Adobe Connect 9.3 Operating instructions

Using

ADOBE

®

CONNECT

™

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Legal notices

For legal notices, see http://help.adobe.com/en_US/legalnotices/index.html.

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Contents

Chapter 1: What’s new in Adobe Connect 9.3

Screen sharing enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Whiteboard enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

In-meeting and other usability enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Enhancements to Seminars and Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Training related changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Adobe Connect add-in and mobile client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Chapter 2: Adobe Connect Meeting

Adobe Connect popular How To topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Meeting basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Accessibility features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Creating and arranging meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Starting and attending meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Updating meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Viewing data about meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Sharing content during a meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Notes, chat, Q&A, and polls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Breakout rooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Managing attendees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Chapter 3: Adobe Connect Training and Seminars

About Adobe Connect Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Creating training courses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Creating training curriculums . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Creating virtual classrooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Monitoring training with reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Conducting training with Adobe Connect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Participating in training sessions and meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Creating and managing seminars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Chapter 4: Adobe Connect Events

About Adobe Connect Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Creating and editing events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Managing events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

Attending Adobe Connect Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Chapter 5: Audio and video conferencing

Audio in meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

Video in meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188

Recording and playing back meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

Adobe Connect Webcast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

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Chapter 6: Managing content

Working with library files and folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

Working with content in the Content library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

Viewing data about content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Chapter 7: Administering Adobe Connect

Getting started administering accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

Adobe Connect Central How To Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230

Configure audio providers for universal voice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231

Configure video telephony devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

Change the timeout period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237

Access MP4 conversion queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237

Enhancing Adobe Connect account security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

Creating and importing users and groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

Managing users and groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246

Setting permissions for library files and folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251

Generating reports in Adobe Connect Central . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260

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Chapter 1: What’s new in Adobe Connect

9.3

Adobe® Connect™ is a web conferencing solution for web meetings, e-learning, and webinars. It powers mission critical

web conferencing solutions end-to-end, on virtually any device, hence boosting productivity within the organizations.

The new version of Adobe Connect offers improvements in the following major areas:

• Entirely new functionalities to enhance screen sharing and make it even more user-friendly.

• A fresh approach to whiteboard collaboration.

• Multiple in-meeting usability enhancements to make virtual collaboration smooth, customizable, and secure.

• Added usability for Seminars and Events to make these easier for attendees and organizers.

Screen sharing enhancements

In Adobe Connect 9.3, screen sharing is redefined to make it more user-friendly. Using the enhancements, Presenters

and Hosts can continue to engage with participants, while attending to the key meeting functions smoothly.

Preview of windows and applications

The screen sharing options dialog makes it easy to share a monitor, one or more applications, or one or more open

windows. The dialog provides a preview of the available monitors, windows, and applications. The selected monitor,

applications, or windows are highlighted in the dialog.

Share a specific monitor

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Share one or more applications

Screen sharing MiniControl

When you start sharing your screen, a screen share control panel opens at the bottom-right corner of the screen. The

panel, called MiniControl, is not visible to other participants and is not a part of the shared screen. The presenter gets

a participant's view of your screen share.

The MiniControl displays alerts for the notifications. This panel provides all the tools for a presenter to control the

meeting without ending screen sharing or switching back to the meeting room. The options can be accessed by clicking

on the individual icons.

MiniControl

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Collapsed MiniControl

To collapse the MiniControl to a compact mode, click on the icon of the open view and the MiniControl collapses.

Alternatively, double click on the top bar of the panel.

To minimize the MiniControl to the taskbar, click Hide MiniControl on the top right corner of the MiniControl.

Attendee control

You can access the Attendees pod from the MiniControl by clicking the icon. Typical controls required to manage

attendees are available via this option. For example, you can change roles and grant rights.

Screen share Attendees pod

Chat control

This option provides the current presenter to read and respond to the chat messages, without switching back to the

meeting room to check the Chat pod. This integration helps presenters be more interactive while sharing their screens.

The panel displays alerts for new messages received. You can read the messages without swithing to the main meeting

room. You can receive and respond to both public and private messages from here.

Screen share chat control

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Camera, speaker, and microphone controls

You can control your web camera, speaker audio, and microphone audio, using the panel buttons. The fully functional

webcam pod lets you start, pause, and stop your webcam feed. You can also switch the primary video when you have

multiple feeds.

The speaker and microphone controls let you change the volume and mute or unmute your audio devices.

Multiple webcam feeds in the control panel

Audio control in the control panel

Notification control

You can manage all your notifications from the control panel. For example, you can allow or reject participants

requesting to join the meeting. The panel also displays the pending number of notifications that need the presenter's

attention.

Act on the notifications from the control panel

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Switch between meeting room and MiniControl

The presenter can switch back to the meeting room view to access other functionalities that are not available in the

panel. Click the icon to open the meeting room without stopping the screen share.

The presenter can revert to the MiniControl from the notifier, by clicking the icon on the Share pod, or from the

context menu of the Share pod.

Options to switch to MiniControl

A. Use the icon in the top bar of the Share pod B. Use the notifier in the upper right corner of the meeting room C. Use the option in the context

menu of the Share pod

Zoom levels for participants

Users now have more zoom level options available. The exact number of steps available to a user depends on the

display size.

A

C

B

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Zoom options available based on display size

Whiteboard enhancements

Whiteboard drawings are more impressive and it is easier to see markups on documents and images. Hosts can now

grant drawing rights to participants in three different ways, improve fidelity of drawing, and export the drawings.

Adobe Connect 9.3 onwards, drop shadows and 3D look on stamps is not supported.

A whiteboard drawing comparison and missing drop shadows

Tools palette

A new palette contains the drawing tools. The tools palette is vertically oriented, the tools are available in a user-

friendly way, and the menus open horizontally. This behavior is in line with the toolbar in the Adobe Connect mobile

application. Also, the changes make the user interface touch friendly.

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Whiteboard tools palette

A. Select objects or pan a whiteboard B. Write content using various writing tools C. Delete Selected object D. Write text and add basic

formatting E. Draw shapes and symbols F. Undo drawing actions G. Redo drawing actions H. Arrange the selected objects

Pens

The whiteboard offers new marker, highlighter, pen, and pencil tools! These make the whiteboard collaboration and

drawings more lifelike and smooth.

A

B

C

D

E

F

H

G

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Whiteboard drawing and writing options

A. Marker tool B. Highlighter tool C. Pen tool D. Pencil tool

Color, opacity, and size pickers

In alignment with the other award-winning Adobe drawing tools, the color selection tool is updated. You can pick the

colors by selecting hue, saturation, and brightness values, using the vertical sliders.

A B C D

Drawn with Marker tool

Drawn with Highlighter tool

Drawn with Pen tool

Drawn with Pencil tool

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Whiteboard color picker

Opacity picker lets you define the opacity of the shapes. Size picker lets you pick the size of the writing using the pen

and marker tools.

Arrange menu

The arrange menu lets you select drawn objects that are behind other objects and move them forward and vice versa.

The four new icons represent Move to Front, Move Forward, Move Backward, and Move to Back commands.

Controls to arrange whiteboard objects

Defaults and stickiness

To support the varied use cases in a user-friendly way, the last used settings in the whiteboard are remembered. You

need to change stroke weight, color, fill, and so on for your specific needs only once. The persistence is specific to a

meeting. On the new meetings, you can use new choices, you can use new choices.

Drawing rights

Hosts and Presenters can let any participant draw on whiteboard by granting the drawing rights in three ways.

Note: Participants cannot turn on the Drawing mode for Share pods with these rights. Only Hosts and Presenters can

enable the Drawing mode.

To provide drawing rights to individuals, select the name from the Attendee list and from the pop up menu, select

Enable Drawing. You can revoke the rights by selecting Disable Drawing.

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Enable drawing rights for individuals from the Attendees pod

To provide drawing rights in a specific whiteboard to all the participants, select Enable Participants to draw from the

pod's context menu. Deselect the option to revoke the rights in the whiteboard, for all the participants.

Enable drawing rights on a Share pod for all participants

You can grant universal drawing rights to all participants in all pods, from the in-meeting Preferences dialog. This

preference is remembered for every session using the meeting room.

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Enable drawing rights for everyone in a meeting room

Exporting your drawings

To save your drawings locally, you can export the whiteboard as a PNG file or send a snapshot via email.

Export your whiteboard drawings

In-meeting and other usability enhancements

Many in-meeting enhancements provide a smoother, a more secure, and a more customizable meeting experience to

hosts, presenters, and participants.

Mask phone numbers of participants

Meeting Hosts can now mask the phone numbers of the participants to respect the privacy of the participants. The

option is available in the in-meeting preferences dialog, in the Attendees Pod section. The option is persistent for a

meeting room.

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Masked phone number in the Attendees pod

Guided hints

To make it easier for attendees to get familiar with an Adobe Connect meeting room, animated tips are displayed when

they enter a meeting room. The tips are role-based and differ for hosts, presenters, and participants. The tips or guided

hints showcase the primary workflows for a role. Individual users can chose to not see the guided hints when the users

enter a meeting room.

Guided hints sample

After a user checks Don't show this again, the user can launch the tips animation from Help > Show Tips for Adobe

Connect in the meeting room.

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Country code selector for dial out option

At times users mistakenly dial out without the country code or do not follow the applicable syntax. To avoid errors the

dial out field is split in to country code and the phone number. Users can select the country code from a pop up list of

pre-populated codes and country names.

Select country code from pop up and separately enter the phone number to dial out

By default, a meeting room tries to pre-populate the country code based on the location of the user. Users can change

it as required. Also, once a country code is set, it is remembered for subsequent sessions.

New message alerts in Chat pod

The Chat pod generates a sound to alert a user, if two chat messages are more than five seconds apart. This option is

available individually for each user and is remembered across all the meeting sessions on a machine. To activate the

Chat sounds, click Chat sounds from the context menu of the Chat pod.

Enable sound alerts for new message in Chat pod

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Attendee status in break out rooms

In Adobe Connect 9.2, notifications of status change in a break out room (BOR) did not show in the main meeting

room. In Adobe Connect 9.3, this change is reverted to the previous behavior. Now hosts in the main meeting room

can see the status changes of any user in a BOR.

Also, the notification sent by a user in BOR to hosts using Send message to host option is persistent. Host can explicitly

dismiss the notification.

Save recordings while deleting a Meeting room

If you delete a meeting room, you can now retain the meeting recordings. You are prompted to move all the recordings

to your My Content section. You can choose to not move the recordings and delete them along with the meeting room.

Prompt to save recordings while deleting a meeting room

Persistency of microphone rights to participants

Hosts can provide persistent microphone rights to participants. In a meeting room, go to Audio > Audio Conference

Settings, and select Allow participants to use Microphones. The microphone rights granted from Audio > Microphone

rights for participants do not persist across sessions. Changing the latter settings does not affect the audio conference

settings in the meeting preferences.

Restricted webcam rights for participants

When participants are granted webcam rights by Hosts to share their webcam feed, they have restricted functionality

only. A participant can start own feed, stop own feed, or locally pause other feeds. A participant has no other rights in

the Video pod.

Unified help and support experience

Using the in-product help links, Adobe Connect 9.3 on-premise users can now access help and documentation local

to their environment, instead of being redirected to adobe.com. Adobe Connect administrators and the organization’s

IT department can provide local, targetted content and troubleshooting information to their users before the users

reach out to content hosted on adobe.com.

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Enhancements to Seminars and Events

The following usability enhancements make it easier to register, organize, and attend Adobe Connect Events and

Seminars.

Personalized single click event links

For public seminars, where users can register without passwords, Adobe Connect generates customized links in the

confirmation email and the associated calendar invite. This personalized link allows a user to join the webinar with

one click, without having to enter their email on the login page.

Customized registration confirmation page

Event Managers can create the registration confirmation page by adding runtime fields and customize the page to their

requirements. Also, a calendar invite button can be placed on the page. Registrants can download the calendar invite

to update the event information in their personal calendars.

Attendee rejection notification in Standby mode

The seminar hosts get a notification pop up displaying the number of users rejected entry in the currently open

seminar session due to the quota limit. The host can create a new instant session and the rejected participants can join

by re-opening the seminar session.

Notifier indicating rejected attendee count

Require responses for Seminar calendar invite

Seminar emails now have an option to request the responses to the invite sent to the participants. This option allows

organizers to track the status of attendees without clogging their Inboxes. This feature works only for Microsoft

Outlook.

Email opt out link and opt out report

Event managers can now provide an option for recipients of event emails to opt-out from further invitations. Upon

clicking an available opt out link, the users are taken to an opt out page. Visiting the opt-out page triggers a

confirmation email. Upon clicking on a link in the email, the user's opt-out request and the user's identity are

confirmed, and the a success message is displayed in the page.

Event Managers can download an opt out report, from the Event Administration area of Adobe Connect Central.

Event Manager can also find an opt in link, which they can share with the users interested in opting in.

16

USING ADOBE CONNECT 9

What’s new in Adobe Connect 9.3

Last updated 9/9/2014

Download opt out report

Track status of Event emails

Event managers can track the status of emails sent for an Event against all email triggers. The option is available in the

E-mail Options tab under an event. The possible values of the status of an email are Unpublished/Cancelled, Queued,

Sent, Opted out of email invitations, and Bounced/Error.

E-mail options to track email status

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Adobe Connect 9.3 Operating instructions

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