Sei sulla pagina 1di 26

Adobe Connect User

Guide
Prepared for: All Synygy Employees
Created: July 9, 2009
Revised: July 15, 2009
Version 1.0
Company Confidential materials

Adobe Connect User Guide


Prepared for: All Synygy Employees
July 9, 2009

Company Confidential materials

Written by:

Mike Anderson and Tim Gillin

Copyright 2009 Synygy, Inc. All rights reserved. No part of this document may be reproduced or used
in any form or by any means, graphic, electronic, or mechanical, including photocopying, recording,
taping, or information storage and retrieval systems without written permission from Synygy, Inc.

Table of contents
Your Conference Account .......................................................................2
Obtaining an Account ........................................................................2
Welcome Email ....................................................................................2
Initial Logon .........................................................................................2
Your Teleconference Account ...........................................................3
Obtaining a Teleconference Account .............................................................. 3
Welcome Email .................................................................................................. 3
Starting a Teleconference .................................................................................. 4
Associating a Teleconference Account with Adobe Connect ...................... 4

Creating, Starting, and Ending Meetings ............................................5


Creating a New Meeting ....................................................................5
Adding Participants ............................................................................5
Inviting Participants in the System ................................................................. 5
Inviting Participants Not in the System .......................................................... 7

Entering a Meeting Room ..................................................................8


Optimizing the Meeting Room .........................................................8
Ending Meetings .................................................................................9
Basic Tools ...............................................................................................11
Document Sharing ............................................................................11
Shared Document Controls ............................................................................ 12
PowerPoint (PPT) Custom Controls ............................................................. 12

Screen Sharing ...................................................................................13


Changing Shared Items on the Fly ................................................................ 14
Full Screen Sharing .......................................................................................... 14
Enabling Full Screen Toggle ........................................................................... 14
Forcing Full Screen .......................................................................................... 15
Forcing and Toggling Full Screen (recommended) ..................................... 15

Intermediate Tools .................................................................................17


Recording Meetings ..........................................................................17
Using Pods .........................................................................................18
Using Layouts ....................................................................................19
Sharing View .................................................................................................... 19
Discussion View ............................................................................................... 20
Collaboration View .......................................................................................... 20
Custom Views .................................................................................................. 20
Changing Layouts on the Fly ......................................................................... 20

Advanced Tools ......................................................................................22


Presentation Mode ............................................................................22
Flash Paper .........................................................................................23

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

Table of contents

Your Conference Account


Obtaining an Account
In order to use Adobe Acrobat Connect Pro (Adobe Connect), you
need to have an account created by the Systems Department. If you
do not have an account, please enter a SIRS to request an account,
or if there is an emergency, please contact someone from the
Infrastructure Group.
Welcome Email
Within minutes of your account creation, you will receive an email
with the subject Adobe Acrobat Connect Pro - Your Account
Information. This email contains the login information you need
in order to access Adobe Connect.
Initial Logon
To get started, access the link in the email containing your account
information and login to the system with your login ID and
password.

Once logged in, the system should prompt you to change your
password. Enter a new password that conforms to the stated
requirements and click the Submit New Password button.

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

You are now logged in and are ready to get started.


Your Teleconference Account
Obtaining a Teleconference Account
Audio conferences are performed via ReadyConference Plus
(ReadyConference). If you do not have a ReadyConference account,
please enter a SIRS to request one, or if there is an emergency,
please contact someone from the Infrastructure Group.
Welcome Email
Once you have a ReadyConference account you will receive an
email with the subject Your ReadyConference Plus information
has arrived. This email contains the information necessary to
access your teleconference room and to log into your
ReadyConference account along with a wallet sized reference card
with your personal conference info.

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

Starting a Teleconference
To start a teleconference, simply dial the toll-free number for your
account and enter the 7-digit Host Passcode. This will begin your
teleconference with you as moderator. Attendees should dial-in
with the same toll-free number and the 6-digit Participant
Passcode. Conference participants have full speaking privileges.
Note Your teleconference account works independently from
Adobe Connect and can be used with or without an Adobe Connect
meeting room.
Associating a Teleconference Account with Adobe Connect
Since your teleconference and Adobe Connect meeting room
function independently, it is necessary to set up Adobe Connect to
integrate with your audio. To do so, log into your Adobe Connect
account at http://connect.synygy.com and select Meetings > My
Meetings.

This will bring up a list of meeting rooms created in your account.


Click the name of the meeting room you wish to edit, select Edit
Information, and set the Audio Conference Settings to Include this
audio conference with this meeting: Premiere NA.

You will now be able to integrate your teleconference with your


Adobe Connect meeting room (see Audio Integration in the
Intermediate Tools section of the guide).

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

Creating, Starting, and Ending


Meetings
Creating a New Meeting
To login to Adobe Connect, browse to http://connect.synygy.com
using a web browser and login with your account information. To
create a new meeting, from the Home tab click the Create New
Meeting Button.

On the next screen you will be required to provide information


about the meeting, including the meeting name, custom URL (if left
blank the room will be given a random URL), date, time (not
required), access, and other items. Once you have entered all of the
required and supplemental information, click the Next button.
Note: Since meeting rooms don't expire once created, it isn't
necessary to define a start time or duration for meetings. The room
will remain available to access via its URL.
Adding Participants
After creating a new meeting and entering the required
information, you will need to enter the name(s) of the meeting
participant(s).
Inviting Participants in the System
If the participants are already in the Synygy system, you will be
able to add them from the Available Users and Groups list. To do
this, select an attendee name from the left column of the list and
click the Add button to add them to the Current Participants in the
right column.

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

When you have completed adding all of the participants, click the
Next button.
Finally, you will have the opportunity to send invitations for the
meeting to the participant(s). To do this, select the Send Invitations
radio button and edit any other options, as applicable.

When you are ready to send the invitation (or if you choose to not
send invitations), click the Finish button to complete creating your
meeting.
Adobe Connect User Guide
Copyright 2009 Synygy, Inc. All rights reserved.

Inviting Participants Not in the System


If the participants you want to add are not already in the system,
you need to manually invite them. To do this, on the meeting
information screen (when you name the meeting), you need to
specify the Anyone who has the URL for the meeting can enter the room
option in the Access section.

At the next screen, click Next and do not add anyone from the
Available Users and Groups section. When you get to the final
page, click the Send E-mail Invitations button to open an Outlook
email message containing all the pertinent information for the
meeting that you can send to participants. After sending the email,
you can click the Finish button to complete the setup of the meeting.
Alternatively, you can create a meeting room without sending any
system invitations, and then provide the meeting room URL to
your desired attendees. Navigating to that URL will take
participants to the meeting as long as the room is open.

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

Entering a Meeting Room


To enter a meeting room, click the Open button in the My
Meetings section from the Home tab.

Optimizing the Meeting Room


When setting up your meeting room for the first time, ensure the
following optimization items are selected (these settings will be
retained the meeting room). Note: this will only have to be done
once for each new meeting room.
Under Meeting > Room Performance & Appearance
Optimize Room Bandwidth > DSL/Cable

Optimize Screen Sharing > Fast Images

Room Screen Resolution > 1024x768


Note: It may be necessary to resize the pods in your meeting

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

room to take advantage of all the usable space when setting a


meeting room larger than 800x600

Ending Meetings
IMPORTANT - Your meeting room will retain exactly the same
content that is there when you leave it. The next time you enter the
room, or if the meeting has not ended and someone navigates back
to the URL, they will be able to see any items visible to meeting
attendees.
As a result, it is a best practice to end your meeting when complete.
To do so, select the End Meeting option in the Meeting menu on the
top navigation bar.

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

This action will close your meeting room URL to anyone who may
return to it in the future until it is reopened. Once ended, a dialog
box will open which allows the creation of a custom message that
will display to anyone who navigates back to the meeting URL
while it is still closed, as well as defining a URL to which any
participants still in the meeting room will be directed when it is
closed.

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

10

Basic Tools
Document Sharing
The basic tool for presenting data to attendees is called Share
Pod. Share pod can be used to share documents (PPT, JPG, SWF,
FLV), the desktop or specific applications.
Note: if a document, desktop or application is not selected to share,
meeting attendees will only see the room background in a share
pod, so by default this will display as a gray box.
To upload a document to share, select the Documents dropdown
from the What do you want to share? menu in your share pod.

When choosing to share a document, the following options are


available:
Select from My Computer this option allows files to be loaded
from the local machine;

Select from Content Library this option allows files to be loaded


that have previously been uploaded to an Acrobat Connect
content library. Only the compatible file types can be uploaded
into a share pod (PPT, JPG, SWF, and FLV). Be sure that the file
you need is compatible before starting your meeting. Note: To
share other types of files, see the Flash Paper section.

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

11

Shared Document Controls


Shared documents can be made interactive with two different
controls:

Pointer tool
when selected, this tool places a single bright
green arrow at any location the presenter clicks within the Share
pod and can be used to bring attention to specific elements of
the shared doc;

Whiteboard Overlay
this tool adds a layer above the
shared content that can be drawn on using the Acrobat Connect
whiteboard tools.

PowerPoint (PPT) Custom Controls


Shared PPT presentations have several additional controls that are
available only for PPT documents which can be found in the PPT
navigation bar at the bottom of a share pod displaying a PPT.

The Arrow Buttons


are simple navigation selections to
advance to the next or previous slides. While in a share pod or full
screen view, the left and right arrow keys, as well as the page up
and page down keys will perform the same function.
The Show/Hide Sidebar Button
allows the presenter to toggle
between (a) simply viewing the PPT slides or (b) also displaying a
sidebar containing the PPT Outline, Slide Notes and a search
function that can be used to find specific content in a PPT. Note: the
sidebar is visible to the Host and Presenter only and is not visible to
meeting attendees.
The Sync button
(selected by default) forces attendees to
view the same slide the presenter is viewing. If toggled off,
attendees are free to navigate forward and back in the PPT
presentation regardless of which slide the presenter is viewing.

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

12

Screen Sharing
To share your desktop or selected applications, choose My
Computer Screen and the Start Screen Sharing menu will display.
The following options are available for screen sharing:

Desktop Sharing (recommended) To share your entire desktop,


select Desktop and click share. In Desktop Share mode,
whatever you see on your monitor will be broadcast to
attendees within your share pod. This will include email popup
notifications, Sametime messages, or any other applications that
are running in the background. To prevent the possibility of
sending unintentional and/or confidential information to
meeting attendees it is recommended that all applications not
necessary for your meeting be closed. Desktop sharing requires
the least system overhead and is therefore the fastest screen
share technique.
Windows Sharing Windows sharing is the most restrictive of
the screen sharing options. When sharing windows, you can
select only a specific window in which an application is running
that can be shared. Other windows, even running the same app,
will display as blue hashes to attendees. If sharing an IE
window, multiple tabs opened in the same IE window will all

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

13

be available for sharing. Other IE windows, however, will not


be shared.
Application Sharing Application sharing works like desktop
sharing but allows you to select only specific applications to
share. Applications that are not selected to share will display to
meeting attendees as blue hash marks and will not be legible to
them.
Changing Shared Items on the Fly
Once a share pod is defined, the selected share items can be
modified quickly and easily, even mid-presentation, from the host
or presenters share pod. Simply use the Share drop down menu
from the bottom of the share pod. This will list the share select
options plus shortcuts to any documents previously displayed in
that share pod.

Full Screen Sharing


By default, attendees will see the shared content selected by the
meeting host only within their share pod. The share pod will resize
an entire document or desktop/application so that it fits
completely within the share pod frame without scrolling. As a
result, the displayed file can be reduced in size to the point where it
is hard to read.
By default, attendees cannot adjust the size of their share pod. To
enlarge the share pod it is necessary to either enable attendees to
switch to full screen mode, or to force them into full screen.

Enabling Full Screen Toggle


Full screen toggling allows attendees to select if they wish to view
the share pod in full screen, or within the share pod in the Acrobat
Connect meeting room.
Adobe Connect User Guide
Copyright 2009 Synygy, Inc. All rights reserved.

14

To enable full screen toggling, select the Full Screen dropdown at


the bottom of the share pod in the Host/Presenter meeting room,
then select the Enable Full Screen toggle for participants.

Once enabled, a Full Screen button will display in the lower left
corner of the attendees share pod which allow them to switch back
and forth between full screen and meeting room views.

Forcing Full Screen


Alternatively, you can force your attendees to view the contents of
the share pod the way that you desire by checking the Presenters
changes affect everybody option from the full screen options
dropdown and making sure Enable Full Screen toggle for participants
is unchecked. While selected, meeting attendees share pods will
display in the same format as the presenters pod. If, for instance,
the presenter goes to full screen the attendees will be forced to also
view the share pod in full screen. If the presenter drops back to the
meeting room, the attendees will drop back to the meeting room as
well.
Forcing and Toggling Full Screen (recommended)
Selecting both Presenters changes affect everybody and Enable Full
Screen toggle for participants combines the best of both options. With
these settings, whenever the presenter switches between full screen
and meeting room views, attendees are forced into the same view if
they are not currently viewing the meeting in that manner;
however, the full screen toggle button still displays for each

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

15

attendee, so each is free to toggle back and forth between views as


desired.

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

16

Intermediate Tools
Recording Meetings
Both video and audio portions of Acrobat Connect meetings can be
recorded from within the meeting room itself.
Note: in order to record audio and video together, your
teleconference account and Adobe Connect meeting room must be
bridged as noted in the "Associating a Teleconference Account with
Adobe Connect" section of this document.
Recording meetings in Adobe Connect is a two step process.
First, if you would like to record the audio and video together in
your meeting room, you will need to start the Audio Conference in
the Attendee List pod. To do so, Open the Audio Conference
Options menu by clicking the gold telephone icon in the bottom of
the Attendee List Pod, then select Start Audio Conference.

Once the Audio Conference has begun, a dialog box entitled Join
Teleconference will display for all meeting attendees (including the
Host and any Presenters) and for attendees that join the room in the
future. This feature enables the meeting room to call attendees
directly rather than each one having to dial in to the teleconference
manually.
IMPORTANT: This feature only works for direct dial lines and is
not compatible with phone extensions. Any attendees with an
extension will have to dial in to the teleconference directly.
Adobe Connect User Guide
Copyright 2009 Synygy, Inc. All rights reserved.

17

Note: Once the Audio Conference is started it will remain started in


the meeting room, even if the meeting is ended. It can be toggled
off by selected End Audio Conference from the Audio Conference
Options menu.
IMPORTANT: Once the audio conference has been started, ending
it will disconnect all callers from your teleconference. DO NOT
STOP THE AUDIO CONFERENCE UNTIL THE MEETING IS
COMPLETE.
Once the audio conference has been started, simply select Record
Meeting from the Meeting menu in the top navigation bar to
begin your recording.

To end the recording, simply deselect Record Meeting.


Using Pods
Acrobat Connect is built around a system of Pods that are used to
share information with meeting attendees and other presenters.
Each pod has a different function and will share different data with
attendees. By default, each pod can be moved and resized by the
host during meetings. Pods can be added or removed by selecting
Pods from the navigation menu bar, then selecting or deselecting
the desired pod.

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

18

Pods can be added or removed at any time, therefore to share a file


with attendees after a meeting has started, open the Pods window
and select the File Share pod. That pod will then open in the
meeting where it can be used normally, then toggled off again from
the Pods menu when no longer needed.
Using Layouts
Adobe Connect has three pre-defined meeting room layouts:
Sharing, Discussion, and Collaboration. These layouts are available
to all hosts via a simple toggle navigation structure which displays
off the bottom of the meeting room pods and is visible only to the
host. Each layout is tailored to a different type of meeting room
interaction method.

Note: each layout is completely customizable and can be modified


as desired from the default settings discussed below.
Sharing View
The sharing view is the default view and centers around the share
pod functionality. This layout is dominated by the Share Pod and is

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

19

the easiest way to present visual content to attendees, but is the


least interactive.
Use Case: Demos, presentations, meetings with visual
content
Discussion View
The discussion view focuses on chat and note pods and does not,
by default, include a share pod for sharing graphical content. This
pod is useful for sessions without the need for sharing documents
or applications as well as non-audio meetings (using chat for
communication).
Use Case: Non-teleconferenced meetings
Collaboration View
This view focuses on a Whiteboard pod and a File Share pod. This
layout is designed around collaborative sessions that require an
informal, flexible communication tool (whiteboard pod), and also
the ability to quickly and easily share files among participants (file
share pod).
Use Case: Internal meetings, planning sessions
Custom Views
Hosts are not limited to the three predefined layouts (Sharing,
Discussion, and Collaboration). Additional layouts may be created
and saved using any combination of pods and will remain available
for use in that meeting room. New layouts may be created by
clicking the + icon at the right of the layout select bar.

Changing Layouts on the Fly


A layout can be switched at any time during a meeting by clicking
on a different layout button; so if it is desired to start a meeting
using the share layout for a presentation but to end it with a
collaborative session, the meeting can commence in the Sharing
layout and then switch to Collaboration at any time by selecting the
new view.

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

20

Note: modifications to any of the layouts remain after leaving that


layout view, so any layout can be prepped in advance with
information that can be accessed via a layout switch. This can
include multiple Sharing layouts if the new layout is created in
advance.

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

21

Advanced Tools
Presentation Mode
To access the Presentation mode tool, open the Present menu
from the top navigation bar and select Show Presenter Only Area.

Once selected, the Hosts meeting will resize itself and additional
pods will be displayed around the shared frame.

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

22

The new pods (and any pods moved outside of the center frame)
are visible only to the Host and any Presenters also in Presentation
Mode. The area visible to attendees is defined in the Hosts meeting
room by the area bounded by the dark gray background in the
meeting room pane. Anything outside of this area is not visible to
attendees.
This view is particularly useful for large presentation involving
multiple presenters that are in different locations as it provides the
ability for presenters to chat off-stage and not visible to attendees
while a meeting is in progress.
Flash Paper
To share documents that arent normally compatible with the Share
Pods document sharing option, it is possible to convert any
document that can be printed into Flash using the downloadable
Flash Paper application, which is available from within your
Connect Pro Central account.
To access the app, login normally at http://connect.synygy.com,
select the Resources tab and open the getting started options and
then select option three (3) Install Adobe FlashPaper. If you need
assistance with the installation process, please enter a SIRS.

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

23

Once installed, Macromedia FlashPaper will show up in the Select


Printer option box anytime you print a document. To convert the
document to Flash, simply select Macromedia FlashPaper as your
printer and click the Print button. Rather than printing to paper, the
document will be converted to an SWF flash file that can be
imported into your share pod.

Adobe Connect User Guide


Copyright 2009 Synygy, Inc. All rights reserved.

24