Web Conferencing

Overview

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:

• Obtain a headset (or a set of headphones or earbuds)
• Find a quiet location with a strong internet connection
• Learn how to operate your system’s microphone, speakers, and camera
• Install or update your Adobe Flash Player (this may require administrative rights on your machine)
• Test your system using the Adobe Connect Diagnostic Test
• Install the 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: Attending a meeting

Detailed instructions, recommendations, and courtesy tips are provided in this guide. A 1-page File:IDigBio Adobe Connect Quick Start Guide.pdf is also available in PDF format.

Getting Connected

It takes just a few steps to get connected to your online event:

1. Test your computer and internet connection using the Adobe Connect Diagnostic Test to ensure you are ready to connect to your meeting:
   • Install or update your Adobe Flash Player. This may require administrative rights on your machine.

     

   • Install the Adobe Connect Add-In.

     

2. 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.

   

3. Select the Audio Setup Wizard from the Meeting menu to set up your sound:

   

   • 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.
4. Ensure the speaker icon at the top of the screen is green . If the icon is white , 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.

   

5. If the host has enabled microphone rights for participants, you will have a white microphone icon at the top of the screen . To enable your microphone, click the microphone icon so that it turns green . If there is a line through the green microphone icon , 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.

   

6. If the host has enabled webcam rights for participants, you will have a white webcam icon at the top of the screen . To enable your webcam, click the webcam icon so that it turns green , and then click Start Sharing at the bottom of the video preview.

   

   

Having a Good Experience

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

• Use a headset:
  • 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.
• Optimize your Adobe Flash settings:
  • In the main Adobe Connect window, right-click and choose Settings…

    

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

    

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

    

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

    

• Minimize the demands on your computer:
  • 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:
  • 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:
  • 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 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.
• 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 More Help?

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

• For Participants:
  • Getting Started with Adobe Connect
  • Video: Attending a meeting
  • Visual Quick Start Guide for Participants
  • Web Conferencing Etiquette: Top Tips

• For Hosts:
  • Visual Quick Start Guide for Hosts
  • Adobe Connect best practices for large events and seminars
  • Web Conferencing Etiquette: Top Tips