Macromedia Connect Pro - 7, Acrobat Connect Pro - 7.0 Instruction Manual

USING ADOBE ACROBAT CONNECT PRO 7

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Chapter 1: Adobe Acrobat Connect Pro Meeting

Acrobat Connect Pro How To topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Meeting basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Creating and attending meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Updating meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Viewing data about meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Sharing content during a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Managing attendees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Recording and playing back meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Creating and managing seminars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Chapter 2: Adobe Acrobat Connect Pro Training

About Adobe Acrobat Connect Pro Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Creating training courses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Creating training curriculums . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Creating virtual classrooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Monitoring training with reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Conducting training with Acrobat Connect Pro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Participating in training sessions and meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

iii

Chapter 3: Adobe Acrobat Connect Pro Events

About events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Creating and editing events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Managing events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Attending Connect Pro Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Chapter 4: Broadcasting Audio and Video

Using audio conferencing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Broadcasting audio and video . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Chapter 5: Managing content

Working with library files and folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Working with content in the Content library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Viewing data about content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

Chapter 6: Administering Acrobat Connect Pro

Getting started administering accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Connect Pro Central How To Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

Creating and importing users and groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

Managing users and groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170

Setting permissions for library files and folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

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Contents

Generating reports in Connect Pro Central . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182

Administering a licensed Acrobat Connect Pro Server 7 system . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199

Index ...............................................................................................................221

Chapter 1: Adobe Acrobat Connect Pro Meeting

Acrobat Connect Pro How To topics

How To topics for Hosts and Presenters

• “Create a meeting” on page 3

• “Create and use meeting room templates” on page 4

• “Start or stop an audio conference call” on page 124

• “Sharing a computer screen, document, or whiteboard” on page 18

• “View or change an attendee’s role” on page 44

• “Taking notes in a meeting” on page 29

• “Chat and Q&A in meetings” on page 31

• “Record a meeting” on page 45

How to topics for Participants

• “Join a meeting as an attendee” on page 10

• “Join a conference call” on page 127

• “Set up audio broadcasting” on page 129

• “Set up video broadcasting” on page 131

• “Sharing a computer screen, document, or whiteboard” on page 18

• “Chat and Q&A in meetings” on page 31

• “Play back a recorded meeting” on page 50

Meeting basics

About meetings

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

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Adobe Acrobat Connect Pro Meeting

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

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

See also

“Creating and attending meetings” on page 3

“Create and use meeting room templates” on page 4

Inside a meeting room

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

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

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

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

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

“Working with compliance and control settings” on page 159.

See also

“Creating and attending meetings” on page 3

Meeting roles and permissions

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

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

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

a meeting room. They can promote other participants to the role of meeting room host or presenter, or give enhanced permissions to a participant without promoting the participant. Hosts 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.

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Adobe Acrobat Connect Pro Meeting

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

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

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

video broadcast, and use text chat.

See also

“Assign enhanced participant rights” on page 45

About the Meetings library

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

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

See also

“Working with content in the Content library” on page 139

“Content library supported file types” on page 139

Creating and attending meetings

Create a meeting

You create a meeting in Acrobat Connect Pro Central. If you want to incorporate registration as part of your meeting, you must have the Event Management tab as part of your Acrobat Connect Pro installation; see page 104.

You can create a personal meeting room that you return to repeatedly for your own use, and leave persistent content in the meeting. When creating a personal meeting room, set the start time of the meeting far enough in the future that the meeting room will be available whenever you need it (for example, set the start time as late as 2010 to ensure that the meeting room will be available for the foreseeable future).

You create a meeting using the Meeting wizard.

“About events” on

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Adobe Acrobat Connect Pro Meeting

1. Start the Meeting wizard

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

2. Enter meeting information

On the first page of the Meeting wizard you enter details about the meeting, such as a name, custom URL, summary, date, duration, template, language, access restrictions, and audio settings. Only the name and language are required.

3. Select meeting participants

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

4. Send invitations

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

See also

“Edit meeting information” on page 14

“Viewing data about meetings with the dashboard” on page 17

Create and use meeting room templates

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

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

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Adobe Acrobat Connect Pro Meeting

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

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

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

Default Meeting template layouts

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

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

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

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

& A session with participants.

Information preserved in a template

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

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

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

• Pod content

• Page number in FlashPaper and position of the seek bar in an FLV file

• Whiteboard overlay contents

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

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

• Text in Note pod

• Camera and voice settings

• Room on hold (Yes, No)

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Adobe Acrobat Connect Pro Meeting

• Value for guest entry

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

• Room background, screen resolution, and bandwidth

• Presenter Only area status

• Contact invitees description

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

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

Apply a template to a new meeting

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

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

Templates\Default Meeting Template is the default.)

Convert a meeting room to a template

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

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

2 Select the checkbox next to the meeting room.

3 On the navigation bar, click Move.

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

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

5 Click Move at the bottom of the column.

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

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

> [your account] is selected by

Start a meeting

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

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

❖ Do one of the following:

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

meeting.

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Adobe Acrobat Connect Pro Meeting

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

Meeting Room.

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

password, and then click Enter Room.

•

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

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

See also

“Place a meeting on hold or end a meeting” on page 10

Start a meeting using the Start Meeting button

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

1 Click Start Meeting .

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

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

Note: In Acrobat or Reader, your meeting preferences determine how much login information you need to enter, or whether this dialog box appears at all, before your meeting room opens. To change your Acrobat or Reader meeting preferences, select Edit select Meeting on the left.

> Preferences (Windows) or Acrobat > Preferences or Reader > Preferences (Mac OS), and then

See also

“Place a meeting on hold or end a meeting” on page 10

Set meeting room bandwidth

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

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

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

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

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

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

kbits/second.

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

screen sharing is used, attendees should have 400

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

2 Select Modem, DSL/Cable, or LAN.

kbits/second.

Invite attendees and grant or deny access

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

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

compliance and control settings” on page 159.)

See also

“View and modify a participant list” on page 12

Contact invitees from a meeting

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

“Working with

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

1 Start a meeting.

2 Click Contact Invitees .

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

Select All.

4 Do any of the following:

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

•

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

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

Invite attendees while a meeting is in progress

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

1 Do one of the following:

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

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

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

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

generated e-mail message with the meeting URL.

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

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

Block incoming attendees

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

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

Deselect this option to disallow requests to enter the meeting.

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

future use.

4 Click OK.

Work with pods

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

See also

“Share your screen or control of your screen” on page 18

“Share content in the Share pod” on page 20

“Working with compliance and control settings” on page 159.

Show or hide a pod

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

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

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

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

Add a pod

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

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

Move and resize pods

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

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

Display a pod at full screen size

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

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

Organize pods

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

2 Do one of the following:

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

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

dialog box and click OK.

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

if you want to remove the unused pods.

3 Click Done.

Join a meeting as an attendee

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

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

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

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

1 Do one of the following:

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

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

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

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

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

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

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

“Working with compliance and control settings” on page 159.)

Place a meeting on hold or end a meeting

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

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

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

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

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

appears at the right of the menu bar when a

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Place participants on hold

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

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

to participants.

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

End a meeting

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

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

Compose an On Hold or End Meeting message

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

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

2 Revise the message in the message box.

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

Restarting a meeting that is on hold or ended

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

click Start Meeting.

Updating meetings

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

Obtain information about a meeting

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

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

2 Under My Meetings, click the meeting name.

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

Name The meeting title.

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

Summary A brief description of the meeting.

Start time The date and time that the meeting begins.

Duration The projected length of time of the meeting.

Language The language in which the meeting will be conducted.

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

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

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

See also

“Viewing data about meetings with the dashboard” on page 17

“Meeting reports” on page 17

View and modify a participant list

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

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

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

See also

“Workflow for creating and importing users and groups” on page 162

“Adobe Acrobat Connect Pro Events” on page 104.

“Invite attendees and grant or deny access” on page 8

View a meeting participant list

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

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

3 Click the meeting name in the list.

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

Add meeting participants

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

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

3 Click the meeting name in the list.

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

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

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

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

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

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

and then select it.

6 Click Add.

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

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

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Remove meeting participants

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

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

3 Click the meeting name in the list.

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

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

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

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

and then select it.

6 Click Remove.

Change a participant’s meeting permission

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

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

3 Click the meeting name in the list.

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

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

you want to change:

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

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

and then select it.

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

the bottom of the Current Participants list.

View and manage meeting content

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

See also

“Working with content in the Content library” on page 139

“Share content in the Share pod” on page 20

“Sharing content during a meeting” on page 18

View a list of uploaded content

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

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

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

3 Click the meeting name in the list.

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

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

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

• Move uploaded content to the Content library.

• Delete uploaded content.

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

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

Move uploaded content to the Content library

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

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

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

3 Click the meeting name in the list.

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

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

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

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

titles or the Up One Level button.

8 Click Move.

9 Click OK.

Delete uploaded content

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

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

3 Click the meeting name in the list.

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

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

6 Click Delete.

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

Edit meeting information

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

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

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

3 Click the meeting name in the list.

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

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

6 Click Save.

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See also

“Obtain information about a meeting” on page 11

“Meeting reports” on page 17

“Allocate meeting minutes to cost centers” on page 158

Options in the Edit Information page

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

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

by default. Summary length is limited to 1000 characters.

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

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

Duration The meeting length, in hours and minutes.

Language The primary language used in the meeting room.

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

Access There are three options:

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

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

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

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

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

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

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

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

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

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

Audio Conference Settings Whether audio conference settings are necessary for this meeting, and if so, the conference

number or numbers, moderator code, and participant code for the guests who are calling in.

Note: If you did not add audio conference settings when you initially created the meeting, and you want to add them while you are in the meeting itself, use the preceding procedure to create them in Acrobat Connect Pro Central. In this case, however, ask all users to log out of the meeting, add the telephony information, and wait 5 minutes.

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

with the revised meeting information.

Send meeting invitations for an existing meeting

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

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

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

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

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

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

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

See also

“Edit meeting information” on page 14

Send invitations to registered guests only

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

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

3 Click the meeting name in the list.

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

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

or Participants Only.

6 Edit the subject and the message body as appropriate.

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

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

8 Click Send.

Send invitations to an unrestricted meeting

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

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

3 Click the meeting name in the list.

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

5 Do either of the following as appropriate:

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

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

the message.

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

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

8 Send the e-mail invitation.

Viewing data about meetings

Viewing data about meetings with the dashboard

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

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

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

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

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

archived meeting has been viewed).

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

See also

“Obtain information about a meeting” on page 11

Meeting reports

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

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

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

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

meeting and the time they left it.

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

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

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

options under the Report column:

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

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

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

See also

“Obtain information about a meeting” on page 11

“About Connect Pro Central reports” on page 182

Sharing content during a meeting

Sharing a computer screen, document, or whiteboard

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

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

the entire desktop. See

• A document, such as a presentation, an FLV file, a JPEG, or other file format. See “Share a document” on page 23.

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

overlay that appears on top of other shared content. See

Documents shared in the Share pod can be viewed but not downloaded by attendees. To enable attendees to download documents, a host or presenter must upload the documents to the File Share pod.

“Share your screen or control of your screen” on page 18.

“Share a whiteboard” on page 24.

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

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

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

“Working with compliance and control settings” on page 159.

See also

“Work with pods” on page 9

Share your screen or control of your screen

As a host or presenter in a meeting, you can share windows, applications, or your entire desktop with participants in a meeting.

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

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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.

You can also display a whiteboard over a shared screen to enable attendees to add annotations.

“Working with compliance and control settings” on page 159.

See also

“Share a whiteboard” on page 24

“Work with pods” on page 9

Share your computer screen

1 With a blank Share pod open in a meeting, do one of the following:

• Click the My Computer Screen button in the middle of a blank Share pod.

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

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

• Select Desktop to share your entire desktop. If you have more than one monitor connected to your computer, a

desktop appears for each monitor. Choose the desktop that you want to share.

• Select Windows to share one or more windows that are open on your computer. Choose the window or windows

that you want to share.

• Select Applications to share an application and all its related windows that are open on your computer. Choose the

application or applications that you want to share.

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

Share control of your screen with another presenter

While screen sharing, you can pass control of the shared desktop, window, or application to another presenter. The presenter must request control before you can hand over your shared screen to them.

1 Start sharing your computer screen in a meeting.

2 When another presenter requests control of your screen (by clicking the Request Control button on the Share pod

control strip), 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 to the requesting participant.

• Click Decline to deny control of your screen to the participant.

Request control of a shared screen from another presenter

Hosts and Presenters can request control of another attendees screen, but the request must be granted by the attendee; control cannot be taken without permission.

❖ Do one of the following:

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

• In the Attendee List pod, hover your mouse over the name of the attendee whose screen you want to control and

from the pop-up menu, select Request Screen Share

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

of the shared screen to the original presenter.

Preview your shared screen in the meeting room

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

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

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

Share content in the Share pod

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

“Working with compliance and control settings” on page 159.

See also

“Work with pods” on page 9

“Share a whiteboard” on page 24

Change the content displayed in a Share pod

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

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

you want to share from the submenu.

Display and enable the Full Screen mode

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

button again to return to normal display size.

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

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

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

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

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

submenu.

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Turn off sharing but keep the Share pod open

❖ Click Stop Sharing on the Share pod control strip.

Redisplay Share pod content that was closed

❖ Do one of the following:

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

the shared document or whiteboard by name from the submenu.

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

Use a pointer in a Share pod

❖ Do one of the following:

• Click the Pointer on the Share pod control strip.

• Choose Show Pointer from the Share pod options menu.

Share presentations in the Share pod

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

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

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

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

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

in the Presentation toolbar.

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

“Working with compliance and control settings” on page 159.

See also

“Working with content in the Content library” on page 139

“Work with pods” on page 9

“Share a whiteboard” on page 24

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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.

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

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

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

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

View Presentation slide notes

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

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

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

Search for text in a presentation

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

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

3 Click Search .

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

Presentation toolbar options

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

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

Back Moves to the previous slide in the presentation.

Forward Moves to the next slide in the presentation.

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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 of 10).

slide

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

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

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

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

URLs) that have been added.

Show/Hide sidebar Shows or hides the sidebar.

Share a document

A host or presenter can share documents that have been uploaded to the Content library, or share documents directly from your computer.

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

See also

“Working with content in the Content library” on page 139

“Work with pods” on page 9

“Share a whiteboard” on page 24

Share documents from the Content library

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

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

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

1 Do one of the following:

• In the Share pod, click the Documents button.

• Select Pods > Share from the menu bar.

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

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

3 Select one of the following:

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

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

must have View permission from that user.

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

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

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

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

Share documents from your computer

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

1 Do one of the following:

• In the Share pod, click the Documents button.

• Select Pods > Share from the menu bar.

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

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

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

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

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

Turn off display synchronization for documents

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

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

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

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

Share a whiteboard

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

See also

“Work with pods” on page 9

“Working with compliance and control settings” on page 159.

“Share content in the Share pod” on page 20

“Share presentations in the Share pod” on page 21

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Create and display a whiteboard

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

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

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

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

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

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

A B D EC

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

Create a stand-alone whiteboard in a blank Share pod

1 Do one of the following:

• In the Share pod, click the Whiteboard button.

• Select Pods > Share.

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

2 Select New Whiteboard in the pop-up menu.

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Add an overlay whiteboard in a Share pod

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

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

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

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

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

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

icon bar (Macintosh) and select Pause and Annotate.

Display an existing whiteboard

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

Clear a whiteboard

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

Navigate between multiple whiteboard pages

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

1 Click the Whiteboard Toolbar button.

2 Do one of the following:

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

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

Whiteboard drawing tools

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

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

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

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

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

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

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

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

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

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

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

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

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