Adobe Connect: Comprehensive Overview for SMU

Samuel Merritt University uses the Adobe Connect online meeting and collaboration platform to outreach to potential students, provide access to course lectures and discussion, online collaboration, provide personalized service to our community, and much more!

Student Guide             Faculty Guide


Student Guide to Using Adobe Connect

Accessiblity Features | FAQ's | Additional Help

Visual Quick Start Guide for Participants 
This guide will help anyone participant in an Adobe Connect meeting. It covers joining a meeting, using audio, chat, and webcam. Troubleshooting tips are also available as a quick reference.

How to Topics for Participants

Accessibility features 

Adobe Connect provides support for accessibility including support for real-time closed captioning, keyboard access, and other features. For more information about compliance with Section 508 accessibility go to Adobe Connect 9 Accessibility.

 

The captioning feature is not included in the Adobe Connect. However if you need closed captioning for your meeting you can download the captioning pod extension from the Adobe website.  For information on real-time captioning options, please consult the Office of Information Technology Services.

 

FAQs

  1. How do I share my webcam?
  1. The meeting host may ask you to use your webcam to share video. When this is the case, a button enabling you to share your webcam will appear on the video pod. To share your camera, make sure your web cam is plugged in and click the Share My Webcam button. Adobe Flash may prompt you for permission. After granting permission, a webcam video preview appears. If you’re happy with the preview, click Start Sharing to share your video with all participants. You can also click the webcam icon  in the Application Bar to access your webcam and preferences. 
  1. How do I speak using my microphone?
  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).
  3. When an attendee is broadcasting audio, the microphone icon  is displayed next to their name in the Attendees pod.
  1. How do I provide feedback to the host or change my status to Step Away?
  1. 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. [insert screen shot of drop down menu] If you select an option above the line such as Agree or Step Away, you status remains until you choose Clear Status. 
  2. 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.

 

Additional Help

 

 


Faculty Guide to Using Adobe Connect

Getting Started | Accessibility | Templates | Permissions | Chat | Q&A | Sharing | Polls | Breakout Rooms | Recording | Additional Help

Uses of Adobe Connect

  • Live audio interaction with students and/or a guest speaker
  • Narrated PowerPoint presentations (live or recorded) (more information coming soon)
  • Live polling 
  • Brainstorming
  • Application sharing (demonstrating processes on your computer that students can watch as they listen to your explanation)
  • Student presentations
  • Student breakout groups
  • much more

How to Topics for Hosts and Presenters

 

Getting Started

  1. Scheduling the meeting.  Your host administrator will assign to you a meeting URL, host login and password (your host login may be a colleague's email address).  Note: 100 is the maximum number of participants in a single session. 
  2. Distribute the session information to participants
    • You will need to provide the link to your online meeting room to your students and other guests.
    • Tell students they should go to the specified URL and login a few minutes prior to the session start time. They should sign in as Guest and type in first and last name so as to be recognizable by the host.
  3. Logging in and starting an Adobe Connect session/meeting

Visual Quick Start Guide for Hosts 
This one pager is an excellent reference for Adobe Connect hosts who want to ensure a smooth meeting experience.

 

Accessibility Features 

Adobe Connect provides support for accessibility including support for real-time closed captioning, keyboard access, and other features. For more information about compliance with Section 508 accessibility go to Adobe Connect 9 Accessibility.

 

The captioning feature is not included in the Adobe Connect. However if you need closed captioning for your meeting you can download the captioning pod extension from the Adobe website.  For information on real-time captioning options, please consult the Office of Information Technology Services.

 

Default Meeting template

There are three template layouts: Sharing, Discussion, and Collaboration. The Sharing layout is optimized for sharing content (Microsoft PowerPoint presentations, video, Adobe PDF, and so on). The Discussion layout is optimized for discussing issues interactively and taking notes. The Collaboration layout is optimized for annotating content and drawing freehand on content.

Default Meeting template layouts

A. Sharing

B. Discussion

C. Collaboration

Meeting roles and permissions

Your role determines your capabilities for sharing, broadcasting, and other activities in an Adobe Connect meeting. There are three roles for meeting room attendees: host, presenter, and participant. Icons in the Attendees pod lets you identify the role and if they are connecting from mobile devices.

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

Host 

Hosts can set up a meeting, invite guests, add content to the library, share content, and add or edit layouts in a meeting room. They can promote other participants to the role of meeting room host or presenter, or give enhanced permissions to a participant without promoting the participant. Hosts can start, stop, join, and leave audio conferences. They can also start and stop broadcasting audio into a meeting room. Hosts are able to create and manage small group breakout rooms within a meeting. They can also perform all the tasks that a presenter or participant can.

Presenter 

Presenters can share content already loaded into the meeting room from the library and share content from their computer, including Adobe® Presenter presentations (PPT or PPTX files), Flash® application files (SWF files), images (JPEG files), Adobe PDF files, MP3 files, and FLV files. They can share their screen with all attendees, chat, and broadcast live audio and video. Presenters can mute and unmute audio broadcasts on their computers.

Participant (Registered)

Registered participants can view the content that the presenter is sharing, hear and see the presenter’s audio and video broadcast, and use text chat. Participants can mute and unmute audio broadcasts on their computers.

Participant (Guest)

Guest participants can view the content that the presenter is sharing, hear and see the presenter’s audio and video broadcast, and use text chat. Participants can mute and unmute audio broadcasts on their computers.

Chat pod

Use the Chat pod to compose a chat message and address it to a specific participant, to all presenters at the meeting, or to all attendees.

 

  1. By default, everyone will see the message. To limit the recipients, click the menu icon  in the upper-right corner of the Chat pod. Choose Start Chat With, and then select Hosts, Presenters, or specific attendees.

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

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

  1. Click the text box in the Chat pod.
  2. Enter your message.
  3. Do one of the following:
    • Click Send Message  to the right of the text box.
    • Press Enter or Return.

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

Disable private chat between participants

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

  1. Choose Meeting > Preferences.
  2. Select Chat Pod from the list on the left.
  3. Deselect Enable Private Chat For Participants.

Q&A pod

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

 

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

  • During a large meeting, questions are added to a queue on the Q & A pod while the speaker presents. After completing the presentation, the speaker reviews the messages, applies a filter, and begins answering the questions.
  • A meeting moderator answers logistical questions but forwards technical inquiries to an engineer, who is presenting.
  • A meeting moderator returns certain replies to the sender only. Replies that are relevant to all attendees are sent to everyone in the meeting.

Presenter View of Q&A Pod

A. Filter the list of questions

B. Forward to another presenter

C. Reply to the sender only

D. Reply to everyone

Participant View of the Q&A pod

 

Hide attendee names for questions

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

  1. Choose Meeting > Preferences.
  2. In the list at left, select Q & A pod.
  3. Deselect Show Submitter Name or Show Presenter Name.

 

Share pod: sharing a computer screen, document, or whiteboard

Content you can share:

  • Selected items on your computer screen, including one or more open windows, one or more open applications, or the entire desktop. See Share your screen.
  • A document, such as a presentation, Adobe PDF file, FLV file, a JPEG, or other file format. See Share a document or PDF.
  • 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 Share a whiteboard.

Except for PDFs, all documents shared in the Share pod can be viewed but not downloaded by attendees. To enable attendees to download non-PDF documents, a host or presenter must instead use the File Share pod.

Installing the Connect Add-in

Presenters and hosts must install the Connect Add‑in the first time they attempt to upload content or share a screen. The Add‑in is a special version of Flash Player with additional features for hosts and presenters. The Add‑in provides support for uploading 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.

 

Polling attendees

Hosts and presenters can use the Poll pod to create questions, or polls, for participants and to view the results. Only hosts and presenters control poll management and how polls appear to meeting participants. Hosts can also cast votes.

Polls are useful during a meeting if you want instant feedback on what is being presented. Polls can also be used at the end of a meeting to find out if participants felt the meeting, content, and presenters were high quality.

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

Create a poll

  1. If the Poll pod is not displayed, click the Pods menu and select Poll > Add New Poll.
  2. In the upper left of the pod, choose Multiple Choice or Multiple Answers.
  3. Enter a question into the Poll pod. Then enter one or more answers, and click Open.

Close the answer period for a poll

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

Click continue a poll, click Reopen.

Edit a poll

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

  1. Click Prepare in the upper-right corner of the Poll pod.
  2. Edit the text.
  3. Click Open.

View poll results

As a host or presenter, you can view poll results. These results are updated in real time as participants continue to cast or change their votes.

  1. In the upper-right corner of the Poll pod, click the menu icon .
  2. Select Results Format, and choose a display option: percentages, numbers, or both.

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

Show poll results to participants

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

  1. In the upper-right corner of the Poll pod, click the menu icon .
  2. Select Broadcast Results.

Navigate among polls

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

  1. In the upper-right corner of the Poll pod, click the menu icon .
  2. Choose Select Poll, and select a poll name.

Clear poll answers

  1. In the upper-right corner of the Poll pod, click the menu icon .
  2. Select Clear All Answers.

Creating and managing breakout rooms

Define breakout rooms and assign members

While in a meeting or training session, hosts can create breakout rooms and send attendees into the rooms.

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

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

  1. In the Attendees pod, three breakout rooms are available by default; click the Create A New Breakout button  until you have the number of rooms you want (the maximum available is 20).
  2. Assign attendees to breakout rooms by doing either of the following:

Before and after dragging attendees to different breakout rooms

  • Manually select an attendee name in the list (use control-click or shift-click to select multiple attendees). Then either select a breakout room from the pop-up menu, or drag attendees to a breakout room.
  • Automatically assign attendees to breakout rooms by clicking the Evenly Distribute From Main button . (Attendees previously assigned to specific breakout rooms remain in those rooms.)

Begin a breakout session

In breakout rooms, attendees are automatically assigned the role of presenter. This gives them all presenter rights such as sharing their voice, sharing content in the Share pod, modifying whiteboards, and adding text to the Notes pod. When attendees are returned to the main room, they revert to their prior status.

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

  1. In the Attendees pod, define breakout rooms, and assign attendees to the rooms.
  2. Click Start Breakouts.

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

Breakout room with attendees assigned as presenters

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

Visiting breakout rooms

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

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

Send a message to all attendees in breakout rooms

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

  1. In the upper-right corner of the Attendees pod, click the menu icon , and choose Broadcast Message.
  2. Type the message, and then click Send.

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

Communicate attendee status in breakout rooms

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

For more information, see Communicate with training or meeting attendees.

Conduct a poll in breakout rooms

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

For general information about polling, see Polling attendees.

Asking and answering questions in breakout rooms

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

  • To verbally ask a host in the same breakout room a question, use the audio provided (VoIP or telephony).
  • To type a question for hosts in the same breakout room, use the Chat pod menu  to send a message to the host. The host can then respond in the Chat pod to the attendee alone or everyone.
  • To ask all hosts in the meeting a question, type in the Send Message To Hosts box, and then click the Send button . The question appears to all meeting hosts in a small message box with the attendee’s name. Hosts can respond by entering the attendee’s breakout room and using the Chat pod.

Chatting in breakout rooms

If the Chat pod is available in the breakout room, use chat to communicate with others in your room only. You cannot chat with attendees in different breakout rooms.

For general information about using the Chat pod, see Chat in meetings.

End a breakout session

Only hosts can end a breakout session. When breakout rooms are closed, all attendees are returned to the main meeting room.

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

Share breakout room content in main room

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

  1. In the main room, choose Pods > Breakout Pods.
  2. Select a breakout room name, and then select Chat, Share, or Whiteboard.

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

Reopen closed breakout rooms

After ending a breakout session, you can return attendees to the breakout rooms again. The configuration of rooms and assigned users remains in place for the entire meeting.

  1. In the Attendees pod, click the Breakout Room View button .
  2. (Optional) Make changes, such as adding a room, deleting a room, or moving attendees into different rooms.
  3. Click Start Breakouts.

Remove breakout rooms

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

  • To remove all rooms, click the Attendee pod menu , and choose Remove All Rooms. To store pod content, select Save Pod Information For Future Reference, and enter a session name. (You can reaccess saved pods from the Pods > Breakout Pods menu.)
  • To remove an individual breakout room, including all pods and content it contains, click the X button  to the right of the room name. The numbering of subsequent rooms is adjusted to ensure continuity.

 

Recordings

 

You can use Adobe Connect to record your online class meetings, or use it as a “lecture capture” tool by recording just yourself narrating your PowerPoint presentations.

Video Recording Tutorial: This brief video tutorial will show you the basics of recording your meeting, including editing it online and downloading it to your computer.

For more detailed help on recording, see the resource page on Recording and Playing Back Meetings. Here, you will find step-by-step instructions on how to record, edit, playback, download, and delete recorded meetings.  To complete many of the playback and editing tasks desribed in the document, the host will need access to the 'Acrobat Connect Pro Central'  Here's how:

  1. Go to https://samuelmerritt.adobeconnect.com          (nothing after the ".com")
  2. Sign in using your meeting host login and password

 

 

Sharing Lecture Captures in Canvas

Adobe Connect meeting recordings can be used to “make offline recordings” that you can download and post in your course. These files are downloaded in Flash video format (FLV), and can be uploaded directly into Canvas as files. They cannot be edited with desktop video editing software though, so if you want to edit your recording, please follow the steps for editing video in Connect.

 

Please note that creating offline videos and downloading to your machine can be time-consuming for longer recordings. To mitigate this inconvenience:

 

Accessing and Editing Adobe Connect Recordings http://www.connectusers.com/tutorials/2013/01/accessing_editing_adobe_connect_recordings/index.php

You can record an Adobe Connect session by clicking on the meeting menu and selecting record meeting.

To access a recording:

You can handle recording links in either of the following two ways:

a) Provide students with the link to the page that lists all recordings for your room

OR

b) Provide students only with the links for individual recordings (gathered from the main listing)

FAQ

  1. What content is viewable and/or download accessible to participants viewing a recording?
    1. Meeting hosts can manage, download, and share the recordings of their meetings. They may also choose to make the meeting recording public so that anyone with the link can view it.
  2. Is there integration with Canvas?
    1. At this time, Samuel Merritt University does not have Adobe Connect integrated within Canvas. It is something that we are pursuing. 

 

Additional Help

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