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DCF Strategic Development Guide to Adobe Connect Online Meetings

Meeting Set-Up Overview 1. Schedule your event in advance

o Contact Lori.Hollar@ks.gov for Adobe Connect availability and scheduling. (Due to a

limited number of connections possible, scheduling is critical to assure your

requested time is available.)

o Is this a recurring event? If so, communicate how often (monthly, weekly) and what

day/time meetings will take place.

o Provide rough estimate of number of expected attendees, plan for no more than 45

electronic remote connections to your meeting.

2. Email participants link (URL) to virtual meeting room. Lori will provide you with a URL if you

don’t already have one. These may be re-used from earlier meetings or for future meetings.

3. As a meeting host, you will set up room layouts and upload content. Lori is available to

assist with this process.

4. Test! Test! Test! Practice your meeting with another person who logs in as a participant

ahead of scheduled meeting, if possible. Lori may be available for short-interval practice

sessions.

Sample Email for Adobe Connect Meeting

Greetings,

You are invited to join my online meeting. [Describe Meeting]

Date: [Enter date]

Time: [Enter time]

Please use link below to join meeting

[For example, https://ksdcf.adobeconnect.com/YOURMEETING/]

If this is the first time you will be using Adobe Connect, please test your computer connection and any needed hardware such as webcams or microphones prior to the scheduled meeting.

You may find this link to be a helpful source for testing and information:

https://ksdcf.adobeconnect.com/common/help/en/support/meeting_test.htm

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Setting Up Your Layouts with Pods

Default Layouts

o Sharing (Share, Video, Attendee, and Chat pods) o Discussion (Video, Attendee, Chat, Discussion Notes, and Poll pods) o Collaboration (Whiteboard, Video, Attendee, Files, Notes, and Chat pods)

Default layouts may be deleted, duplicated, reordered, or altered to suit your needs (pods may be move or resized to suit). Blank, new layouts may be made to suit your needs as well.

PRO TIP: To keep your session running smoothly, arrange layouts ahead of time

according to your training/meeting agenda. This allows you to easily switch between

layouts and documents during your session. Different content can be loaded in advance

into each layout, providing smoother transitions between topics, activities, or content.

To Delete a Layout

Open the Layouts Bar from the Layouts menu, if the bar is not visible.

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Hover over the layout you wish to delete and click the “X” that will appear in the upper right corner of the small layout thumbnail.

Alternatively, select “Manage Layouts” in the Layouts drop-down menu. From the “Manage Layouts” screen, you may rename, delete, or reorder layouts.

Create a New Layout or Duplicate Existing Layout

Click “Create New Layout” in the Layouts drop-down menu.

The next window will give you the option to create a new, blank layout or choose a current layout to duplicate. Create a meaningful name for the new layout. This will assist you as you move through your presentation or meeting.

Alternatively, in the layout bar, click the “+” symbol in the lower right corner. This action will bring up the exact same window.

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Working with Pods

Moving and Resizing Pods

If pods won’t move or resize, click “Pods” in the menu and then click “Move and Resize Pods.” You may uncheck this option to lock your pods in place and avoid accidentally moving them during a session.

Hover your mouse over the corner or edges of the pods. Click and drag to resize along the edges or corners. Click and drag within the top gray bar to move the pod.

The cursor will change as you move it into location to resize the pods. Here is a double-arrowed icon indicating you can click and drag to resize the pod in the direction of the arrows. The double-arrow icon in the corner indicates you may click and drag to resize the box, both horizontally and vertically.

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NOTE: Unique pods do not need to be made new for each layout. If you want the exact

same pod and its content to show up from layout to layout, reuse pods by selecting that

pod’s name in the drop-down menu.

For example, in the above image, there are already three note pods available. To add one to your layout simply select it. Don’t use “Add New Notes” unless you really want an entirely new pod. The same holds for Share, Chat, Web Links, and Polls. There is only one pod available for Attendees, Video, and Q & A.

Share Pod Options

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• Share My Screen • Share Document • Share Whiteboard • Recently Shared

Share My Screen

If you would like to share a website or an application process and a “live share” is the best way to convey the information, then screensharing is a good use of Adobe Connect features. Keep in mind, it does use more Internet bandwidth than sharing a PDF or PowerPoint. If you share your screen, consider stopping any video sharing at that time to help prevent audio or video reception issues in places with less Internet bandwidth.

You are offered three options to choose from when you select “Share My Screen.” Within each option (Desktop, Applications, and Windows) you will be offered more choices according to what is on your computer. . If you do not have two monitors you will not have a choice when you select Desktop. All applications that are open on your computer will be available to choose from. The same is true for Windows.

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When you select what screen or application you want to share, you will see that on your screen and this box will display and then minimize:

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To unminimized the window, select the ‘computer screen’ icon. To stop sharing select Stop Sharing.

Screen Sharing Tips

• Remove any photo backgrounds on your computer desktop.

• Close Outlook and other programs not in use. Avoid embarrassing pop-up windows or

dialog boxes.

• Don't crowd the view. Make sure to have one application open at a time.

• Don't keep attendees waiting. Have applications open and ready to demonstrate.

• Remember to maximize your screen (click Full Screen) in Web demos.

Share Document

Files that can be pre-loaded to a share pod in Adobe Connect include:

• PowerPoint files (PPT, PPTX) • PDF documents • Images (.jpeg, .png) • Video (file type must be MP4)

o NOTE: If you plan to share a video with your participants, it must be loaded into the Adobe Connect session. If you try to share your screen to view the video, your participants will not hear the audio.

PRO TIP: When using webcams in your meeting, make sure the “Video” pod is on every

layout (you can hide it behind other pods). This assures your webcams will stay ‘on’ when

moving from layout to layout through your session. If a video (webcam) pod is not

included on a layout, when you return to a layout with the video pod, you will need to start

or share your webcam again.

Audio Computer audio is recommended

o Use either a headset/mic or webcam mic (Preferred method for best audio) o No wireless microphones.

CAUTION – Avoid using the telephone for audio if possible. Speaker phones cause voice fluctuation and background noise.

o If there is no other option, a conference phone option is available o An Audio Profile may be created for your session

The conference call option allows participants to attend an Adobe Connect session via their computer along with calling the conference number if they don’t have a microphone

Participants may join an Adobe Connect Session via conference call if away from a computer (audio only)

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o If using conference phone, an audio profile may be setup for your meeting. You will need to provide: Conference phone number Conference code Leader pin

Starting Your Session • Before you start your meeting, shut down all programs on your computer you will not be

using • Open any documents, websites, etc. that you plan to share during your meeting that

cannot be uploaded to a pod in your room • Log in to your session using your Adobe Connect username and password • Run the Audio Setup Wizard • Encourage participants to join your session 10-15 minutes early. This allows time to

make sure any technical issues are resolved, and you can start on time.

As your participants enter (when you accept them) be sure to

• Enable their Microphone and webcam, if desired o Hover your mouse over the name in the Participant list and select the

appropriate option from the menu (Image 1) o Alternatively, from the Audio menu at the top, select Enable Microphone

Rights for Participants (Image 2 & 3)

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Trouble Shooting

• Video does not show up when I choose "Start My Webcam". Before entering the meeting, ensure that your camera is plugged in and recognized by the computer. If not, camera drivers might need to be updated or installed. Also, grant access permission to Flash Player for the camera and microphone in the dialog box that may appear when starting the broadcast.

• Participants cannot enable their webcam. Select participants and promote them to presenter or grant access to the video by selecting “enable video” using attendee options in the attendee pod. Also, ask participants to check their camera connection and update drivers.

• Participants cannot hear audio. Ensure that the presenter's microphone is not muted and is set to an adequate volume. Use the Advanced Volume Control settings in the Flash Player control panel to adjust settings. We recommend that all first-time users run the Audio Setup Wizard under the Meeting menu, located on the upper-left corner of the Adobe Connect meeting interface. To avoid distraction, presenters do not hear themselves speaking in a meeting.

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Adobe Connect Helpful Tips, Participants

Equipment Needs for Adobe Connect Sessions

• Computer (with microphone or webcam/microphone and speakers) o Headset with microphone is an option as well

• Internet connection • Headset with microphone • Adobe Connect meeting application (or add-in) (may be optional if you have Adobe Flash

Player) o You can attend Adobe Connect Meetings without the Add-in. However, the Add-in is

required for full host functionality – such as screen sharing and making offline recordings. And, Adobe Flash is required for viewing the meeting without it.

To join the meeting at the specified time

1. Navigate to the URL/link provided to you for the meeting 2. To enter as “Guest” type in your Name and Location in the field marked "Name", then

click "Enter Room." If you are a presenter or host, click “Registered User” and then enter your Username and Password

You may see an Adobe Connect popup orientation message. Once you have finished viewing the orientation or if you wish to skip the orientation, click on the “X” in the upper right corner (see the red arrow) to close the orientation box.

If you are entering as a guest, you may see a message that states, “The meeting has not yet started. You will be able to access the meeting once the host arrives. Please wait.”

To connect your audio (microphone) and webcam follow the steps below.

Run through the Audio Setup Wizard. To do this, click Meeting in the menu bar at the top of the window. From the dropdown select Audio Setup Wizard.

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The Audio Setup Wizard will walk you through setting up and testing your speakers and microphone.

After your audio is set up successfully be sure the speaker and microphone icons are green. This indicates they are working. If they are white, use the dropdown arrow next to the icon to activate each.

The speaker icon gives the choice to mute and adjust the speaker volume.

If the microphone is white it is not connected. Use the drop-down arrow to see the options and choose Connect My Audio. If you have more than one microphone available on your computer select the one you want to use. Connecting your audio will turn the microphone icon green. There is also an option to adjust microphone volume.

To use your webcam, select the dropdown arrow and then Start My Webcam.

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Your webcam will open in a video pod showing a preview. To share your video/webcam select Start Sharing.