Macromedia Connect - 8.0 Instruction Manual

Using

ADOBE® CONNECT™ 8

Legal notices

For legal notices, see http://help.adobe.com/en_US/legalnotices/index.html.

Last updated 9/2/2011

Chapter 1: What’s new

Simplified interface for enhanced experiences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Adobe Connect Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

A complete audio and video conferencing experience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Enterprise-class infrastructure for improved access and security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Expanded reach across computing platforms and devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Extended solution capabilities via flexible, extensible architecture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Chapter 2: Adobe Connect Meeting

Adobe Connect How To topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Meeting basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Accessibility features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Creating and arranging meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Starting and attending meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Updating meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Viewing data about meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Sharing content during a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Notes, chat, Q & A, and polls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Breakout rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Managing attendees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

iii

Chapter 3: Adobe Connect Training and Seminars

About Adobe Connect Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Creating training courses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Creating training curriculums . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Creating virtual classrooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Monitoring training with reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Conducting training with Adobe Connect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Participating in training sessions and meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Creating and managing seminars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Chapter 4: Adobe Connect Events

About Adobe Connect Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Creating and editing events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Managing events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Attending Connect Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Chapter 5: Audio and video conferencing

Audio in meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Video in meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Recording and playing back meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Adobe Connect Webcast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

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Contents

Chapter 6: Managing content

Working with library files and folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

Working with content in the Content library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

Viewing data about content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

Chapter 7: Administering Adobe Connect

Getting started administering accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

Connect Central How To Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

Configure audio providers for universal voice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

Configure video telephony devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Change the timeout period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

Creating and importing users and groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

Managing users and groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182

Setting permissions for library files and folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187

Generating reports in Connect Central . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195

Chapter 8: Adobe Connect Desktop

Start Adobe Connect Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213

Manage meeting rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213

Create contact groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

Add users to meetings or groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

Find recordings in Adobe Connect Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215

Last updated 9/2/2011

Chapter 1: What’s new

Simplified interface for enhanced experiences

Optimized screen use Make conducting your meetings as smooth and seamless as possible with an intuitive

interface. Consolidated audio and visual controls let you fine-tune meeting experiences with the click of a button. (See “Inside a

meeting room” on page 5.)

Drag-and-drop for easier navigation and management Streamline managing meetings in progress and optimize

participant experiences by easily adding and moving meeting elements. Change meeting attendee roles using simple drag-and-drop, and get more people involved by instantly granting attendees rights to video, audio, or screen-sharing with basic mouse-over controls. (See

Easily bring outside rich media directly to participants Provide participants with engaging, impactful experiences and

improve overall meeting quality by simply dragging and dropping multimedia from external sources. Bring in rich animation, graphics, and high-quality video directly to your Adobe Connect 8 session and play them in full resolution. (See

Adobe Connect 8 features automatic resizing and rescaling, so you’ll never lose onscreen real estate.

“Managing attendees” on page 49.)

“Sharing content during a meeting” on page 26.)

Centralize meeting management controls Conveniently manage and display all your meeting preferences in a single

place. Manage the look of meeting backgrounds, participant options, and settings such as screen share and webcam quality to enhance your meetings. (See

Smart audio and visual controls Intuitive and prominent layout of audio and video controls simplifies adjusting the

sights and sounds of your meetings from a single panel. Consolidated controls for audio and visual elements let you instantly manage how participants experience content. (See on page 131.)

Rich notes pod and enhanced whiteboard Bring greater clarity and interactivity to your meetings with richer notes

presented in bold, italics, or underline, or formatted with multiple colors and bullets. In addition, enhanced whiteboard features offer streamlined use and greater control over graphics. You can whiteboard on Microsoft PowerPoint slides, JPG and PNG images, PDF documents, while screen sharing, and even on video. (See

in a meeting” on page 37 and “Share a whiteboard” on page 33.)

Advanced chat With more options for public and private chat, everyone can interact in exchanges tailored to their

individual needs. Private chats are displayed in separate tabs, and you can change text color, making it easy to differentiate and manage multiple conversations. (See

Enable greater accessibility with keyboard commands The Adobe Connect 8 interface is navigable by keyboard,

significantly improving accessibility to meetings for people with impaired motor skills vision. The interface works with screen-readers for vision impaired to help ensure that anyone can participate in collaborative and virtual learning sessions. (See

“Accessibility features” on page 7.)

“Customize the Connect Central user interface” on page 159.)

“Audio in meetings” on page 122 and “Video in meetings”

“Taking notes

“Chat in meetings” on page 38.)

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What’s new

Adobe Connect Desktop

Adobe Connect 8 offers Adobe Connect Desktop, an optional application based on Adobe AIR that accelerates organizing meetings and recordings. (See

Customize attendee names (Connect 8.2) Customize the display names of attendees in the Attendees pod. Use options

under Attendees Pod preferences to add custom information to display names. Add special characters, for example parentheses and hyphens, as delimiters between various parts of a display name.

You can also sort attendees within a group based on their customized display names. (See “Customize attendee names” on page 50).

Intuitive meeting initiation and navigation Invite attendees and host collaborative sessions instantly without

extensive training or support from your IT department, sparing critical company resources. Launch meetings effortlessly from your desktop, or leverage seamless integration with Microsoft Outlook, Adobe Creative Suite 5, and other business applications. Save ongoing meetings as favorites, and store groups of participants for quick access.

Find archived recordings Searchable recording archives let you find and save meetings you missed or simply want to

review again. Archived recordings include meeting materials such as documents, charts, audio, and video that can be played back online or offline.

Manage meetings offline Manage your meeting preferences offline and automatically update them the moment you

connect online.

“Adobe Connect Desktop” on page 213.)

A complete audio and video conferencing experience

Integrate with third-party audio- and video-conferencing systems Expand high-quality online meeting participation

by integrating dedicated video and audio conferencing systems. With Adobe Connect 8, people can participate right from their desktops, maximizing the reach and minimizing the costs of web conferencing. (See

options” on page 122.)

Create two-way universal voice Let Adobe Connect 8 provide a bridge for your audio, so that users can communicate

from their telephone or their computer's built-in microphone. The Universal Voice in Adobe Connect joins telephone conferencing systems with computer-based Voice over IP. (See

“Using universal voice” on page 123.)

“Audio conferencing

Enterprise-class infrastructure for improved access and security

In-product notification (Connect 8.2) Improve the notification experience for users by letting them receive multiple

system maintenance notifications and account-based product notifications. As an administrator, you can configure user accounts to simultaneously receive account-based notifications and system-based maintenance notifications. When a user starts a meeting, the notifications are queued up on the Notifications panel. The user can close the notifications if the user wants to respond later. The user can also prevent the notifications from reappearing in a meeting. For more information, see

Improve meeting security and management Strengthen the security of your meetings with advanced meeting

management controls. Use optional password protection to permit only invited users to join a meeting and lead individually controlled web sessions to mitigate the risk of unauthorized access. (See

deny access” on page 15.)

“Configure multiple product notifications” on page 159.

“Invite attendees and grant or

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What’s new

Optimize performance Keep meetings moving along with automatic failure prevention. Adobe Connect 8 allows

meetings to be moved seamlessly from failed or under-performing servers to high-performing servers without loss of service.

Expanded reach across computing platforms and devices

Integration with mobile devices

attend web meetings, webinars, and eLearning sessions on the go from mobile devices. Adobe Connect 8 works on mobile devices enabled with Adobe Flash and includes the Adobe Connect Desktop client for devices using Adobe AIR.

Support users across multiple computing environments Deliver rich content to organizations using various operating

systems and environments. With support for Windows, Mac OS, Linux, Citrix XenApp6, and other environments, Adobe Connect 8 offers unmatched cross-platform collaboration.

Extend the reach of your message and enhance staff productivity by letting them

Extended solution capabilities via flexible, extensible architecture

Programming interfaces for greater extensibility Use Adobe Connect 8 published web-service application

programming interfaces (APIs) to programmatically control everything from user management and scheduling to authentication and search. To customize web conferencing capabilities for your organization's unique requirements, leverage the new Collaboration SDK in the Adobe Flex development environment—used by more than one million developers worldwide.

XMPP chat integration Leverage existing investments in IM infrastructure to support XMPP-based multiuser chat in

Adobe Connect 8.

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Chapter 2: Adobe Connect Meeting

Adobe Connect How To topics

How To topics for Hosts and Presenters

• “Create and use audio profiles” on page 125

• “Create meetings” on page 9

• “Start meetings” on page 14

• “Start meeting audio” on page 127

• “Join audio conference” on page 128

• “Record a meeting” on page 133

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

• “Share your screen” on page 27

• “Share a document or PDF” on page 29

• “Share a presentation” on page 31

• “View or change an attendee’s role” on page 49

• “Taking notes in a meeting” on page 37

• “Chat in meetings” on page 38

• “Place a meeting on hold or end a meeting” on page 18

How to topics for Participants

• “Join a meeting” on page 17

• “Adjust or mute audio volume” on page 129

• “Join audio conference” on page 128

• “Broadcast your voice using VoIP” on page 129

• “Share webcam video” on page 132

• “Share your screen” on page 27

• “Chat in meetings” on page 38

• “Attending virtual classroom training” on page 95

• “Play back a recorded meeting” on page 136

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Adobe Connect Meeting

Meeting basics

About meetings

An Adobe® Connect™ 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 10 or higher, and an Internet connection. Your capabilities in a meeting depend on your assigned role and permissions.

More Help topics

“Creating and arranging meetings” on page 9

“Starting and attending meetings” on page 14

“Meeting room templates and layouts” on page 10

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.

To display the Presenter Only area, choose Meeting > Enable Presenter Only Area.

The menu bar contains several menus: a host sees the Meeting, Layouts, Pods, Audio, and Help menus; a presenter or participant sees only the Meeting and Help menus. At the far right edge 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)

Note: Adobe Connect 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 163.

Meeting options differ for different types of users: A. Hosts B. Presenters and Participants

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Adobe Connect Meeting

More Help topics

“Work with pods” on page 16

Meeting roles and permissions

Your role determines your capabilities for sharing, broadcasting, and other activities in an Adobe Connect meeting. There are three roles for meeting room attendees: host, presenter, and participant. Icons in the Attendees pod lets you identify the role and if they are connecting from mobile devices.

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 or PPTX 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 (Registered) Registered 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.

Participant (Guest) Guest 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 51

About the Meetings library

The Meetings tab in Adobe Connect 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 Adobe Connect Central. Access to content in the other panes is determined by the meeting library permissions set for each user by the Adobe Connect 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 Adobe Connect 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 144

“Content library supported file types” on page 144

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Accessibility features

An accessible document or application can be used by people with disabilities—such as mobility impairments, blindness, and low vision. Accessibility features in Adobe Connect 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.

• 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 Ctrl+F6 (Windows) or Command+F6 (Mac OS) to navigate to the next visible pod.

• When you navigate to a pod, a colored border displays around the pod’, indicating that the pod is actively selected.

You can specify the color of the border for all meetings in an account. Click Administration > Customization > Customize Meeting

Certain pods have a default field that assumes focus. For example:

Chat pod Focus defaults to the new message field.

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

Attendees 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 Adobe Connect client starts, the default focus is set to the Message entry area of the visible Chat pod, if one is available. If the Adobe Connect client loses focus (for example, if you switch to another application) and later regains focus, the Meeting application defaults back to the Message entry area of the visible Chat pod.

> Button Rollover.

Keyboard shortcuts

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

Shortcuts for attendee management

Result Windows Mac OS

Toggles Raise-Hand status Ctrl+E Command+E

Promote to host. Requires selected items in Attendees pod Ctrl+' Command+'

Demote to participant. Requires selected user in Attendees pod Ctrl+] Command+]

Promote to Presenter. Requires selected user in Attendees pod Ctrl+/ Command+/

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Result Windows Mac OS

End meeting Ctrl+\ Command+\

Shortcuts for navigating pods, menus, and windows

Result Windows Mac OS

Toggle between notification window and meeting room F8 F8

Display application menu for keyboard navigation Ctrl+Space Command+F2

Move focus to next / previous pod Ctrl+F6 / Ctrl+Shift+F6 Command+F6 /

Display pod menu for keyboard navigation Ctrl+F8 Command+F8

Retitle pod F2 F2

Command+Shift+F6

If pods are hidden by overlapping ones in Windows, press Ctrl+F9 to show them.

Shortcuts for audio and recordings

Result Windows Mac OS

Toggles Microphone on or off Ctrl+M Command+M

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

Toggles Play/Pause during playback of recorded meetings P P

Shortcuts for presenter content in the Share pod

Result Windows and Mac OS

Start/Stop Desktop Sharing Ctrl+[ (Windows) or Command+[ (Mac OS)

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

Result Windows Mac OS

Clear Ctrl+D Command+D

Print Ctrl+P Command+P

Undo Ctrl+Z Command+Z

Redo Ctrl+Y Command+Y

Delete selected items Del Delete

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Result Windows Mac OS

Move selected items in a specific direction Arrow keys Arrow keys

Shortcuts for the Chat pod

Result Windows Mac OS

Place focus on Chat pod, activate cursor in new message field

When cursor is in new message field, sends message Enter Return

Ctrl+; Command+;

Shortcuts for the Notes pod

Result Windows Mac OS

Underline text Ctrl+U Command+U

Italicize text Ctrl+I Command+I

Place text in boldface Ctrl+B Command+B

Shortcuts for dialog boxes

Result Windows Mac OS

Close or cancel a dialog box Esc Esc

Execute the default action (defined per dialog) Enter Return

Creating and arranging meetings

Create meetings

You create meetings in Adobe Connect 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

“Create and use audio profiles” on page 125.

You have two options for starting the Meeting wizard. To create the meeting in your individual My Meetings folder, navigate to the Adobe Connect 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.

“About Adobe Connect Events” on page 102.

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Two options for starting the meeting wizard

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

“Create and use audio profiles” on page 125.

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.

More Help topics

“Edit meeting information” on page 22

“Viewing data about meetings with the dashboard” on page 25

Meeting room templates and layouts

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 Adobe Connect.

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

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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 A. Sharing B. Discussion C. Collaboration

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

B C

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 Notes pod

• Video settings

• Room on hold (Yes, No)

• 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

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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 Adobe Connect 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 Adobe Connect 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 Adobe Connect 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 this is the folder you want to use, go to step 5.

> [your account] is selected by default. If

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.

Create layouts

The Layouts menu and the Layout bar is visible only to hosts. The default layouts are Sharing, Discussion, and Collaboration.

❖ To create a blank layout to which you manually add pods, or a duplicate of an existing layout that you want to

customize, do one of the following:

• Choose Layouts > Create New Layout

• Click in the Layout bar

Manage layouts

The default layouts are Sharing, Discussion, and Collaboration. You can delete, rename, or change the order of the layouts.

Rename a layout

1 To rename a layout, choose Layouts > Manage Layouts.

2 In the Manage Layouts dialog box, select a layout.

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3 Click Rename and enter a new name.

Double-click the layout name in the Layout bar and then enter a new name.

Delete a layout

1 To delete a layout, choose Layouts > Manage Layouts.

2 In the Manage Layouts dialog box, select a layout.

3 Click Delete and confirm.

In the Layout bar, move the pointer over the layout and then click the X icon that appears to delete it.

Note: If you delete a layout that is currently in use, default Sharing layout is applied to the meeting.

Reorder layouts

1 To change the order the layouts, choose Layouts > Manage Layouts.

2 In the Manage Layouts dialog box, select a layout.

3 Click Up or Down buttons to reorder the layouts.

Drag the layout preview in the Layout bar to change the order of the layouts.

Change layouts during a meeting

The Layouts menu and the Layout bar is visible only to hosts. The default layouts are Sharing, Discussion, and Collaboration. Any custom layouts are also listed. The Layout bar also displays thumbnails for the layouts. When a host chooses a different layout, the new layout appears on every attendee’s screen.

❖ To change the layout, do one of the following:

• Choose Layouts > [Layout Name]

• Click a layout in the Layout bar.

Note: If all the layouts do not fit in the Layout bar, to scroll through the layouts hover the pointer over the first or the last layout previews. You can also use the panning options or the mouse wheel to scroll through.

Adjust layouts during a meeting

During a meeting, hosts can adjust layouts without affecting the active layout currently seen by attendees.

1 Choose Meeting > Switch to Prepare Mode. Alternatively, click in the Layout bar.

2 From the Layouts menu or the Layout bar, choose the layout you want to adjust. Then move, hide, or show pods as

needed.

3 When you finish adjusting the layout, choose Meeting > End Prepare Mode or click in the Layout bar.

Choose a background image for the meeting room

You can replace the default gray background with an image.

1 Choose Meeting > Preferences.

2 Click upload, then navigate to the desired image. If you haven’t previously added the file to Connect, click Browse

My Computer.

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Reset Layouts

Reset layouts to revert to the default layouts. Any modifications to the Sharing, Discussion, and Collaboration layouts are reverted, and custom layouts are deleted.

❖ Choose Layouts > Reset Layouts.

Note: You cannot reset layouts if a meeting is being recorded.

Specify Layout bar options

Layout bar options let you specify the docking position, and Auto hide settings. Do one of the following:

❖ From the Layout bar menu, choose one of the following:

Dock to the left Enable to dock the Layout Bar to the left edge of the meeting room window.

Dock to the right Enable to dock the Layout Bar to the right edge of the meeting room window.

Auto Hide Enable to Auto Hide the Layout Bar. Click the to pull out the Layout Bar.

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.

More Help topics

“Place a meeting on hold or end a meeting” on page 18

“Create and use audio profiles” on page 125

Enter a meeting room

❖ Do one of the following:

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

meeting.

• In Adobe Connect 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 Adobe Connect login and

password, and then click Enter Room.

•

Enter the meeting URL in your browser. Type your Adobe Connect 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.

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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 Adobe Connect 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 18

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. 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 attendees are using to ensure that all participants have a good connection.

1 Choose Meeting > Preferences.

2 In the list on the left, select Room Bandwidth. Then select one of the following options:

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

DSL/Cable One presenter can generate around 125 kbits/second of data. Attendees need around 128 kbits/second for

a good connection. If screen sharing is used, attendees should have 200

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

kbits/second.

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

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.

More Help topics

“View and modify a participant list” on page 19

Invite attendees while a meeting is in progress

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

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

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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.

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

future use.

Block guests who lack registered Adobe Connect accounts

❖ In the menu bar, select Meeting > Manage Access and Entry > Block Guest Access.

Work with pods

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

More Help topics

“Share your screen” on page 27

“Share content in the Share pod” on page 26

Show or hide a pod

• To show a pod, select it from the Pods menu. (For pods that can have multiple instances, select the instance name

from the submenu.)

A check mark appears next to the name of pods that are currently visible in the meeting.

• To hide a pod, deselect it in the Pods menu. Or click the menu icon in the upper-right corner of the pod, and

choose Hide.

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 Pods. 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.

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Display a pod at maximum size

When you maximize a pod, it expands to fill the current browser window.

1 In the upper-right corner of the pod, click the menu icon , and select Maximize.

2 To restore the pod to its original size, click the menu icon again, and select Restore.

To expand the Share pod beyond the current browser window to the edge of the display, click the Full Screen button.

Organize pods

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

2 Do one of the following:

• To delete pods, select them from the list, and click Delete.

• To rename a pod, select it from the list, and click Rename.

• 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, Adobe Connect Central displays an error message and provides a link to the Adobe Connect Central test wizard, which leads you through a series of steps to test your connection status.

1 Do one of the following:

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

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

• Click 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 Adobe Connect 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 you are the administrator of a hosted account, Connect displays the terms of service (ToS) by default. To log in to a meeting, first acknowledge that you have read and agree to the ToS.

If you are a user, ToS is not displayed for hosted accounts. You can log in to a meeting before the ToS expires even if the administrator hasn’t accepted the ToS yet.

For shared site accounts, the ToS are displayed when you first log in to Connect either as an administrator or a user. To proceed, acknowledge that you have read and agree to the ToS. Select the check box on the screen to indicate that you have read and agree to the ToS and Adobe Online Privacy Policy.

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. An administrator may have enabled a compliance Terms of Use notice that must be accepted before entering a meeting. (For more information,

“Working with compliance and control settings” on page 163.)

see

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Place a meeting on hold or end a meeting

Hosts can place participants on hold to temporarily restrict meeting room access to hosts and presenters, letting them prepare materials. Audio conference calls are placed on hold.

Hosts can end a meeting to remove everyone, including hosts, presenters, and participants. Audio conference calls are disconnected. If an Adobe Connect account is billed by the minute, ending a meeting prevents charges while the meeting is not in session.

Place participants on hold

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

2 Revise the message to participants if you want, and click OK to place the meeting on hold.

Attendees who log in to a meeting that is on hold automatically enter when the meeting resumes.

End a meeting

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

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

Save an On Hold or End Meeting message for future use

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, click Start Meeting in the Participants On Hold window.

If you’ve closed that window, choose Meeting > Manage Access And Entry, and deselect Place Participants On Hold.

Working with notifications and requests

Pending requests and notifications are displayed in the menu bar. This gives you a unified view of requests and notifications, and you can act on them. Notification and request icons display if you have pending requests.

Notifications and requests A. User entry request B. Raise hand request C. Notifications D. Recording notification

Click a request or notification button to view details and take an action as required. Raise hand requests and access requests are indicated separately. Other notifications are displayed under the Info button.

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Notifications under the info button

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 Adobe Connect Central Home tab, click My Meetings.

2 Under My Meetings, click the meeting name.

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 25

“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

“Adobe Connect Events” on page 102.

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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 175

“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 Adobe Connect 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 Adobe Connect 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 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 Adobe Connect 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.

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Change a participant’s meeting permission

1 Click the Meetings tab at the top of the Adobe Connect 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.

More Help topics

“Working with content in the Content library” on page 144

“Share content in the Share pod” on page 26

“Sharing content during a meeting” on page 26

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 Adobe Connect 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 Adobe Connect Central home page.

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

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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 Adobe Connect 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.

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.

To edit meeting information while in the meeting room, choose Meeting > Manage Meeting Information.

1 Click the Meetings tab at the top of the Adobe Connect 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 19

“Meeting reports” on page 25

“Allocate meeting minutes to cost centers” on page 162

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.

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

Note: Some Adobe Connect 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.

Registered users must enter their user name and password to enter the meeting room. Accepted guests are accepted into the room by the host. Adobe Connect 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 Adobe Connect accounts, a host must be present in a meeting in order for attendees to enter.

• Users must enter room passcode Specify an alphanumeric code if you want to increase meeting security.

• 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 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. Adobe Connect 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.

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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 Adobe

Connect 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 Adobe Connect 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 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 Adobe Connect 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.

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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 Adobe Connect Central Meetings tab. Click Printable Version to export the Dashboard to a browser window for printing.

More Help topics

“Obtain information about a meeting” on page 19

Meeting reports

The Reports feature of Adobe Connect 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).

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More Help topics

“Obtain information about a meeting” on page 19

“About Connect Central reports” on page 195

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.

Content you can share:

• 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 29.

• 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

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

“Share your screen” on page 27.

“Share a whiteboard” on page 33.

Installing the Connect Add-in

Presenters and hosts must install the Connect 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.

More Help topics

“Work with pods” on page 16

“Turn off display synchronization for documents” on page 31

Share content in the Share pod

The Share pod controls let hosts and presenters share content in various ways. You can maximize the pod to make contents larger.

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.

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