Web Conferencing: Difference between revisions

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[[Category:Services]]
[[Category:Services]]


= Overview =
= Getting Connected =


[http://idigbio.adobeconnect.com/ Adobe Connect] makes it possible for people around the world to participate virtually in iDigBio meetings, workshops, webinars, and events!
[http://idigbio.adobeconnect.com/ Adobe Connect] makes it possible for people around the world to participate virtually in iDigBio meetings, workshops, webinars, and events!


To participate in an iDigBio event via Adobe Connect on your computer, you will need to:
It takes just a few simple steps to get connected:


* Obtain a headset (or a set of headphones or earbuds)
'''1. Ensure you are ready to connect to your event:'''
* Find a quiet location with a strong internet connection
* Learn how to operate your system’s microphone, speakers, and camera
* Install or update your [https://get.adobe.com/flashplayer/ Adobe Flash Player] (this may require administrative rights on your machine)
* Test your system using the [http://idigbio.adobeconnect.com/common/help/en/support/meeting_test.htm Adobe Connect Diagnostic Test]
* Install the [http://www.adobe.com/support/connect/downloads-updates.html#meeting-add-ins Adobe Connect Add-In]
* Log on to your meeting via the meeting URL
* Set up your sound using the Audio Setup Wizard


For a quick introduction to Adobe Connect, watch this 2-minute tutorial: [http://www.connectusers.com/tutorials/2010/11/c8_attending_a_meeting/index.php Attending a meeting]
* Plug in your headset (or your set of headphones/earbuds).
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|Using a headset will minimize or eliminate feedback or extraneous background noise.
|-
|If you prefer to use your computer’s built-in microphone, you must use headphones or earbuds, or you and everyone else in the meeting will experience feedback problems with the audio.
|}
* Find a quiet location with a strong internet connection.
* Test your computer and internet connection using the [http://idigbio.adobeconnect.com/common/help/en/support/meeting_test.htm Adobe Connect Diagnostic Test].
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|Install or update your [https://get.adobe.com/flashplayer/ Adobe Flash Player]. This may require administrative rights on your machine.<br>
[[File:ac-diagnostic-flash.png]]
|-
|Install the [http://www.adobe.com/support/connect/downloads-updates.html#meeting-add-ins Adobe Connect Add-In].<br>
[[File:ac-diagnostic-addin.png]]
|-
|For a quick introduction to Adobe Connect, watch this 2-minute tutorial: [http://www.connectusers.com/tutorials/2010/11/c8_attending_a_meeting/index.php Attending a meeting]
|}


A 1-page [[Media:IDigBio_Adobe_Connect_Quick_Start_Guide.pdf|Quick Start Guide]] is available in PDF format. Detailed instructions, recommendations, and courtesy tips are provided in this guide.
'''2. Join the Adobe Connect meeting room:'''


* '''Enter the URL''' provided by your meeting host into your web browser (e.g., Chrome, Firefox, Safari)
* Select '''Enter as a Guest'''
* Type your '''First and Last Name''' in the box provided
* Click '''Enter Room'''
* If prompted, select '''Using Microphone (Computer/Device)''' and click '''Join'''.
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|If you want to get familiar with Adobe Connect, you can practice using this meeting room: http://idigbio.adobeconnect.com/test
|-
|Select Enter as a Guest, type your First and Last Name, and click Enter Room.<br>
[[File:ac-login.png]]
|-
|If prompted, select Using Microphone (Computer/Device) and click Join.<br>
[[File:ac-join-audio-conference.png]]
|}


= Getting Connected =
'''3. Start your Audio:'''


It takes just a few steps to get connected to your online event:
If the host has enabled microphone rights for participants, you can enable your microphone by clicking the microphone icon so that it turns green. If there is a line through the green microphone icon, you are muted.<br>
[[File:ac-microphone.png]]
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|If the host has enabled microphone rights for participants, you will have a white microphone icon at the top of the screen [[File:ac-microphone-white.png]].<br>
To enable your microphone, click the microphone icon so that it turns green [[File:ac-microphone-green.png]].<br>
If there is a line through the green microphone icon [[File:ac-microphone-mute.png]], you are muted.
|-
|If your microphone volume is too loud or too soft, click the arrow next to the microphone icon, choose '''Adjust Microphone Volume…''', move the slider, click '''OK'''.<br>
[[File:ac-microphone.png]]
|-
|Ensure the speaker icon at the top of the screen is green [[File:ac-speaker-green.png]]. If the icon is white [[File:ac-speaker-white.png]], click it to make it turn green. When the icon is white, your speakers are off and you will not be able to hear anything. If your speaker volume is too loud or too soft, click the arrow next to the green speaker icon, choose '''Adjust Speaker Volume…''', move the slider, and click '''OK'''.
[[File:ac-speaker.png]]
|}


# Test your computer and internet connection using the [http://idigbio.adobeconnect.com/common/help/en/support/meeting_test.htm Adobe Connect Diagnostic Test] to ensure you are ready to connect to your meeting:
'''4. Start your Video:'''
#* Install or update your [https://get.adobe.com/flashplayer/ Adobe Flash Player]. This may require administrative rights on your machine.
#*:[[File:ac-diagnostic-flash.png]]
#* Install the [http://www.adobe.com/support/connect/downloads-updates.html#meeting-add-ins Adobe Connect Add-In].
#*:[[File:ac-diagnostic-addin.png]]
# Log in to your meeting:
#* '''Enter the URL''' provided by your meeting host into your web browser (e.g., Chrome, Firefox, Safari). If you just want to play around, we have created a test meeting room for this purpose: http://idigbio.adobeconnect.com/test
#* Select '''Enter as a Guest'''.
#* Type your '''First and Last Name''' in the box provided.
#* Click '''Enter Room'''.
#* If prompted, select '''Using Microphone (Computer/Device)''', and then click '''Join'''.
#:[[File:ac-join-audio-conference.png]]
# Select the '''Audio Setup Wizard''' from the '''Meeting''' menu to set up your sound:
#:[[File:ac-audio-setup-wizard.png]]
#* On the Test Sound Output screen, did the sound come out of where you thought it would? If not, check your default playback device. Was the sound too loud or too soft? Adjust your speaker volume in Step 4.
#* On the Test Microphone Volume screen, were you too loud or too soft? Adjust your microphone volume in Step 5.
# Ensure the speaker icon at the top of the screen is green [[File:ac-speaker-green.png]]. If the icon is white [[File:ac-speaker-white.png]], click it to make it turn green. When the icon is white, your speakers are on “mute” and you will not be able to hear anything. If your speaker volume in the Audio Setup Wizard was too loud or too soft, click the arrow next to the green speaker icon, choose '''Adjust Speaker Volume…''', move the slider, and click '''OK'''.
#:[[File:ac-speaker.png]]
# If the host has enabled microphone rights for participants, you will have a white microphone icon at the top of the screen [[File:ac-microphone-white.png]]. To enable your microphone, click the microphone icon so that it turns green [[File:ac-microphone-green.png]]. If there is a line through the green microphone icon [[File:ac-microphone-mute.png]], you are muted. If your microphone volume in the Audio Setup Wizard was too loud or too soft, click the arrow next to the green microphone icon, choose '''Adjust Microphone Volume…''', move the slider, click '''OK'''.
#:[[File:ac-microphone.png]]
# If the host has enabled webcam rights for participants, you will have a white webcam icon at the top of the screen [[File:ac-webcam-white.png]]. To enable your webcam, click the webcam icon so that it turns green [[File:ac-webcam-green.png]], and then click '''Start Sharing''' at the bottom of the video preview.
#:[[File:ac-webcam.png]]
#:[[File:ac-webcam-preview.png]]


If the host has enabled webcam rights for participants, you can enable your webcam by clicking the webcam icon so that it turns green. Then, click '''Start Sharing''' at the bottom of the video preview.<br>
[[File:ac-webcam.png]]
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|If the host has enabled webcam rights for participants, you will have a white webcam icon at the top of the screen [[File:ac-webcam-white.png]].<br>
To enable your webcam, click the webcam icon so that it turns green [[File:ac-webcam-green.png]].<br>
Then click '''Start Sharing''' at the bottom of the video preview.<br>
[[File:ac-webcam.png]]<br>
[[File:ac-webcam-preview.png]]
|}


= Having a Good Experience =
= Having a Good Experience =
Line 54: Line 86:
Follow these guidelines to have a good experience with your Adobe Connect event:
Follow these guidelines to have a good experience with your Adobe Connect event:


* '''Use a headset:'''
* Learn how to operate your system’s microphone, speakers, and camera before connecting.
** Using a headset will minimize or eliminate feedback or extraneous background noise.
* Use a headset (or a set of headphones/earbuds).
** If you prefer to use your computer’s built-in microphone, you must use headphones or earbuds, or you and everyone else in the meeting will experience feedback problems with the audio.
{| class="mw-collapsible mw-collapsed wikitable"
* '''Optimize your Adobe Flash settings:'''
! More details...
** In the main Adobe Connect window, right-click and choose '''Settings…'''
|-
**:[[File:ac-flash-settings.png]]
|Using a headset will minimize or eliminate feedback or extraneous background noise.
** On the Display tab, ensure that '''Enable hardware acceleration''' is checked.
|-
**:[[File:ac-flash-hardware.png]]
|If you prefer to use your computer’s built-in microphone, you must use headphones or earbuds, or you and everyone else in the meeting will experience feedback problems with the audio.
** On the Local Storage tab, ensure that the slider is all the way to the right (“'''Unlimited'''”).
|}
**:[[File:ac-flash-storage.png]]
* Use the '''Audio Setup Wizard''' from the '''Meeting''' menu to set up your sound.
** On the Microphone tab, ensure that '''Reduce Echo''' is checked.
{| class="mw-collapsible mw-collapsed wikitable"
**:[[File:ac-flash-microphone.png]]
! More details...
* '''Minimize the demands on your computer:'''
|-
** Only run what you will need during the meeting (notes, presentations, etc.).
|[[File:ac-audio-setup-wizard.png]]
** Shut down unnecessary applications running in the background before you join the meeting, particularly web applications (email, chat, VPN, etc.), because these will compete for your computer’s CPU, memory, and internet bandwidth.
|-
** In some cases, other applications will already be using the camera or microphone drivers, which will prevent Adobe Connect from using them for the online meeting.
|On the Test Sound Output screen, did the sound come out of where you thought it would? If not, check your default playback device. Was the sound too loud or too soft? Adjust your speaker volume.
* '''Minimize competition for your internet bandwidth:'''
|-
** Wired internet connections are strongly preferred over wireless connections.
|On the Test Microphone Volume screen, were you too loud or too soft? Adjust your microphone volume.
** Avoid connecting from places that have slow internet bandwidth, such as coffee shops.
|}
** If you are having poor sound quality, try shutting down your camera to reduce demand on your internet bandwidth.
* Optimize your Adobe Flash settings.
* '''Pre-select your default audio devices:'''
{| class="mw-collapsible mw-collapsed wikitable"
** On a PC:
! More details...
*** Right-click the speaker icon in the system tray and choose '''Playback devices'''.
|-
*** Right-click your headset/headphones and select '''Set as Default Device'''.
|In the main Adobe Connect window, right-click and choose '''Settings…'''<br>
*** While you’re here, choose the '''Recording''' tab.
[[File:ac-flash-settings.png]]
*** Right-click your headset/microphone and select '''Set as Default Device'''.
|-
** On a Mac:
|On the Display tab, ensure that '''Enable hardware acceleration''' is checked.<br>
*** Click on the '''System Preferences''' icon.
[[File:ac-flash-hardware.png]]
*** Click on the '''Sound''' icon.
|-
*** Click on '''Output'''.
|On the Local Storage tab, ensure that the slider is all the way to the right (“'''Unlimited'''”).<br>
*** Select headphones.
[[File:ac-flash-storage.png]]
 
|-
|On the Microphone tab, ensure that '''Reduce Echo''' is checked.<br>
[[File:ac-flash-microphone.png]]
|}
* Minimize the demands on your computer.
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|Only run what you will need during the meeting (notes, presentations, etc.).
|-
|Shut down unnecessary applications running in the background before you join the meeting, particularly web applications (email, chat, VPN, etc.), because these will compete for your computer’s CPU, memory, and internet bandwidth.
|-
|In some cases, other applications will already be using the camera or microphone drivers, which will prevent Adobe Connect from using them for the online meeting.
|}
* Minimize competition for your internet bandwidth.
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|Wired internet connections are strongly preferred over wireless connections.
|-
|Avoid connecting from places that have slow internet bandwidth, such as coffee shops.
|-
|If you are having poor sound quality, try shutting down your camera to reduce demand on your internet bandwidth.
|}
* Pre-select your default audio devices:
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|On a PC:
** Right-click the speaker icon in the system tray and choose '''Playback devices'''.
** Right-click your headset/headphones and select '''Set as Default Device'''.
** While you’re here, choose the '''Recording''' tab.
** Right-click your headset/microphone and select '''Set as Default Device'''.
|-
|On a Mac:
** Click on the '''System Preferences''' icon.
** Click on the '''Sound''' icon.
** Click on '''Output'''.
** Select headphones.
|}


= Meeting Courtesy =
= Meeting Courtesy =


* Join the meeting early. Give yourself at least 5minutes to get connected. If there have been recent updates to your computer (browser, Flash, etc.), you may need even longer to re-install or re-configure things before you can join the meeting.
* Join the meeting early. Give yourself at least 10 minutes to get connected.
* If you join after the meeting has started, wait for the host to ask who joined to prevent potential interruption of the speaker.
* If you join after the meeting has started, wait for the host to ask who joined to prevent potential interruption of the speaker.
* Limit background noise by making sure you are in a quiet area.
* Limit background noise by making sure you are in a quiet area.
Line 97: Line 168:
* Be a good listener – minimize distractions, don’t multitask, etc.
* Be a good listener – minimize distractions, don’t multitask, etc.
* Behave as you would in a face-to-face meeting – be courteous, don’t interrupt, watch your body language, etc.
* Behave as you would in a face-to-face meeting – be courteous, don’t interrupt, watch your body language, etc.


= Tips for Meeting Hosts =
= Tips for Meeting Hosts =
Line 107: Line 177:
* Use '''End Meeting''' to close the meeting, which will shut down the room and automatically close any polls, etc.
* Use '''End Meeting''' to close the meeting, which will shut down the room and automatically close any polls, etc.


= Need additional help? =
At any point during your meeting, you can type a message into the '''Chat''' window of Adobe Connect.<br>
[[File:ac-chat.png]]
Try using Chrome as your browser.


= Need More Help? =
You can send an e-mail to help@idigbio.org


The [http://www.connectusers.com/ Adobe Connect User Community] has a wealth of materials, tutorials, videos, overviews, etc. Some specific items you might want to check out are:
The [http://www.connectusers.com/ Adobe Connect User Community] has a wealth of materials, tutorials, videos, overviews, etc. Some specific items you might want to check out are:
Line 117: Line 193:
** [http://www.adobe.com/content/dam/Adobe/en/products/adobeconnect/pdfs/VQS_Guide_for_Participants.pdf Visual Quick Start Guide for Participants]
** [http://www.adobe.com/content/dam/Adobe/en/products/adobeconnect/pdfs/VQS_Guide_for_Participants.pdf Visual Quick Start Guide for Participants]
** [http://www.connectusers.com/tutorials/2009/02/web_conf_ettiquite/index.php Web Conferencing Etiquette: Top Tips]
** [http://www.connectusers.com/tutorials/2009/02/web_conf_ettiquite/index.php Web Conferencing Etiquette: Top Tips]
** [[Media:IDigBio_Adobe_Connect_Quick_Start_Guide.pdf|iDigBio Adobe Connect Quick Start Guide]]


* For Hosts:
* For Hosts:

Revision as of 16:06, 10 February 2016


Getting Connected

Adobe Connect makes it possible for people around the world to participate virtually in iDigBio meetings, workshops, webinars, and events!

It takes just a few simple steps to get connected:

1. Ensure you are ready to connect to your event:

  • Plug in your headset (or your set of headphones/earbuds).
More details...
Using a headset will minimize or eliminate feedback or extraneous background noise.
If you prefer to use your computer’s built-in microphone, you must use headphones or earbuds, or you and everyone else in the meeting will experience feedback problems with the audio.
More details...
Install or update your Adobe Flash Player. This may require administrative rights on your machine.

Ac-diagnostic-flash.png

Install the Adobe Connect Add-In.

Ac-diagnostic-addin.png

For a quick introduction to Adobe Connect, watch this 2-minute tutorial: Attending a meeting

2. Join the Adobe Connect meeting room:

  • Enter the URL provided by your meeting host into your web browser (e.g., Chrome, Firefox, Safari)
  • Select Enter as a Guest
  • Type your First and Last Name in the box provided
  • Click Enter Room
  • If prompted, select Using Microphone (Computer/Device) and click Join.
More details...
If you want to get familiar with Adobe Connect, you can practice using this meeting room: http://idigbio.adobeconnect.com/test
Select Enter as a Guest, type your First and Last Name, and click Enter Room.

Ac-login.png

If prompted, select Using Microphone (Computer/Device) and click Join.

Ac-join-audio-conference.png

3. Start your Audio:

If the host has enabled microphone rights for participants, you can enable your microphone by clicking the microphone icon so that it turns green. If there is a line through the green microphone icon, you are muted.
Ac-microphone.png

More details...
If the host has enabled microphone rights for participants, you will have a white microphone icon at the top of the screen Ac-microphone-white.png.

To enable your microphone, click the microphone icon so that it turns green Ac-microphone-green.png.
If there is a line through the green microphone icon Ac-microphone-mute.png, you are muted.

If your microphone volume is too loud or too soft, click the arrow next to the microphone icon, choose Adjust Microphone Volume…, move the slider, click OK.

Ac-microphone.png

Ensure the speaker icon at the top of the screen is green Ac-speaker-green.png. If the icon is white Ac-speaker-white.png, click it to make it turn green. When the icon is white, your speakers are off and you will not be able to hear anything. If your speaker volume is too loud or too soft, click the arrow next to the green speaker icon, choose Adjust Speaker Volume…, move the slider, and click OK.

Ac-speaker.png

4. Start your Video:

If the host has enabled webcam rights for participants, you can enable your webcam by clicking the webcam icon so that it turns green. Then, click Start Sharing at the bottom of the video preview.
Ac-webcam.png

More details...
If the host has enabled webcam rights for participants, you will have a white webcam icon at the top of the screen Ac-webcam-white.png.

To enable your webcam, click the webcam icon so that it turns green Ac-webcam-green.png.
Then click Start Sharing at the bottom of the video preview.
Ac-webcam.png
Ac-webcam-preview.png

Having a Good Experience

Follow these guidelines to have a good experience with your Adobe Connect event:

  • Learn how to operate your system’s microphone, speakers, and camera before connecting.
  • Use a headset (or a set of headphones/earbuds).
More details...
Using a headset will minimize or eliminate feedback or extraneous background noise.
If you prefer to use your computer’s built-in microphone, you must use headphones or earbuds, or you and everyone else in the meeting will experience feedback problems with the audio.
  • Use the Audio Setup Wizard from the Meeting menu to set up your sound.
More details...
Ac-audio-setup-wizard.png
On the Test Sound Output screen, did the sound come out of where you thought it would? If not, check your default playback device. Was the sound too loud or too soft? Adjust your speaker volume.
On the Test Microphone Volume screen, were you too loud or too soft? Adjust your microphone volume.
  • Optimize your Adobe Flash settings.
More details...
In the main Adobe Connect window, right-click and choose Settings…

Ac-flash-settings.png

On the Display tab, ensure that Enable hardware acceleration is checked.

Ac-flash-hardware.png

On the Local Storage tab, ensure that the slider is all the way to the right (“Unlimited”).

Ac-flash-storage.png

On the Microphone tab, ensure that Reduce Echo is checked.

Ac-flash-microphone.png

  • Minimize the demands on your computer.
More details...
Only run what you will need during the meeting (notes, presentations, etc.).
Shut down unnecessary applications running in the background before you join the meeting, particularly web applications (email, chat, VPN, etc.), because these will compete for your computer’s CPU, memory, and internet bandwidth.
In some cases, other applications will already be using the camera or microphone drivers, which will prevent Adobe Connect from using them for the online meeting.
  • Minimize competition for your internet bandwidth.
More details...
Wired internet connections are strongly preferred over wireless connections.
Avoid connecting from places that have slow internet bandwidth, such as coffee shops.
If you are having poor sound quality, try shutting down your camera to reduce demand on your internet bandwidth.
  • Pre-select your default audio devices:
More details...
On a PC:
    • Right-click the speaker icon in the system tray and choose Playback devices.
    • Right-click your headset/headphones and select Set as Default Device.
    • While you’re here, choose the Recording tab.
    • Right-click your headset/microphone and select Set as Default Device.
On a Mac:
    • Click on the System Preferences icon.
    • Click on the Sound icon.
    • Click on Output.
    • Select headphones.

Meeting Courtesy

  • Join the meeting early. Give yourself at least 10 minutes to get connected.
  • If you join after the meeting has started, wait for the host to ask who joined to prevent potential interruption of the speaker.
  • Limit background noise by making sure you are in a quiet area.
  • Speak clearly and concisely.
  • Mute yourself when you are not speaking.
  • Silence your mobile devices.
  • Be a good listener – minimize distractions, don’t multitask, etc.
  • Behave as you would in a face-to-face meeting – be courteous, don’t interrupt, watch your body language, etc.

Tips for Meeting Hosts

  • Be prepared! Setup your room layouts in advance, upload and test your content, etc.
  • Send event invitations and reminders and include a link to this wiki page to ensure your participants are ready.
  • Directly connect to the fastest internet connection possible.
  • Don’t forget to start the recording!
  • Use End Meeting to close the meeting, which will shut down the room and automatically close any polls, etc.

Need additional help?

At any point during your meeting, you can type a message into the Chat window of Adobe Connect.
Ac-chat.png

Try using Chrome as your browser.

You can send an e-mail to help@idigbio.org

The Adobe Connect User Community has a wealth of materials, tutorials, videos, overviews, etc. Some specific items you might want to check out are:

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