Presented by: Jean M Balent, balent.jean@epa.gov, 7036039934   USEPA Technology Innovation and Field Services Division    ...
    Call into the conference line      866-299-3188, code 7036039924#      *6 to mute, #6 to unmute      Please do not...
Technology Innovation and Field Services Division (TIFSD) has offered online training and technical support to hazardous ...
Information presented in this session has been self-taught through trials with these toolsI’m not a contractor, I don’t ...
Quick Poll to determine audienceexperience/background with online meeting tools
   Users/Customers have HUGE range in “IT    savyiness”
    General focus of each session will cover these     main topics      Introduction to Hosting Conference Calls and    ...
    Hosting Effective Conference Calls and Rem    Introduction to Adobe Acrobat Connect    Scheduling Meetings with Ado...
03/27/12   DRAFT SLIDES   9
   The multi-tasker: Keyboards           Technical glitches     clicking, side conversations and        Online meeting ...
 Follow these suggestions and tips to help Do NOT be overwhelmed!      You may not use ALL tips for all calls and event...
    The more time set out to plan and advertise an     event, the better attendance you will see    Schedule an event at...
 Never know who will have access to what       resources and what could go wrong!      Post slides and make the availabl...
    Try to schedule events mid-week, in     afternoon eastern time zone to get turnout     from both coasts.      Highes...
    Be prepared for special accommodations for     participants who need closed captioning or     transcripts      For o...
    Recording and making it available for     replay/download can increase access to event 100-     fold!      100,000 l...
 Make sure more than one person knows the  code to start the conference call as well as  web conference (or have multiple...
    Host at least one short dry-run/demo with     speakers     ensure they are comfortable with approach (not to        ...
    Use enrollment/sign up features      get early headcounts of who will attend      have contact info for emergencies...
    Think about if/when/how you will handle questions    Consider interactive options for online meetings      Polling ...
    Open the conference call line 5-10 minutes     before scheduled start time     Let people get situated and provide f...
    Open web conference 15-30 mins ahead of     scheduled start time     Will give people a change to work out last minu...
 Tell presenters to call in at least 5 mins  early Confirm presence of speakers by phone     Make sure they sound loud ...
    Separate out the role of speaker and     moderator or host      Let the speaker focus on providing delivery of talk ...
    Prepare an introductory script covering all     the key reminders in advance      Ask everyone to mute their lines  ...
    Have a phone number to provide for people to call     with have technical problems      A colleague who will help yo...
    Host should remind people to mute lines      *6 = local mute, #6 = local unmute      If audio interruptions become ...
    Keep track of time and provide verbal reminders     to speakers if they are going too slow, speaking too     softly e...
    Ask participants to identify themselves or organization    Alternate questions between phone and online participants...
    Ask for feedback      Create custom polls (eg use Survey Monkey or Google       docs to create free online forms to ...
    Review feedback      consider options to improve for next event           ▪ Longer, shorter           ▪ More interac...
    Check in with “no shows”?      Get accurate head count if people shared the line Send follow up emails with access ...
 Reservationless  Plus can provide  reports of phone  participants by  email Operator assisted  calls may also yield  pa...
 Regardless of approach, the true     secret to any event, whether     online or in person is planning! The more time yo...
 Deployed Agency-wide in 2011 EPA POCs :      Leanne Willette      Deb Seal WCF charges associated depending on use  ...
   Commercially- available Software used to create information     and general presentations, online training materials, ...
Adobe Acrobat Connect is part of     the Adobe Acrobat family.•   Adobe Acrobat Connect is entirely Adobe    Flash based ...
    The host can completely control the layout &     function for every meeting.      Can be set up in advance or on the...
Participant                          View:                          Controlled by                          host           ...
Host View:                          Extra panels                          visible only to                          host   ...
    Host       set up a meeting, invite guests, add content to the library, share        content, and add or edit layout...
    No scheduling    No “hard” start or end times    Instead users create meeting ROOMS that     are perpetual and can ...
 Staff can create unlimited meeting rooms Each meeting room can hold 50 connections  (including host) External partners...
    Menu varied depending on role    Used to interact and control meeting03/27/12       DRAFT SLIDES                 45
     Hosts can enable the following pods      in a meeting room in the public area                                       ...
    Some pods may load upon joining a meeting      i.e. All previous pods and content from last time           meeting r...
    From Pods menu, “manage pods” will let host     rename or quickly remove pods03/27/12      DRAFT SLIDES              ...
    Menu in upper right corner of Pod will provide     additional options03/27/12       DRAFT SLIDES                     ...
   Host/presenter can    visually share:     application, entire      desktop, or portion of      screen     a specific...
 Used to make files accessible for download  during a meeting Files limited to 102 MB in size                Files curre...
    Two ways to let participants interact with      text messagesQ&A Pod                          Chat Pod•Private submis...
Toggle between                                participant and                                presenter views              ...
Chat with                          particular groups                              or people                             Ch...
    Simple approach (separated)      Audio  teleconference line      Visuals  Adobe Connect Meeting    Audio can be ...
 Only the host can start audio sharing using  the Audio menu Cannot broadcast PC mic   & Phone simultaneously VOIP need...
 http://epa.connectsolutions.com Portal is signal website for event, room,  account, and file management Depending on y...
 Click new  meeting Enter  information  on form03/27/12   DRAFT SLIDES   58
   Adobe Connect will automatically generate    invitations for you     Uses your own mail client03/27/12        DRAFT S...
 Test your connection/Troubleshooting page:  http://epa.connectsolutions.com/common/help/e Get a quick overview:  http:/...
03/27/12   DRAFT SLIDES   61
   Commercially- available Software used to create information     and general presentations, online training materials, ...
Adobe Acrobat Connect is part of     the Adobe Acrobat family.•   Adobe Acrobat Connect is entirely Adobe    Flash based ...
    Host completely controls layout & function      Can be set up in advance or on the fly    Meeting attendees can per...
    Host       set up a meeting, invite guests, add content to the library, share        content, and add or edit layout...
    No scheduling    No “hard” start or end times    Instead users create meeting ROOMS that     are perpetual and can ...
     Hosts can enable the following pods      in a meeting room in the public area                                       ...
03/27/12   DRAFT SLIDES   68
Participant                          View:                          Controlled by                          host           ...
Host View:                          Extra panels                          visible only to                          host   ...
 https://epa.connectsolutions.com OR Intranet03/27/12   DRAFT SLIDES              71
    To create or start Adobe Connect  meetings you must have an Adobe Connect  account Visit https://epa.connectsolution...
 To create or start Adobe Connect meetings  you must have an Adobe Connect account https://epa.connectsolutions.com     ...
    No EVENT scheduling…      Instead create “perpetual” online meeting rooms       to reuse over and over again      U...
Once your username and password have been verified you will be  taken to the Connect Pro Central Homepage. Portal is plac...
Can upload content for easy access within meeting rooms aswell as to share viewing URLs03/27/12       DRAFT SLIDES        ...
Easy accessfor viewingoutside themeetingroom                              Adobe Connect                              will ...
03/27/12   DRAFT SLIDES   78
File types ok to upload:                                *.ppt, *.pptx, *.flv,                                *.swf, *.pdf,...
03/27/12   DRAFT SLIDES   80
 Click new  meeting Enter  information  on form03/27/12   DRAFT SLIDES   81
    Name:    Custom URL: http://epa.connectsolutions.com/      (Leave this field blank for a system-generated URL, or i...
03/27/12   DRAFT SLIDES   83
03/27/12   DRAFT SLIDES   84
03/27/12   DRAFT SLIDES   85
03/27/12   DRAFT SLIDES   86
   Adobe Connect will automatically generate    invitations for you     Uses your own mail client03/27/12        DRAFT S...
This is the                          ONLY way to                          get Adobe to                            “hear”/d...
03/27/12   DRAFT SLIDES   89
Text Instructions                             ONLY for emails and                             help screens                ...
Now Audio can be added to                          a meeting from the meeting                          tab03/27/12   DRAFT...
03/27/12   DRAFT SLIDES   92
Adobe Connect runs on Flash… you MUST have flash installed to attendAdobe Connect MeetingsOn some EPA machines, users may ...
 Test your connection/Troubleshooting page:  https://epa.connectsolutions.com/common/help/ Get a quick overview:  http:/...
    EPA Intranet Page on Adobe Connect      http://workplace.epa.gov/webconferencing.html      FAQ’s Tip Sheets etc   ...
 Thank you for your participation! Feedback may be submitted at  https://spreadsheets.google.com/viewform?form Question...
03/27/12   DRAFT SLIDES   97
 Deployed Agency-wide in 2011 EPA POCs :      Leanne Willette      Deb Seal WCF charges associated depending on use  ...
   Commercially- available Software used to create information     and general presentations, online training materials, ...
Adobe Acrobat Connect is part of     the Adobe Acrobat family.•   Adobe Acrobat Connect is entirely Adobe    Flash based ...
    Staff can create unlimited # of meeting rooms    Each meeting room can hold 50 connections (including     host)    ...
    Need an EPA Adobe Connect Account      Others contact Leanne Willette or Deb Seal in OEI    Log into Adobe Connect ...
 To create or start Adobe Connect meetings  you must have an Adobe Connect account https://epa.connectsolutions.com     ...
 To create or start Adobe Connect meetings  you must have an Adobe Connect account https://epa.connectsolutions.com     ...
    No EVENT scheduling…      Instead create “perpetual” online meeting rooms       to reuse over and over again      U...
Once your username and password have been verified you will be  taken to the Connect Pro Central Homepage. Portal is plac...
Once your username  and password have  been verified you  will be taken to the  Connect Pro  Central Homepage.Click the Cr...
 Remember you do NOT schedule events with  Adobe Connect (although you can) Instead you create a meeting room that can  ...
Fill in a meeting name and an easy to remembercustom URL
Optionally fill in the rest of the fields and clickfinish. Your meeting room has been created.
   Adobe Connect will automatically generate    invitations for you     Uses your own mail client03/27/12        DRAFT S...
    If you are the host (created the room or assigned as     a host), you can enter the room by:      Logging into the A...
You can enter your meeting room by clicking on themeeting room URL on the confirmation page or bytyping the URL into your ...
•   If you have never hosted or presented in a    Connect meeting before, you will be    prompted to install the Acrobat C...
In order to HOST or                          PRESENT a meeting,                          you have to have an              ...
    As a host, it will be your responsibility to set     up the meeting room:      Open and arrange pods      Upload co...
Host View:                          Extra panels visible only                          to host (presenter only            ...
    Some pods may load upon joining a meeting      i.e. All previous pods and content from last time           meeting r...
    From Pods menu, “manage pods” will let host     rename or quickly remove pods03/27/12      DRAFT SLIDES              ...
   Host/presenter can    visually share:     application, entire      desktop, or portion of      screen     a specific...
Select “share my screen”                          Pick from the 3 options:                          •Desktop,             ...
File types ok to upload:                                      *.ppt, *.pptx, *.flv,                                      *...
•Open Video Pod                          •Click Share my                          webcam                          •Allow t...
   Open Links Pod                             Click menu in upper right                             Select “Add Link”  ...
    Two ways to let participants interact with      text messagesQ&A Pod                          Chat Pod•Private submis...
Toggle between                                participant and                                presenter views              ...
Chat with                          particular groups                              or people                             Ch...
    Remember, depending on your settings,     participants can join your meeting AS SOON AS     they know the meeting URL...
 Only the host can start audio sharing using  the Audio menu Cannot broadcast PC mic   & Phone simultaneously VOIP need...
   Do in advance from                              Adobe Portal (only for                              Adobe Connect Acco...
    Hosts can “demote”     themselves to lower     rights    They will perpetually     be able to promote     themselves...
Adobe Connect runs on Flash… you MUST have flash installed to attendAdobe Connect Meetings     Solution: Ignore error, try...
Solution: No log in needed. Enter as a Guest!03/27/12         DRAFT SLIDES                    133
Solution: Update Adobe, Exit Meeting and Re-Enter. Have host reload content, open new pod, or make file downloadable03/27/...
 If Adobe has been set up to stream audio  from a phone line, participants will enter  meetings with audio enabled automa...
    Do they have speakers or headphones?      If yes, are they turned on?      If yes, is the volume up?    Make sure ...
    Meeting room will remain     open indefinitely (regardless     of duration selected when     creating it)    Host MU...
 Test your connection/Troubleshooting page:  https://epa.connectsolutions.com/common/help/ Get a quick overview:  http:/...
    EPA Intranet Page on Adobe Connect      http://workplace.epa.gov/webconferencing.html      FAQ’s Tip Sheets etc   ...
 Thank you for your participation! Feedback may be submitted at  https://spreadsheets.google.com/viewform?form Question...
Adobe Connect training for EPA
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Adobe Connect training for EPA

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Introduction to Adobe Connect for EPA employees and EPA partners. This session covers a basic overview of Adobe Connect, how to access it at EPA, as well as basic functionality of an Adobe Connect Meeting Room.

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  • Adobe Connect training for EPA

    1. 1. Presented by: Jean M Balent, balent.jean@epa.gov, 7036039934 USEPA Technology Innovation and Field Services Division Call in: 866-299-3188, code 7036039924#03/27/12 DRAFT SLIDES 1
    2. 2.  Call into the conference line  866-299-3188, code 7036039924#  *6 to mute, #6 to unmute  Please do not place the call on hold Questions can be asked at anytime via phone or Chat Pod Important links will be shared in the Relevant Links Pod03/27/12 DRAFT SLIDES 2
    3. 3. Technology Innovation and Field Services Division (TIFSD) has offered online training and technical support to hazardous waste sites since mid 90’s  CLUIN Internet Seminars  Host 100-120 live online events per year to 15,000-18,000 participants annuallyTIP explores resources and promotes their use/applicability to EPA and other groups  Jean helps to host, brainstorm and prepare for 80-100 remote events per year
    4. 4. Information presented in this session has been self-taught through trials with these toolsI’m not a contractor, I don’t work for OEI, and I’m not an EPA trainer  I’m a customerMention in this talk does NOT imply an EPA endorsement for any particular tool
    5. 5. Quick Poll to determine audienceexperience/background with online meeting tools
    6. 6.  Users/Customers have HUGE range in “IT savyiness”
    7. 7.  General focus of each session will cover these main topics  Introduction to Hosting Conference Calls and Remote Meetings  Introduction to Adobe Connect  How to Schedule Meetings with Adobe Connect  How to host meetings with Adobe Connect Don’t worry if you cant attend each “focus” session… we will cover all the slides!03/27/12 DRAFT SLIDES 7
    8. 8.  Hosting Effective Conference Calls and Rem Introduction to Adobe Acrobat Connect Scheduling Meetings with Adobe Connect Hosting Meetings with Adobe Connect03/27/12 DRAFT SLIDES 8
    9. 9. 03/27/12 DRAFT SLIDES 9
    10. 10.  The multi-tasker: Keyboards  Technical glitches clicking, side conversations and  Online meeting wont start or phone calls crashes  The teleworker: Dogs barking,  IT Security restrictions prevent Children crying people from joining the event  Ordering food from a drive  People cant remember the URL or through window event information to join  Flushing toilets  Presenters have the same  Insulting instructors and problems!  “I cant see anything” complaint presenters  Add to the list phone nightmares  Making fun of public comments from the previous page  Becoming amorous  Presenters have embarrassing, sensitive or inappropriate pop-ups appear during the session  Chatting03/27/12 DRAFT SLIDES 10
    11. 11.  Follow these suggestions and tips to help Do NOT be overwhelmed!  You may not use ALL tips for all calls and events There are some problems that you CANNOT control…  Technology problems  USER ERROR03/27/12 DRAFT SLIDES 11
    12. 12.  The more time set out to plan and advertise an event, the better attendance you will see Schedule an event at least 3-4 weeks before you plan to host  Time to spread the word and fit into people’s schedules  Exceptions for a small targeted group Create an AGENDA for your event Find out how many phone lines you have access to  Some Reservationless Plus accounts are capped at 100-145 phone lines without operator assistance03/27/12 DRAFT SLIDES 12
    13. 13.  Never know who will have access to what resources and what could go wrong!  Post slides and make the available to download in case a web conference shuts down  Use a telephone line in conjunction with streaming audio online for easier communication and to reduce phone costs03/27/12 DRAFT SLIDES 13
    14. 14.  Try to schedule events mid-week, in afternoon eastern time zone to get turnout from both coasts.  Highest Turnout: Tues, Weds, Thurs from 1-4pm EST. Limit event to 2-3 hours Longer events should  Be scheduled as multi-part events/series  Include breaks03/27/12 DRAFT SLIDES 14
    15. 15.  Be prepared for special accommodations for participants who need closed captioning or transcripts  For online CC, check with the http://www.fedrcc.us/fedrcc/  Include language in meeting advertisements “ If you require special accommodations, please contact… by ….”  Transcripts can be ordered for recorded calls  Youtube offers easy closed captioning Recorded sessions may be subject to 508 compliance if posted on EPA websites03/27/12 DRAFT SLIDES 15
    16. 16.  Recording and making it available for replay/download can increase access to event 100- fold!  100,000 live attendees in 10 years vs 200,000 downloads in 1 year of podcast Consider needs for recording the event  PC mic for online meetings?  Teleconference line ▪ *2 to record EPA conference calls (*2 to stop recording) ▪ MP3s, CDs can be downloaded or ordered within minutes of ending call from https://www.tcconline.com03/27/12 DRAFT SLIDES 16
    17. 17.  Make sure more than one person knows the code to start the conference call as well as web conference (or have multiple hosts assigned) Do not SOLELY email files & information  People mistype their emails when registering  Large attachments may be removed, virus scanners or email filters will block them  Post on website or make available through online meeting tool03/27/12 DRAFT SLIDES 17
    18. 18.  Host at least one short dry-run/demo with speakers  ensure they are comfortable with approach (not to mention their materials!) Test audio in conference rooms to ensure participants will be able to hear speakers and vice versa Ask remote speakers to  find quiet rooms to speak from (office background noises can be disruptive when they speak)  participate from LAND lines03/27/12 DRAFT SLIDES 18
    19. 19.  Use enrollment/sign up features  get early headcounts of who will attend  have contact info for emergencies and followup  Reservationless plus  use operated assist to collect names of participants Provide links to test their system in advance for participants when using online meeting tools Host demo meetings with online meeting tools to let participants test their systems03/27/12 DRAFT SLIDES 19
    20. 20.  Think about if/when/how you will handle questions Consider interactive options for online meetings  Polling  Web Cams  Transitioning control between speakers Allow for transition time between/among speakers  Add 2-5 mins to total delivery time for EACH speaker in a session: ▪ 1 speaker with 30 mins of material = 32-35 min talk (excluding Q&A) ▪ 2 speakers with 30 mins each of material = 66-70 min talk (excluding Q&A) Add an extra 5-10 mins to your agenda for instructions, closing comments and other delays03/27/12 DRAFT SLIDES 20
    21. 21.  Open the conference call line 5-10 minutes before scheduled start time  Let people get situated and provide friendly reminders so event can start on time Turn off entry/exit tones for large public events to minimize disruption (same for entry messages on web conferences)  *3 will lead you to menu to disable entry/exit tones Once you open the call, state why you are on the lines, keep repeating a welcome message, title of call, and that you will get started soon03/27/12 DRAFT SLIDES 21
    22. 22.  Open web conference 15-30 mins ahead of scheduled start time  Will give people a change to work out last minute glitches and start live event on time Set up an automated slideshow the runs during the early start time  Congratulate them on joining the web conference, remind of call in #, and that event will start soon, etc03/27/12 DRAFT SLIDES 22
    23. 23.  Tell presenters to call in at least 5 mins early Confirm presence of speakers by phone  Make sure they sound loud and clear Reservationless Plus offers operated-assisted pre-call conferences to group presenters together before a conference call  Need phone #s for all speakers03/27/12 DRAFT SLIDES 23
    24. 24.  Separate out the role of speaker and moderator or host  Let the speaker focus on providing delivery of talk  Moderator watches time, reviews comments that are submitted online, deals with technical difficulties For web meetings, may need 2 PCs (one to present and one to host)03/27/12 DRAFT SLIDES 24
    25. 25.  Prepare an introductory script covering all the key reminders in advance  Ask everyone to mute their lines  Ask them NOT to put the call on hold  Specify how you will handle questions  Remind participants of instructor contact info to follow up with questions after event See the sample one used for CLUIN seminars at  https://www.clu-in.org/conf/tio/instructor/Cluin-webca03/27/12 DRAFT SLIDES 25
    26. 26.  Have a phone number to provide for people to call with have technical problems  A colleague who will help you?  Your cell?  Reservationless Plus: 888-876-3081  EPA Call Center: 1-866-411-4EPA or email at EPACallCenter@epa.gov  Adobe Connect: Leanne Willett or Deb Seal ▪ https://epa.connectsolutions.com/common/help/en/support/meeting_tes03/27/12 DRAFT SLIDES 26
    27. 27.  Host should remind people to mute lines  *6 = local mute, #6 = local unmute  If audio interruptions become a problem ▪ globally mute lines, let speakers unmute ▪ *5 globally mutes all lines but leader, #5 globally unmutes all lines ▪ Use *5 to mute everyone, have speakers then hit #6 to continue talking ▪ *51 globally mutes all except leader and NO ONE can UNMUTE until leader hits #51 Do NOT let people place call on hold!03/27/12 DRAFT SLIDES 27
    28. 28.  Keep track of time and provide verbal reminders to speakers if they are going too slow, speaking too softly etc *# will tell you number of people on the phones Watch/listen for in-room disruptions such as people leaving/exiting, rustling of papers near phones, etc State slide # or title if system doesn’t allow for real-time screen-sharing Stick to the schedule!03/27/12 DRAFT SLIDES 28
    29. 29.  Ask participants to identify themselves or organization Alternate questions between phone and online participants For online meetings, allow people to TYPE questions in chat or Q&A form  Let them type questions at anytime so people can type them up in time to be answered  Host MUST read these questions to speakers (don’t read names of submitters, instead use location or organization) Remind instructors to repeat questions before answering Provide instructions for anyone with questions not answered by referring them to speaker contact information03/27/12 DRAFT SLIDES 29
    30. 30.  Ask for feedback  Create custom polls (eg use Survey Monkey or Google docs to create free online forms to capture basic feedback)  Not subject to ICRs if distributed at time of live event! Remind people how they can access materials If event was recorded when it will be available to replay Advertise future sessions or related events THANK THEM FOR THEIR TIME03/27/12 DRAFT SLIDES 30
    31. 31.  Review feedback  consider options to improve for next event ▪ Longer, shorter ▪ More interactive Review recordings and modify as needed  eg cut out breaks, dead-air, pre-air, etc Review meeting page and update to reflect “archive status”  eg remove text with instructions to register and replay with language to replay event03/27/12 DRAFT SLIDES 31
    32. 32.  Check in with “no shows”?  Get accurate head count if people shared the line Send follow up emails with access to materials, instructor contact info, recording links etc Advertise future events or related resources03/27/12 DRAFT SLIDES 32
    33. 33.  Reservationless Plus can provide reports of phone participants by email Operator assisted calls may also yield participant rosters03/27/12 DRAFT SLIDES 33
    34. 34.  Regardless of approach, the true secret to any event, whether online or in person is planning! The more time you have to plan, the more successful your event will be!03/27/12 DRAFT SLIDES 34
    35. 35.  Deployed Agency-wide in 2011 EPA POCs :  Leanne Willette  Deb Seal WCF charges associated depending on use case and deployment Will replace other meeting tools such as Webex and Oracle Web Conferencing03/27/12 DRAFT SLIDES 36
    36. 36.  Commercially- available Software used to create information and general presentations, online training materials, web conferencing, learning modules, and user desktop sharing.Commercial Adobe Pagewww.adobeconnect.comEPA’s pagehttps://epa.connectsolutions.com/
    37. 37. Adobe Acrobat Connect is part of the Adobe Acrobat family.• Adobe Acrobat Connect is entirely Adobe Flash based • “no” downloads or installations required • Works on any platform, browser etc• All meeting workspaces are organized into ‘pods’ • Each pod performs a specific role/function (e.g. chat, share, webcam, Q&A etc)
    38. 38.  The host can completely control the layout & function for every meeting.  Can be set up in advance or on the fly Meeting attendees can perform different roles: host, presenter, participant You can assign meeting roles in advance or on the fly as well as have multiple hosts Audio can be streamed online through Adobe shared from PC mics AND/OR telephone lines03/27/12 DRAFT SLIDES 39
    39. 39. Participant View: Controlled by host Can be completely different depending on meeting03/27/12 DRAFT SLIDES 40
    40. 40. Host View: Extra panels visible only to host (presenter only area)03/27/12 DRAFT SLIDES 41
    41. 41.  Host  set up a meeting, invite guests, add content to the library, share content, and add or edit layouts in a meeting room.  promote other participants to the other roles, give enhanced permissions  Presenter  share content already loaded into the meeting room from the library and share content from their computer  share the screen, can chat, and broadcast live audio and video  Participant  view the content that the presenter is sharing, hear and see the presenter’s audio and video broadcast, and use text chat03/27/12 DRAFT SLIDES 42
    42. 42.  No scheduling No “hard” start or end times Instead users create meeting ROOMS that are perpetual and can be used over and over again  Just like a real physical meeting space Custom URLs or Vanity URLs can be created for easy reference  https://epa.connectsolutions.com/<INSERT ANYTHING>03/27/12 DRAFT SLIDES 43
    43. 43.  Staff can create unlimited meeting rooms Each meeting room can hold 50 connections (including host) External partners can be given accounts to create and host meetings  Contact Leann Willette in OEI Document upload turned on in Jan 2012 Recording – disabled File share pod – disabled03/27/12 DRAFT SLIDES 44
    44. 44.  Menu varied depending on role Used to interact and control meeting03/27/12 DRAFT SLIDES 45
    45. 45.  Hosts can enable the following pods in a meeting room in the public area All Pods can be OR presenter only area : • Renamed  Share – visually share files or screen  Notes – type text based notes •Resized  Attendees – view list of attendees & roles •Moved around  Video – share webcam  Chat – type 2-way text messages between attendees Some Pods can  Files – make files downloadable/accessible have multiple  Web Links – share URLs instances open (ie  Poll – ask questions and collect data multiple shares or  Q&A – private question and answer submission notes) 03/27/12 DRAFT SLIDES 46
    46. 46.  Some pods may load upon joining a meeting  i.e. All previous pods and content from last time meeting room was used To open a new pod, click the Pods menu Select Pod type Click arrow to open new pod if others of that type are already open03/27/12 DRAFT SLIDES 47
    47. 47.  From Pods menu, “manage pods” will let host rename or quickly remove pods03/27/12 DRAFT SLIDES 48
    48. 48.  Menu in upper right corner of Pod will provide additional options03/27/12 DRAFT SLIDES 49
    49. 49.  Host/presenter can visually share:  application, entire desktop, or portion of screen  a specific document (eg word, PPT, PDF, excel etc) Screensharing NOT ▪ Preloaded or on the fly recommended  white board03/27/12 DRAFT SLIDES 50
    50. 50.  Used to make files accessible for download during a meeting Files limited to 102 MB in size Files currently “shared” in meeting Files on Adobe CM Common/Shared Files on Adobe CM Upload live from PC03/27/12 DRAFT SLIDES 51
    51. 51.  Two ways to let participants interact with text messagesQ&A Pod Chat Pod•Private submission of •Public submission ofquestions/comments questions/comments•Host can respond •Anyone can read anddirectly to participant, type messagesrespond to all •Private chats can beparticipants, assign opened with the Chatquestion to others Pod menu 03/27/12 DRAFT SLIDES 52
    52. 52. Toggle between participant and presenter views Question queue Click here to submit Reply directly Type your to participant questions here Reply to ALL participants03/27/12 DRAFT SLIDES 53
    53. 53. Chat with particular groups or people Chat modifiers Start private chats Type chat messages here03/27/12 DRAFT SLIDES 54
    54. 54.  Simple approach (separated)  Audio  teleconference line  Visuals  Adobe Connect Meeting Audio can be shared THROUGH an Adobe Connect Meeting (integrated)  PC Microphone  VOIP (intergrated phone line)  Lets participants listen via headphones or computer speakers03/27/12 DRAFT SLIDES 55
    55. 55.  Only the host can start audio sharing using the Audio menu Cannot broadcast PC mic & Phone simultaneously VOIP needs to be set up In advance in Adobe Connect Portal03/27/12 DRAFT SLIDES 56
    56. 56.  http://epa.connectsolutions.com Portal is signal website for event, room, account, and file management Depending on your account and role you may have access to different features03/27/12 DRAFT SLIDES 57
    57. 57.  Click new meeting Enter information on form03/27/12 DRAFT SLIDES 58
    58. 58.  Adobe Connect will automatically generate invitations for you  Uses your own mail client03/27/12 DRAFT SLIDES 59
    59. 59.  Test your connection/Troubleshooting page: http://epa.connectsolutions.com/common/help/e Get a quick overview: http://www.adobe.com/go/connectpro_overview Adobe Connect Help: http://help.adobe.com/en_US/connect/8.0/using/03/27/12 DRAFT SLIDES 60
    60. 60. 03/27/12 DRAFT SLIDES 61
    61. 61.  Commercially- available Software used to create information and general presentations, online training materials, web conferencing, learning modules, and user desktop sharing.Commercial Adobe Pagewww.adobeconnect.comEPA’s pagehttps://epa.connectsolutions.com/
    62. 62. Adobe Acrobat Connect is part of the Adobe Acrobat family.• Adobe Acrobat Connect is entirely Adobe Flash based • “no” downloads or installations required • Works on any platform, browser etc• All meeting workspaces are organized into ‘pods’ • Each pod performs a specific role/function (e.g. chat, share, webcam, Q&A etc)
    63. 63.  Host completely controls layout & function  Can be set up in advance or on the fly Meeting attendees can perform different roles  host, presenter, participant  assign meeting roles in advance or on the fly  can have multiple hosts Audio can be streamed online through Adobe shared from PC mics AND/OR telephone lines03/27/12 DRAFT SLIDES 64
    64. 64.  Host  set up a meeting, invite guests, add content to the library, share content, and add or edit layouts in a meeting room.  promote other participants to the other roles, give enhanced permissions  Presenter  share content already loaded into the meeting room from the library and share content from their computer  share the screen, can chat, and broadcast live audio and video  Participant  view the content that the presenter is sharing, hear and see the presenter’s audio and video broadcast, and use text chat03/27/12 DRAFT SLIDES 65
    65. 65.  No scheduling No “hard” start or end times Instead users create meeting ROOMS that are perpetual and can be used over and over again  Just like a real physical meeting space Custom URLs or Vanity URLs can be created for easy reference  http://epa.connectsolutions.com/<INSERT ANYTHING>03/27/12 DRAFT SLIDES 66
    66. 66.  Hosts can enable the following pods in a meeting room in the public area All Pods can be OR presenter only area : • Renamed  Share – visually share files or screen  Notes – type text based notes •Resized  Attendees – view list of attendees & roles •Moved around  Video – share webcam  Chat – type 2-way text messages between attendees Some Pods can  Files – make files downloadable/accessible have multiple  Web Links – share URLs instances open (ie  Poll – ask questions and collect data multiple shares or  Q&A – private question and answer submission notes) 03/27/12 DRAFT SLIDES 67
    67. 67. 03/27/12 DRAFT SLIDES 68
    68. 68. Participant View: Controlled by host Can be completely different depending on meeting03/27/12 DRAFT SLIDES 69
    69. 69. Host View: Extra panels visible only to host (presenter only area)03/27/12 DRAFT SLIDES 70
    70. 70.  https://epa.connectsolutions.com OR Intranet03/27/12 DRAFT SLIDES 71
    71. 71.  To create or start Adobe Connect meetings you must have an Adobe Connect account Visit https://epa.connectsolutions.com  Click forgot password, a temporary one will be emailed to you03/27/12 DRAFT SLIDES 72
    72. 72.  To create or start Adobe Connect meetings you must have an Adobe Connect account https://epa.connectsolutions.com Username: your EPA email address Password: selected by you03/27/12 DRAFT SLIDES 73
    73. 73.  No EVENT scheduling…  Instead create “perpetual” online meeting rooms to reuse over and over again  Use “vanity” URLs (custom meeting address) for easy reference Screen sharing NOT recommended…  Instead use pods for all activity and file sharing03/27/12 DRAFT SLIDES 74
    74. 74. Once your username and password have been verified you will be taken to the Connect Pro Central Homepage. Portal is place for managing meetings AND content
    75. 75. Can upload content for easy access within meeting rooms aswell as to share viewing URLs03/27/12 DRAFT SLIDES 76
    76. 76. Easy accessfor viewingoutside themeetingroom Adobe Connect will automatically track how and when content is accessed 03/27/12 DRAFT SLIDES 77
    77. 77. 03/27/12 DRAFT SLIDES 78
    78. 78. File types ok to upload: *.ppt, *.pptx, *.flv, *.swf, *.pdf, *.gif, *.jpg, *.png, *.mp3, *.html, *.mp4, *.f4v or *.zip. What about Word? Excel? Text files? •Show in live desktop mode •Convert to PDF03/27/12 DRAFT SLIDES 79
    79. 79. 03/27/12 DRAFT SLIDES 80
    80. 80.  Click new meeting Enter information on form03/27/12 DRAFT SLIDES 81
    81. 81.  Name: Custom URL: http://epa.connectsolutions.com/  (Leave this field blank for a system-generated URL, or include a unique URL path. Please use only ascii alphanumeric characters or hyphens. For example: "product-demo" will result in http://epa.connectsolutions.com/product-demo/) Summary:  max length=1000 characters Start Time: Duration: Select Template: Language: Access:  Only registered users may enter the room (guest access is blocked)  Only registered users and accepted guests may enter the room  Anyone who has the URL for the meeting can enter the room Audio Conference Settings  Do not include any audio conference with this meeting.  Include this audio conference with this meeting:03/27/12 DRAFT SLIDES 82
    82. 82. 03/27/12 DRAFT SLIDES 83
    83. 83. 03/27/12 DRAFT SLIDES 84
    84. 84. 03/27/12 DRAFT SLIDES 85
    85. 85. 03/27/12 DRAFT SLIDES 86
    86. 86.  Adobe Connect will automatically generate invitations for you  Uses your own mail client03/27/12 DRAFT SLIDES 87
    87. 87. This is the ONLY way to get Adobe to “hear”/dial into a conference call line to stream audio from a phone03/27/12 DRAFT SLIDES 88
    88. 88. 03/27/12 DRAFT SLIDES 89
    89. 89. Text Instructions ONLY for emails and help screens This is what Adobe does to dial a conference call line03/27/12 DRAFT SLIDES 90
    90. 90. Now Audio can be added to a meeting from the meeting tab03/27/12 DRAFT SLIDES 91
    91. 91. 03/27/12 DRAFT SLIDES 92
    92. 92. Adobe Connect runs on Flash… you MUST have flash installed to attendAdobe Connect MeetingsOn some EPA machines, users may have limited/”light” versions of Flashinstalled  they may see warnings but can STILL ATTEND MEETINGS 03/27/12 DRAFT SLIDES 93
    93. 93.  Test your connection/Troubleshooting page: https://epa.connectsolutions.com/common/help/ Get a quick overview: http://www.adobe.com/go/connectpro_overview Adobe Connect Help: http://help.adobe.com/en_US/connect/8.0/using/03/27/12 DRAFT SLIDES 94
    94. 94.  EPA Intranet Page on Adobe Connect  http://workplace.epa.gov/webconferencing.html  FAQ’s Tip Sheets etc OEI hosting live Adobe Connect Webinars each month  Current Schedule http://intranet.epa.gov/otop/ittraining/Training_Calen03/27/12 DRAFT SLIDES 95
    95. 95.  Thank you for your participation! Feedback may be submitted at https://spreadsheets.google.com/viewform?form Questions or follow-up comments, please contact  Jean M Balent, balent.jean@epa.gov, 703603992403/27/12 DRAFT SLIDES 96
    96. 96. 03/27/12 DRAFT SLIDES 97
    97. 97.  Deployed Agency-wide in 2011 EPA POCs :  Leanne Willette  Deb Seal WCF charges associated depending on use case and deployment Will replace other meeting tools such as Webex and Oracle Web Conferencing03/27/12 DRAFT SLIDES 98
    98. 98.  Commercially- available Software used to create information and general presentations, online training materials, web conferencing, learning modules, and user desktop sharing.Commercial Adobe Pagewww.adobeconnect.comEPA’s pagehttps://epa.connectsolutions.com/
    99. 99. Adobe Acrobat Connect is part of the Adobe Acrobat family.• Adobe Acrobat Connect is entirely Adobe Flash based • “no” downloads or installations required • Works on any platform, browser etc• All meeting workspaces are organized into ‘pods’ • Each pod performs a specific role/function (e.g. chat, share, webcam, Q&A etc)
    100. 100.  Staff can create unlimited # of meeting rooms Each meeting room can hold 50 connections (including host) External partners can be given accounts to create and host meetings  Contact Leann Willette in OEI LIMITED Document upload turned on in Jan 2012 Recording – disabled File share pod – disabled Telephone streaming – disabled Document share - disabled03/27/12 DRAFT SLIDES 101
    101. 101.  Need an EPA Adobe Connect Account  Others contact Leanne Willette or Deb Seal in OEI Log into Adobe Connect  http://epa.connectsolutions.com Create Meeting Room or Access Existing Meeting Room Enter Meeting Room to Start Set up Pods, Assign Rights03/27/12 DRAFT SLIDES 102
    102. 102.  To create or start Adobe Connect meetings you must have an Adobe Connect account https://epa.connectsolutions.com Username: your EPA email address Password: selected by you03/27/12 DRAFT SLIDES 103
    103. 103.  To create or start Adobe Connect meetings you must have an Adobe Connect account https://epa.connectsolutions.com Username: your EPA email address Password: selected by you03/27/12 DRAFT SLIDES 104
    104. 104.  No EVENT scheduling…  Instead create “perpetual” online meeting rooms to reuse over and over again  Use “vanity” URLs (custom meeting address) for easy reference Screen sharing NOT recommended…  Instead use pods for all activity and file sharing03/27/12 DRAFT SLIDES 105
    105. 105. Once your username and password have been verified you will be taken to the Connect Pro Central Homepage. Portal is place for managing meetings AND content
    106. 106. Once your username and password have been verified you will be taken to the Connect Pro Central Homepage.Click the Create New Meeting button to begin the Meeting Wizard.
    107. 107.  Remember you do NOT schedule events with Adobe Connect (although you can) Instead you create a meeting room that can be used over and over again03/27/12 DRAFT SLIDES 108
    108. 108. Fill in a meeting name and an easy to remembercustom URL
    109. 109. Optionally fill in the rest of the fields and clickfinish. Your meeting room has been created.
    110. 110.  Adobe Connect will automatically generate invitations for you  Uses your own mail client03/27/12 DRAFT SLIDES 111
    111. 111.  If you are the host (created the room or assigned as a host), you can enter the room by:  Logging into the Adobe Connect Portal, navigate to meeting list, click on URL, Open or Enter Meeting Room button  Go directly to meeting URL and LOGIN with your Adobe Credentials ▪ DO NOT ENTER AS A GUEST Otherwise, you must enter as a participant and be given host rights03/27/12 DRAFT SLIDES 112
    112. 112. You can enter your meeting room by clicking on themeeting room URL on the confirmation page or bytyping the URL into your browser.
    113. 113. • If you have never hosted or presented in a Connect meeting before, you will be prompted to install the Acrobat Connect Add-In • Auto install prompt or accessible at http://www.adobe.com/support/connect/updaters.htm• Meeting participants are only required to have the Adobe Flash Player installed
    114. 114. In order to HOST or PRESENT a meeting, you have to have an Adobe Connect Add On installed. Click the affirmative option: yes, allow, install, ok… You will removed and then immediately re- enter the meeting room03/27/12 DRAFT SLIDES 115
    115. 115.  As a host, it will be your responsibility to set up the meeting room:  Open and arrange pods  Upload content You may want to do this IN ADVANCE of your live session You will also have to assign rights to presenters and other hosts (If not previously defined)03/27/12 DRAFT SLIDES 116
    116. 116. Host View: Extra panels visible only to host (presenter only area - POA) Use for staging content, viewing private pods etc03/27/12 DRAFT SLIDES 117
    117. 117.  Some pods may load upon joining a meeting  i.e. All previous pods and content from last time meeting room was used To open a new pod, click the Pods menu Select Pod type Click arrow to open new pod if others of that type are already open03/27/12 DRAFT SLIDES 118
    118. 118.  From Pods menu, “manage pods” will let host rename or quickly remove pods03/27/12 DRAFT SLIDES 119
    119. 119.  Host/presenter can visually share:  application, entire desktop, or portion of screen  a specific document (eg word, PPT, PDF, excel etc) Screensharing NOT ▪ Preloaded or on the fly recommended … by Adobe  white board03/27/12 DRAFT SLIDES 120
    120. 120. Select “share my screen” Pick from the 3 options: •Desktop, •Application, •Windows When done, be sure to go back into meeting room to click “Stop Sharing”03/27/12 DRAFT SLIDES 121
    121. 121. File types ok to upload: *.ppt, *.pptx, *.flv, *.swf, *.pdf, *.gif, *.jpg, *.png, *.mp3, *.html, *.mp4, *.f4v or *.zip.What about Word? Excel? Text files?•Show in live desktop mode•Convert to PDF DRAFT SLIDES 03/27/12 122
    122. 122. •Open Video Pod •Click Share my webcam •Allow the meeting to access your AV equipment •Click “start sharing” •Click stop sharing when done03/27/12 DRAFT SLIDES 123
    123. 123.  Open Links Pod  Click menu in upper right  Select “Add Link”  Fill out info for link, click ok  When you click “browse” to, it opens that page locally on everyone’s PC03/27/12 DRAFT SLIDES 124
    124. 124.  Two ways to let participants interact with text messagesQ&A Pod Chat Pod•Private submission of •Public submission ofquestions/comments questions/comments•Host can respond •Anyone can read anddirectly to participant, type messagesrespond to all •Private chats can beparticipants, assign opened with the Chatquestion to others Pod menu 03/27/12 DRAFT SLIDES 125
    125. 125. Toggle between participant and presenter views Question queue Click here to submit Reply directly Type your to participant questions here Reply to ALL participants03/27/12 DRAFT SLIDES 126
    126. 126. Chat with particular groups or people Chat modifiers Start private chats Type chat messages here03/27/12 DRAFT SLIDES 127
    127. 127.  Remember, depending on your settings, participants can join your meeting AS SOON AS they know the meeting URL  Think about what they should see if they enter early, right before you begin etc To begin meeting:  Enter meeting room, ensure right content is displayed  Start audio, open teleconference  Assign rights to those that need them03/27/12 DRAFT SLIDES 128
    128. 128.  Only the host can start audio sharing using the Audio menu Cannot broadcast PC mic & Phone simultaneously VOIP needs to be set up In advance in Adobe Connect Portal03/27/12 DRAFT SLIDES 129
    129. 129.  Do in advance from Adobe Portal (only for Adobe Connect Account holders)  Do live in session using Attendee Pod  Hover cursor over participant, select role OR click and drag participant to role list of interest03/27/12 DRAFT SLIDES 130
    130. 130.  Hosts can “demote” themselves to lower rights They will perpetually be able to promote themselves back to hosts Hosts can remove or block people from joining a meeting03/27/12 DRAFT SLIDES 131
    131. 131. Adobe Connect runs on Flash… you MUST have flash installed to attendAdobe Connect Meetings Solution: Ignore error, try to enter meeting, if that does notOn some EPA machines, users may have limited/”light” versions of Flash work update Adobeinstalled  they may see warnings but can STILL ATTEND MEETINGS 03/27/12 DRAFT SLIDES 132
    132. 132. Solution: No log in needed. Enter as a Guest!03/27/12 DRAFT SLIDES 133
    133. 133. Solution: Update Adobe, Exit Meeting and Re-Enter. Have host reload content, open new pod, or make file downloadable03/27/12 DRAFT SLIDES 134
    134. 134.  If Adobe has been set up to stream audio from a phone line, participants will enter meetings with audio enabled automatically They need to pick one form of audio:  Phones  Streaming Audio Need to close other audio  Hang up phoneSolution: Mute PC speakers or PC speakers  Mute meeting audio03/27/12 DRAFT SLIDES 135
    135. 135.  Do they have speakers or headphones?  If yes, are they turned on?  If yes, is the volume up? Make sure they have dialed in by phone  Are they on the right conference line? Do they have the right meeting URL? Do they have internet access? Do they have Adobe Flash? Are they using a projector?  If yes, is it turned on, plugged into PC, set up to show PC displaySolution: Do some basic detective work to determine problem03/27/12 DRAFT SLIDES 136
    136. 136.  Meeting room will remain open indefinitely (regardless of duration selected when creating it) Host MUST end meeting to close room to participants Exiting meeting just removes host, meeting is still open for others03/27/12 DRAFT SLIDES 137
    137. 137.  Test your connection/Troubleshooting page: https://epa.connectsolutions.com/common/help/ Get a quick overview: http://www.adobe.com/go/connectpro_overview Adobe Connect Help: http://help.adobe.com/en_US/connect/8.0/using/03/27/12 DRAFT SLIDES 138
    138. 138.  EPA Intranet Page on Adobe Connect  http://workplace.epa.gov/webconferencing.html  FAQ’s Tip Sheets etc OEI hosting live Adobe Connect Webinars each month  Current Schedule http://intranet.epa.gov/otop/ittraining/Training_Calen03/27/12 DRAFT SLIDES 139
    139. 139.  Thank you for your participation! Feedback may be submitted at https://spreadsheets.google.com/viewform?form Questions or follow-up comments, please contact  Jean M Balent, balent.jean@epa.gov, 703603992403/27/12 DRAFT SLIDES 140
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