CREATING AND CONFIGURING A NEW ACROBAT CONNECT MEETING ROOM at RADFORD UNIVERSITY: VISUAL QUICK GUIDE

Set-up and Manage an Acrobat Connect Pro Meeting Room Adobe Acrobat Connect Pro Meeting is a web conferencing product that allows RADFORD UNIVERSITY faculty and staff to conduct live meetings and presentations over the Internet. This Visual Quick Start Guide provides meeting hosts with the basics of Connect Pro to ensure that your meetings are productive and pain-free.

Pre-Setup: Test Your Computer

1. It is recommended that you test your computer prior to attending a meeting. You can do this by going to http://breeze.radford.edu/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. The fourth step checks for the required meeting host add-in. You must have the add-in installed to host a meeting.

3. If you do not pass the Connection Test, perform the suggested actions and run the test again.

Create a New Meeting Room

1. Login to the RU Adobe Connect portal at http://breeze.radford.edu using your RU username and password.2. Select the New Meeting button to start the

meeting room configuration wizard. 3. In the blanks provided, give the meeting

room a name, custom url, and Summary description. It is common practice to name the room after the title of the class that will use the room. EX. Intro. To Marketing: Cosmato Spr09

4. Set the Start Time to the next planned time that the meeting room will be used and set duration to the approximate length of time that the meeting session will run. Note: You can enter and use the meeting room any tine for any duration. The date/time entered here is what wil be used if you send automated meeting invitations. The date and time can be modified as needed.

5. Do not modify the template, language, access, and audio conference settings.6. Click the Next button.

Add Participants

The select participants screen is divided into two columns. The left column displays available participants and

the right column displays current participants.

1. To move a participant into the meeting select their name in the left column and click the add button. 2. An entire course roster can be added to the meeting by typing in the full name of the course as

follows ru-courseprefixandnumber-sectionnumber-term in the search field. Individual users can be added by searching for their natural name as first name last name.

3. The permission of users can be changed in the right column by selecting their name and the Permissions button.

4. Click the Next button.

Send Invitations1. You can send invitations now or wait ‘til later. Select Send Invitations to send them now. Use

the pull-down To: menu to determine who receives a copy of the invitation and select the Outlook Calendar Event option if you want the event automatically placed in the recipient’s Outlook calendar.

2. The message body is pre-filled with a summary of meeting information and support links. You can modify the text of the message to suit your needs.

3. Click Finish to save your changes or execute your send now request.

Change Meeting Date/Time, Description, Paricipants, or Invitations

1. From the Adobe Connect Console (logged-in at: breeze.radford.edu) select Meetings… My

Meetings . 2. Click the title of the meeting that you wish to modify. 3. From the meeting information menu select the information category that you wish to modify.

Enter one of Your Meeting Rooms

1. From the Adobe Connect Console (logged-in at: breeze.radford.edu) select Meetings… My Meetings .

2. Click the title of the meeting that you wish to enter.3. Click the Enter Meeting Room button

Working with Meeting Room LayoutsUpon entering a new meeting room four distinct boxes (pods) are displayed: 1) Attendee List, 2) Share, 3) Chat, and 4) Note. These pods can be re-sized and re-arranged to suit different activities. Each arrangement of pods is referred to as a layout. Switch layouts by selecting one of the predefined layout buttons on the layout menu. By default the room starts in the Sharing layout. The + button allows you to create a new custom layout.

Adding New Pods to the Meeting room inventoryA room is not restricted to the pods that are initially displayed upon entering the room. Additional pods can be created, configured and displayed or dismissed from the stage at your discretion.

1. To add a new share pod, for example, click Pods, Share, New blank share pod.

2. A new blank share pod appears on the stage.

3. The share pod can display a variety of different content.

4. To display a PowerPoint in the share pod, for example, click the share Documents button and browse your computer for the PowerPoint file you wish to copy to the share pod.

5. The PowerPoint file is loaded into the share pod and the pod label changes to the name of the PowerPoint file.

6. To customize the name of a pod just double- click the label (in the green title bar of the pod) and type-in a custom label. Enter.

7. Click the minimize icon in the share pod to dismiss the PowerPoint from the stage. 8. To recall a Pod to the stage click Pods, type of Pod (Share, Chat, Note, etc), Pod name

Example Below.

Dismissing/Recalling Pods to the Stage A single meeting room can support many note, chat, poll, share, web link, or file share, pods. Pods that are not in use are not visible on the stage and can be recalled via the Pods menu. Within the pods menu, Pods are organized hierarchically by type of pod and then name.

1. To recall a particular chat pod to the stage, for example, you would click, Pods, Chat, name of chat (where ‘name of chat’ is the name of the chat pod).

2. To dismiss a pod from the stage click the minimize button on the pod’s title bar.

Room Performance and Appearance

Certain elements of room performance and appearance can be optimized to meet the needs of your particular audience. Each of these elements can be configured from Meeting, Room Performance and Appearance…

Optimize Room Bandwidtho Modem –Use this setting only if the majority of your participants use a dial-up

modem.o DSL/Cable –General the best setting for the room. Default the room speed for a

moderately fast ‘home’ Internet connection or public wireless connectiono LAN – Use when all participants have hard-wired connections to a high-speed

network, such as is typical of a Gov. office. Optimize Screen Sharing – this default to the “low bandwidth’ setting and works well for

most users. You can switch to “high quality” if fine detail is required of a shared screen view. Room Screen Resolution- this sets the size of the visible stage in pixels. The default of

800x600 will work well for most users. Change to a higher resolution (768x1024) only if you know that your users have high resolution display settings.

Room background – To select a custom jpg image to use as the background for the room stage. This is a nice way to brand the meeting room or give it a thematic feel.

Delete or Rename a Pod or Layout1. Layouts can be renamed or deleted from the Organize

Layouts… menu. 2. Pods can be renamed or deleted from the Organize

Pods… menu