Wal-Mart Canada: Adobe Connect User Guide

Transcription

1 Wal-Mart Canada: Adobe Connect User Guide

2 ADOBE CONNECT 3 WHAT IS IT? 3 HOW TO USE IT? 3 WHO CAN USE IT? 3 WHERE IS IT? 3 GETTING HELP 3 TECHNICAL REQUIREMENTS 3 GETTING STARTED WITH ADOBE CONNECT BASICS 4 GETTING ACCESS TO ADOBE CONNECT 4 GETTING AN ACCOUNT 4 LOGGING IN 4 MEETINGS 4 INVITING PARTICIPANTS 5 MEETING ROLES AND PERMISSIONS 5 MEETING ROOM LAYOUTS 6 HOST, PRESENTER, AND PARTICIPANT VIEWS 6 PRE-LOADING CONTENT 7 CONDUCTING A SYNCHRONOUS MEETING SESSION 7 STARTING AND ENDING A MEETING 7 MANAGING ATTENDEES 7 MANAGING AUDIO 7 MANAGING VIDEO 8 RECORDING AN ADOBE CONNECT SESSION 8 WORKING WITH PODS 8 SHARING CONTENT WITH ATTENDEES 9 INTERACTING WITH ATTENDEES 9 BREAKOUT SESSIONS 9

3 Adobe Connect What is it? Adobe Connect is a web conferencing application that enables instructors to deliver engaging video, audio, and interactive content in an online virtual classroom. How to use it? Adobe Connect is primarily used as a synchronous teaching tool, meaning that participants are simultaneously connected and can interact with each other in real-time. However, unattended persistent virtual rooms can also be used to hold course materials for on-demand retrieval by students. Who can use it? All members of the Walmart Canada People Department may use the system as hosts, presenters, or participants. Non-Walmart Canada guests may be invited to join sessions as co-hosts, presenters, or participants. Where is it? Adobe Connect is a web-based application and is accessible from anywhere in the world at This enables instructors and students to host or participate in a class regardless of their physical location. Getting Help For technical support with Adobe Connect, such as general questions related to the software or web environment please submit a ticket to the calms@wal-mart.com mailbox. Technical Requirements Supported Browsers & Operating Systems The Test Meeting Connection page can be used to test your computer for compatibility with Adobe Connect prior to joining a meeting.

4 Getting Started with Adobe Connect Basics Creating and teaching a course with Adobe Connect shouldn't be overwhelming, so we've divided up what you need to know into three simple sections. Start with Getting Access to Adobe Connect, then browse the other areas to get information and tips you can use before, during, and after your course. In each section, you'll find links to written instructions, video tutorials, and Quick Start guides that will help you get ready to go in no time! Getting Access to Adobe Connect Getting an Account A Meeting Host account is required in order to create meetings and invite others to attend. To request a Meeting Host account, please submit this request to the calms@wal-mart.com. Logging In Go to and log in using login and password that was provided to you. If you have trouble logging in, please submit a request to calms@wal-mart.com Meetings Meetings are created from the Adobe Connect Central home page. Once a meeting is created, it remains available to participants until it is deleted. Each meeting will have a unique URL that participants will use to access it. Hosts may create a personalized URL or allow Connect to assign one. Invitations may be sent to Walmart participants from within Adobe Connect, or the meeting URL can be shared directly through a Learning Launch Pad course, webpage, personal account, listserv, or other communication method. Access to a meeting can be limited to registered users and accepted guests, or extended to anyone who has the meeting URL. User roles, such as co-host, Presenter, or Participant, can be assigned immediately after participants are selected, or during the actual meeting. Selecting participants is optional.

5 Guests attending limited meetings will be prompted to enter a name and will have to wait for the Host to grant them permission to enter. Guests attending open meetings will be able to enter immediately. For additional security, Hosts can also create a passcode that is required for participants to enter and provide it only to invited attendees. Meeting Basics (written instructions) Quick start Guide - For host (written instructions) Quick start Guide - For participants (written instructions) Inviting Participants To invite participants who do not have accounts send to these participants with the meeting URL (copied and pasted into an ,), or post the meeting URL to Learning Launch Pad, placed on a website, or sent via instant messenger. When these participants click on the URL, the meeting login will be automatically launched. Meeting Roles and Permissions In Adobe Connect, the term "attendee" refers to anyone who is invited to a meeting. There are three types of attendee roles, Hosts, Presenters, and Participants, each of which provides different levels of access to meeting options. Host The host is the owner of the meeting room. The host can resize and rearrange the pods in a meeting room, invite attendees, grant and deny access to the room, and share and annotate their screen. The host can broadcast live video and control use of the Camera pod, change settings in the Chat pod, and add content to the Note pod. The host can also assign a participant the role of presenter and clear status indicators in the Attendee List pod. Presenter Presenters can share and annotate their screens, take notes, broadcast live video, and use text chat. To facilitate screen sharing or other types of collaboration, presenters can also maximize and restore the viewing area of each pod. However, presenters cannot move or resize the pods. Participant Participants can view the shared screen of a host or presenter, broadcast live video, use text chat, and view the meeting notes. A participant cannot share their screen or contribute meeting notes unless the host makes them a presenter.

6 Meeting Room Layouts Adobe Connect uses the term "pods" to refer to the different content windows that can be used in meeting rooms. For example, you can use the video pod to display the feed from your webcam. Adobe Connect includes several default layouts or you can create your own. Layouts can be changed by the host at any time, including during a synchronous meeting. Meeting room templates and layouts (written instructions) Host, Presenter, and Participant Views Users with different roles will have different views of the virtual meeting room space. As a Host, it may be important to know what other participants can and cannot see especially if you are asking them to interact with elements of the virtual environment. Host and Presenter Controls (tutorial video) Meeting Roles and User Interface Overview (tutorial video)

7 Pre-loading Content Additional content may be pre-loaded into Adobe Connect for fast access during meetings and/or use in multiple meeting rooms. Preloading also provides hosts with the option of previewing the material in the Adobe Connect environment. Document formats accepted by Adobe Connect include PDF, PowerPoint, JPEG, and Flash videos. Microsoft Word and Excel files are not supported and must be converted into PDF prior to upload. Alternatively, hosts can share these files during synchronous meetings by using the Share Screen feature in the Share Pod or in the Files Pod Working with content in the Content library (written instructions) Conducting a Synchronous Meeting Session Starting and Ending a Meeting When it is time for a meeting session, click on the URL for your meeting and use login and password. The other participants will use the same URL. The credentials required for them to enter the room will depend on the meeting settings. Start meetings (written instructions) Place a meeting on hold or end a meeting (written instructions) Managing Attendees Within the Attendee Pod, Hosts can view or change any attendee's role. This function can be used to allow attendees to present documents or share their screens with the room. Hosts will also see each attendee's status, included whether someone has virtually raised a hand to ask a question or has stepped away from the meeting. Invite attendees and grant or deny access (written instructions) View or change an attendee's role (written instructions) View and change an attendee's status (written instructions) Using the Attendees Pod (tutorial video) Managing Audio Adobe Connect allows users to share audio captured by a microphone. Hosts can adjust audio sharing settings at any time to control whether attendee(s) are able to broadcast audio during the meeting. For example, a Host may enable his or her own microphone during a lecture, and then enable everyone's microphone for a discussion. Start meeting audio (written instructions)

8 Enable microphone for participants using computers (written instructions) Adjust audio quality (written instructions) Managing Video Adobe Connect allows users to share video captured by a webcam. Hosts can adjust video sharing settings at any time to control whether attendee(s) are able to broadcast video during the meeting. For example, a Host may enable only his or her own webcam during a lecture, then enable everyone's for a discussion. Enable participants to share webcam video (written instructions) Share webcam video (written instructions) Recording an Adobe Connect Session Meeting sessions can be recorded for viewing at a later time. This feature allows hosts to create useful study materials and/or share meeting content with invitees who could not attend the live session. Recordings are stored online and are accessible via a unique URL for each recording. They can also be downloaded for backup or editing. About Recording Meetings (written instructions) Recording and Playing Back Meetings (written instructions) Recording a Meeting (tutorial video) Working with Pods Meeting room layouts are extremely flexible. Hosts can select a default layout or configure a specialized layout prior to a synchronous meeting. Hosts can change the arrangement and visibility of individual pods or their entire layout as their needs change, such as switching from a presentation to a discussion or group activity. Adobe Connect uses the term "pods" to refer to the different content windows that can be used in meeting rooms. For example, you can use the video pod to display the feed from your webcam. Adobe Connect includes several default layouts or hosts can create their own. Layouts can be changed by the host at any time, including during a synchronous meeting, when activities may switch from lectures or presentations to group discussion, Q&A, or polling. Work with Pods (written instructions)

9 Sharing Content with Attendees Many kinds of content can be presented in an virtual meeting room, including documents, items on a presenter's computer screen, and audio and video from microphones and webcams. There is also a virtual whiteboard for real-time collaboration between meeting attendees. Documents can be pre-loaded by hosts into Adobe Connect for fast access and/or use in multiple meeting rooms, or uploaded by hosts or other participants during the meeting session. Document formats accepted by Adobe Connect include PDF, PowerPoint, JPEG, and Flash videos. Microsoft Word and Excel files are not supported and must be converted into PDF prior to upload. Alternatively, hosts can share these files during synchronous meetings by using the Share Screen feature. Sharing content during a meeting (written instructions) View and manage meeting content (written instructions) Sharing Screens and Applications (tutorial video) Sharing PowerPoint presentations (tutorial video) Sharing Digital Video (tutorial video) Flash Content (tutorial video) Interacting with Attendees There are four primary ways Hosts can interact with attendees during a meeting, each of which has its own pod. Notes - used to post a brief message or announcement to attendees. Q&A - used to post questions to a presenter during a meeting. Chat - used to allow attendees to chat during a meeting. Polls - used to survey your attendees during a meeting. Notes, chat, Q & A, and polls (written instructions) Using the Q&A and Chat Pods (tutorial video) Creating a Poll (tutorial video) Breakout Sessions Breakout rooms are sub-rooms that can be created within a meeting or training session. They are useful for splitting a large group into smaller groups that can talk or collaborate. Breakout rooms can be used in meetings and training sessions that have 200 or fewer people; hosts can create up to 20 breakout rooms for a single meeting or training session.

10 Breakout Rooms (written instructions)