Macromedia Connect - 9.4 Instruction Manual

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ADOBE® CONNECT™ 9

Legal notices

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

Last updated 3/20/2015

Chapter 1: What’s new in Adobe Connect 9.4

Seminar Administrators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Webinar Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Virtual Classroom Managers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Chapter 2: Adobe Connect Meeting

Adobe Connect popular How To topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

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

Accessibility features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Creating and arranging meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Starting and attending meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Updating meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Viewing data about meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Sharing content during a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Notes, chat, Q&A, and polls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Breakout rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Managing attendees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

iii

Chapter 3: Adobe Connect Training and Seminars

About Adobe Connect Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Creating training courses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Creating training curriculums . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Creating virtual classrooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Monitoring training with reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Conducting training with Adobe Connect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Participating in training sessions and meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Creating and managing seminars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Chapter 4: Adobe Connect Events

About Adobe Connect Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Creating and editing events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Managing events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Attending Adobe Connect Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

Chapter 5: Audio and video conferencing

Audio in meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Video in meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Recording and playing back meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

Adobe Connect Webcast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

Chapter 6: Managing content

Working with library files and folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187

Working with content in the Content library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190

Viewing data about content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

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Contents

Chapter 7: Administering Adobe Connect

Getting started administering accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Adobe Connect Central How To Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216

Configure audio providers for universal voice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217

Configure video telephony devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222

Change the timeout period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

Access MP4 conversion queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

Enhancing Adobe Connect account security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224

Creating and importing users and groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224

Managing users and groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

Setting permissions for library files and folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237

Generating reports in Adobe Connect Central . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247

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Chapter 1: What’s new in Adobe Connect

9.4

Adobe® Connect™ is a web conferencing solution for web meetings, e-learning, and webinars. It powers mission critical web conferencing solutions end-to-end, on virtually any device, hence boosting productivity within the organizations. The latest release of Adobe Connect provides new user groups and bug fixes across different areas of the product. Below is a summary of the new features.

Seminar Administrators

Adobe Connect 9.4 onwards, Seminar Hosts group is renamed as Seminar Administrators. Also, the group members now have access to the Event Management section and to Shared Webinar rooms in the Shared Seminar section.

Webinar Manager

Adobe Connect 9.4 introduces three new groups titled Webinar Manager 100, Webinar Manager 500, and Webinar Manager 1000. The numbers indicate the maximum participant capacity in a webinar created by a respective manager. These groups are available as system groups with membership driven by the number of licenses provisioned in any account. A user can be a member of only one of these three groups at a time.

Any group members can access My Seminars, Seminar Sessions, Seminar Calendar, and Seminar Dashboard tabs. The members can create seminars in the My Seminar tab within the license they own. Also, the members cannot access the seminars they do not have access to.

Seminars tabs in Adobe Connect Central

Virtual Classroom Managers

Another new group introduced in Adobe Connect 9.4 is called Virtual Classroom Managers to simplify the creation and management of Virtual Classrooms. Members of this new group can create virtual classrooms with a capacity of up to 200 participants in the My Trainings section. The group members also have access to the Event Management section. The following screenshot displays the groups:

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What’s new in Adobe Connect 9.4

New groups in Adobe Connect 9.4 include VC Managers and Webinar Managers

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Chapter 2: Adobe Connect Meeting

Adobe Connect popular How To topics

How To topics for Hosts and Presenters

• “Create and use audio profiles” on page 164

• “Create meetings” on page 13

• “Start meetings” on page 18

• “Start meeting audio” on page 168

• “Join audio conference” on page 169

• “Record a meeting” on page 178

• “Invite attendees and grant or deny access” on page 19

• “Share your screen” on page 35

• “Share a document or PDF” on page 40

• “Share a presentation” on page 42

• “View or change an attendee’s role” on page 66

• “Taking notes in a meeting” on page 52

• “Chat in meetings” on page 54

• “Place a meeting on hold or end a meeting” on page 23

How to topics for Participants

• “Join a meeting” on page 22

• “Adjust or mute audio volume” on page 171

• “Join audio conference” on page 169

• “Broadcast your voice using VoIP” on page 170

• “Share webcam video” on page 175

• “Share your screen” on page 35

• “Chat in meetings” on page 54

• “Attending virtual classroom training” on page 113

• “Play back a recorded meeting” on page 182

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Adobe Connect Meeting

Meeting basics

About meetings

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 lets meeting attendees share computer screens or files, chat, broadcast audio, and video, and participate in 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 13

“Starting and attending meetings” on page 18

“Meeting room templates and layouts” on page 14

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 meetings) 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. 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 211.

In-meeting options for the participants

In-meeting options for the hosts and the participants

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Adobe Connect Meeting

Connection status in a meeting room

At the far right edge of the menu bar, the colored bar indicates the connection status of the meeting room. The connection status also conveys information about your meeting connection.

A sample connection status in the meeting room

A connection made using RTMP or RTMPS is distinguished by showing a lock icon over a green bar. A ‘T’ after the latency details, indicates that the connection is tunneled over HTTP. If the latency value is high, the streams you receive (camera, screen share, and so on) may be slightly delayed.

More Help topics

“Work with pods” on page 20

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 let 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. They can

share content from their computer. Shared content includes 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 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 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 audio broadcasts on their computers.

More Help topics

“Assign enhanced participant rights” on page 68

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Adobe Connect Meeting

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 in to Adobe Connect Central. You can determine access to content in the other panes 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. To make the content available for other activities initiated in Adobe Connect Central (such as events, seminars, or training), upload the content to the Content library. Alternatively, move content from the Meetings library to the Content library.

More Help topics

“Working with content in the Content library” on page 190

“Content library supported file types” on page 190

Accessibility features

People with disabilities, for example mobility impairments, blindness, and low vision require accessible documents or applications. Accessibility features in Adobe Connect enable people with disabilities to use the Meeting functionality as much as possible without a mouse.

More Help topics

Adobe Connect Accessibility information

Accessibility tutorial

Accessibility whitepaper

Menu navigation

You can use a keyboard to navigate to the menus at the top of the Meeting client (Application Bar menus) and execute the menu options.

• Ctrl+Space activates the Meeting menu.

• The Left and the 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.

• Escape key closes the current menu.

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.

Important: In Microsoft Internet Explorer, for the keyboard shortcuts of the format Ctrl + <alphanumberic character>, use Alt key too, that is, the shortcut is Ctrl + Alt + <alphanumberic characters>. For example, to undo use Ctrl + Alt + Z, instead of Ctrl + Z.

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Adobe Connect Meeting

Shortcuts for screen sharing dialog

Result Windows Mac OS

Switch to different tabs (in Aero mode only) Ctrl+Tab

Move to different applications or focus Tab

Select or deselect an application check box Space

Make Share pod for attendees Alt+P

Share content Alt+H

Cancel a session Alt+C

Movement Arrow keys

Select desktop in Non-aero mode Alt+D

Select applications in Non-aero mode Alt+A

Select windows in Non-aero mode Alt+W

Shortcuts for attendee management

Result Windows Mac OS

Shift focus to the active speaker label, effectively pointing to speaker activity. Ctrl+H Command+H

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+/

End meeting Ctrl+\ Command+\

Shortcuts for navigating pods, menus, and windows

Result Windows Mac OS

Toggle between notification window and meeting room F8 F8

Bring focus to the application menu bar 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

In Windows, press Ctrl+F9 to display a pod if overlapping pods hide it.

Command+Shift+F6

Shortcuts for audio and recordings

Result Windows Mac OS

Toggles Microphone on or off Ctrl+M Command+M

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Adobe Connect Meeting

Result Windows Mac OS

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 Adobe 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 Delete Delete

Move selected items in a specific direction Arrow keys Arrow keys

Shortcuts for the Chat pod

Result Windows Mac OS

Shift the focus to the input field of the Chat pod that announced a new public message via chat sounds.

Select and open the tab of the Chat pod that announced a private message via chat sounds.

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

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

Ctrl+Shift+O Command+Shift+O

Ctrl+; Command+;

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Adobe Connect Meeting

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

Accessibility in the pods

You can navigate among the visible pods entirely by keyboard.

• To bring a pod in the focus, use Ctrl + F6 keyboard shortcut.

• Keep pressing Ctrl + F6 for the focus to cycle through the available pods a meeting room. A colored border around

a pod indicates that the pod is focused.

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

Chat pod Focus defaults to the new message field. Select the option Reverse order of messages to allow the screen

reader to read the messages in the reverse order, that is, from the latest to the first message.

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.

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Adobe Connect Meeting

Chat pod is highlighted by a colored border

• Once a pod is in focus, you can use Tab to navigate inside the pod or press Ctrl + F8 to access the Pod Option menu.

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. The Adobe Connect client may lose focus (for example, if you switch to another application) and later regain the focus. In this case, the Meeting application defaults back to the Message entry area of the visible Chat pod.

Change the role of a participant from the Attendee pod

1 To bring a pod in the focus, use Ctrl + F6 keyboard shortcut.

2 Keep pressing Ctrl + F6 for the focus to cycle through the available pods a meeting room. A colored border around

a pod indicates that the pod is focused.

3 Once Attendee pod is selected, press Tab a few times to highlight the area listing the participants.

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Part of the Attendees pod is highlighted by a colored border

4 Use arrow keys to expand the relevant section, to highlight the user, and select the required role.

5 Use the arrow keys to select a meeting attendee.

6 Once the attendee is announced, press Ctrl + F8 to navigate to the Pod Options menu. Use the arrow keys to

navigate the Pod Menu options.

7 Once the Attendee Options submenu is announced, press the right arrow key to access the submenu and then press

the down arrow key until you hear the annoucement of the priviledge you wish to grant. Hit enter when you reach the appropriate option.

Answer a poll question in the Poll pod

1 To bring a pod in the focus, use Ctrl + F6 keyboard shortcut.

2 Keep pressing Ctrl + F6 for the focus to cycle through the available pods a meeting room. A colored border around

a pod indicates that the pod is focused.

3 After selecting the Poll pod, depending on the type of the poll created, do one of the following:

Multiple Answers Press Tab to highlight the first checkbox and then arrows keys to move to the other checkboxes.

Press Space to select a highlighted checkbox. The selection is automatically submitted. To undo a selection, highlight the checkbox and press Space.

Multiple Choice Press Tab to highlight the first radio button, use arrow keys to highlight the required option, and

press Space to submit the selection. To change your submission, highlight a different radio button using the arrow keys and press Space.

Short Answer Press Tab to highlight the text field, type your short answer, press Tab to highlight the Send Answer

button, and press Space to submit the answer. To update your submitted answer, retype a new answer and submit it. It overwrites your previous submission.

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Submissions for a Short Answer type poll question

Accessibility-related account settings

Adobe Connect Administrators can update a few account-wide setting to improve the accessibility of users using the deployment. The administrators can customize the color theme of the login screen, meeting rooms, and of the Adobe Connect Central user interface to better suited the needs of the differently abled users.

Also, administrators can change the color of the border to highlight the focused pods.

Customize the color of the border of the selected pods to improve accessibility

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More Help topics

“Customize the branding of an account” on page 207

Creating and arranging meetings

Create meetings

You create meetings in Adobe Connect Central. You can create meeting rooms to which you return repeatedly for your own use, and leave persistent content in the meeting room. To incorporate registration as part of your meeting, you must have the Event Management tab. See

Your account administrator can request for a large webinar for 1500 participants using a separate license. If the Adobe Connect administrators approve the request, you receive a meeting room URL. Use this URL to create an event registration system.

You can use the meeting room anytime to run 25 participant meetings for trial. Configure the meeting room with content/layouts before you start the meeting. However, participants can log in to the meeting 15 minutes before the scheduled time of the meeting. Smaller meetings can be run at any time, without scheduling, if a meeting room is created.

“About Adobe Connect Events” on page 122.

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 Adobe Connect Central home page. On this page, locate 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. Then click the New Meeting button.

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

“Create and use audio profiles” on page 164.

Enable opt out to provide an option to the participants to not provide non-explicitly submitted information to hosts. When participants choose to opt out, Adobe Connect excludes engagement index and private chat message count from the meeting reports.

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More Help topics

“Edit meeting information” on page 27

“Viewing data about meetings with the dashboard” on page 30

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 creating a meeting by using the New Meeting wizard in Adobe Connect Central, select one of these three templates for your meeting room. Then, 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. 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.

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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 Training template and Default Virtual Classroom Template are available in the Shared Training Templates folder, latter being the default template for Virtual Classrooms.

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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• All the settings of and changes to the breakout rooms. Also, these settings are carried forward when the template is

used to create a meeting.

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.

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 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 check box 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 you want to use this folder, 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 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, create a meeting by using the new template.

Create layouts

The Layouts menu and the Layout bar are 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, 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 are 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 the layouts don’t fit in the Layout bar, scroll through them and hover the pointer over the first or the last preview. 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 visible to 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 Adobe 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 user to dock the Layout Bar to the left edge of the meeting room window.

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

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

Starting and attending meetings

Start meetings

If you are host, start a meeting by logging in to your meeting room and then invite others through email or instant message. Meetings can be spontaneous or prearranged.

When you enter a meeting room, you can perform setup tasks for attendees. For example, specify conference information, accept or decline requests to join the meeting, rearrange pods, and type notes.

More Help topics

“Place a meeting on hold or end a meeting” on page 23

“Create and use audio profiles” on page 164

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 email 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.

Alternatively, click Log In if you already have an account.

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). Then select Meeting on the left.

> Preferences (Windows)

More Help topics

“Place a meeting on hold or end a meeting” on page 23

Set meeting room bandwidth

The bandwidth consumed by a meeting room is goverened by the video quality set in the meeting preferences by the Hosts. Go to Meeting > Preferences, click Video, and set the Video Quality using the slider. Also, Hosts can set the quality for screen sharing to optimize bandwidth usage. Go to Meeting > Preferences, click Screen Share, and set the Quality using the slider.

Choose a room video and audio quality that matches the connection speed used by attendees. If attendees are using various connection speeds, choose the lowest quality 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 kbits/second.

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

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

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.

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 25

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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.

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

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

generated email message with the meeting URL.

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

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

Allow participants to join without host permitting each entry

You can set up a meeting room to automatically allow the participants in the meeting room, without any intervention from the meeting hosts. When creating a new meeting, select Anyone who has the URL for the meeting can enter the room in the Access section. For an existing meeting, go to Edit Information and make the same selection.

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 35

“Share content in the Share pod” on page 33

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.

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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.

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 as a first-time Adobe Connect user

New users, who log in for the first time, are guided through the user interface depending on their role in the system. The rules that govern a new users’ destination in Adobe Connect, upon their first login, are listed below.

Group membership Directed here upon first login

Meeting Hosts only New system generated meeting

Meeting Hosts, along with any other membership New system generated meeting

Training Managers only Training tab

Authors only Content tab

Seminar Administrators only Seminar tab

Learners only Home tab

Event Managers only Events tab

Event Administrators only Home tab

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Group membership Directed here upon first login

Any combination of two or more memberships, not including Meeting Hosts group

Administrators, Administrators – Limited, or both Home tab

Any role along with one or more of the administrator roles (Administrators, Administrators – Limited, and Event Administrator)

Home tab

Applicable tab depending on the role

When a user is taken to a new system generated Meeting room, the user can either enter a more meaningful name and URL for the Meeting room. Alternatively, the user can continue with the system generated name and the URL. Also, the user can click More Settings, in the left pane, to launch Adobe Connect Central and configure the meeting room. For example, if the user, as a meeting host, wants to associate an audio profile with the meeting room.

First-time meeting user is taken to a system generated meeting room with an option to rename it

Note: In a new user account, if a meeting is created in the My Meetings folder, the new user is taken to My Meetings folder, instead of a system generated meeting room.

More Help topics

“Built-in permission groups” on page 239

Join a meeting

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

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If your connection to the server fails, Adobe Connect displays an error message. It provides a link to a 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 email 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. Enter appropriate values in the

guest access fields, for example email id and contact number 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, Adobe 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 Adobe 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. The dialog box prompts you to select a certificate to verify your identity. An administrator may have enabled a compliance Term of Use notice. Accept this notice to enter a meeting. (For more information, see

“Working with compliance and control settings” on page 211.)

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, you can prevent unnecessary charges by explicitly ending a meeting when a 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 feature lets you compose 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.

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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 feature 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 respond as required. Raise hand requests and access requests are indicated separately. Other notifications are displayed under the Info button.

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).

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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 is 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 30

“Meeting reports” on page 32

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, view and manage participants in the Event Management tab. For more information, see

“Adobe Connect Events” on page 122.

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

Attendees that have been removed do not receive any notification. They 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 224

“Invite attendees and grant or deny access” on page 19

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.

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• To find 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). Use the Set User Role menu at the bottom of the Current Participants list to select the permission type.

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 locate a name in the list, click Search at the bottom of the window, enter the name to display it in the list. Then

select it.

6 Click Remove.

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 locate 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. The

menu is 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 190

“Share content in the Share pod” on page 33

“Sharing content during a meeting” on page 33

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View a list of uploaded content

If you have Manage permissions for a meeting folder, you can view content uploads 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, obtain administrator rights or 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.

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 Click the folder titles or Up One Level button to navigate to the folder where you want to move the content file.

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.

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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 24

“Meeting reports” on page 32

“Allocate meeting minutes to cost centers” on page 210

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 4000 characters.

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, if the start date changes to a future date, users may enter the meeting room 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 change the meeting 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 Use the following 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 people invited as registered users and guests.

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, to act a password to enter a meeting, if you want

to increase meeting security.

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• 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 email invitation in your own email application. The new message contains a prepopulated subject (Adobe Connect Invitation) and a pre-populated message (containing the meeting date, time, duration, location, and summary) that you can edit.

Cost Center Determines how meeting room minute costs are 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

conference 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. If you have created an audio profile, it is the default audio conference option selected while creating a new Meeting. If you have created multiple audio profiles, associate a specific audio profile with a new meeting.

• 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 in to 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 if you are the host, an administrator, or have Manage permissions for this meeting’s folder.

A meeting invitation is an email 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 email message. This feature 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 email message from within Adobe

Connect Central. Send the email 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

email invitation in your own email 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 27

Send invitations to registered guests only

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

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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 email, 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 email application.

• Manually create an email message, then copy and paste the meeting URL (shown in the meeting details) into the

message.

6 Type the email addresses of the invitees or add them from your address book.

7 Edit or type, as appropriate, the email subject and message.

8 Send the email 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 Adobe Connect 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 24

Viewing user attentiveness with the Engagement Dashboard

As a presenter or host in a seminar, an event, a meeting, or a virtual classroom use the Engagement Dashboard to view participants’ attention and interactivity levels. Participant interactivity data provides a real-time visual cue to the effectiveness of the virtual classroom or webinar. The data helps you improvise the flow of your webinar appropriately.

Engagement Dashboard quantifies the engagement in an Adobe Connect session

To calculate the average for a different session, reset the session timer. The average attentiveness is calculated afresh.

The Engagement Dashboard displays the following:

• Current attendance in a virtual classroom or webinar

• Aggregate attentiveness of participants

• Changes in user attentiveness over time

The Dashboard displays user interactivity level through the following cues:

• For a Q&A pod, the Engagement Dashboard displays the number of questions answered out of the total questions

• For polls, the Engagement Dashboard displays the participation level for each of the poll questions

Note: Open polls are always placed above polls that are faded out or closed. Polls in the current layout are placed at the top-most position.

The Engagement dashboard is visible to hosts and presenters in the Presenter Only area.

To view the Engagement Dashboard:

1 Choose Meeting > Enable Presenter Only Area. The Presenter Only area is displayed on the right of the meeting

interface.

2 Choose Pods > Meeting Dashboard.

Monitoring individual engagement

The engagement score works best as an aggregate metric for medium to large meetings. However, there are scenarios like training sessions where the trainer may want to monitor the engagement of specific participants.

Adobe Connect provides an option in the Attendees pod called ‘Show Individual Engagement’ that enables meeting hosts to see individual engagement. The individual engagement is shown, against the name of the individuals, in three different levels—Green (high engagement), Yellow (average engagement), and Red (low engagement).

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 displays aggregate

meeting information, which includes:

• Name

• URL for viewing

• Unique Sessions (a single instance in which a given user joins and exits the meeting)

• Last time that a particular invitee enters the meeting room (most recent session)

• Number of invitees

• Number of attendees

• Highest number of people who entered the room at a time (peak users)

By Attendees Lists the name and email 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

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 displays a list of participants who responded to the poll. It also displays 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 24

“About Adobe Connect Central reports” on page 247

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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 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 40.

• A whiteboard with various 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 PDF files, attendees can view all documents shared in the Share pod but cannot download them. To enable attendees to download non-PDF documents, a host or presenter must instead use the File Share pod.

Installing the Adobe Connect Add-in

Presenters and hosts must install the Adobe 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 PPTX files to the server and sharing screens during a meeting. You can install the latest add-in (and other updates) from the

“Share your screen” on page 35.

“Share a whiteboard” on page 44.

Downloads and Updates page.

Note: Installing the add-in is not necessary to upload files of all the supported types, except PPTX files. Former can be uploaded from the browser too.

More Help topics

“Work with pods” on page 20

“Turn off display synchronization for documents” on page 42

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. The file formats supported in the Share pod are JPG, PNG, SWF, PPT, PPTX, PDF, FLV, F4V, MP3, MP4, and ZIP.

More Help topics

“Work with pods” on page 20

“Share a whiteboard” on page 44

“Share a document or PDF” on page 40

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Change the content displayed in a Share pod

❖ In the upper-right corner of the Share pod, click the menu icon , select Share, and choose My Screen,

Document, or Whiteboard. You can also reshare Recently Shared items.

Using My Screen option, hosts and presenters can choose to share your entire Desktop, the open Applications, or the open Windows.

Using Document option, hosts and presenters can choose to share whiteboards, previously uploaded files, content from the Content Library, and content shared with them.

Options to share a document in the Share pod

Display in Full Screen mode

❖ To display the Share pod at full screen size, click Full Screen in the upper-right corner of the pod. Click the

button again to return to normal display size.

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

Hide the title bar of the Share pod

❖ To hide the title bar of a Share pod, hosts and presenters can click the menu icon and select Hide Title Bar.

Note: To access the menu icon, hover pointer at the top of the Share pod and the title bar is displayed.

Hiding the title bar removes it for all the attendees and they cannot switch to full screen or change the view.

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

If you choose to display changes in the presenter’s pod to all attendees, the presenter controls the pod size for attendees. For example, if the presenter sets the Share pod to Full Screen mode, the pod also fills the screen of attendees.

❖ In the upper-right corner of the Share pod, click menu icon , and select Force Presenter View.

Turn off sharing but keep the Share pod open

❖ Click Stop Sharing in the Share pod.

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Redisplay Share pod content that was closed

❖ In the upper-right corner of the Share pod, click the menu icon . Then choose Share > Recently Shared, and

select the shared document or whiteboard from the submenu.

The submenu lists the five most recent documents. To see previously shared documents, choose Share > Document.

Use a pointer in a Share pod

When content is displayed in the Share pod, you can use a pointer to beckon users to focus on particular areas.

❖ In the upper-right corner of the Share pod, click the Pointer .

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. If users have a dual monitor setup, upon clicking Share My Screen, users get an option to share either of the two monitors. However, only one screen can be shared at a time.

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 cursor as you move it across your screen. When starting a screen share, the hosts and the presenters can enforce their settings for the participants. The Share pod can be opened in full screen mode for all attendees for a better viewing experience.

Hosts can show their cursors without sharing their screens. Choose Meeting > Preferences, and select a Host Cursors option.

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. If you are sharing an application and showing the native cursor of the application, you can enable the Show Application Cursor option in the Screen Share tab in the Preferences dialog.

More Help topics

“Share screen in Compact mode using the MiniControl” on page 36

“Sharing a computer screen, document, or whiteboard” on page 33

“Share a whiteboard” on page 44

“Share a document or PDF” on page 40

“Specify applications to share or block” on page 213

“Work with pods” on page 20

Optimize screen sharing quality

1 Choose Meeting > Preferences > Video.

2 Use the following legend to choose between the four available quality settings.

High 20 fps video at a maximum resolution of 640 x 480.

Standard 10 fps video at a maximum resolution of 320 x 240.

Medium 8 fps video at a maximum resolution of 320 x 240.

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Low 4 fps video at a maximum resolution of 160 x 120.

For example, if there are large delays before attendees see changes to a shared screen, reduce the Quality setting.

3 (Optional) If you wish to disable previewing webcam feed before starting the feed, select Disable Webcam Preview.

4 (Optional) If you wish to highlight the video feed of the current speakers in the Video Pod, select Highlight Active

Speakers.

Share your screen (Host or Presenter)

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

• Choose Layouts > Sharing.

• Choose Pods > Share > Add New Share.

2 Click the pop-up menu in the center of the Share pod, and select Share My Screen.

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

3 Set “Screen sharing options” on page 36.

4 (Optional) To make the attendees watch the shared content in full screen mode, select Make Share Pod Full Screen

for Attendees, at the bottom of the Start Sharing Screen window.

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

Share your screen (Participant)

1 Ask a host to select your name in the Attendees pod and click Request Screen Share.

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

3 Set “Screen sharing options” on page 36.

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

Screen sharing options

Desktop (or Secure Desktop Sharing) Shares the contents of 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.

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.

Windows Shares one or more authorized windows that are open and running on your computer. Choose the window

or windows that you want to share.

Applications Shares 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.

Share screen in Compact mode using the MiniControl

Participants who share their screen, can share, collaborate, and take some in-meeting actions directly from a MiniControl that opens in the Compact mode. The palette is displayed only for the user sharing the screen.

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Options to switch to the MiniControl A. Use the icon in the top bar of the Share pod B. Use the notifier in the upper right corner of the meeting room C. Use the option in the context menu of the Share pod

The presenter can take multiple actions from the MiniControl and can access some pods, like the Chat pod and the Attendees pod. If a pod is not available in the meeting room, its icon in the MiniControl is disabled. The presenter can also see the in-meeting notifications in the palette.

Screen share control panel

You can perform the following actions from the pallete, depending on your access permissions:

• Switch to the traditional meeting room by clicking Switch to Meeting Room in the upper right corner of the

MiniControl.

• Start and stop screen sharing and preview your screen being shared.

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Start, stop, and preview screen sharing

• Pause and annotate the screen being shared.

• Control the camera, speaker, and microphone options in the meeting room. View the webcam feeds available in the

meeting room in Grid or Filmstrip layout and switch the primary feed.

Multiple webcam feeds in the control panel

• Access and use the Attendees pod.

Screen share attendees pod

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• Access and use the Chat pod.

Screen share chat control

• View and take action on the in-meeting notifications.

Act on the notifications from the control panel

You can disable the MiniControl from the Meeting Preferences. In the Meeting Preferences, select Screen Share, and deselect Enable MiniControl panel for Screen Share. By default, this option is selected.

Share control of your screen

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

1 Start sharing your screen.

2 A host or presenter clicks Request Control on the Share pod title bar.

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.

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Request control of a shared screen

Hosts and presenters can request control of the screen. They can take control once they receive the necessary permissions.

❖ Click the Request Control button on the Share pod title bar.

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.

Release control of a shared screen

❖ Click Release Control on the Share pod control strip to return control of the shared screen to the original Host or

Presenter.

Change the view of a shared screen

If another presenter is sharing a screen with you, you can scale the screen to fit entirely within the Share pod. In addition, you can zoom in for a clearer image.

❖ In the upper-right corner of the Share pod, choose Change View, and then select either Scale To Fit or Zoom In.

Preview your shared screen

When sharing an application, window, or desktop on your computer, you can see a preview that shows what participants see in their Share pod.

❖ In the upper-right corner of the Share pod, click the menu icon , and select Preview Screen.

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.

• Pre-loading 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. It can be displayed again. To edit a shared document, edit the source document and reload it into the meeting.

More Help topics

“Working with content in the Content library” on page 190

“Work with pods” on page 20

“Share a whiteboard” on page 44

PDF files in Adobe Connect

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

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From the Share pod, hosts and presenters can download PDF files. Participants can download PDF files 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 Adobe Connect. In addition, certain PDF features are not supported when sharing PDF files in Adobe Connect. In some cases objects within the PDF are either dropped, or only a simple image preview is displayed.

The following objects are dropped in Adobe Connect:

• 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 Adobe Connect:

• Forms

• 3D objects

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

Share documents

As a host or presenter, you can share the PPT, PPTX, PNG, MP4, F4V, Adobe PDF, SWF, FLV, JPEG, and MP3 file types from the Content library or your computer. The Content library is available in Adobe Connect Central. In a meeting, you can share GIF content from the Content Library. However, GIF is not supported when you share content by browsing to your local filesystem using the file picker dialog.

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

1 Do any of the following:

• In an empty Share pod, click the pop-up menu in the center, and select Share Document.

• In the upper-right corner of the Share pod, click the menu icon , and choose Share > Document.

2 Select one of the following:

Whiteboards Displays whiteboards created for the current meeting.

Uploaded Files Displays content uploaded for the current meeting.

Click Browse My Computer to upload content for the current meeting. The document is added to the Uploaded Content folder for the meeting in Adobe Connect Central. An administrator can move the document to the Shared Content folder to make the document available for other meetings.

My Content Displays content in your user folder in Adobe Connect Central.

Shared Content Displays content in Adobe Connect Central that is available to all account holders with the

appropriate permissions.

Share History Displays content in other user folders in Adobe Connect Central. To view the content in another user’s

folder, you must have View permission from that user.

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.

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Turn off display synchronization for documents

By default, Adobe Connect 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. This functionality lets attendees go through presentations or PDF documents at their own pace.

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

❖ With content loaded in the Share pod, click the Sync button in the lower-right corner to disable synchronization.

Controls for presentation playback appear at the bottom of the Share pod.

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 Area on the right of the browser window that shows the name of the presentation, the presenter

information, Outline, Thumb, Notes, and Search tabs. If you cannot see the sidebar, click Show Sidebar lower left of the presentation.

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

audio, attachments, and screen size. The bar is visible to hosts only, unless a host chooses to display it to participants. (To see all presentation toolbar options, load the presentation file to the Content library from Adobe Presenter. If you load the PowerPoint PPT or PPTX file directly into the Share pod from your computer, not all presentation toolbar options are visible. Click Sync in the lower right corner of the presentation.

to the

More Help topics

“Working with content in the Content library” on page 190

“Work with pods” on page 20

“Share a whiteboard” on page 44

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.

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.

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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 not formatted 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 at the bottom of the presentation. (To see all presentation toolbar options, load the presentation file in the Content library from Adobe Presenter. If you load the PowerPoint PPT or PPTX file directly into the Share pod from your computer, not all presentation toolbar options are visible. Click Sync in the lower right corner.)

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, or

URLs) that have been added.

Show/Hide sidebar Shows or hides the sidebar.

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Share a whiteboard

A host or presenter (or a participant with the necessary rights) can use a whiteboard to create collaborative text, drawings, and annotations in a meeting.

More Help topics

“Work with pods” on page 20

“Share content in the Share pod” on page 33

“Share a presentation” on page 42

Provide drawing rights to participants

Hosts and Presenters can let any participant draw on whiteboard by granting the drawing rights in three ways.

Note: Participants cannot turn on the Drawing mode for Share pods with these rights. Only Hosts and Presenters can enable the Drawing mode.

• To provide drawing rights to individuals, select the name from the Attendee list and from the pop up menu, select

Enable Drawing. You can revoke the rights by selecting Disable Drawing.

Enable drawing rights for individuals from the Attendees pod

• To provide drawing rights in a specific whiteboard to all the participants, select Enable Participants to draw from

the pod's context menu. Deselect the option to revoke the rights in the whiteboard, for all the participants.

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Enable drawing rights on a Share pod for all participants

• You can grant universal drawing rights to all participants in all pods, from the in-meeting Preferences dialog. This

preference is remembered for every session using the meeting room.

Enable drawing rights for everyone in a meeting room

Create and display a whiteboard

A whiteboard allows hosts or presenters to create text, shapes, insert some symbols, and draw freehand drawings in real time during a meeting. By providing drawing rights to some or all the participants, meeting hosts can facilitate better collaboration. Users can zoom in and pan the whiteboard for a better experience.

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 content, FLV file, 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. It can be displayed again.

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A B C

Whiteboard overlay and controls

A. Show/Hide whiteboard overlay B. Make full screen C. Pod options and help D. Zoom controls E. Access arious pages of a Whiteboard F. Drawing tools

Create a stand-alone whiteboard in a blank Share pod

❖ In the Share pod, choose Share My Screen > Share Whiteboard.

Add an overlay whiteboard in a Share pod

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

• In the upper-right corner of the Share pod, click Draw. See “Whiteboard drawing tools” on page 47.

• If you share an application, in the upper-right corner of the application window, click the arrow next to the Stop

Sharing button. Then select Pause and Annotate.

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

icon bar (Macintosh) and select Pause and Annotate.

Display an existing whiteboard

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

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Navigate between multiple whiteboard pages

A stand-alone whiteboard contains multiple pages that you can move between during a presentation.

❖ In the lower-left corner of the Share pod, click the left or right arrow. Page numbers are displayed alongside the

arrows.

Whiteboard drawing tools

Whiteboard tools

A. Select objects or pan while drawing B. Markers tool C. Delete the selected objects D. Text tool E. Draw shapes and symbols F. Undo changes G. Redo changes H. Arrange an object relative to other objects

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

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A B C D

Drawn with Marker tool

Drawn with Highlighter tool

Drawn with Pen tool

Drawn with Pencil tool

Whiteboard marker tools and their samples A. Marker B. Highlighter C. Pen D. Pencil

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Drawing shapes and symbols A. Select a shape or a symbol to draw B. Set border C. Set line thickness D. Set fill color E. Set opacity of the shape

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.

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Pen tool Its width and alpha remain constant with stroke width, except at a bend, at the start, and at the end. The

tool is sensitive towards the speed of the pointer movement.

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. Its width and alpha increase with the speed of the stroke. The tool is sensitive towards the speed of the pointer movement.

Marker tool Its width and alpha decrease with the speed of the stroke.

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

the color picker and stroke weight. Its alpha decreases with the speed of the stroke but the width increases.

Delete Selected Deletes items selected with the Selection tool.

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.

Shapes tool Click and hold to choose from rectangles, ellipses, lines, arrows, and more. Use the options to the right

of the tool to customize appearance. Drag to expand the shape. Hold down the Shift key while dragging to create even width and height for shapes, or snap lines every 45°.

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

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.

Arrange menu Using the arrange menu options, you can move the objects to the front or the back relative to the other

objects in the whiteboard.

If your company has a licensed Adobe Connect account, you can use custom images for shapes. See

www.adobe.com/go/devnet_connect_stamps.

Print or export the contents of a whiteboard

To save your whiteboard content locally you can either print a whiteboard or export the contents in a local file.

• In the upper-right corner of the Share pod, click the menu icon , and select Print.

• Click the menu icon , and select Export Snapshot > Save As PNG, to create a local snapshot.

• Click the menu icon , select Export Snapshot > Send Snapshot, and provide an email address to send a PNG

snapshot via email.

Upload and manage files using the File Share pod

Hosts and presenters can upload files to share with meeting attendees either from their computers or from the Content library. Unless a host changes a participant’s status, participants cannot upload files. Participants who want to upload files can request a host to change their attendee role or to grant enhanced rights for the File Share pod.

More Help topics

“Working with content in the Content library” on page 190

“Share content in the Share pod” on page 33

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Upload a file

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

2 In the File Share pod, click Upload File, or choose that command from the pod menu .

3 Navigate to 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 files to download.

2 Click Download File.

A browser window opens with the Save to My Computer dialog box. (If this window does not appear, adjust the browser’s pop-up blocker settings.)

3 Click the Click to Download link.

4 Click Save. Navigate to the desired location, and again click Save.

5 When the downloading process is complete, click Close.

6 Close the browser window that opened in step 2.

Download all files

To quickly download multiple files, meeting attendees can download all files simultaneously from the File Share pod, instead of downloading one by one.

1 In the upper-right corner of the File Share pod, click the menu icon .

2 Click Download All.

A browser window opens with the Save to My Computer dialog box. (If this window does not appear, adjust the browser’s pop-up blocker settings.)

3 Click the Click to Download link.

4 Click Save. Navigate to the desired location, and again click Save.

5 When the downloading process is complete, click Close.

6 Close the browser window that opened in step 2.

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 upper-right corner of the pod, click the menu icon .

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

4 Type the new name, and click OK.

Remove a file

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

2 In the upper-right corner of the pod, click the menu icon .

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

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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. Participants who want to add links ask the host to change their attendee role.

More Help topics

“Work with pods” on page 20

Add a web link

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

2 In the upper-right corner of the web links pod, click the menu icon .

3 Select Add Link.

4 Type the URL path, and if desired a URL name.

5 Click OK.

The full list of links appears for both hosts and participants.

Display a web page 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 Double-click a URL name in the Web Links pod.

2 Type the new name in the URL Name box.

3 Click OK.

Remove web links

1 Select one or more links in the Web Links pod.

2 In the upper-right corner of the web links pod, click the menu icon .

3 Select Remove Selected from the pop-up menu.

Notes, chat, Q&A, and polls

Taking notes in a meeting

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

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When you type a message in the Notes pod of one layout, the same text appears in other layouts that contain the same pod. With the Add New Notes option, you can create a unique instance of a Notes pod that appears in only one layout.

Hosts and presenters can use the Notes pod in several ways:

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

• Create multiple Notes pods to display different notes.

• E-mail the contents of a Notes pod or export a text file.

More Help topics

“Work with pods” on page 20

“Chat in meetings” on page 54

Create a Notes pod

A host can create and display multiple Notes pods, each with its own text. You can use different Notes pods for different layouts and meetings.

❖ From the menu bar at the top of the Stage, select Pods > Note > Add New Notes. Or, choose New Note from the

Notes pod options menu.

You can rename, move, and resize the Notes pod after it is created.

Add a note to a Notes pod

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

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

Edit note text

A host, presenter, or participant with enhanced rights can edit the text in a Notes pod. (See “Assign enhanced

participant rights” on page 68.) All changes are immediately visible to attendees.

1 Click in the Notes pod to select the text that you want to edit.

2 Edit the text, or change size, style, and color using the options at the top of the pod.

Select which Notes pods to display

A host or presenter can choose which notes to display.

❖ Do either of the following:

• Choose Pods > Notes. Select the name of the note that you want to display.

• Click the menu icon in a Notes pod, click Select Notes, and select the name of the note you want to display.

Rename a Notes pod

If you are a host, you can rename a Notes pod after creating it.

❖ Do either of the following:

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

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• Choose Pods > Manage Pods, select the Notes pod, and click Rename.

Delete a Notes pod

1 Choose Pods > Manage Pods.

2 Select the Notes pod, and click Delete.

Export notes to a text file or email

Hosts can export the contents of a Notes pod. (The Adobe Connect add-in must be installed to use this option.)

1 Click the pod menu icon in the upper-right corner.

2 Select Export Note, and then select either Save As RTF (to create a text file) or email Note.

Use sound alerts for new chat messages

The Chat pod can generate a sound to alert a user, if two chat messages are more than five seconds apart. This option is available individually for each Chat pod and is specific to a meeting room. It is remembered across all the meeting sessions of a meeting room.

Enable sound alerts for new message in Chat pod

❖ To activate the chat notifications, click Chat sounds from context menu of the Chat pod.

Chat 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, you can send a chat message 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.

As a presenter, you can use more than one Chat pod simultaneously. Chat pods can display content to either everyone or only presenters (in the Presenter Only area).

Chat pod content is persistent, and remains in a meeting room until deleted. If you want to preserve Chat pod content for future use, send the content through email.

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More Help topics

“Work with pods” on page 20

“Taking notes in a meeting” on page 52

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.

1 By default, everyone can view the message. To limit the recipients, click the menu icon in the upper-right

corner of the Chat pod. Choose Start Chat With, and then select Hosts, Presenters, or specific attendees.

At the bottom of the Chat pod, tabs appear that let you view different conversations.

At the bottom of the Chat pod, tabs let you view different conversations.

2 Click the text box in the Chat pod.

3 Enter your message.

4 Do one of the following:

• Click Send Message to the right of the text box.

• Press Enter or Return.

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

Clear messages from a Chat pod

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

1 In the upper-right corner of the Chat pod, click the menu icon .

2 Select Clear Chat.

Disable private chat between participants

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

1 Choose Meeting > Preferences.

2 Select Chat Pod from the list on the left.

3 Deselect Enable Private Chat For Participants.

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Use chat notifications

If you are a host or presenter using the Adobe Connect add-in, chat notifications let you communicate with your audience while you are presenting. The meeting window is minimized or maximized to full-screen, concealing the Chat pod. If an attendee sends a message while you are presenting, 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 are enabled. To prevent notifications from displaying while you are presenting, disable them.

1 Choose Meeting > Preferences.

2 Select Chat Pod from the list on the left.

3 From the pop-up menu, choose either Disable or a time duration to display each notification.

Format chat text

❖ In the upper-right corner of the Chat pod, click the menu icon , and select any of the following:

Text Size Changes size in your view only.

My Chat Color Changes your text color in the view of all participants, making your remarks stand out.

Show Timestamps For hosts only, displays the date and time of chat entries.

Email the contents of a Chat pod

Hosts and presenters can email a chat history for future reference.

❖ In the upper-right corner of the Chat pod, click the menu icon , and select Email Chat History.

Reverse the order of reading messages by a screen reader

For users that use JAWS or some other accessibility tool, they can read the messages in the reverse order by selecting Reverse order of messages. Messages in the Chat pod are read starting from the latest to the first, instead of the other way round.

Questions and answers in meetings

You can use a Q&A pod to answer questions posed by attendees. When a presenter answers a question, the question and answer appear as pairs in the Q&A pod.

Hosts can give participants enhanced rights, letting them answer questions as well. See “Assign enhanced participant

rights” on page 68.

Here are some examples in which the Q&A pod is helpful:

• 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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Presenter View of Q&A pod

Participant view of the Q&A pod

View the Q&A pod as participants do

By default, hosts and presenters see the Q&A pod with additional controls, but you can quickly see questions with answers as participants do.

❖ In the upper-right corner of the Q&A pod, click either of the following:

Presenter View displays additional filtering and assignment controls visible only to hosts and presenters.

Participant View displays the simple list of questions and answers that participants see and the ones received from

individuals.

Move the Q&A pod presenter view to Presenter Only Area

1 In the upper-right corner of the Q&A pod, click the menu icon .

2 Choose Move Presenter View to POA.

Note: To return the Q&A pod to the Share area, in the Presenters Only Area click and choose Hide.

Submit a question in the Q&A pod

1 In the Participant View of the Q&A pod, type your question in the text box at bottom.

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You can add clickable hyperlinks in questions.

2 To the right of the text box, click the Send Question button , or press Return.

Answer questions using the Q&A pod

1 Select an incoming question from the list.

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

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

Send to all Sends the answer to all meeting attendees.

Send privately Sends the answer only to the attendee who sent the question.

Answered questions appear in italics with a checkmark. Icons, in the top bar and besides the names, indicate that a question is assigned to you.

When answering questions, you can include clickable hyperlinks in the answers.

Assign a question to a specific presenter

You can assign questions to presenters with specific expertise, including yourself, preventing others from answering.

1 In the Presenter View of the Q&A pod, select the question from the Incoming Messages list.

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

Presenters can reassign questions to other presenters or choose None to cancel assignment.

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Indicators for assigned questions

Show questions with different statuses

As a host or presenter, you can add a filter to the queue of questions in a Q&A pod to view specific questions while hiding others. You can also forward a question to another presenter to answer.

1 In the Presenter View of the Q&A pod, click the pop-up menu in the upper-left corner.

2 Select one of the following:

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 Open Questions Displays all unanswered questions not assigned to anyone.

Show Answered Questions Displays all questions that have been answered.

Show My Questions Displays only unanswered questions that have been assigned to you. A question answered by

someone else, can still be reassigned to a user and then shows in their list.

Delete individual questions

You can delete questions to clean up the Presenter View. (Deleted questions and associated answers remain in the Participant View.)

1 In the Presenter View of the Q&A pod, select a question.

2 Click the Delete icon.

Clear all questions

To remove all content from the Presenter and Participant views, do the following:

1 In the upper-right corner of the Q&A pod, click the menu icon .

2 Select Clear All Questions.

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Hide attendee names for questions

By default, attendee names appear next to submitted questions, but hosts and presenters can hide those names in Participant View.

1 Choose Meeting > Preferences.

2 In the list at left, select Q&A pod.

3 Deselect Show Submitter Name or Show Presenter Name.

Export Q&A contents to a text file or email

1 In the upper-right corner of the Q&A pod, click the menu icon .

2 Choose Export Q&A Logs, and then select either Save As RTF or E-mail Q&A.

Send message from the Q&A pod

From the Presenter view of the Q&A pod, you can send a message to specific attendees or groups. This message appears in the participant view of the Q&A pod and is visible only to the specified attendees or groups.

The message has a different format that distinguishes it from the regular Q&A messages that are visible to all attendees.

To send a message to specific attendees or groups, select Send message and then select appropriate attendees or groups to send the message.

Polling attendees

Hosts and presenters can use the Poll pod to create questions, or polls, for participants and to view the results. Only hosts and presenters 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.

More Help topics

“Work with pods” on page 20

“Chat in meetings” on page 54

“Assign enhanced participant rights” on page 68

Create a poll

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

2 In the upper left of the pod, choose Multiple Choice, Multiple Answers, or Short Answer.

3 Enter a question into the Poll pod. Then enter one or more answers if your choice is Multiple Choice or Multiple

Answers. If your choice is Short Answer, you need not enter any answer.

4 Click Open.

Close the answer period for a poll

❖ At the upper right of the Poll pod, click Close. (Results are sent to Adobe Connect server).

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Click continue a poll, click Reopen.

Edit a poll

Note: If you edit an open poll, current results are lost.

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

2 Edit the text.

3 Click Open.

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 In the upper-right corner of the Poll pod, click the menu icon .

2 Select Results Format, and choose a display option: percentages, numbers, or both.

The overall responses appear in the Poll pod. To view responses from individual participants, click View Votes.

Show poll results to participants

By default, only hosts and presenters can see poll results, but you can show them to all participants by doing the following:

1 In the upper-right corner of the Poll pod, click the menu icon .

2 Select Broadcast Results.

Navigate among polls

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

1 In the upper-right corner of the Poll pod, click the menu icon .

2 Choose Select Poll, and select a poll name.

Clear poll answers

1 In the upper-right corner of the Poll pod, click the menu icon .

2 Select Clear All Answers.

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 200 or fewer people. Hosts can create up to 20 breakout rooms for a single meeting or training session.

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. They can 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.

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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.)

When an audio conference is in progress, the number of breakout rooms cannot exceed the number supported by the audio provider. If in any of the breakout rooms the number of users exceed the maximum number supported by the audio provider, breakout rooms cannot be started.

More Help topics

“Create meetings” on page 13

“Start meetings” on page 18

“Invite attendees and grant or deny access” on page 19

Audio in breakout rooms

Note: Breakout rooms in audio conferences that use universal voice do not have their own audio, just the audio from the main meeting room. If your organization requires that all online conversations be recorded, consider using the compliance and control settings to disable breakout rooms. See page 211.

“Working with compliance and control settings” on

If an integrated telephony provider supports Adobe Connect breakout rooms, each breakout becomes a separate audio conference. When breakout rooms are closed, all attendees return to the main audio conference line automatically.

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

If your provider does not support audio breakouts, instead use VoIP with computer microphones. A separate VoIP audio channel is created for each breakout room, allowing each to have separate conversations. Participants are automatically assigned the role of presenter in a breakout room, giving them full VoIP rights. When a host ends a breakout session, everyone returns to the main meeting room and VoIP audio channel.

If VoIP is not possible, attendees can use the Chat pod to communicate in breakout rooms.

Video in breakout rooms

Note the following behavior of the Video pod in Breakout rooms:

• Force Presenter View option is not available in a Breakout room.

• Force Presenter View setting is preserved before and after a Breakout room is used.

• Everyone goes out of the Full Screen mode when a Breakout room is started or ended.

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. Creating custom layouts can help meetings go faster and be better organized.

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The layout active when you click the Start Breakouts button is reproduced in all breakout rooms. For example, if layout 1 is active and you begin breakouts with three rooms, those three 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 want to have different layouts for different breakout rooms. For example, different breakout rooms may contain different content or attendee exercises. In this case, create separate layouts for the breakout rooms and ensure that the desired layout is active when you click Start Breakouts.

You can create a breakout room during the Preparing mode, while a meeting is in-progress, without disturbing the layout of the participants. When a breakout session is started, the layout created in the Preparing mode is used.

If you want different content in each breakout room but do not require different layouts, prepare the rooms before attendees join the meeting or training session. First configure the number of breakout rooms required. Then, click Start Breakouts and move yourself from room to room, loading the required content into each Share pod. Then, end the breakouts. When attendees join and you click Start Breakouts again, the content is ready. (If necessary, you can also alter the layout and content of breakout rooms during a meeting.)

Creating and managing breakout rooms

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 the Attendees pod, click the Breakout Room View button .

Note: Only the host sees the Breakout Room View of the Attendees pod.

2 In the Attendees pod, three breakout rooms are available by default. Click the Create A New Breakout button

until you have the number of rooms you want (the maximum available is 20).

3 Assign attendees to breakout rooms by doing either of the following:

• Manually select an attendee name in the list (Control-click or Shift-click to select multiple attendees). Then, either

select a breakout room from the pop-up menu, or drag attendees to a breakout room.

• Automatically assign attendees to breakout rooms by clicking the Evenly Distribute From Main button .

(Attendees previously assigned to specific breakout rooms remain in those rooms.)

Before and after dragging attendees to different breakout rooms

Begin a breakout session

In breakout rooms, attendees are automatically assigned the role of presenter. They can share their voice, share content in the Share pod, modify whiteboards, and add text to the Notes pod. When attendees are returned to the main room, they revert to their prior status.

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

1 In the Attendees pod, define breakout rooms, and assign attendees to the rooms.

2 Click Start Breakouts.

Attendees are placed in the breakout rooms to which they were assigned.

Breakout room with attendees assigned as presenters

Note: If you are recording a meeting or training session and send attendees to breakout rooms, the recording continues to record only the main room. (To edit the recording so those watching do not have to view an empty main room, see

“Edit

a recorded meeting” on page 180.)

Visiting breakout rooms

When breakout rooms are in use, hosts can visit different rooms, including the main room.

❖ To visit another room, drag your name to it in the Attendees pod.

Send a message to all attendees in breakout rooms

Hosts can broadcast messages to all breakout rooms. This feature can be useful if you have noticed one or more rooms have a similar question. It is a good practice to send attendees a warning message a few minutes before ending breakout sessions and returning them to the main room. This mechanism allows attendees to finish speaking, loading files, and working on the whiteboard before a breakout session ends.

1 In the upper-right corner of the Attendees pod, click the menu icon , and choose Broadcast Message.

2 Type the message, and then click Send.

Attendees in all rooms see the message in the center of the Adobe Connect window.

Communicate attendee status in breakout rooms

Either with or without the Host present, use the options in the Attendee Status View of the Attendees pod. For example, ask a question and ask the attendees to respond by using the status options Agree or Disagree.

For more information, see “Communicate with training or meeting attendees” on page 111.

Hosts in the main meeting room can see the status changes of any user in a BOR.

Conduct a poll in breakout rooms

Hosts can conduct separate polls in each individual breakout room by placing themselves in the rooms and opening Poll pods.

For general information about polling, see “Polling attendees” on page 60.

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Asking and answering questions in breakout rooms

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

• To verbally ask a host in the same breakout room a question, use the audio provided (VoIP or telephony).

• To type a question for hosts in the same breakout room, use the Chat pod menu to send a message to the host.

The host can then respond in the Chat pod to the attendee alone or everyone.

• To ask all hosts in the meeting a question, type in the Send Message To Hosts box, and then click the Send button

. The question appears to all meeting hosts in a small message box with the attendee’s name. Hosts can respond

by entering the attendee’s breakout room and using the Chat pod.

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 in meetings” on page 54.

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.

❖ In the Breakout Room View of the Attendees pod, click End Breakouts.

Share breakout room content in main room

After ending a breakout session, hosts can share the contents of a single breakout room with everyone in the main room.

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

2 Select a breakout room name, and then select Chat, Share, or Whiteboard.

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

Reopen 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.

1 In the Attendees pod, click the Breakout Room View button .

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

3 Click Start Breakouts.

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Remove breakout rooms

Note: In the Pods menu, pods from breakout rooms remain available until you remove them in the Attendees pod.

• To remove all rooms, click the Attendees pod menu , and choose Remove All Rooms. To store pod content,

select Save Pod Information For Future Reference, and enter a session name. (You can access saved pods from the Pods > Breakout Pods menu.)

• To remove an individual breakout room, including all pods and content it contains, click the X button to the

right of the room name. The numbering of subsequent rooms is adjusted to ensure continuity.

Managing attendees

In the Attendees pod, everyone can quickly see who is logged in to a meeting. Hosts and presenters can monitor attendee names, roles, and statuses (such as Raised Hand or Agree). If configured, the active speakers are also displayed in real time, in a dedicated area in the Attendees pod.

Use the Attendee (A) and Attendee Status (B) views to monitor names, roles, and discussion status.

More Help topics

“Enable microphone for participants using computers” on page 170

“Participating in training sessions and meetings” on page 111

View or change an attendee’s role

A host can change the role of any attendee in the Attendees pod, promoting, and demoting attendees as necessary.

More Help topics

“Meeting roles and permissions” on page 5

“Invite attendees and grant or deny access” on page 19

“Work with pods” on page 20

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About attendee names

Adobe Connect users who logged in with a password appear with their full name in the Attendees pod, as it is registered in Adobe Connect Central. If an attendee logs in to a meeting as a guest, the name in the Attendees pod is the name the attendee entered at login. Within a role group (hosts, presenters, and participants), attendee names are organized alphabetically.

Attendees pod displays the telephone number of the participants who dial in or dial out using a telephone. Meeting Hosts can mask the phone numbers of the participants to respect the privacy of the participants. The option is available in the in-meeting preferences dialog, in the Attendee Pod section. The option is persistent for a meeting room.

Note: The option for Hosts to mask the phone numbers is enabled only if masking is not enabled cluster-wide from telephony capabilities on a cluster.

Customize attendee names

As a meeting host, you can customize the display name of attendees in the Attendees pod. You can include custom information in display names, and sort attendees based on the customized display names.

To add custom information:

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

2 From the pop-up menu, select Preferences.

3 In the dialog box, select Display Name on the left pane and then select Customize format.

4 From the Available fields list, select predefined custom fields for the display name, and include them in the

Displayed fields list. The custom fields hold custom information for the attendees. You can sort attendees based on the information in these fields. To include additional custom fields, see Add custom fields.

5 Select a custom field in the Available fields list, and then select a delimiter from the corresponding list at the bottom.

Note: The custom changes to the display name attendees reflect immediately at all places on the Adobe Connect interface, including Chat pods and polls.

To sort attendees based on their customized display names:

1 In the Attendees pod, click the menu icon in the upper-right corner.

2 From the pop-up menu, select Preferences.

3 In the dialog box, select Attendees Pod on the left pane.

4 From the Available fields list, select custom fields to sort attendees, and include them in the Sort by list.

5 Click Done to sort attendees based on the custom fields in the order they appear in the Sort by list.

To add custom fields:

Note: You need administrator rights to modify custom fields. Modifying custom fields impacts the entire account.

1 From the Adobe Connect main menu, click Administration.

2 From the second-level menu, click Users and Groups.

3 From the next-level menu, click Customize User Profile.

4 Click Add Predefined Field to add a custom field in Adobe Connect.

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Change an attendee’s role

As a host, you can demote yourself to a presenter or participant, revealing how attendees with other roles see the meeting room.

1 In the Attendees pod, select one or more attendees. (Shift-click to select multiple.)

2 Do either of the following:.

• Drag the attendees to different roles.

• From the pop-up menu, select Make Host, Presenter, or Participant.

Dragging attendees to different roles

Automatically promote participants to presenters

If all participants in a meeting are presenters, do the following:

❖ Choose Meeting > Manage Access & Entry > Auto-Promote Participants to Presenters.

Assign enhanced participant rights

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

1 In the Attendees pod, select the name of one or more participants.

2 In the upper-right corner of the pod, click the menu icon .

3 Select Attendee Options > Enhanced Participant Rights.

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

More Help topics

“Meeting roles and permissions” on page 5

“Work with pods” on page 20

Remove an attendee from a meeting

1 In the Attendees pod, select the attendees you want to remove.

2 In the upper-right corner of the pod, click the menu icon , and choose Remove Selected User.

More Help topics

“Invite attendees and grant or deny access” on page 19

“Work with pods” on page 20

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View and change attendee status

By default, participant status is blank in the Attendees 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.

More Help topics

“Participating in training sessions and meetings” on page 111

“Meeting roles and permissions” on page 5

“Invite attendees and grant or deny access” on page 19

“Work with pods” on page 20

View attendee status

❖ In the Attendees pod, do either of the following:

• To view statuses grouped by hosts, presenters, and participants, click the Attendee View button .

• To view groups of attendees who share a status (such as Disagree), click the Attendee Status View button .

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

Step Away Remains displayed until attendee clears

Speak Louder 10 seconds

Speak Softer 10 seconds

Speed Up 10 seconds

Slow Down 10 seconds

Laughter 10 seconds

Applause 10 seconds

Change your status (participant)

When you select one of these statuses, the status icon is displayed in the Attendees pod for 10 seconds:

• Speak Louder

• Speak Softer

• Speed Up

• Slow Down

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• Laughter

• Applause

The Raise Hand, Agree, and Disagree status icons remain visible until you or the host remove them manually. Attendees can remove the Stepped Away status icon themselves.

In application bar, click triangle to right of status button to access other statuses

1 In the application bar, click the triangle to the right of the status button.

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

To quickly toggle the Raised Hand status, simply click the button to the left of the menu. (If you select the Raise Hand status and then select another status, the second status icon is displayed, but the Raised Hand remains in effect.)

Clear a participant’s status (host)

1 In the Attendees pod, select one or more participant names.

2 In the main menu, click the triangle to the right of the status button, and choose Clear Status.

Clear everyone’s status (host)

❖ From the Attendees pod menu , choose Clear Everyone’s Status.

Disable hand raising or change notification duration

1 Choose Meeting > Preferences.

2 In the list on the left, click Attendees Pod. Then do either of the following:

• Select Disable Raise Hand.

• Choose a notification duration from the pop-up menu. Select Persist In Screen Share if you want notifications to

remain visible during screen sharing until a host closes them.

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Chapter 3: Adobe Connect Training and Seminars

About Adobe Connect Training

About content, courses, and curriculums

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

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

Content is files stored in the Adobe Connect Content library. Content can be any of the following file types: PPT, PPTX, FLV, SWF, PDF, GIF, JPG, PNG, MP3, HTML, MP4, F4V, 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.

You can publish Adobe Presenter, Adobe® Captivate®, PDF, and third-party SCORM content to the Content library. For Adobe Presenter and Adobe Captivate, the user continues to be able to Publish to Adobe Connect directly from the application. For PDF and third-party content the user is able to upload the file or a ZIP package to the Content library.

Note: Do not name a SCORM launch file or references with '+' character in the filename or with filename begining with a number.

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 who 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 enrollee as they move through the curriculum to ensure that they meet the learning objectives.

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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: Adobe Connect 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,

“Working with compliance and control settings” on page 211.

see

More Help topics

“Creating a course” on page 77

“Creating a curriculum” on page 85

“Creating a virtual classroom” on page 96

“Working with content in the Content library” on page 190

Accessing the Training library

All Adobe Connect 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 Adobe Connect Central window. As you navigate the library, the names of the folders appear as a navigation trail at the top of the browser window.

A Training Manager can create courses and curriculums. Adobe Connect 9.4 onwards, a Virtual Classroom Manager also has all the permissions that a Traning Manager has and can create courses and curriculums. 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. You can create a course object using existing content types (including Adobe Presenter, Adobe Captivate, PDF, and many others). You can also create course objects using third-party SCORM content. Course meta data (Edit Information, Enrollment, Communications, and so on, all Course Object tabs) can be defined on these objects in Training. Any of the Course objects defined in Training can be added to Curriculums.

More Help topics

“Working with library files and folders” on page 187

“Working with content in the Content library” on page 190

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 enrollee. The training manager must also have Manage permissions for the folder where this course or curriculum is located.

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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 Adobe Connect 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 create and administer their courses and curriculums. Each training manager also has a content folder. Your Adobe Connect 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 187

“Working with content in the Content library” on page 190

“Multiple permissions precedence” on page 245

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 Adobe Connect 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 Adobe Connect 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 enrollee, select and customize registration questions, and send invitations, even to large email lists.

If the training is presented as an event, all enrollee, regardless of whether they have an Adobe Connect 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 122

AICC content for courses

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

“Upload content” on page 191.

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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 enrollee

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

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

The bar graphs appear within Adobe Connect 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.

More Help topics

“Viewing data about content” on page 196

“Monitoring training with reports” on page 102

Create and manage training groups

From the Training tab in Adobe Connect 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 enrollee” on page 95

“Managing users and groups” on page 232

Create a training group

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

1 Click the Training tab in Adobe Connect 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 Adobe Connect Central.

2 Click Users and Groups.

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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 Adobe Connect 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 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, create a UTF-8 encoded 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

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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.

• Use quotes around names containing comma. For example, the name John Doe, Jr., must appear in the CSV file as

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

Add learners using a CSV file

1 Click the Training tab in Adobe Connect 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 Adobe Connect. 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 exist generates 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 Adobe Connect 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.)

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• 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 seven out of ten pages or all ten pages of the file). In addition, a curriculum resource folder is automatically created and any curriculumspecific 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 Adobe Connect

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

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

“Working with compliance and control settings” on page 211.

see

More Help topics

“Creating a course” on page 77

“Creating a curriculum” on page 85

“About changes to course content” on page 80

“Adding and deleting items from a curriculum” on page 88

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 Adobe Connect 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, MP4, F4V, or ZIP. See

“Upload content” on page 191.

2. Start the Course wizard

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

> New Course.

Training

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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 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, Adobe Connect 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 email reminders later, you can edit the course.) You can run Adobe Presenter, Adobe Captivate, PDF, and third-party SCORM content from the Content library URL in a web browser. All listed content items are objects within the Content library, with existing permissions, content-level tracking, information pages, and so on. Users are able to access this content from the library URL, as with content in the existing product today.

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. For information about enrolling users in bulk, see

“Add or remove course

enrollee” on page 83.

6. Set up notifications

A course notification is an email message telling enrollee 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 email 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 email message sent to either all or selected course enrollee after you set up the course. You can use reminders, for example, to remind enrollee 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 80

“Edit courses” on page 82

“Creating a curriculum” on page 85

“Creating virtual classrooms” on page 96

“Working with content in the Content library” on page 190

View course information and the enrollee list

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

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More Help topics

“Creating a course” on page 77

“Edit courses” on page 82

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, enrollee, 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.

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 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 is sent, and how often reminders are sent. Click the Training tab at the top of the Adobe Connect 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 Adobe Connect Central window.

2 Navigate to the folder that contains the course.

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

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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 email address specified in their Adobe Connect account. Any email delivery failure notifications are also sent to that address.

All email 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.

• Adobe Connect sends reminders from the person who creates the course, using the email address specified in the

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

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

of email 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 77

“Edit courses” on page 82

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

• 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 76

“Adding and deleting items from a curriculum” on page 88

“Edit courses” on page 82.)

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About review modes

Adobe Connect 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 Adobe Connect 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.)

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

Important: 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 that 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 the second case happens, resume data is sent to Adobe Connect 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 is the second server-side attempt).

To prevent possible status and score discrepancies, Adobe recommends setting the client-side maximum retry attempts to that the user has only one chance to complete or pass the course; the course-level setting governs the maximum number of retries.

You can run Adobe Presenter, Adobe Captivate, PDF, and third-party SCORM content that has been defined as a Training Course from a Training Library or Catalog URL in a web browser. All listed course items are objects within the Content library, with existing permissions, course-level tracking, and information pages. You can access courses from the library and catalog URL.

1. (In both Presenter and Adobe Captivate, the default setting is 1.) A client-side setting of 1 does not mean

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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 80

“About notifications and reminders” on page 80

“About review modes” on page 81

“Working with content in the Content library” on page 190

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 Adobe Connect 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.

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 enrollee 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 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 Adobe Captivate content (content used determines the maximum score).

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 maximum score of 50 and a second with a maximum score of 40, reports the max 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 ten questions. In the presentation, show four content slides, quiz questions 1-5, eight 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.

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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 Adobe Connect 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 enrollee

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

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

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

2 Navigate to the course.

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

4 To modify enrollment one at a time, click the Manage Enrollees link in the navigation bar. Do one of the following:

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

5 To add enrollee in bulk, upload the names in a TXT or a CSV format, using the following steps:

a Create a CSV or a TXT file with the list of email IDs of users who already have an Adobe Connect account. Set the

title of the first column containing the email IDs of users as TXT file. Upon successful import the role of each enrollee is Participant. Change the roles of various enrollees using the user interface, if necessary.

b (Optionally) Select the checkbox 'Send Email Notifications to user enrolled on import' to send email notifications.

Note: Duplicate entries in the CSV or TXT file are successfully imported at the first instance. The duplicate instances are ignored and reported after the import.

Change settings for course notifications or reminders

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

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

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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 email addresses, use commas to

separate the addresses.) To edit the email 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 Adobe Connect Central window.

2 Navigate to the course.

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 enrollee to bypass certain curriculum items if they pass the

corresponding test-out item.

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

• Send email notifications and reminders to users regarding the curriculum.

• Generate reports that include curriculum statistics.

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

More Help topics

“Creating a course” on page 77

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 enrollee 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 in which you want to publish 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.

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 Adobe Connect 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 enrollee 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 Adobe Connect 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 Adobe Connect.

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 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 enrollee, setting prerequisites, and sending notification.

More Help topics

“Creating a course” on page 77

“Edit prerequisites, test-outs, and completion requirements” on page 93

“Creating virtual classrooms” on page 96

“Working with content in the Content library” on page 190

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 85

“About notifications and reminders” on page 80

Display curriculum information

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

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 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, a link to the course in the Content library is added. 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 in to 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 in to the curriculum. Their status within the curriculum is updated automatically.

More Help topics

“About changes to course content” on page 80

“Working with content in the Content library” on page 190

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 85

“About changes to course content” on page 80

“Change the user status field in a curriculum report” on page 105

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 Adobe Connect items. You can include external training. For example, you can add a classroom lecture that enrollee 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 enrollee 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, Adobe Captivate content only sends the score achieved, say eight, not the score achieved and the maximum score, say 8/10. When the content used to create a course includes a full score, such as 8/10, then the maximum 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 88

“Tips for creating training courses and curriculums” on page 76

“Working with content in the Content library” on page 190

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 enrollee

You can use the notifications feature to send an email message to enrollee. A typical message tells enrollee that the curriculum is available, provides details about the curriculum, and includes a link to the curriculum. The message can go to all enrollee, or to a subset of enrollee, such as those who have not completed the curriculum.

The reminders feature, similar to the notification feature, lets you send email messages to enrollee. 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 enrollee, or to a subset of enrollee.

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 211.

1 If you’re not on the Curriculum Information page for the curriculum, go to the Training tab in Adobe Connect

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 email addresses, use commas to separate the addresses.

6 (Optional) Edit the email 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 on the Curriculum Information page for the curriculum, go to the Training tab in Adobe Connect

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 check box 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 Adobe Connect 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 90

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, do not set external training items as Required, as Adobe Connect cannot automatically track external items.

Note: Avoid creating redundant prerequisites; they are confusing for learners and may cause performance issues on your Adobe Connect 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.

In the Course Information Prerequisites area, click Edit to create a specific learning path.

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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. Adobe Connect 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 enrollee 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 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.

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.

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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 enrollee

Adobe Connect Central allows you to view and add enrollee to a curriculum, as well as set access permissions for enrollee.

More Help topics

“About notifications and reminders” on page 80

“Edit curriculums” on page 90

View and add enrollee to a curriculum

1 If you’re not on the Curriculum Information page for the curriculum, go to the Training tab in Adobe Connect

Central and browse to the curriculum. .

2 Click the curriculum name to open the Curriculum Information page.

3 To modify enrollment one at a time, click the Manage Enrollees link in the navigation bar. Do one of the following:

• Select an enrollee or enrollee 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. Click Add.

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

4 To add enrollee in bulk, upload the names in a TXT or a CSV format, using the following steps:

a Create a CSV or a TXT file with the list of email IDs of users who already have a Connect account. Set the title of

the first column containing the email IDs of users as login. Click Import Enrollees, and upload the CSV or TXT file. Upon successful import, the role of each enrollee is Participant. Change the roles of various enrollee using the user interface, if necessary.

b (Optionally) Select the checkbox 'Send Email Notifications to user enrolled on import' to send email notifications.

Note: After adding enrollee, send notification to the enrollee that the curriculum is available.

Note: Duplicate entries in the CSV or TXT file are successfully imported at the first instance. The duplicate instances are ignored and reported after the import.

Set permissions for curriculum enrollee

After you’ve added enrollee to a curriculum, you can determine permissions for enrolled users and groups.

1 If you’re not on the Curriculum Information page for the curriculum, go to the Training tab in Adobe Connect

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.

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Remove enrollee from a curriculum

You can remove an individual curriculum enrollee or a group of enrollee at any time.

1 If you’re not on the Curriculum Information page for the curriculum, go to the Training tab in Adobe Connect

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. Adobe Connect 9.4 onwards, a Virtual Classroom Manager has the same rights as those of a Meeting Host and a Training Manager and can create a virtual classroom. The VC Manager can use Adobe Connect VCs without having the Meeting Host role. This new role is part of the Named Virtual Classroom licensing, introduced in Adobe Connect 9.4.

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.

“Working with compliance and control settings” on page 211.

see

More Help topics

“About content, courses, and curriculums” on page 71

“Creating a curriculum” on page 85

Creating a virtual classroom

In creating a virtual classroom, your workflow involves the following tasks:

1. Start the Virtual Classroom wizard

On the Adobe Connect 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.

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Macromedia Connect - 9.4 Instruction Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Legal notices

Contents

Seminar Administrators

Webinar Manager

Virtual Classroom Managers

Chapter 2: Adobe Connect Meeting

Adobe Connect popular 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

Keyboard shortcuts

Shortcuts for screen sharing dialog

Shortcuts for attendee management

Shortcuts for navigating pods, menus, and windows

Shortcuts for audio and recordings

Shortcuts for Adobe Presenter content in the Share pod

Shortcuts for the whiteboard

Shortcuts for the Chat pod

Shortcuts for the Notes pod

Shortcuts for dialog boxes

Accessibility in the pods

Change the role of a participant from the Attendee pod

Answer a poll question in the Poll pod

Accessibility-related account settings

Creating and arranging meetings

Create meetings

Meeting room templates and layouts

Information preserved in a template

Apply a template to a new meeting

Convert a meeting room to a template

Create layouts

Manage layouts

Change layouts during a meeting

Adjust layouts during a meeting

Choose a background image for the meeting room

Reset Layouts

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

Invite attendees while a meeting is in progress

Allow participants to join without host permitting each entry

Block incoming attendees

Block guests who lack registered Adobe Connect accounts

Work with pods

Show or hide a pod

Add a pod

Move and resize pods

Display a pod at maximum size

Organize pods

Join as a first-time Adobe Connect user

Join a meeting

Place a meeting on hold or end a meeting

Place participants on hold

End a meeting

Save an On Hold or End Meeting message for future use

Restarting a meeting that is on hold or ended

Working with notifications and requests

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