Participate in Adobe Connect Meetings Adobe Connect is an enterprise web conferencing solution for online meetings, eLearning and webinars used by leading corporations and government agencies. This Visual Quick Start Guide provides you with the basics participating in an Adobe Connect meeting, virtual classroom, or webinar. Attend an Adobe Connect meeting 1. It is recommended that you test your computer prior to attending a meeting. You can do this by going to http://admin.adobeconnect.com/common/help/en/support/meeting_test.htm 2. The Connection Test checks your computer to make sure all system requirements are met. If you pass the first three steps of the test, then you are ready to participate in a meeting. Troubleshooting Issue Solution I cannot get into the meeting. If you are having trouble joining a meeting try the following: 1. Enter the meeting as a Guest user by entering in your First and Last 2. Click the Help link on the Meeting Login page. This takes you to the Test Meeting Connection page where you can verify that your computer meets all necessary requirements. If you do not pass the test you will be given instructions for what you need to do. 3. Make sure popup blocking software is not blocking your meeting window. 4. You may be using a proxy server. To resolve this in Internet Explorer, select Tools > Internet Options > Advanced tab. Then enable the setting Use HTTP 1.1 through proxy connections. After doing this, clear your cookies, close all browser windows and attempt to re-enter the meeting. I cannot hear any audio 1. Verify that your computer speakers are on and your computer’s volume is at an audible level. 2. Check to see if the meeting host has provided teleconference information. If this is the case, you need to dial in via telephone to hear meeting audio. I have been granted rights to speak, but no one can hear me If you are having trouble sharing your voice, try the following tasks: 1. Make sure your computer microphone is not muted. 2. Run through the Audio Setup Wizard. To do this, Select Meeting > Audio Setup Wizard. The wizard guides you through five steps in which your computer is tuned for optimal VoIP. 3. You may have elected to deny the Flash Player access to your computer’s microphone. To verify this, right click in the meeting window and choose Settings to view your Flash Player settings. In the dialog box, choose Allow. The host is sharing their screen, but it is fuzzy. If you are having trouble seeing a hosts screen, try the following: 1. Click the Full Screen button on the top of the Share pod. 2. View the full resolution by using the pod options menu in the top right hand corner of the pod to select Change View > Zoom In Change your status Within a meeting, you can also change your status to provide feedback to the presenter and other attendees. To change your status, click the arrow on the Status Options dropdown list on the Application Bar and select your desired status option. If you select an option above the line such as Agree or Step Away, you status remains until you choose Clear Status. If you choose an option below the line such as Speed Up or Applause, your status automatically clears itself after a number of seconds. When you set your status, an icon appears next to your name in the Attendees pod. Chat To send a message to everyone, simply type your message in the chat pod and hit enter or click the send icon. If the meeting host has enabled private chat, you can send messages to a specific attendee or group within the meeting. To do this, use the Attendees pod to hover over the name of the attendee you’d like to chat with, and select Start Private Chat. Alternatively, you can use the Pod Options menu in the top right hand corner of the pod to select an individual or group by clicking Start Chat With. Private chat messages show up in additional tabs to make it easy to distinguish between private and public chat. If the host is using a Q&A pod instead of a Chat pod, then all messages are moderated and private chat is not available. Audio conferencing options Adobe Connect supports the following solutions for adding audio to meetings and training sessions. Contact your administrator to find out which audio conferencing options are available for your account. Built-in VoIP Adobe Connect broadcasts audio in meetings or training sessions using VoIP and the microphones on attendees’ computer systems. See Audio in meetings. Universal voice audio providers Universal voice audio providers enable Adobe Connect to broadcast all telephone-based audio into an Adobe Connect meeting room over VoIP. Both account administrators and hosts can configure audio conferencing providers for universal voice. See Using universal voice. Integrated telephony adaptors without universal voice These adaptors, which are extensions to Adobe Connect written in Java, provide communication between Adobe Connect and specific audio conferencing providers. Integrated adaptors have advanced call capabilities, allowing hosts to control the audio conference from the meeting. Adobe provides several integrated telephony adaptors for hosted installations. For example, MeetingOne, Arkadin, PGi, and InterCall are integrated telephony adaptors. Integrated adaptors in licensed installations can also be configured for universal voice. See Using integrated adaptors. The following table compares the universal voice and integrated telephony solutions. Universal Voice Audio Provider Integrated Telephony Adaptor Broadcast audio in Adobe Connect over VoIP Yes Yes, if enabled for universal voice Enhanced call control. For example, mute, hold, and so on. No Yes Record audio with Adobe Connect Meeting Yes Yes Requires Flash Media Gateway (bundled with the Adobe Connect installer) No Yes Using integrated adaptors Include attendees in an audio conference call Hosts have several options for dialing out to include participants in an audio conference call. You can dial out to a registered participant by using the telephone number stored in their profile or by entering a new telephone number. To include an unregistered participant in the audio conference call only, you can enter a new name and number to dial. About audio conference status After attendees connect to an audio conference, status icons appear next to their names. Note: Status icons do not appear for user-configured audio providers. Attendee status Icon On the phone Talking Dialing in progress On hold Muted Note: Some audio conference providers do not support the On Hold feature. Create and use audio profiles An audio profile is a collection of audio conference settings that map to an audio provider. You use audio profiles whenever you use an audio provider with Adobe Connect Meeting. Audio providers are companies that offer audio conferencing services that work with Adobe Connect. For more information about audio providers, see Audio conferencing options. Create an audio profile All audio profiles include the audio provider and profile name. The remaining information includes numbers and access codes that hosts provide for meetings. The text boxes that appear for entering this information depend on the provider. For integrated providers, the requested information comes from their configuration code. For universal voice providers, the requested information comes from host-defined steps in the dialing sequence. See Define a dialing sequence. Note: You can ensure that the audio conference settings and other profile information successfully start an audio conference. Run the test on the Enter Provider Information page (Administration > Audio Providers or My Profile > My Audio Providers, select a provider, and click Edit). See Test a dialing sequence. Meeting hosts, limited administrators, and administrators can create audio profiles. 1. In Adobe Connect Central, click My Profile > My Audio Profiles. 2. Click New Profile. 3. Select an audio provider and name the profile. Provider Audio providers configured for universal voice by an account administrator or host. Selecting a provider binds the audio profile to the information configured for the provider. Profile Name A unique name that represents something meaningful to you, such as the purpose of the audio profile. If the account administrator or host included a URL for the provider, it appears in the Profile Information window. This URL can link to an information page with details on how to create the audio profile. 4. Fill in the remaining information and click Save. Saving the profile automatically enables it for use. You can change the sequence of the local conference numbers in the Profile Information. View full size graphic New Audio Profile window with provider-specific fields To enable or disable an existing audio profile, select it in My Audio Profiles, click Edit, change the Profile Status menu, and click Save. 5. For Arkadin audio provider, enter the SIP access number, if provided by Arkadin. If the SIP access number is not provided, duplicate the value in the Toll free access number, from the SIP access number field. Edit or delete an audio profile You can change the profile name, and enable or disable an existing audio profile. You cannot change the audio provider. You specify a provider only when you create a profile. 1. 2. 3. 4. In Adobe Connect, click My Profile > My Audio Profiles. Select a profile and click Edit. Change the profile name or status and click Save. To delete an audio profile, select it and click Delete. Associate an audio profile with a meeting When you associate an audio profile with a meeting, you include the audio conferencing settings defined for the audio provider. 1. Do one of the following: o Create a meeting and enter the required information (click Meetings > New Meeting). o Open an existing meeting and click the Edit Information tab. 2. In the Audio Conference Settings section, select Include This Audio Conference With This Meeting. Select the profile from the menu and click Save. All the profiles you created appear in the menu. Note: If you change the audio profile once you start the meeting, the new conference settings take place only after you end and restart the meeting. Wait for a few minutes to see the changes. The changes are immediate when you change the audio profile from the Audio Conference Preferences dialog from within a meeting. View full size graphic Selecting an audio profile for a meeting Using universal voice The universal voice solution enables you to conduct a live audio conference with meeting participants over VoIP. Participants hear any telephone-based audio through their computer speakers and can broadcast their voices either via telephone or computer microphone. Hosts can record the audio conference with Adobe Connect Meeting. Configure a universal voice audio provider (administrators/hosts) Administrators configure audio providers for all users of an account. Users can configure audio providers for their personal use in audio conferences. 1. Add or edit an audio provider. You can configure virtually any audio provider to use universal voice functionality, as long as an account exists with the provider. The first step is to set up identification details, including the name of the provider and telephone numbers for dialing into the meeting. See Create or edit audio providers. 2. Add a dialing sequence. For hosted accounts, the Adobe Connect server uses the dialing sequence to join the audio conference, when the host joins the meeting. In this step, you set up the conference number, DTMF tones, and pauses for dialing into an audio conference. See Define a dialing sequence. 3. Test the dialing sequence. To verify that the dialing sequence works as expected, you can execute the steps, including the user-defined steps, and then adjust the dialing sequence accordingly. See Test a dialing sequence. Create and use an audio profile (administrators/hosts) 1. Create an audio profile. For any audio provider in your account, you can create one or more audio profiles for setting up audio conferences. See Create and use audio profiles. 2. Create a meeting and select an audio profile. You create a meeting using the Meeting wizard, but instead of entering audio conference settings manually, you select one of your audio profiles. These audio profiles contain the conference settings for the audio provider. See Associate an audio profile with a meeting. Start an audio conference (hosts) 1. Enter the meeting room. Hosts start the meeting, and participants receive an invitation by email or instant message to join the meeting. See Join a meeting. 2. Start the audio conference. From the meeting room, hosts start the audio conference so that Adobe Connect can join the conference. See Start meeting audio. Meeting hosts can configure an audio profile to automatically start with the meeting. Hosts do not have to manually start the audio profile. For more information, see Change Audio Conference Settings from within a meeting. 3. (Optional) Record the audio conference. Hosts can record telephone-based audio along with the web conference. The audio is played back with the audio conference. See Record a meeting. View full size graphic A. Pause audio option in Audio pop up menu B. Notifier indicating paused audio Best practices for starting a universal voice conference If a host starts an audio conference, as a moderator and then leaves the meeting room, the conference ends for all participants. However, if a host starts the audio conference as a participant and then leaves the meeting room, the audio conference continues for the remaining participants. Depending on your audio provider, you may need a moderator code or a leader pin number to start an audio conference. To avoid ending the audio conference if you leave the meeting room, do the following: 1. Create an audio profile that uses a participant code to start the audio conference. See Create and use audio profiles. For user-configured providers, make sure that the dialing sequence includes a participant text box. This text box appears when you create an audio profile based on that provider. 2. Enter the Adobe Connect Meeting room, and start the audio conference. 3. Use a telephone to dial into the meeting. Enable audio in meetings Start meeting audio Audio for a meeting is not enabled by default. Meeting hosts can configure an audio conference to auto-start when the meeting is first launched. Depending on the configuration, the audio conference starts with or without prompting the user. If these settings are changed during a meeting, the changes are effective from the next launch of the meeting. To start an audio conference and set its preferences, do the following: 1. Navigate to the Meeting Information page for a specific meeting. 2. Click Enter Meeting Room. 3. From the Audio menu, choose one of the following: Microphone Rights for Participants This option appears if there is no audio profile attached to the meeting. Choose this option to enable audio conference using VoIP. Start Meeting Audio This option appears if an audio profile is attached to the meeting. 4. Specify how you want the attendees to join the meeting’s audio conference. You can specify one or more of the following. The availability of the options depends on the meeting’s audio and system configuration. To access the various audio conference preferences, click Audio > Audio Conference Settings. For more information, see Change Audio Conference Settings from within a meeting. Note: If Universal Voice is configured, you can select both options. Participants can join the audio conference either using their computer’s microphones, or join the meeting using their phone. Start broadcasting to enable participants to hear any telephone-based audio through the computer speakers and broadcast their voices to telephone users using the microphone. When you stop broadcasting, VoIP users are audible to phone users, but phone users are not audible to the meeting users. 5. Click Start. Once meeting audio has been started, attendees join the audio conference. Join audio conference After a host starts an audio conference, depending on the settings for audio conference, a notification window may appear to all attendees. The following options are possible: Dial in and dial out information is presented to attendees. The audio conference preset by the host starts. Additionally, hosts see the dialog to start audio conference and to configure the Audio Conference settings in the Preferences. After choosing the appropriate option if necessary, attendees can then broadcast their voices via their telephones or computer microphones. Join audio conference from in-meeting Audio menu You can join an audio conference from the pop-up menu items, using the following steps: 1. To connect to conference audio, click the telephone button in the main menu bar. 2. In the Join Audio Conference dialog box, select one of the following: Dial-out Receive a call from the meeting on the telephone number you enter. Dial-In Dial in using the number and instructions provided in the text box. If a dial-in token is provided, hosts can mute specific attendees. Without a dial-in token, hosts must first merge attendees with the related phone number in the Attendees pod. (See Merge two listings for the same caller in a conference call.) If audio is broadcasted in a meeting, meeting users are given an option to Listen Only, in the pop-up dialog box. When you click Listen Only, you are passively placed in the audio conference. For more information, see Change Audio Conference Settings from within a meeting. Using Microphone (Computer/Device) To connect using your computer microphone and speakers. (See Broadcast your voice using VoIP.) Join the audio conference started by default Hosts can configure an audio conference to automatically start when attendees join a meeting. Manage audio within meetings Enable microphone for participants using computers By default, only hosts and presenters can use their microphones for audio. However, hosts can enable participants to broadcast by doing any of the following: To enable audio for all participants, choose Audio > Microphone Rights For Participants. icon displays for all participants in the Attendees pod. To enable audio for specific participants, select one or more in the Attendees pod. Then choose any of the following from the pop-up menu: Enable Audio, Make Host, or Make Presenter. icon displays next to the participant in the Attendees pod. Using the same pop-up menu, hosts can later disable audio for specific attendees, reducing background noise. Allow only one speaker to use the microphone at a time Hosts can avoid overlapping conversations by doing the following: Choose Audio > Enable Single Speaker Mode. An asterisk appears next to the microphone button in the main menu bar. When one speaker clicks the button, it’s disabled for other users until the current speaker clicks the button again. This option is available only when using VoIP for audio and the option is not available when using a combination of VoIP and telephony for audio. Enable Lecture Mode (MeetingOne only) In MeetingOne audio conferences, you can enable Lecture mode. In the Lecture Mode, only the MeetingOne host and Adobe Connect hosts and presenters can speak. All other attendees in the meeting are unable to transmit audio as they are muted or their microphone rights are suspended. Choose Audio > Enable Lecture Mode. Broadcast your voice using VoIP 1. In the main menu bar, click the microphone button . As you speak, sound waves appear in the button icon, indicating audio level. 2. (Optional) To the right of the microphone button, click the menu button , and choose Adjust Mic Volume if you are too loud or quiet. Or choose Mute My Mic to temporarily stop broadcasting (for a cough or other interruption). You can select which microphone to use for audio, if you have more than one microphone connected. Click Audio, click Select Microphone, and choose from the displayed list of microphones. When an attendee is speaking, the microphone icon is displayed next to their name in the Attendees pod. If configured from the Attendees pod menu , the names of active speakers are displayed in the pod. Adjust or mute audio volume Each attendee can customize audio volume on their system. In the main menu bar, select any of the following from the speaker menu : Mute My Speakers Entirely disables or enables audio. (Click the speaker icon to quickly toggle this option.) Mute Conference Audio Only Retains any audio playing in the Share and Video Telephony pods. Adjust Speaker Volume Displays a slider attendees drag to customize volume. Call out to a new telephone user 1. Choose Audio > Call a New User. 2. Enter the participant’s name and telephone number. 3. Select Call to dial the participant’s phone number immediately. The attendee is called on the phone and the Call in Progress icon the right of the attendee’s name. is displayed to Call out to a participant logged in to Adobe Connect 1. In the Attendees pod, select the name of the participant to add to the audio conference. 2. From the pod menu , click Attendee Options > Call Selected User. The Call Telephone User dialog box appears. You can either enter a new phone number or select a number from the list of numbers associated with the participant. 3. Click Call. Merge two listings for the same caller in a conference call If attendees dial into an audio conference without a token, they appear twice in the Attendees list. The attendees appear once with their name and for the second time with their phone number. Hosts can merge the listings into one. 1. In the Attendees pod, do one of the following: o Drag a number and drop it on the name of the participant. o Select a participant name and the number and choose Merge from the menu. o Select a participant name and the number and from the pod menu , select Merge Users. 2. Click the confirmation button. To hide this button in the future, check Don’t Ask Again. Note: For audio conference features to function in your meeting or training session, enable the conference adapter. Stop or pause audio broadcast You can either stop or pause audio broadcast in an Adobe Connect session. Stopping audio broadcast, not only stops the audio integration but also breaks the UV line. Adobe Connect 9.2 onwards, Pause Audio Broadcast option is available. It pauses the audio broadcast without breaking the UV line. When audio broadcast is stopped, participants joining via telephone can continue to talk, while other participants cannot hear them. However, when audio broadcast is paused, participants connected via telephone line can hear the participants connected via VoIP but the participants using VoIP cannot hear those using a telephone line. View full size graphic A. Pause audio option in Audio pop up menu B. Notifier indicating paused audio These options support various scenarios where hosts want to handle audio broadcast during meetings in a specific way. For example, during longer meeting breaks, hosts may want to stop broadcasting audio or participants on telephone bridge can have a discussion without other participants hearing it. 1. Choose Audio > Stop Audio Broadcast or Audio > Pause Audio Broadcast. 2. To resume the audio broadcast, choose Audio > Start Audio Broadcast. Note: Hosts can stop a broadcast for all attendees, but not for a specific participant. Stop an audio conference or change audio mode Do one of the following. Choose Audio > Stop Meeting Audio. Choose Audio > Change Meeting Audio Mode. See Best practices for starting a universal voice conference to avoid ending a conference when hosts leave. Adjust audio quality Quickly optimize settings with the Audio Setup wizard 1. Select Meeting > Audio Setup wizard. 2. Follow the onscreen instructions to optimize audio quality. If a dialog box appears requesting access to your camera and microphone, click Allow. Set advanced audio options 1. Choose Meeting > Preferences and click Microphone in the left pane. 2. Select Use Enhanced Audio to automatically cancel echoes, control microphone volume, and suppress noise. Deselect this option if you experience any issues with the audio quality. 3. Select Automatic Gain Control to enable your microphone volume to adjust automatically in response to changes in voice level. Deselect this option if audio volume fluctuates unpredictably. 4. For Acoustic Echo Cancellation Mode, select one of the following: Note: Install the Adobe Connect add-in to use these options. Full Duplex Enables multiple users to speak at one time. If echo feedback results, select another option (this option is preferred for most systems). Half Duplex Enables only one user to speak at a time. Use this option if microphones on your system are unusually sensitive (transmitting unwanted background sound) or if you have poor echo cancelation. Headphones Optimizes audio settings for use with headphones. This option uses Full-Duplex mode, in which multiple users can speak at one time. 5. For Audio Quality, choose the setting that does not degrade sound: Fast Provides the fastest performance but the lowest audio quality. (Use this option for systems with slower CPUs.) Best Provides the slowest performance but the best audio quality. (Use this option for systems with faster CPUs.) Custom Enables you to select options for audio quality settings. Use this option if the standard settings do not provide adequate results. Choose from the following options: o For Echo Path, select 128 (the default setting) or 256. The higher setting provides greater suppression of audio feedback. This setting uses more CPU resources and is recommended for systems that do not use headphones. o Select Noise Suppression (selected by default) to reduce the amount of noise that the microphone picks up. Deselect this option to make the microphone more sensitive. o Select Non Linear Processing (selected by default) to use non-linear processing for audio data. Deselect the option to use standard processing (and fewer CPU resources). 6. Select Use Speex Codec in this meeting room, to take advantage of this VOIPoptimized technology. Attendees can use this option from within the browser. Options range from Fast for fastest performance and poorest quality, to Best for slowest performance and best quality. Change associated audio profile from within a meeting Hosts can change the associated audio profile from within a meeting room. 1. Click Audio > Stop Meeting Audio, if the meeting audio is already started. 2. Do one of the following: o Click Audio > Audio Conference Settings. o Click Meeting > Preferences > Audio Conference. 3. Change the Audio Profile Settings from the pop-up list. Note: You can also modify your audio profiles by clicking Manage Audio Profiles link. 4. You can also modify other Audio Conference Settings Note: The changes to audio conference take effect only after the meeting is relaunched. Change Audio Conference Settings from within a meeting Hosts can change the various audio settings used in a meeting room, from within the room. 1. Click Audio > Stop Meeting Audio, if the meeting audio is already started. 2. Click Meeting > Preferences > Audio Conference. 3. You can set the default settings for audio conference: o Select Using Microphone (Computer/Device) for your audio. o Select Allow participants to use Microphones to allow all the participants in the meeting to participate in the verbal discussion. o Select Using Phone to use a telephone to attend the audio conference. o If your audio profile permits using both, microphone and a telephone, simultaneously, the option Broadcast Telephony audio is displayed and is selected by default. If you use both options, Broadcast Telephony audio option remains selected. o Select Provide Dial-in details to participants, to display dial-in options to participants when the audio conference starts. o Select Provide Dial-out option to participants, to display the dial-out field, where participants can provide their telephone number to accept calls from the meeting. o Select the checkbox Start Audio Conference automatically with this meeting, to start audio conference when a meeting starts. o Select the checkbox Show Start Audio Conference dialog when meeting starts, to prompt to start the audio conference when the meeting starts.