USING DIALOGUE CONFERENCING INTEGRATED AUDIO WITH ADOBE CONNECT You have been provided an integrated audio conferencing account. SETTING UP YOUR MEETING ROOM WITH YOUR INTEGRATED AUDIO CONFERENCING PROFILE Integrating your audio conference to your Adobe Connect meeting provides the host will full control during the meeting including capturing your audio conference for the recording as well as allowing the host to mute/un-mute participants. Click on the Meeting tab, Click on New Meeting 1
Complete the requested information, once complete press the Next button at the bottom of the page Customize your URL The date and time will be inserted to your invitation; however the meeting will not end if the time is surpassed. The meeting room URL is persistent and can be re-used as often as you like. Option 1: No audio conference Just VoIP - Not the best option for quality sound. Option 2: Integrated audio conference Optimal choice - This will automatically pick up the information in your profile and attach it to your meeting room and invite. Option 3: Non-integrated conferencing. This will integrate the conferencing details to your invite but not to your meeting room, so no sound in recordings. If you leave the URL box empty, your meeting room will be assigned a random number If the URL name is already in use, you will not be able to continue until you have entered a unique identifier. 2
Prepping & using your meeting room Start your meeting by pressing the Enter Meeting Room button. When the audio prompt appears, press cancel if you are simply planning your meeting. Press Start if you are ready to join the audio conference. If you are planning your meeting: Activate the pods you will use Share Pod: Upload your presentation, your video, etc... Notes: Used to take notes during the meeting Attendees: Allows you to view all participants as well as to control the audio Video: Use your webcam Chat: Chat with other users Files: Upload files/documents you wish to share with your participants Web Links: Push a web link which will be opened on each participants desktop. Poll: Create & prepare your poll questions Q&A: Answer questions privately or to all to control the flow of your meeting. Plan the flow of your meeting by creating Layouts. If you are working wirelessly, change to the DSL/Cable setting under: Meeting Preferences Room Bandwidth 3
Verify your conferencing settings In order to reduce feedback, computer microphones should be disabled. This image shows recommended settings. Starting your meeting audio When you enter your meeting room the audio prompt will appear. Press Start if you are ready to join the audio conference. If you pressed cancel and would now like to start your audio, you may do so by pressing Audio and then Start Meeting Audio. 4
The Starting audio conference message will appear while the meeting room dials out to the conferencing bridge. The connection will be as a participant and music will be streamed to participants until the moderator enters the moderator code and presses 1 to start the meeting. You will then be prompted to join the audio conference. Each and every user will also see the dialogue box displayed. The Dial-out option will call the user and connect them to the conference automatically. This is the best option as the the audio and web connections will automatically be merged. Users must enter 1 area code phone number. This service is only available for direct dial users and cannot be used by anyone who needs to enter an extension. 5
Alternately, users can join the audio conference manually by selecting the second option Dial-into the audio conference via phone. The audio conference information is displayed. ***It is important to inform your participants wishing to use this option that they should use the scroll bar to view the information listed to identify themselves. They must enter the information listed under Once joined to the audio, identify yourself. This will merge their audio line with their web line so the meeting host can control the audio. If this step is skipped, the meeting host can manually merge the lines by dragging the phone line over the name. 6
Controlling audio during your meeting The meeting host has the ability to control the user audio via the Attendee pod. The user in the image above, showing the telephone icon next to their name has been merged correctly (Melanie Easton). 7
The active speaker will display with a telephone handset. Once the correct line is identified you can drag it over the username to merge the line. 8
Adobe will prompt you to confirm the merge. Once confirmed you will see the phone next to the name. 9
Best Practices Hosts & Presenters should join the meeting early. Ensure all Hosts & Presenters who will be sharing download the plug-in prior to the event. Take the time to merge the line for all Hosts & Presenters. If your participants will not be speaking, there is no need to merge the lines as long as they are muted. If you are running a webinar with many participants who will only be listening, activate the conference lecture mode to ensure all participants are automatically muted as they join the call. (Moderator must press *5 after activating the call). If you use the Adobe interface to Mute All, it will mute everyone, including the Host. If you choose not to merge the audio & web connection, the Adobe interface will not allow you to use the integrated audio features (i.e. mute, un-mute, etc ) To identify the phone line of your speaker, mute all users and ask your speaker to press #6 to un-mute their line. This will make it easy for you to identify which line is no longer muter and then to drag it over the speaker name to merge. View after pressing View after pressing View after line is merged *5 #6 and promoted to Presenter Always end your meeting by going to the Meeting menu and selecting End Meeting. 10