only want to record a portion of a

meeting or virtual classroom, for example, the first ten minutes. Also, use the Stop and Save button to break a long meeting or virtual classroom session into smaller recordings. For example, if you have a two-hour virtual classroom session, you can create four half-hour recordings. You would start the recording and after 30 minutes click Stop and Save. Then, if you click Start New again, you resume recording from where you left off. (The Start New option is only available after clicking Stop and Save.)

with compliance and control settings” on page 170.

“Working

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More Help topics

“Record a meeting” on page 55

“Edit a recorded meeting or virtual classroom session” on page 56

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

Create an offline recording

1 From the Acrobat Connect Pro Central home page, do one of the following:

• Click Meetings and then click the name of the meeting for which you want to make an offline recording.

• Click Training and then click the name of the virtual classroom for which you want to make an offline recording.

• Click Content library and then click the name of the meeting or virtual classroom for which you want to make an

offline recording.

2 Click Recordings.

3 Next to the specific recording you want to use, click Make Offline.

4 In the Offline Recorder, specify a location for the finished FLV file. (If Help text appears, click Proceed with Offline

Recording.)

The meeting begins playing, which starts the creation of the offline archive.

5 Use the Start New, Stop and Save, and Pause/Resume controls as necessary during the recording process. (If the

controls are not visible, click Show toolbar

Each time you make the control bar visible, it will be visible within the final recording. Show the control bar as infrequently as possible and keep the control bar in its minimized state.

6 When the recording process finishes, a confirmation message appears. If necessary, close the offline recorder

window by clicking close

7 (Optional) To find the finished FLV file, use Windows Explorer to navigate to the location you selected in step 4.

with compliance and control settings” on page 170.

. (If the window is in its minimized state, the window closes automatically.)

“Working

More Help topics

“Record a meeting” on page 55

“Edit a recorded meeting or virtual classroom session” on page 56

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

Play back a recorded meeting

A host or presenter makes the recording URL available so attendees can play the recording. Every recording is automatically assigned a unique URL and is stored on the Recordings tab for the meeting room in Acrobat Connect Pro Central.

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When you play a recording, a recording navigation bar appears in a space below the meeting room. For optimal performance, a high-speed Internet connection is recommended for recording playback.

CA B D E

Recording navigation bar A. Hide toolbar B. Show/Hide archive transcript C. Pause/Play toggle button D. Status bar E. Elapsed time

You control who has access to the recording. Any user who is invited to the meeting or virtual classroom as a host and has rights to browse to the Acrobat Connect Pro Central application where the recording is stored, can view the recording and see information such as permissions. Any user invited to the meeting or virtual classroom using the invitees or enrollees tabs in Acrobat Connect Pro Central can view the recording if given the recording URL. Other users can be given access by using the recording public/private option (the default is private). Changing the option to public gives anyone in the world with the URL and access to the server (if the server is accessible on the Internet, this means everybody in the world) the ability to view the recording. Another option is to move the recording to the Content Library and set specific user permissions (moving the recording to the Content Library is an irreversible action.)

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

More Help topics

“Record a meeting” on page 55

“Edit a recorded meeting or virtual classroom session” on page 56

“Create an offline recording” on page 58

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

Use Adobe Media Player to view a recorded meeting

Adobe Media Player enables viewers to watch streaming and downloaded video content. You can also use Adobe Media Player to view a recorded meeting. For more information about Adobe Media Player, see

www.adobe.com/go/mediaplayerinfo.

Play a recording from Acrobat Connect Pro Central (hosts and presenters)

1 From the Acrobat Connect Pro Central home page, do one of the following:

• Click Meetings and then click the name of the meeting that includes the recording.

• Click Training and then click the name of the virtual classroom that includes the recording.

2 Click the Recordings option.

3 Click the name of the recording.

4 Do one of the following:

• To view the last edited version of the recording, click the URL For Viewing.

• To view the full, original, unedited version of the recording, click View Original.

You either view the original version of the recording or the latest edited version; multiple edited versions of the recording are not saved. (If the recording was never edited, the URL For Viewing is the same as View Original.)

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Play a recording from a URL (attendees)

Hosts and presenters most often tell attendees about a recording by sending an e-mail message containing a URL link to the recording.

❖ Click the recording URL that the presenter sent to you.

The recording opens in your browser and is ready for playback. If you are unable to open the recording, you may not have been granted rights to access the recording.

Navigate recorded meetings

Certain events are indexed for each meeting recording. A new indexed event is created for every chat message, layout change, slide change, and camera start/stop.

Each event is represented by an item in the Recording Index and is followed by a timestamp. By navigating the Recording Index for a meeting, you can filter and search recorded meetings.

1 While viewing a meeting recording, click View Advanced Options on the recording navigation bar.

2 (Optional) Click the Filter pop-up menu to select specific events to view. You can show all events, a single event,

event types, or any combination of events that can be indexed. Events that can be filtered include layout changes, chat messages, slide changes, and users joining or leaving the Attendee List or Camera And Voice pod

3 (Optional) To search for specific events, type keywords into the search box and click Find. All events that contain

a match appear highlighted. You can search the following terms in an archive: names of meeting participants, text in all Note pods, text in all Chat pods, and text on slides shown in the meeting.

More Help topics

“Edit a recorded meeting or virtual classroom session” on page 56

Managing recorded meetings

You can view all recordings made for a particular meeting, change permissions, rename, or move a recording, or view a content report for a recording. Also, a recorded meeting can be used as content for another meeting. (If a recording has been edited, edits are preserved if the recording is moved to the Content library.)

More Help topics

“Record a meeting” on page 55

“Edit a recorded meeting or virtual classroom session” on page 56

“Create an offline recording” on page 58

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

View a list of recorded meetings

If you are an administrator or have Manage permissions for a meeting folder, you can view a list of all recordings that have been created from a meeting

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

room.

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

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2 If there is more than one meeting folder, navigate to the folder that contains the meeting.

3 Click the meeting name in the list.

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

Navigating to the Recordings link

Move recordings to the Content library

To move meeting recordings (recordings associated with a meeting in a Meetings library folder) to the Content library, you must be an administrator or a user with permissions to manage that specific Meetings library folder.

Moving a meeting recording to the Content library is useful if you want to give access permissions to a different group of people than the people originally invited to the meeting.

Note: To make a recording available to anyone in the world that is given the recording URL, see “About offline recordings” on page 57

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

2 Navigate to the meeting that has recordings you want to move.

3 Click the meeting name in the list.

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

5 Select the check box to the left of any recording that you want to move.

6 Click Move To Folder on the navigation bar.

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

titles or the Up One Level button. (As you navigate, the new destination appears in the upper-right of the Acrobat Connect Pro Central window.)

8 Click Move.

Delete a meeting recording

To delete a meeting recording associated with a meeting, you must be an administrator or a user with permissions to manage that specific Meetings library folder. When you do delete a recording, you are deleting it from the Meetings library. (This process does not delete the recording from the Content library if you moved it there previously. To delete a meeting recording you moved to the Content library, see

“Delete a file or folder” on page 149.)

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

2 Navigate to the meeting that has recordings you want to delete.

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Adobe Acrobat Connect Pro Meeting

3 Click the meeting name in the list.

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

5 On the Recordings page, select the check box to the left of any recording you want to delete.

6 Click Delete above the list.

7 Click Delete on the confirmation page.

Creating and managing seminars

About seminars

Use Adobe Acrobat Connect Pro Seminars to create a special type of meeting. Seminars bring attendees to a meeting room on a specific day between set start and end times. The seminar exists only for that period of time. (By contrast, the meeting room in which the seminar occurs exists before, during, and after the seminar.)

Unlike a meeting, which normally has ten people or fewer and can recur, a seminar has a minimum of 50 participants, is often a one-time or infrequent event, and involves little audience participation. At least one seminar presenter or host must be in the room in order for others to enter, even if the seminar is public. A seminar ends if all the presenters and hosts exit the room. The default seminar room looks different from the default meeting room. Also, seminars can be created only in a shared seminars folder, whereas meetings can be created either in a shared folder or a user folder.

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

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

More Help topics

“About meetings” on page 4

“Record a meeting” on page 55

Pre-seminar tasks

Careful pre-seminar planning helps a seminar run smoothly and streamlines follow-up activities.

1. Determine how many seminar licenses you have

If your organization purchased Seminars, it obtained a specific number of seminar licenses. The number of seminar attendees should never exceed the number of concurrent users allowed for your license. Your Seminars administrator has information about how many licenses your organization purchased and how many concurrent seminars you can conduct at a time. If you think you may need more licenses, let the administrator know early.

2. Access the Seminar library

Seminar files and folders are stored in the Seminar library. Users who have the correct permissions can manage and organize these files and folders. You reach the Seminar library through the Seminar Rooms tab.

Note: The seminars you are scheduled to attend appear on the Home tab of your Acrobat Connect Pro Central application under “My Meetings,” not the Seminar Rooms tab.

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Adobe Acrobat Connect Pro Meeting

3. Establish permissions

Attendance permissions define attendee roles in a seminar, such as participant, presenter, and host. You assign these permissions when you create a seminar. The seminar host can also modify them during the seminar and after the seminar is over by editing the participant list.

Seminar library permissions determine who can manage the library folders. Of the six built-in groups, only administrators have Manage permissions for the Shared Seminar folder. Authors, training managers, meeting hosts, seminar hosts, and event managers are assigned Denied permissions by default. The administrator can override those default permissions and allow others access to the Shared Seminar folder. (There are no Publish or View permission types as there are for the Content library.) To manage folders other than the Shared Seminar folder, you must have Manage permissions for that folder in the Seminar library.

4. Register and approve attendees

Depending on the type and purpose of a given seminar, the seminar host may want to have the guests register. If so, the host must have Acrobat Connect Pro Events as part of the Acrobat Connect Pro Central application; registration for any meeting, training, presentation, or seminar can only be done through the Event Management tab. If the host has this tab, they must first create the seminar from the Seminar Rooms tab using the Seminar wizard. Then, they create an event and select the seminar they have created as the event.

More Help topics

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

Creating a seminar

After obtaining correct permissions, create seminars using the Seminar wizard.

1. Start the Seminar wizard

Create or browse to a folder in the Seminar library that will contain the seminar (you must have permission to access the folder). When you determine a location, click the New Seminar button to open the wizard.

2. Enter seminar information

On the first page of the Seminar wizard, enter background details about the seminar, such as a name and summary, and select a template to use. (Only the seminar name and language are required; all other fields are optional.) You can edit this information after the seminar is created.

3. Select seminar participants

If your seminar is limited to invited guests only, the next step is to select the seminar participants. For a seminar limited to registered guests and accepted users, you can select users and groups to be participants or presenters in your seminar. These users will be able to log in to the seminar directly. Uninvited users who have the URL to the seminar meeting room can attempt to log in as guests. In this case, as a host, you can grant admission to guests on an individual basis.

4. Send invitations

The final step is to send participants e-mail invitations containing the date, time, duration, and location of the seminar. Send invitations as you create the seminar, or create and send the invitations at a later time.

More Help topics

“Pre-seminar tasks” on page 62

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Send seminar invitations

Send invitations as you create a seminar, or create and send the invitations at a later time.

After a seminar begins, you can contact invitees by sending en e-mail or instant message directly from the seminar. For more information, see “Contact invitees from a meeting” in

1 On the Seminar Information page, select Invitations.

2 Do one of the following:

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

• If your seminar is for registered users only or registered users and guests, select an invitee category from the To

pop-up menu, edit the subject and the message body as appropriate, and attach an Outlook calendar event to the e-mail if desired.

• If your seminar is for anyone who has the URL for the seminar, click Send E-mail Invitations, enter e-mail addresses

in the To text box, and edit the subject and message text if necessary.

3 Click Send.

Note: The system can generate an individual attendance report for registered users. Accepted guests are represented in the total number of attendees, but no individual attendance report is available for accepted guests.

View seminar information

To view or modify an existing seminar, you must have both of the following permission types:

File management permissions You must have Manage permissions for the seminar folder or file, because when you

change a seminar that you created, you are effectively changing the file or folder in the Seminar library.

Attendance permissions You must be the host for the seminar, because you are also changing the parameters of the

seminar itself.

View a seminar profile

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

2 Navigate to the folder that contains the seminar and select the seminar name.

View a seminar participants list

If you have Manage permissions for a seminar, you can view a list of all invited participants for each seminar room.

Note: If this seminar is presented as an event, you must view the information in the Event Management tab. For information, see

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

2 Navigate to the folder that contains the seminar and select the seminar name.

3 Click the Edit Participants link.

“Adobe Acrobat Connect Pro Events” on page 113.

View a list of content uploaded from a seminar

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

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

2 Navigate to the folder that contains the seminar and select the seminar name.

3 Click the Uploaded Content link. A list of uploaded content appears.

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4 To view information about an item, click its name.

5 To change the title or summary of the piece of uploaded content, click Edit, make your changes on the Edit page,

and click Save.

6 To return to the uploaded content list, click Return To Uploaded Content.

View a seminar recordings list

You can view a list of any seminars that have been recorded.

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

2 Navigate to the folder that contains the seminar and select the seminar name.

3 Click the Recordings link.

4 To view information about an item, click its name.

To change the title or summary of a specific recording, click Edit, make your changes on the Edit page, and click save.

View seminar folder license information

You can view information about how many seminar licenses your organization purchased. This can be helpful when planning the number of people to invite to a seminar.

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

2 Navigate to the seminar folder.

3 Click License Info.

Note: If you create a seminar under a seminar license folder that has a start date in the future, no one will be able to enter the Seminar room.

Edit seminars

If you are an administrator or have Manage permissions for a seminar folder, you can add participants, remove them, and change participant permission roles (host, presenter or participant).

Edit seminar information

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

2 Navigate to the folder that contains the seminar and select the seminar name.

3 Click the Edit Information link.

4 Edit the options as necessary. For details, see “Edit meeting information” on page 22.

5 Click Save.

Add or remove seminar participants

You can add or remove seminar participants at any time.

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

2 Navigate to the folder that contains the seminar and select the seminar name.

3 Click the Edit Participants link.

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4 To add participants, do one of the following in the Available Users And Groups list. To remove participants, do one

of the following in the Current Participants list:

• To select multiple users or groups, Control-click or Shift-click.

• To expand a group to select individual members, double-click the group name.

• 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.

5 Click Add or Remove as required. (If you expanded a group to select individual members, you can double-click Up

One Level in the list to restore the original list.)

6 (Optional) If you added participants, set permissions. From the Set User Role menu at the bottom of the Current

Participants list, assign a permission type (participant, host, or presenter) for each user or group you added.

Change a seminar participant’s role

Seminar participants can be assigned the following roles: presenter, participant, or host.

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

2 Navigate to the folder that contains the seminar and select the seminar name.

3 Click Edit Participants.

4 In the Current Participants list, do one of the following:

• To select multiple users or groups, Control-click or Shift-click.

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

in the list, and then select it.

5 For each name, select the new user role (presenter, participant, host, or Denied) from the pop-up Set User Role

menu at the bottom of the Current Participants list.

6 Click a link in the navigation bar to perform another task or click Seminar Information to view details about the

seminar.

Viewing data about seminars

The Seminar Dashboard provides a graphical representation of statistical data about your seminars. Click the Seminar Dashboard link under the tab bar, at the top of the Seminar’s window.

The data, which reflects all the seminars you have created, appears in three bar graphs; click any of the bar graphs to view the Summary Report for this seminar.

Most Active Seminars Over Last 30 Days Determined by the number of sessions.

Most Participants Seminars Over Last 30 Days Determined by the number of participants.

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

archived seminar has been viewed).

You can click any individual seminar in any of the three bar graphs to view more detailed information about the seminar.

Seminar reports

Use the Reports feature of Acrobat Connect Pro Central to create reports that summarize seminar information from different perspectives. Reports are created from the Reports link on the Seminar Information page.

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More Help topics

“Generating reports in Connect Pro Central” on page 200

Join a seminar from Acrobat Connect Pro Central

If you are scheduled to attend a seminar, the seminar name appears in the My Meetings list on the Home tab in the Acrobat Connect Pro Central window. In addition, if you have Outlook and have accepted the invitation to the seminar, the seminar appears on your Outlook Calendar. (Seminars you create are listed under the Seminar Rooms tab.)

You can determine if the seminar you are joining is already in progress by checking the date and time shown for the seminar. If the date is in the past, the seminar appears on your meeting list under expired meetings, but you can still enter the room to view content.

1 Click My Meetings.

2 Next to the seminar you want to attend, click Open.

Adobe Acrobat Connect Pro Webcast

Adobe Acrobat Connect Pro Webcast is designed to support one-to-many and few-to-many communication with large, dispersed audiences. These events can be conducted for marketing programs, internal and external communication initiatives, and continuing education applications. Each event can be customized based on the feature and branding requirements of the event host or sponsor.

The Acrobat Connect Pro Webcast interface provides access to the live event, including audio or video streaming and presentation content. Access to the webcast is typically provided through a registration URL. Registered attendees have access to the live event and on-demand replay (which remains associated with the same URL as the live event). Typical webcasts can include the following attendee features:

• Submit question box

• Refer a friend hyperlinks

• Additional content download options

• Poll questions and surveys

• Option to participate by conference call

Audio and video communication is typically one way in Acrobat Connect Pro Webcast. Hosts and moderators present audio or video content to the audience. The question submission and polling features enable attendees to provide feedback on the event content. These events also provide robust reporting capabilities to webcast hosts to indicate attendee engagement, and whether any questions submitted during an event require follow-up.

Each webcast can have a different appearance, depending on the nature of the event and the customer’s needs. To access an Adobe Acrobat Connect Pro Webcast, attendees must have Adobe Flash Player 9 or higher, a browser, and Internet connectivity.

For more information, see www.adobe.com/go/learn_on24_webcast_en.

Chapter 3: Adobe Acrobat Connect Pro Training

About Adobe Acrobat Connect Pro Training

About content, courses, and curriculums

Note: You can only use the Training application if this feature has been enabled for your Acrobat Connect Pro account.

The Adobe Acrobat Connect Pro Training application consists of content, courses, curriculums, and virtual classrooms.

Content is files stored in the Acrobat Connect Pro Content library. Content can be any of the following file types: PPT, PPTX, FLV, SWF, PDF, GIF, JPG, PNG, MP3, HTML, or ZIP. With content, no individual user information is stored. Reports are created for content, but they are aggregate, content-specific reports, and are based on access. If content is created with Adobe Presenter and the presentation contains quizzes, you cannot set the number of attempts users have to pass the quizzes. (In contrast, you can set number of attempts with courses.) Also, content contains no resume functionality so, for example, if a user quits half way through a content item, the next time they launch the item they are taken back to the beginning of the content.

A course contains any item from the Content library. A course is associated with a given set of enrolled learners and contains no usage tracking for each individual learner. The course can be delivered and administered independently or as part of a curriculum or virtual classroom. When you use courses, scores can be captured for AICC-compliant objects and you can enforce the number of attempts users have to complete the course. Courses also contain resume functionality so that users can view half a course, close the course, and then open it again later at the spot where they left off.

A virtual classroom can be used to conduct training sessions. Virtual classrooms are added to a curriculum, just like a course. There are three access levels for virtual classrooms: enrolled students only, enrolled students and accepted guests, and anyone for has the URL for the virtual classroom.

A curriculum is a group of courses, meetings, and virtual classrooms that moves students along a particular learning path. A curriculum consists primarily of courses, but can include other items such as live training sessions. With curriculums, you can assign prerequisites, test-outs, and completion requirements to enforce a specific learning path. As is the case with courses, you can generate reports to track the progress of the enrollees as they move through the curriculum to ensure that they meet the learning objectives.

Training courses and curriculums have three attendance permissions: Enrolled, Denied, and Pending Approval. Enrolled indicates a learner whom a training manager placed in a course or curriculum; Denied indicates a user who is denied access to that course or curriculum. Usually a training manager uses the Denied permission to exclude a user from a group course (for example, if that user already took the course). Pending Approval indicates a user waiting for approval from the training manager.

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

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

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More Help topics

“Creating a course” on page 74

“Creating a curriculum” on page 81

“Creating a virtual classroom” on page 94

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

Accessing the Training library

All Acrobat Connect Pro Training courses, curriculums, and virtual classrooms are contained and organized in a directory of folders called the Training library. You access the Training library by clicking the Training tab at the top of the Acrobat Connect Pro Central window. As you navigate the library, the names of the folders appear as a navigation trail at the top of the browser window.

To create courses and curriculums, you must be a training manager. To manage a Training library folder, you need not be a training manager, but you must have Manage permissions for this folder in the Training library.

More Help topics

“Working with library files and folders” on page 147

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

About Training library permissions

Consider the following aspects of permissions when you work with the Training library:

Enrollee permissions define the access that learners have for a given course or curriculum. The three enrollee

permissions are: Enrolled, Denied, and Pending Approval. Individuals with an Enrolled permission can view a course or curriculum; individuals with a Denied permission cannot access the course or curriculum. Individuals with a Pending Approval permission need approval from the training manager.

Enrollee permissions are assigned when a course or curriculum is created. Permissions can also be changed after the course or curriculum is created. To change permissions, the training manager must open the course or curriculum and edit the participant list to add or remove enrollees. The training manager must also have Manage permissions for the folder where this course or curriculum is located.

Training library management permissions define who can perform the different tasks associated with the Training

library files and folders, such as adding and deleting files, searching the library archives, and so on. The ability to create, delete, and edit courses and curriculums in various folders in the Training library is determined by the groups that a user belongs to and the individual permissions that are assigned to a user for specific files and folders. The Training library has only two permissions: Manage and Denied.

Members of the Administrator group can manage all files and folders in the Training library. By default, training managers have Manage permissions only for their individual folder in the User Training folder. This means that training managers can add, delete, change, or assign permissions only for their own folders. All other Manage permissions are assigned on an individual or group basis by the administrator.

Training library permissions for Built-in groups Acrobat Connect Pro recognizes six default permission groups called

Built-in groups. You cannot change the permissions for these groups, but you can extend them by assigning individuals or groups to more than one Built-in group.

The Training module applies to the Training Managers group. This group is associated with the Training library. Each training manager has an individual folder in the User Training folder within the Training library, in which they can

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create and administer their courses and curriculums. Each training manager also has a content folder. Your Acrobat Connect Pro administrator can also assign Manage permissions for specific Training library folders to users who are not training managers. Only training managers can create new courses or curriculums, however.

More Help topics

“Working with library files and folders” on page 147

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

“Multiple permissions precedence” on page 197

Course and curriculum registration

Depending on the type and purpose of a given course or curriculum, the training manager might want to have the guests register. If so, the manager must have the Event Management tab as part of the Acrobat Connect Pro Central application, since registration for any training can only be done through the Event Management tab. A training manager who has this tab must first use the Course or Curriculum wizard to create the course or curriculum from the Training tab, but skip the select participant and send invitations steps. Next, the training manager creates an event by opening the Event Wizard, selecting the Present A Connect Pro Training Course Or Curriculum option, and selecting the course or curriculum to be used as an event.

The Event wizard lets the training manager select and invite enrollees, select and customize registration questions, and send invitations, even to large e-mail lists.

If the training is presented as an event, all enrollees, regardless of whether they have an Acrobat Connect Pro account or whether the URL is public, must provide registration information before the training. In this case, the training manager can review the registration applications before the training and approve or deny admittance to each registrant.

More Help topics

“Events overview” on page 113

AICC content for courses

When you use Aviation Industry CBT Committee (AICC) content in courses, Acrobat Connect Pro applies some specific rules. For more information, see

“Upload content” on page 151.

Viewing data about training

The Training Dashboard contains two bar graphs, one for courses and one for curriculums:

Course Summary Over the Last 30 Days Shows the courses over the last 30 days with the greatest number of enrollees

who have passed; click any bar to see more detail.

Curriculum Summary Over the Last 30 Days Shows the curriculums over the last 30 days with the greatest number of

enrollees who have completed the curriculum; click any bar to see more detail.

The bar graphs appear within Acrobat Connect Pro Central. However, you can also export the Dashboard to a browser window that you can print. To export the Dashboard, click Printable Version on the left, above the display.

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More Help topics

“Viewing data about content” on page 155

“Monitoring training with reports” on page 98

Create and manage training groups

From the Training tab in Acrobat Connect Pro Central, Training managers, Administrators, and Limited Administrators can create, change, and remove sets of learners called training groups. Training managers can modify any training groups, including those created by other Training managers.

Note: Training managers cannot create new users, modify information about existing users, delete users, delete groups not created by training managers, or assign users to system groups.

More Help topics

“Manage curriculum enrollees” on page 92

“Managing users and groups” on page 187

Create a new training group

Training groups cannot be given the same name as system groups or administration groups.

1 Click the Training tab in Acrobat Connect Pro Central.

2 Click Users and Groups.

3 Click New Group.

4 Enter a name for the new group.

5 (Optional) Type in a description of the group.

6 Click Next.

7 In the Possible Group Members list, select a user or group and click Add. You can also click Search to find a user

or group that is not listed.

As you add users and groups, the Current Group Members list on the right is updated to reflect your changes.

8 When you are done, click Finish.

Add learners to an existing training group

1 Click the Training tab in Acrobat Connect Pro Central.

2 Click Users and Groups.

3 In the Users and Groups list, select the group you want to change and click Information.

4 Click View Group Members.

5 In the Possible Group Members list, select the individual or group you want to include and click Add.

Remove learners from a training group

1 Click the Training tab in Acrobat Connect Pro Central.

2 Click Users and Groups.

3 In the Users and Groups list, select the group you want to change and click Information.

4 Click View Group Members.

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5 In the Current Group Members list, select the member or members you want to delete and click Remove.

Using CSV files to add learners

If you have a comma-separated values (CSV) file, you can use the file to add learners. Three different kinds of imports can be done.

Before you can perform any of these imports, you must create a CSV file. You can also use or modify an existing CSV file. The CSV file you create must include the correct information.

To add training groups, use a CSV file with each row containing name and description like the following:

name, description

group 1, HRTraining

group 2, FinanceTraining

group 3, SalesTraining

group 4, ProductTraining

group 5, MarketingTraining

To add users to a selected group, use a CSV file with each row containing a login like the following:

rblatt2@mycompany.com

rbloom3@mycompany.com

cbond4@mycompany.com

pdavis5@mycompany.com

To add learners to a training group, use a CSV file with each row containing a login and name like the following:

mbetts1@mycompany.com, group 1

rblatt2@mycompany.com, group 1

rbloom3@mycompany.com, group 1

cbond4@mycompany.com, group 1

cbond4@mycompany.com, group 2

Notice that in the third example above, you can add the same user to multiple groups in the same CSV file; user cbond4@mycompany.com has been added to group 1 and group 2 using two separate entries.

Here are some additional tips for using CSV files:

• Because of browser limitations, Adobe recommends that if you have a large number of users to add, that you create

several smaller CSV files instead of one large CSV file.

• Names that contain a comma need to be in quotes. For example, the name John Doe, Jr., must appear in the CSV

file as “John Doe, Jr.” for the file to import correctly.

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Add learners using a CSV file

1 Click the Training tab in Acrobat Connect Pro Central.

2 Click Users and Groups.

3 Click Import.

4 Select one of the following options:

• Click Create New Groups to have the groups in the imported CSV file (containing rows with name and description)

become their own new training group. This option creates training groups.

• Select Add Existing Users To A Group to have the users in the imported CSV file (containing rows with login

information) added to the group you specify in the drop-down menu.

• Select Add Existing Users To New/Existing Training Groups to have the users in the imported CSV file (containing

rows with login and group name) added to the training group specified as the name value on each row of the CSV file. Select the Create New Training Groups From CSV File option to create new training groups for any groups specified in the CSV file that do not exist as a training group in Acrobat Connect Pro. When the new training groups are created, users are added if their login appears on the same row in the CSV file as the new group. (If the Create New Training Groups From CSV File option is not selected, every row in the CSV containing a training group name that does not already exist will generate an error.)

5 Click Browse, and navigate to the desired CSV file.

6 Click Upload.

When finished uploading, a confirmation message appears stating if the import process was successful. Information about users and groups imported is also provided. An error report is generated for entries that fail the import process.

Tips for creating training courses and curriculums

Following are some tips for creating training courses and curriculums in Acrobat Connect Pro Training:

• Use Adobe Presenter and Adobe Captivate® to create content for courses. Presenter is suitable for the creation of

rapid e-learning content using Microsoft PowerPoint. Adobe Captivate can be used for creating training materials that must contain complex branching and simulations.

• At the course level, set client-side maximum retries to one and server-side maximum retries to any number. (Set

server-side maximum retries to unlimited if you want learners to have as many attempts as they need to pass.)

• Add curriculum items directly into curriculums, not into folders.

• When adding content from the Content library directly into a curriculum, the content is automatically converted

to a course and tracking is enabled. For example, when you add a PDF file to a curriculum, that file becomes a course and tracking can be done down to the page level (you can see if learners looked at 7 out of 10 pages or all 10 pages of the file). In addition, a curriculum resource folder is automatically created and any curriculum-specific courses (that is, content automatically converted to a course for this curriculum) are placed in the folder.

• Communicate with your learners about how to take courses and curriculums, especially any specific settings you

have used. For example, tell them how many times they can attempt to pass a quiz. Also, if you change a curriculum after making the curriculum available, such as adding or removing items, inform your learners.

• Ask learners to open an item or course in only one browser window and to close that browser window when they

are done.

• When planning to make a large curriculum available, do a test first. For example, ensure that your Acrobat Connect

Pro system (network, servers, database, etc.) is set up properly and has sufficient resources to manage the volume of learners scheduled to enroll in the curriculum.

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• Minimize changes to your courses and curriculums after you have made them available to learners.

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

More Help topics

“Creating a course” on page 74

“Creating a curriculum” on page 81

“About changes to course content” on page 77

“Adding and deleting items from a curriculum” on page 85

Creating training courses

Creating a course

A course is content for a set of enrolled learners that also includes usage tracking for each learner. For example, a course could be a stand-alone presentation offered as part of a curriculum or shown in a virtual classroom.

Note: The material on courses applies only to accounts that include the Acrobat Connect Pro Training application.

In creating a course, your workflow involves the following tasks:

1. Create content and add to Content Library

A course is based on existing content, so ensure that you have content such as presentations, PDF files, or image files stored in your Content Library. Content can be any of the following file types: PPT, PPTX, FLV, SWF, PDF, GIF, JPG, PNG, MP3, HTML, or ZIP. See

2. Start the Course wizard

On the Acrobat Connect Pro Central Home page, locate the Create New menu bar and click Course. Alternatively, click Training

3. Course information

On the first page of the Course wizard you enter background details about the course, such as a name and summary. (Only the course name is required; all other fields are optional.) You can edit this information after the course is created.

Note: By default, the Update Information for Any Items Linked To This Item option is selected. Since you are creating a new course, you probably do not have any items linked to the course yet, but keep this item selected if you think you will link any items later.

4. Select course content

In this part of the Course wizard, Acrobat Connect Pro directs you to the Content library, where you navigate to the content file you want to use. You can select only one file from the library, and you must have either View or Manage permissions for this file. After adding content, you can continue in the wizard and enroll learners or save the curriculum and exit the wizard. (To enroll learners, set up course notifications, or enable e-mail reminders later, you can edit the course.)

> New Course.

“Upload content” on page 151.

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5. Enroll learners

Only enrolled users can browse to the course URL and log in to view the course. To enroll large numbers of users, if you have the Event Management application, present the course as an event.

You can add and delete learners, as required, after the course is created.

6. Set up notifications

A course notification is an e-mail message telling enrollees how to access the course.

When you format your notification, you can use run time fields in the subject line and in the body of the message. These fields are course information variables that are automatically filled in for you when the e-mail notification is sent.

You can change the course notifications after the course is created.

7. Set up reminders

Reminders are optional. A course reminder is an e-mail message sent to either all or selected course enrollees after you set up the course. You can use reminders, for example, to remind enrollees that they are scheduled to take the course or to notify specific individuals that they are required to complete the course.

More Help topics

“About changes to course content” on page 77

“Edit courses” on page 78

“Creating a curriculum” on page 81

“Creating virtual classrooms” on page 93

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

View course information and the enrollee list

After you create a course, you can view information about the course and a course enrollee list.

More Help topics

“Creating a course” on page 74

“Edit courses” on page 78

View course information

You can view or change information about a course from the Course Information page, the page that appears when you click the course name in the Training folder list. From this page, you can view or edit the information for a specific course, including the course summary, content, enrollees, and settings for notifications and reminders. Each of these features is accessible as a navigation link.

Every course has a Course Information page, which is a summary that contains the information displayed in the following illustration.

The Course Information page shows key information about individual courses.

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Course Information The course name, ID, summary, open date, close date, course URL, number of slides or pages,

duration, maximum attempts (the maximum number of attempts the enrollee has to pass this course), maximum possible score, and language.

Training Catalog Settings Details about the Training Catalog options selected when the course was created, such as

self-enrollment procedures and notifications.

Reminder Policy A field that indicates whether a reminder policy is enabled, to whom reminders are being sent, the

date that the next reminder will be sent, and how often reminders are sent. Click the Training tab at the top of the Acrobat Connect Pro Central window. Navigate to the folder that contains the course for which you want to get information. In the course list, click the name of the course to select it.

View a course enrollee list

1 Click the Training tab at the top of the Acrobat Connect Pro Central window.

2 Navigate to the folder that contains the course.

3 In the course list, click the name of the course.

4 Click the Manage Enrollees link in the navigation bar.

A list of enrolled users and groups are shown in the Current Enrollees window on the right.

About notifications and reminders

Notifications are placed in a queue and are sent as follows:

• Notifications set to Send now are sent when you click Send.

• Notifications set up for future dates are processed every night at midnight. On the set date, depending on the

number of notifications in the queue, they are sent within a few minutes or a few hours after midnight PST.

Notifications appear to be sent from whoever creates the course, using the e-mail address specified in their Acrobat Connect Pro account. Any e-mail delivery failure notifications are also sent to that address.

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All e-mail notifications are sent individually. Recipients do not see the list of other recipients in the message header.

Reminders are placed in a queue and are sent as follows:

• Reminders to be sent starting on the current date are sent shortly after the course is created.

• Acrobat Connect Pro sends reminders from the person who creates the course, using the e-mail address specified

in the curriculum creator’s Acrobat Connect Pro account. The e-mail reminders are sent individually; recipients do not see the list of other recipients in the message header. (Also, any e-mail delivery failure notifications are sent to the course creator’s e-mail address.)

• Reminders set up for future dates are processed every night at midnight. On the set date, depending on the number

of e-mail reminders in the queue, they are sent within a few minutes or a few hours after midnight PST.

More Help topics

“Creating a course” on page 74

“Edit courses” on page 78

About changes to course content

Following are some important points to remember when changing course content:

• When you add content to a course, the content is copied into the course. If you change the original content file, the

change is not carried over to the course. (For more information, see

“Edit courses” on page 78.)

• When you add a course to a curriculum, it is a link to the course and not a copy. If you change a course, the change

is carried over to the course inside a curriculum.

• Try to minimize changes to course content if the current course content has a quiz that users have already taken.

Minimizing changes helps lower the number of versions that exist. It also lowers the number of reports for users who took earlier versions.

More Help topics

“Tips for creating training courses and curriculums” on page 73

“Adding and deleting items from a curriculum” on page 85

About review modes

Acrobat Connect Pro Training contains two review modes: server-side and client-side. It’s important to understand these review modes, especially if your courses contain quizzes.

Server-side review mode is used only with Acrobat Connect Pro Training courses. For courses, a training manager can specify the maximum attempts a learner has to complete or pass the course successfully. A learner is locked into review mode in the following cases:

• The learner has passed or completed the course within the set number of maximum attempts.

• The learner has exceeded the maximum number of attempts allowed to pass or complete the course.

Learners can see whether they are locked into review mode two ways:

• The text “[Review Mode]” appears in the browser title bar when a course is opened.

• This message appears at the top of the screen: “You have exhausted all your attempts and are now in Review Mode.

Any choices selected will not be tracked.” (The message most often appears when course is in review mode within a virtual classroom.)

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If learners are in review mode and they take any quizzes included in the course, their scores and statuses are not posted to Acrobat Connect Pro. This prevents learners from trying to improve their score after passing a course.

Important: Learners should always open a course or item in only one browser window at a time and close the window when they finish. Learners may be locked into review mode incorrectly if they open the same item or course in multiple windows simultaneously.

The server-side maximum retry setting for a course carries over to all Curriculum items that link to the course. Because the server-side retry setting for the course is the only one that is enforced, Adobe recommends disregarding curriculum-level maximum retry settings.

Client-side review mode is enforced through the maximum retry setting in presentations created with Adobe Presenter and Adobe Captivate. Client-side review mode applies only to retries attempted within a single browser session. However, client-side review mode can persist across multiple browser sessions if the user exits the presentation before finishing, causing resume data to be sent to the server.

In Adobe Presenter the retry setting is defined in the Quiz Manager pass or fail options. For example, if you set the “If failing grade allow x attempts” option to 1, users have only one chance to take the quiz. Suppose a user begins taking the quiz, then leaves it to view a slide that is not part of the quiz or begins a second quiz in the presentation. By exiting the first quiz while the presentation is still open (a single browser session), the user exhausts the single allowed attempt and can’t re-enter the quiz. Now suppose that a user enters a quiz, answers one or two questions (but not enough to pass the quiz), and closes the browser. In this second case, the user exited the presentation but not the quiz. When this happens, resume data is sent to Acrobat Connect Pro and, if the user is permitted another server-side (course-defined) attempt, the user can open the presentation again and continue working on the first client-side attempt (although it will be the second server-side attempt).

To prevent possible status and score discrepancies, Adobe recommends setting the client-side maximum retry attempts to

1. (In both Presenter and Adobe Captivate, the default setting is 1.) A client-side setting of 1 does not mean that the user has only one chance to complete or pass the course; the course-level setting governs the maximum number of retries.

Edit courses

If you are an administrator or a user with permission to manage a specific Training library folder, you can manage courses.

More Help topics

“About changes to course content” on page 77

“About notifications and reminders” on page 76

“About review modes” on page 77

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

Edit course information

You can edit course information, which includes the course name, ID, summary, start date, and close date.

1 Click the Training tab at the top of the Acrobat Connect Pro Central window.

2 Navigate to the course.

3 In the course list, click the name of the course.

4 Click the Edit Information link in the navigation list.

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5 Edit the course information. You can change the following information:

Course Name (Required) The name of the course; it appears in the course list and in reports.

Course ID The course number or ID: for example, 100, CS100, and so on.

Summary A course description that appears on the Course Information page.

Course Starts On The date before which users cannot access the course. If you change an existing course’s start date to

a later date, no users (not even those who already accessed the course) can access the course until the new start date. If some enrollees have already accessed the course, their tracking and quiz information is retained in reports.

Course Closes On The date after which users cannot access the course.

Max Attempts The the maximum number of attempts the enrollee has to pass this course; if you leave Max Attempts

blank, you are allowing an unlimited number of retries.

Max Possible Score The maximum score a user can receive. Use this option for course content that is not already

graded, such as a PDF, or only sends a partial score, such as Captivate content (maximum score is determined by the content used).

Note: For content that includes multiple scored quizzes, the max possible score for the overall content is not automatically detected when the content is added to a course. For example, a presentation containing two quizzes, one with a max possible score of 50 and a second with a max possible score of 40, will report the max possible score of the last quiz taken (40). For a more accurate total score, consider creating one quiz and distributing the questions throughout the presentation instead of using multiple quizzes. For example, create a quiz with 10 questions. In the presentation, show 4 content slides, quiz questions 1-5, 8 more content slides, and then questions 6-10.

6 By default, the Update Information for Any Items Linked To This Item option is selected. Keep this selected if you

think you will link any items to the course.

7 Click Save.

Changing the course title or course summary does not change the information on a presentation summary slide. This slide uses the information specified at the time the presentation was originally published. To change this information, republish the content and then reselect the content that the course uses.

Change or update course content

You can change or update the content in a course. If you want to update the content, first publish the updated file to the Content library.

1 Click the Training tab at the top of the Acrobat Connect Pro Central window.

2 Navigate to the course whose content you want to change. In the course list, click the name of the course to select it.

3 Click the Select Content link in the navigation bar.

4 Navigate to the folder that contains the content that you want to use for the course.

5 Select the button next to the content that you want to use for the course. You can select new content or an updated

version of the existing content.

6 Click Save.

7 A warning message is displayed. To update the content, click Yes, Update My Content.

Add or remove course enrollees

If you add enrollees to a course, notify the new enrollees. You can also set up reminders for them.

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If you remove enrollees, they do not receive notification and are no longer able to access the course.

1 Click the Training tab at the top of the Acrobat Connect Pro Central window.

2 Navigate to the course.

3 In the list, click the name of the course.

4 Click the Manage Enrollees link in the navigation bar.

5 Do one of the following:

• Select an enrollee or enrollees in the Available Users and Groups list and click Add. (Press Control-click or Shift-

click to select multiple users or groups. To expand a group to select individual members, double-click the group name. Then select individual users.)

• Select an enrollee or enrollees in the Current Enrollees list and click Remove.

Change settings for course notifications or reminders

Notifications and reminders help you communicate with course enrollees. You can change the settings of pending notifications and reminders at any time.

1 Click the Training tab at the top of the Acrobat Connect Pro Central window.

2 Navigate to the course.

3 In the course list, click the name of the course.

4 Click the Notifications link in the navigation bar.

5 Click Pending Notifications.

6 Under Subject, click the name of the notification or reminder you want to change. (Notifications appear in the

subject list with the notification icon

7 Click Edit at the bottom of the page.

8 Make changes, such as editing the timing, recipients, or message text. (If you enter e-mail addresses, use commas

to separate the addresses.) To edit the e-mail subject and message using a run time field, copy the field name from the Run Time Fields list and paste it into the message subject or body. Do not change the run time field text in curly brackets.

9 Click Send to apply the changes.

and reminders appear with the reminder icon .)

Delete a course

Before you delete a course, be aware of the effect of this action:

• The course is removed from the Training library.

• Enrollees can no longer access the course.

• Reports for the course are no longer available. (To prevent access to the course while retaining reporting

information, set the course close date and do not delete the course.)

• No more course reminders are sent, and delayed course notifications are not sent.

• The content used by the course remains in the Content library.

• The course is removed from the item list of any curriculum in which it is included. This affects the curriculum

reports. Be careful when deleting courses that are included in curriculums.

1 Click the Training tab at the top of the Acrobat Connect Pro Central window.

2 Navigate to the course.

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3 Select the check box to the left of the course that you want to delete.

4 Click the Delete button.

5 On the confirmation page, click Delete.

Creating training curriculums

About curriculums

A curriculum can include courses, presentations, and meetings. You can define prerequisites for a curriculum, and you can design your program so that users can test out of certain curriculum items.

As users complete items in the curriculum, you can track their progress and generate reports to ensure that the curriculum meets the learning objectives.

The key features of curriculums let you do the following:

• Organize items, such as courses and presentations, in logical groups that support a learning path.

• Define prerequisites and test-outs for items, allowing enrollees to bypass certain curriculum items if they pass the

corresponding test-out item.

• Specify completion requirements - items required to successfully complete the curriculum.

• Send e-mail notifications and reminders to users regarding the curriculum.

• Generate reports that include curriculum statistics.

• View a visual representation of report data using the Training Dashboard.

More Help topics

“Creating a course” on page 74

Creating a curriculum

A wizard guides you through the main steps of creating a curriculum, such as entering curriculum information and selecting courses for the curriculum. After you create a curriculum, you can complete additional tasks, such as adding enrollees and sending reminders.

In creating a curriculum, your workflow involves the following tasks:

1. Browse to a curriculum location

You can create or browse to a folder in the Training library that will contain the curriculum (you must have permission to access the folder). When you determine a location, you click New Curriculum to open the New Curriculum wizard and create your curriculum in the selected location.

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Navigating the Training library

A. Determine a location B. Create another folder or add a new curriculum

Note: If you want to save your curriculum in your User Training folder, you can bypass this procedure by simply clicking

the New Curriculum link on the Acrobat Connect Pro Central Home page and following the steps to enter curriculum information.

2. Enter curriculum information

The first page of the New Curriculum wizard lets you enter details, such as descriptive summary information and start and end dates, about the curriculum. (You must enter the curriculum name, but all other fields are optional.) The information that you enter in the wizard appears later on the Curriculum Information page, as well as on the page that enrollees access from their My Training link.

The Custom URL box displays the first part of the URL that users click to access the curriculum. You can leave the box blank to have Acrobat Connect Pro generate a system URL or enter a custom URL in the box. For example, you can enter a word that describes the curriculum.

Note: The start and end dates that you select override the start and end dates for the individual items in your curriculum. For example, if you add a meeting with an end date that already passed, but your end date for the curriculum is in the future, the meeting assumes the end date of the curriculum.

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Use the Curriculum Information page to add a name and details about a curriculum.

3. Add items to the curriculum

After you enter curriculum information in the New Curriculum wizard and click Next, a page appears that lets you add items to the curriculum. When you add an item to a curriculum, you are actually adding a link to the item, not copying the item in a new location within Acrobat Connect Pro.

You can add content from the Content library, a meeting from the Meeting library, a virtual classroom, or any existing courses to a curriculum. Content added to a curriculum is now automatically converted to a course so it can be tracked accurately. The new course is added to the automatically created curriculum resource folder. (This folder is in the same location as the curriculum and has the same name as the curriculum with “Resources” appended to the end.)

After creating a new curriculum, add courses to build the curriculum.

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Note: If you want to group items in folders, do not add the items using the New Curriculum wizard. Instead, exit from the wizard, open the curriculum information page for the curriculum, click Add Item, click New Folder, type in a folder name, click Save, select the new folder (you can also select the root folder or a different folder), click Add Item, and then add items to the folder. New items are always created at the root level and you can rearrange items by clicking the Move button. Folders cannot be nested in other folders.

4. Change the order or remove items, if necessary

After adding content and courses, you can change the order of items to alter the learning path. You also have the option to remove any items.

Note: Although you can move items within a folder, you cannot move items in or out of folders.

5. Select any additional options

The final step when creating a curriculum is to select any options you require from the Additional Options page, such as adding enrollees, setting prerequisites, and sending notification.

More Help topics

“Creating a course” on page 74

“Edit prerequisites, test-outs, and completion requirements” on page 90

“Creating virtual classrooms” on page 93

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

View curriculum information and status

After you create a curriculum, you can view and modify curriculum details on the Curriculum Information page.

More Help topics

“Creating a curriculum” on page 81

“About notifications and reminders” on page 76

Display curriculum information

1 Click the Training tab at the top of the Acrobat Connect Pro Central window.

2 Navigate to the folder that contains the curriculum.

3 Select the name of the curriculum in the course list.

View curriculum status information

Viewing curriculum status offers another way to view a summary report.

1 If you’re not on the Curriculum Information page for the curriculum that you want to view, click the Training tab

and browse to the curriculum. Select the curriculum name to open the Curriculum Information page.

2 In the Curriculum Status area, click the View button.

The Reports tab opens on a Summary page. In addition to the same information that appears in the curriculum information area of the Curriculum Information page, the Summary page includes the following information:

Enrolled Users The number of users enrolled in the curriculum.

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Users Completed

This includes all users who have ever been enrolled in this curriculum, whether they are enrolled currently or not.

Users In Progress

items. This includes all users who have ever been enrolled in this curriculum, whether they are enrolled currently or not.

Note: Two types of users are not included in the curriculum status numbers: first are users that are enrolled in the curriculum, but have not yet accessed the curriculum and, second, users who have been enrolled in this curriculum in the past, but have later been deleted from Acrobat Connect Pro.

The number of users that have accessed the curriculum and successfully completed all required items.

The number of users that have accessed the curriculum, but have not yet completed all required

Adding and deleting items from a curriculum

You can add and delete content and courses from a curriculum after a curriculum is created. For example, you can add any course in your Training library to a curriculum.

Here are a few tips:

• Try to minimize the addition and deletion of courses and content after a curriculum is made available to learners.

• Communicate with learners enrolled in the curriculum. Tell them when content and courses are added or deleted

and ask them to log in to the curriculum so their status updates.

• There is a distinction between including an existing course in a curriculum and creating a new course for a

curriculum. When you add a course to a curriculum and the course exists, the course is not added to the individual curriculum’s Resources folder. Only items that are automatically created for the first time as a course are automatically added to the curriculum Resources folder. You can, however, move or copy items into the Resources folder.

• When a course is added to a curriculum, what is actually added is a link to the course in the Content library. This

allows learners to receive credit for a course even if the course is taken outside the curriculum. To receive credit for taking the course, the learner must have logged in to the curriculum at least once. (Adobe recommends that curriculum learners always launch items from within the curriculum.)

• If you delete a required item from a curriculum, the status of learners who have completed all other required items

changes to Complete.

• After a curriculum has been modified (for example, required items have been added or deleted), ask learners to log

back into the curriculum to have their status and scores updated.

• Sometimes, a learner can take a course and then the course is added to a curriculum in which the learner is enrolled.

For the learner to receive credit for having already taken the course, ask the learner to log into the curriculum. Their status within the curriculum is updated automatically.

More Help topics

“About changes to course content” on page 77

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

Add folders and items to a curriculum

After creating a curriculum, you can add folders or items to the curriculum at any time.

Note: Adding or removing items from a curriculum can affect learner transcripts. As a best practice, do not change curriculums once you have enrolled learners. If you do add or remove items, tell learners about the changes to the curriculum and ask them to log in to the curriculum to update their status.

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More Help topics

“Creating a curriculum” on page 81

“About changes to course content” on page 77

“Change the user status field in a curriculum report” on page 102

Add a folder to a curriculum

After you create a curriculum, you can group items in folders to organize your items. For example, you can group a set of items in a Beginner Topics folder and another set in an Intermediate Topics folder. New folders are always added at the root level. Folders cannot be nested in other folders.

Note: You add items to a curriculum folder rather than move items already in your curriculum into a folder.

1 If you’re not on the Curriculum Information page for the curriculum that you want to modify, click the Training

tab and browse to the curriculum. Select the curriculum name to open the Curriculum Information page.

2 Click Add Item.

3 Click New Folder.

4 On the New Folder page, enter a name for the folder in the Folder Name box, and click Save.

5 In the curriculum list, you can select the folder that you created and add items to it.

Add content to a curriculum

After you create a curriculum, you can add more content as necessary. Content added to a curriculum is now automatically converted to a course so it can be tracked accurately. The new course is added to the automatically created curriculum resource folder. Any further content you add to the curriculum is also automatically converted and placed into the resource folder. This folder is in the same location as the curriculum and has the same name as the curriculum with “Resources” appended to the end. (If you add courses that you have already created to a curriculum, those courses are not placed in the resources folder.)

1 If you’re not on the Curriculum Information page for the curriculum that you want to modify, click the Training

tab and browse to the curriculum. Select the curriculum name to open the Curriculum Information page.

2 Click Add Item.

3 Click Add Content.

4 If necessary, browse to the folder that contains the content.

5 Select the check box for the content that you want to add to the curriculum, and click Add.

6 Click Add again.

Add a course, virtual classroom, or meeting to a curriculum

Any courses available in your Training library are available for you to include in a curriculum.

1 If you’re not on the Curriculum Information page for the curriculum you want to modify, click the Training tab

and browse to the curriculum. Select the curriculum name to open the Curriculum Information page.

2 Click Add Item.

3 Do one of the following:

• Click Add Course.

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Note: Invitations, enrollments, and reminders that you created for a course are not carried over when you add a course to a curriculum. The notification options for a curriculum apply to all courses inside the curriculum; you cannot set individual notification settings for courses inside a curriculum. (If a course exists outside a curriculum, however, the course invitation, enrollment, and reminder settings are all valid for the course.)

• Click Add Virtual Classroom.

• Click Add Meeting.

Note: To send an Outlook Calendar Event, which lets users add the meeting to their Outlook calendars, you select the iCal option when you send meeting reminders, not when you add the meeting to your curriculum.

4 If necessary, browse to the folder that contains the course, classroom, or meeting.

5 Select the check box for the course, classroom, or meeting that you want to add to the curriculum, and click Add.

Add external content to a curriculum

A curriculum is not limited to Acrobat Connect Pro items. You can include external training. For example, you can add a classroom lecture that enrollees should attend. Since a lecture is a live event, you can create an external event to represent the lecture. By using the status override feature, you can then mark the enrollees that attend as “Complete.”

Note: When the user status changes for external training, update the user’s completion status manually.

1 If you’re not on the Curriculum Information page for the curriculum that you want to modify, click the Training

tab and browse to the curriculum. Select the curriculum name to open the Curriculum Information page.

2 Click Add Item.

3 Click New External Training.

4 In Title, enter the name of the external training.

5 (Optional) In ID, enter identification text or numbers.

6 If the external training item is viewing a website, in the URL box enter a full URL including http. For example,

http://www.adobe.com.

7 In Max Possible Score, enter the maximum points to be awarded for completing the external training.

Note: If you plan to use external content as a course within a curriculum, it can be important to set maximum score. Define a maximum score in this location when content is non-graded or when it sends a partial score. For example, Captivate content only sends the score achieved, say 8, not the score achieved and the maximum possible score, say 8/10. When the content used to create a course includes a full score, such as 8/10, then the maximum possible score defined within the content applies and any score set here is ignored.

8 (Optional) In Summary, enter a description of the external training.

9 Click Save.

On the Curriculum Information page, the external training appears in your list of items.

Edit curriculums

You can edit information in a curriculum, such as changing the order of items or removing items. You can also delete any entire curriculum

Note: Adding items to or removing them from a curriculum can affect learner transcripts. As a best practice, do not change curriculums once you have enrolled learners. If you do add or remove items, tell learners about the changes to the curriculum and ask them to log in to the curriculum to update their status.

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More Help topics

“Adding and deleting items from a curriculum” on page 85

“Tips for creating training courses and curriculums” on page 73

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

Edit curriculum information

1 If you’re not on the Curriculum Information page for the curriculum that you want to modify, click the Training

tab and browse to the curriculum. Select the curriculum name to open the Curriculum Information page.

2 In the Curriculum Information area, click Edit to modify the following information:

Name A title for the curriculum.

ID The identification number for the curriculum. (You can assign any code, such as a catalog number.)

Summary The curriculum description.

Curriculum Starts On The date on which the curriculum starts. Users cannot access the curriculum before this date

Curriculum Closes On The date on which the curriculum ends; select from the pop-up menu or select No Close date.

3 When you finish editing the curriculum information, click Save.

Edit external content information

To edit external content information, you must have already added it to the curriculum.

1 If you’re not on the Curriculum Information page for the curriculum that you want to modify, click the Training

tab and browse to the curriculum. Select the curriculum name to open the Curriculum Information page.

2 In the list of items, click the external training item name.

3 In the External Training Information area, click Edit.

4 In the Item Info area, edit the Name, ID, URL, Max Possible Score, or Summary information, and click Save.

Change the order of items in a curriculum

1 If you’re not on the Curriculum Information page for the curriculum that you want to modify, click the Training

tab and browse to the curriculum. Select the curriculum name to open the Curriculum Information page.

2 Select the check box next to the item that you want to move, and then click either the up or down arrow to move

the item in the list.

Remove items from a curriculum

If you no longer want to include an item in a curriculum, you can remove it without affecting the original item that exists in its respective library.

1 If you’re not on the Curriculum Information page for the curriculum that you want to modify, click the Training

tab and browse to the curriculum. Select the curriculum name to open the Curriculum Information page.

2 In the list of items, select the check box next to the items that you want to remove, and then click Remove Item.

3 Verify that you do want to remove the selected items, and click Remove.

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Send notifications or reminders to curriculum enrollees

You can use the notifications feature to send an e-mail message to enrollees. A typical message tells enrollees that the curriculum is available, provides details about the curriculum, and includes a link to the curriculum. The message can go to all enrollees, or to a subset of enrollees, such as those who have not completed the curriculum.

The reminders feature, similar to the notification feature, lets you send e-mail messages to enrollees. The primary difference between notifications and reminders, however, is that the Reminders page lets you send the messages at specified intervals. The message can go to all enrollees, or to a subset of enrollees.

Note: For users who must adhere to compliance standards, reminders can be set to annually. For more information, see “Working with compliance and control settings” on page 170.

1 If you’re not already on the Curriculum Information page for the curriculum, go to the Training tab in Acrobat

Connect Pro Central and browse to the curriculum. Click the curriculum name to open the Curriculum Information page.

2 Click Notifications.

3 Click New Notification or New Reminder. (Notifications appear in the subject list with the notification icon

and reminders appear with the reminder icon .)

4 Select a timing option. For reminders, you can set a recurrence option to automatically send out multiple

reminders.

5 Select a recipients option. If you enter e-mail addresses, use commas to separate the addresses.

6 (Optional) Edit the e-mail subject and message text. To edit using run time fields, copy the field name from the Run

Time Fields list and paste it into the message subject or body. Do not change the run time field text in curly brackets.

7 Click Send or Save.

Cancel notifications or reminders

1 If you’re not already on the Curriculum Information page for the curriculum, go to the Training tab in Acrobat

Connect Pro Central and browse to the curriculum. Click the curriculum name to open the Curriculum Information page.

2 Click Notifications.

3 Click Pending Notifications.

4 Under Subject, select the checkbox next to the name of the notification or reminder you want to cancel.

(Notifications appear in the subject list with the notification icon

and reminders appear with the reminder

icon .)

5 Click Cancel Notifications.

6 On the confirmation page, click Cancel Notifications.

Delete a curriculum

Before you delete a curriculum, be aware of the following effects of this action:

• The curriculum is removed from the Training library.

• Enrollees can no longer access the curriculum.

• Reports for the curriculum are no longer available. (To prevent access to the curriculum while retaining reporting

information, set the curriculum close date and do not delete the curriculum.)

• Curriculum reminders are not sent, and delayed curriculum notifications are not sent.

• Deleting a curriculum is a permanent action. Once it is deleted, you cannot recover a curriculum.

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Deleting a curriculum from the Training library does not affect the library items that constitute the curriculum.

1 Click the Training tab in Acrobat Connect Pro Central and browse to the curriculum.

2 Select the check box next to the curriculum and then click Delete.

3 After verifying that you want to delete the selection, click Delete.

Edit prerequisites, test-outs, and completion requirements

After creating a curriculum, you can make many changes such as assigning prerequisites, assigning test-outs, and editing completion requirements. Adobe recommends using either test-outs or prerequisites, but not both, to create learning paths. Using both is possible, but it can be time-consuming and complicated to test all of the possible workflows learners may encounter.

More Help topics

“Edit curriculums” on page 87

Assign prerequisites to an item

Assigning prerequisites enforces learner access to items in a specific sequence. A folder cannot be set as a prerequisite. Also, external training items should not be set as Required because Acrobat Connect Pro cannot automatically track external items.

Note: Avoid creating redundant prerequisites; they are confusing for learners and may cause performance issues on your Acrobat Connect Pro server.

1 If you’re not on the Curriculum Information page for the curriculum that you want to modify, click the Training

tab and browse to the curriculum. Select the curriculum name to open the Curriculum Information page.

2 In the list of curriculum items, click the name of the item or folder that requires a prerequisite. This procedure refers

to this item as the selected item.

3 In the Prerequisites area, click Edit.

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In the Course Information Prerequisites area, click Edit to create a specific learning path.

4 The Select Prerequisite area lists the items in the curriculum. Use the Options pop-up menu next to an item to

specify the type of prerequisite:

Suggested Indicates that the prerequisite is optional. Users receive a message requesting that they take the

prerequisite before taking the selected item.

Required Indicates that the prerequisite must be completed successfully, not just completed, before taking the selected

item. Do not assign Required status to external content. Acrobat Connect Pro cannot verify completion of external content, such as a website URL.

Hidden Indicates that the selected item appears on the enrollment page only after the user completes the prerequisite.

5 When you finish selecting prerequisites, click Save.

Assign test-outs for an item

You can design the curriculum so that enrollees are not required to take an item if they pass a related test-out item. Folders cannot be configured as test-out items or linked as selected items. Always use a specific course or meeting, not a folder, as a test-out or selected item for any other learning object.

Here are tips for creating test-outs:

• Carefully choose between the Optional, Blocked, and Hidden options. Your learners could have a very different

path and learning experience depending on which option you select for a test-out.

• You cannot assign a test-out for the first item in a curriculum.

• Do not use chained test-outs. An example of a chained test-out is setting item 1 as a test-out for item 2 and then

setting item 2 as a test-out for item 3.

1 If you’re not on the Curriculum Information page for the curriculum that you want to modify, click the Training

tab and browse to the curriculum. Select the curriculum name to open the Curriculum Information page.

2 In the list of items, click the name of the item that requires a test-out item. This procedure refers to this item as the

selected item.

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3 In the Test-Outs area, click Edit.

4 The Select Test-Outs area lists items in the curriculum. Use the pop-up menu by an item to designate it as a test-

out for the selected item, using the following criteria:

Blocked Indicates that if the enrollee passes the test-out item, the selected item is unavailable to the enrollee. If the

enrollee fails the test-out item, the selected item becomes available.

Optional Indicates that if the enrollee passes the test-out item, the selected item is no longer required to complete the

curriculum.

Hidden Indicates that if the enrollee passes the test-out item, the selected item is hidden from the enrollee. If the

enrollee fails the test-out item, the test-out item is visible and available for the enrollee to take.

5 When you finish specifying test-out items, click Save.

Edit completion requirements

You can designate an item as required, which specifies that an enrollee must successfully complete the item to complete the curriculum. By default, all items are required, but you can set individual items as optional or required without impacting other items.

1 If you’re not on the Curriculum Information page for the curriculum that you want to modify, click the Training

tab and browse to the curriculum. Select the curriculum name to open the Curriculum Information page.

2 In the Completion Requirements area, click Edit.

3 For each item that you want to specify as required, select Required from the pop-up menu.

4 When you finish specifying required items, click Save.

Manage curriculum enrollees

Acrobat Connect Pro Central allows you to view and add enrollees to a curriculum, as well as set access permissions for enrollees.

More Help topics

“About notifications and reminders” on page 76

“Edit curriculums” on page 87

View and add enrollees to a curriculum

1 If you’re not already on the Curriculum Information page for the curriculum, go to the Training tab in Acrobat

Connect Pro Central and browse to the curriculum. Click the curriculum name to open the Curriculum Information page.

2 Click Manage Enrollees.

3 To add enrollees, select the name or group in the Available Users and Groups list.

• Press Control-click or Shift-click to select multiple users or groups.

• To expand a group to select individual members, double-click the group name. Then select individual users.

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

in the list, and then select it. (Click Clear to return to the original list.)

4 After selecting the enrollees, click Add.

Note: After adding enrollees, you must send notification to the enrollees that the curriculum is available.

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Set permissions for curriculum enrollees

After you’ve added enrollees to a curriculum, you can determine permissions for enrolled users and groups.

1 If you’re not already on the Curriculum Information page for the curriculum, go to the Training tab in Acrobat

Connect Pro Central and browse to the curriculum. Click the curriculum name to open the Curriculum Information page.

2 Click Manage Enrollees.

3 Select the enrollee or enrolled group in the Current Enrollees column and click Permissions.

4 Select one of the following permissions:

• Denied prevents the enrollee from accessing the curriculum.

• Enrolled allows the enrollee to access the curriculum.

• Pending Approval enables to the enroll to access the curriculum after they are approved.

Remove enrollees from a curriculum

You can remove an individual curriculum enrollee or a group of enrollees at any time.

1 If you’re not already on the Curriculum Information page for the curriculum, go to the Training tab in Acrobat

Connect Pro Central and browse to the curriculum. Click the curriculum name to open the Curriculum Information page.

2 Click Manage Enrollees.

3 Select the enrollee or enrolled group in the Current Enrollees column and click Remove.

Creating virtual classrooms

About virtual classrooms

Users with the Meeting and Training features installed can create virtual classrooms. Users must be a meeting host and training manager to create a virtual classroom.

Use virtual classrooms to conduct training sessions. Virtual classrooms are added to a curriculum, just like a meeting. Unlike a meeting, virtual classrooms can have a Presenter course added that can impact completion requirements. (Course transcripts are not generated for students who enter a virtual classroom as a guest.)

Note: Completion requirements are no longer user configurable; completion is based on attendance. A learner is marked complete if they attended at all and marked incomplete if they were absent.

Just like meetings, there are three access levels for virtual classrooms: enrolled students only, enrolled students and accepted guests, and anyone who has the URL for the virtual classroom can enter the room.

More Help topics

“About content, courses, and curriculums” on page 68

“Creating a curriculum” on page 81

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

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Creating a virtual classroom

In creating a virtual classroom, your workflow involves the following tasks:

1. Start the Virtual Classroom wizard

On the Acrobat Connect Pro Central Home page, locate the Create New menu bar and click Virtual Classroom.

2. Virtual classroom information

On the first page of the Virtual Classroom wizard you enter background details about the virtual classroom, such as a name and summary. (Only the virtual classroom name and language are required; all other fields are optional.) You can edit this information after the virtual classroom is created.

Note: By default, the Update Information for Any Items Linked To This Item option is selected. Since you are creating a new virtual classroom, you probably do not have any items linked to the virtual classroom yet, but keep this item selected if you think you will link any items later.

3. Enroll learners

Only enrolled users can browse to the virtual classroom URL and log in to view the virtual classroom. To enroll large numbers of users, if you have the Event Management application, present the virtual classroom as an event.

You can add and delete learners, as required, after the virtual classroom is created.

4. Set up notifications

A virtual classroom notification is an e-mail message telling enrollees how to access the virtual classroom.

When you format your notification, you can use run time fields in the subject line and in the body of the message. These fields are virtual classroom information variables that are automatically filled in for you when the e-mail notification is sent.

You can change the virtual classroom notifications after the virtual classroom is created.

5. Set up reminders

Reminders are optional. A virtual classroom reminder is an e-mail message sent to either all or selected virtual classroom enrollees after you set up the virtual classroom. You can use reminders, for example, to remind enrollees that they are scheduled to enter the virtual classroom or to notify specific individuals that they are required to enter the virtual classroom.

More Help topics

“Creating a course” on page 74

“Creating a curriculum” on page 81

View virtual classroom information

You can view information about a virtual classroom from the Virtual Classroom Information page. This page appears when you click the virtual classroom name in the Training folder list. From this page, you can view or edit the information for a specific virtual classroom, such as name, summary, URL, access details, and telephony information.

1 Click the Training tab at the top of the Acrobat Connect Pro Central window.

2 Navigate to the folder that contains the virtual classroom.

3 Select the name of the virtual classroom.

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Virtual classroom templates

If you have the Meeting and Training features installed, a virtual classroom templates folder is automatically installed under the Shared Training library folder.

For detailed information about templates, see “Create and use meeting room templates” on page 11.

Apply a template to a new virtual classroom

❖ When creating a new virtual classroom, chose a template from the Select Template menu on the Virtual Classroom

Information Page. By default, the Default Virtual Classroom template is selected.

Convert a virtual classroom into a template

If you are a training manager and meeting host, you can create a virtual classroom template. Move the virtual classroom to one of two template folders: Shared Templates (in the Shared Training folder) if you want others to be able to access the template, or My Templates (in your user training folder) if you are the only one who will use the template.

Note: To add a virtual classroom to the Shared Templates folder, you must have Manager permissions for the folder. By default, you have full control over virtual classrooms and templates in your user training folder.

1 From the Training tab in Acrobat Connect Pro Central, navigate to the folder containing the virtual classroom to

convert.

2 In the Name list, click the checkbox next to the virtual classroom.

3 Click Move on the navigation bar.

The name of the virtual classroom is displayed in the left column.

4 Navigate to and select a folder. (Navigate to Shared Training > Shared Templates if you want to share the template

with others.)

5 Click Move.

Your virtual classroom now resides in the template folder that you selected. The template is added to the list in the appropriate folder, either Shared Templates or My Templates.

When you are creating a new virtual classroom with the New Virtual Classroom wizard, you can select the new template from the Select Template pop-up menu. You can customize this classroom just like any other to meet your needs. Once the virtual classroom is created, you cannot apply a new template to it. Instead, you must create a new virtual classroom by using the new template.

Edit virtual classrooms

There are a variety of tasks you can do to manage and maintain the virtual classrooms you have created.

More Help topics

“Creating virtual classrooms” on page 93

“View virtual classroom reports” on page 97

“Associate an audio profile with a meeting” on page 10

Edit virtual classroom and telephony info

1 From the Training tab in Acrobat Connect Pro Central, navigate to the virtual classroom you want to edit.

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2 In the Name column, click on a virtual classroom.

3 In the navigation bar, click Edit Information.

4 Edit the virtual classroom information and audio conference settings as required.

5 Click Save.

Edit virtual classroom courses

1 From the Training tab in Acrobat Connect Pro Central, navigate to the virtual classroom you want to edit.

2 In the Name column, click on a virtual classroom.

3 Click Manage Courses.

4 Add or delete courses as required.

5 Click Save.

Edit virtual classroom enrollees

1 From the Training tab in Acrobat Connect Pro Central, navigate to the virtual classroom you want to edit.

2 In the Name column, click on a virtual classroom.

3 Click Manage Enrollees.

4 Add and delete individual enrollees and groups of enrollees as required.

Edit virtual classroom notifications and reminders

You can use the notification feature to send an e-mail message providing details to virtual classroom enrollees, including a link to the classroom. The message can go to all enrollees, or to a subset of enrollees.

The reminders feature in Acrobat Connect Pro Central, similar to the notification feature, lets you send e-mail messages to enrollees. The primary difference between notifications and reminders, however, is that the Reminders page lets you send the messages at specified intervals. The message can go to all enrollees, or to a subset of enrollees.

1 From the Training tab in Acrobat Connect Pro Central, navigate to the virtual classroom you want to edit.

2 In the Name column, click on a virtual classroom.

3 Click Notifications.

4 Click on a notification or reminder in the list. (Notifications appear in the subject list with the notification icon

and reminders appear with the reminder icon .)

5 Click Edit.

6 Edit the notification or reminder as required. For example:

• Change the timing option. (For reminders, you can set a recurrence option to automatically send out multiple

reminders.)

• Change the recipients. If you enter e-mail addresses, use commas to separate the addresses.

• Edit the e-mail subject and message text. To edit using run time fields, copy the field name from the Run Time

Fields list and paste it into the message subject or body. Do not change the run time field text in curly brackets.

7 Click Send.

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

Macromedia Acrobat Connect Pro - 7.5 User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

Chapter 1: Resources

Help and support

Community Help

Product Help

Support resources

Resource Center

What’s new in Acrobat Connect Pro 7.5

Chapter 2: Adobe Acrobat Connect Pro Meeting

Acrobat Connect Pro How To topics

How To topics for Hosts and Presenters

How to topics for Participants

Meeting basics

About meetings

Inside a meeting room

Meeting roles and permissions

About the Meetings library

Accessibility features

Menu navigation

Navigation among pods

Keyboard shortcuts

Creating meetings

Create meetings

Create and use audio profiles

Create an audio profile

Edit or delete an audio profile

Associate an audio profile with a meeting

Start an audio conference using an audio profile

Create and use meeting room templates

Information preserved in a template

Apply a template to a new meeting

Convert a meeting room to a template

Starting and attending meetings

Start meetings

Enter a meeting room

Start a meeting using the Start Meeting button

Set meeting room bandwidth

Invite attendees and grant or deny access

Contact invitees from a meeting

Invite attendees while a meeting is in progress

Block incoming attendees

Work with pods

Show or hide a pod

Add a pod

Move and resize pods

Display a pod at full screen size

Organize pods

Join a meeting

Place a meeting on hold or end a meeting

Place participants on hold

End a meeting

Compose an On Hold or End Meeting message

Restarting a meeting that is on hold or ended

Updating meetings

Obtain information about a meeting

View and modify a participant list

View a meeting participant list

Add meeting participants

Remove meeting participants

Change a participant’s meeting permission

View and manage meeting content

View a list of uploaded content

Move uploaded content to the Content library

Delete uploaded content

Edit meeting information

Options in the Edit Information page

Send meeting invitations for an existing meeting

Send invitations to registered guests only

Send invitations to an unrestricted meeting

Viewing data about meetings

Viewing data about meetings with the dashboard

Meeting reports

Sharing content during a meeting

Sharing a computer screen, document, or whiteboard

Share content in the Share pod

Change the content displayed in a Share pod