Webconferencing Quick Reference

Northwestern faculty and staff may now use Lync 2013 (Lync 2014 for Mac is not yet available) for free webconferencing. Visit the NUIT Lync 2013 Online User Guide for more information, including training videos, on how to take advantage of this service.

Participant Quick Reference

Administrative and Account Ordering Quick Reference

Meeting Host Quick Reference

Participant Quick Reference

How do I join a Webconference?

You should receive a link from the meeting host that looks similar to this: http://northwesternuniversity.na4.acrobat.com/##### with the pound signs designating the particular meeting room. Enter the meeting URL in your browser or click the link the meeting host sent. This will bring you to the Webconference login page. Select "Enter as a Guest", type your name in the box provided, and click "Enter Room."

How do I check my connection?

You can test your connection to ensure your computer is optimized for an Adobe Connect Pro Webconference at http://northwesternuniversity.na4.acrobat.com/common/help/en/support/meeting_test.htm.

Audio cuts out during the Webconference, how can I fix this?

When using the VoIP option integrated into Adobe Connect Pro, there may be occasional lapses in audio. This is a known issue with Adobe, but there are several steps you can take as a participant that can decrease the frequency of this problem.

  • Connect to a high speed, wired Internet connection. Connecting via wireless Internet is slower and causes significant delays in seeing Webconference presentations.
  • All users can individually set their own bandwidth appropriately for their connection. From the Meeting menu within a meeting room, select "Manage My Settings," then "My Connection Speed" and choose the appropriate speed. Speed is determined by checking your connection at http://northwesternuniversity.na4.acrobat.com/common/help/en/support/meeting_test.htm
  • Close other applications running in the background, including e-mail. Audio quality depends on the amount of bandwidth available and the processor's speed and capacity. If other running applications are periodically checking the Internet for some reason, those other applications can take up bandwidth and processor resources.

Administrative and Account Ordering Quick Reference

How do I order a Meeting Host Account license?

To order an account, complete the Webconference Meeting Host Account Order Form.

What if I forget my Meeting Host Account user name and/or password?
  1. Go to the NU Adobe Acrobat Connect Pro site sent with your registration and select the "Forgot Your Password" link.
  2. Enter you e-mail address and click the submit button.
  3. You will receive an e-mail providing a link and instructions to securely reset your password.
  4. If you do not remember what e-mail address you registered with, please send an e-mail to consultant@northwestern.edu to request additional support. Please specify that you need assistance with a password reset for Adobe Connect Pro in your e-mail.
What is the cost for this service?

Adobe charges an annual fee based on a December 1st start date. The initial charge for the account includes an NUIT processing fee and will be prorated based on when you request the Meeting Host Account. See table below for Meeting Host Account activation charges:

Month/Period Activated COA Charge
December 1 - February 28 $144
March 1 - May 31 $108
June 1 - August 30 $72
September 1 - November 30 $36

After the initial prorated period, all Meeting Host Accounts will be billed an annual rate of $144. Account holders will be contacted in October of each year to confirm renewal using the Chart of Account (COA) string on file.

Can I host more than one meeting at a time or share my account?

You can host an unlimited amount of consecutive meetings, but the Meeting Host Account is meant for the sole use of the license holder, and therefore will not allow more than one meeting to be hosted at a time. Meeting Host Accounts are not to be shared or used as a "departmental account". If your department needs multiple licenses, please place another request with the Webconference Meeting Host Account Order Form.

Can I transfer my Meeting Host Account to another person?

Yes, licenses can be transferred to another faculty or staff member who has a valid NetID. Please see the section regarding transferring accounts on the Webconference Meeting Host Account Order Form.

Can I cancel my Meeting Host Account?

By ordering a Meeting Host Account, you are agreeing to commit through the license cycle, which begins on December 1 of each year. Licenses are non-refundable, but may be transferred to another user with a valid NetID by completing the Webconference Meeting Host Account Order Form.

Can I use Webconferencing in my classroom?

NUIT Academic & Research Technologies is currently conducting pilots with a fixed set of academic departments to investigate the course based use of Adobe Connect within NU's Course Management System. Please forward your inquiries to course-management@northwestern.edu

Meeting Host Quick Reference

Is training available for Adobe Connect Pro?

Yes. Adobe offers several different free training options for hosting a meeting at http://www.adobe.com/products/acrobatconnect/seminars.

Adobe also provides a Quick Start Guide which includes video demos of many basic tasks involved in setting up and conducting a meeting, including screen-sharing, broadcasting audio and video, and customizing a meeting room.

For Meeting Hosts, Adobe offers daily hour-long sessions as part of their "Getting Started with Acrobat Connect Pro Online Live" seminar series.

Adobe also offers weekly two-hour training sessions. NUIT recommends attending at least the first portion of any of these sessions, which focus on Adobe Connect Pro. Session and registration information can be found at http://www.clarix.com/training-registration.php.

How do I set up and schedule a meeting?
  1. Log into the NU Adobe Acrobat Connect Pro site using the login information provided when you registered.
  2. Click on the "Meetings" tab at the top of the page.
  3. Under the Meeting List heading, select "New Meeting".
  4. Enter the Name, Summary, Start Time, Duration, and Language of your meeting. Custom URLs are not recommended.
  5. Leave Access Level at "Only registered users and accepted guests may enter the room." Select Next.
  6. Select only yourself as a participant. You will e-mail a link to other participants who will enter as guests at a later time.
  7. Select "Send invitation", which will provide you with an e-mail that you can send to participants.
  8. You can either enter the new meeting room at this point to begin setting up your meeting, or return at a later time. Your meeting will not be deleted unless you delete it.
How do I invite participants to a meeting?

Send the invitation to yourself from the NU Adobe Connect Pro Web site as mentioned in the previous question. Forward that invitation to your list of participants. Please remember, they will be entering as Guests. Below is a sample of the invitation.

Please join me in a Connect Pro Meeting.

Meeting Name: TestMeeting2
Invited By: Willie WildCat (williewildcat@northwestern.edu)
When: Tuesday 3 February, 07:00 AM - 08:00 AM
Time Zone: (GMT-08:00) Pacific Time (US and Canada); Tijuana

To join the meeting:
http://northwesternuniversity.na4.acrobat.com/r7998253/

----------------
If you have never attended a Connect Pro meeting before:

Test your connection:
http://northwesternuniversity.na4.acrobat.com/common/help/en/support/meeting_test.htm

Get a quick overview: http://www.adobe.com/go/connectpro_overview

Adobe, the Adobe logo, Acrobat and Acrobat Connect are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries.

What roles can I assign participants in my meeting?

Every participant is assigned a role in an Adobe Connect Pro meeting room. There are three different roles an attendee can be assigned: Host, Presenter, and Participant. Each role has access to different menus and tools.

Host - For users with a Meeting Host Account, access defaults to the Host role. A Host has full control over the meeting room. Hosts can set up a meeting room, invite guests, manage attendees, add content, manage pods, and switch, add, or edit layouts. The Host view includes:

  • Five menus at the top of the screen
  • The Talk button, Raise Hand button, layout selection bar, and the Presenter Preparation Area/Create Breakouts button at the bottom of the screen
  • The Option menu icons in the lower right corner of each pod
  • The "hide pod" and "maximize/minimize pod" icons in the upper right corner of each pod
  • The ability to rename pods by double-clicking the title bar and entering a new name

A Host also has full control over the Presenter Preparation area and can move pods back and forth from the meeting room stage to the Preparation area and from the Preparation area to the meeting room stage.

Presenter - A Presenter has moderate control over the meeting room. Presenters can broadcast live audio and video and share content from their computers. The Presenter view includes two menus at the top of the screen, but, unlike Hosts, Presenters only see the Raise Hand button and Talk button at the bottom of the screen. They cannot add pods to or delete pods from a layout, change an individual layout, or change from one layout to another.

Although Presenters can see and interact with the Presenter Preparation area when displayed by a Host, they cannot move pods back and forth between the meeting room stage and the Presenter Preparation area like Hosts can.

Presenters do have access to the option menu icons in the lower right corner of each pod placed on the meeting room stage or in the Presenter Preparation area except the Attendee List pod. Only Hosts have control of the Attendee List pod. On the meeting room stage, Presenters can access the maximize/minimize icon on the title bar but they are not able to rename, hide, or resize pods.

Participant - All meeting attendees default to Participant access. In a meeting room, Participants are limited to what the Hosts allow them to do. Participants can view content and participate in interactive resources made available by Hosts, such as text chat and polls. Participants cannot broadcast audio or video, share content, or manage the meeting room in any way unless they are given permission to do so by a Host. A Participant cannot see the Presenter Preparation area and does not have access to any of the pod option menus.

How do I change the role of a meeting attendee?
  1. To change the attendee's rights using the "Set User Roles" icon, select the name of the attendee whose role you would like to change.
  2. Click the "Set User Role" icon in the lower left corner and choose the role you want to assign to that user. Roles for groups of users can be set at once by selecting multiple names and then choosing the role from the "Set User Roles" list that you want to assign the group.

Note that within a meeting, promotions will last until the attendee quits her browser. This means that even if the Host demotes the attendee, the attendee can leave and re-enter the meeting with the highest permissions she was previously granted until she quits her browser.

What audio or video hardware do I need for my Webconference?

In order to take full advantage of the audio and video features of Webconferencing, NUIT recommends that Meeting Hosts have a Webcam and microphone available to connect to their computers. If you are unsure if your computer has these devices or if you would like to purchase them, please contact your local technical support or the NUIT Support Center.

What audio options are available for my Webconference?

VoIP - Adobe Connect Pro features integrated VoIP audio, which allows audio to be recorded with your meeting. This option requires that everyone who will be speaking at the meeting or event to have a microphone connected to their computer.

Northwestern Teleconference - Hosts can arrange a teleconference using a Northwestern conference bridge if some participants do not have a microphone available, or would prefer not to use the VoIP option. Information on reserving a conference bridge can be found on the Teleconferencing page. There is no cost for this service, but note that this option is subject to availability and is not integrated with Adobe Connect Pro in any way and audio will not be recorded.

Premiere Global Teleconference - Hosts can set up an integrated conference bridge with Premiere Global. This option allows for a full audio and video recording of the event. Please note that there is a per minute per user charge for this service. NUIT has negotiated an affordable rate for the Northwestern community, but for current rates or to place an order, contact ryan.hanks@premiereglobal.com and mention that you are requesting teleconferencing services associated with your Northwestern University Adobe Connect Pro account.

To integrate a Premiere Global Teleconference into your Webconference, follow these steps:

  1. Log into your Adobe Acrobat Connect Professional Account.
  2. Click on "My Profile" on the top right of the screen
  3. Click on the "Edit My Preferences" tab
  4. Once on the "Edit My Preferences" tab, enter your Premiere Global Services Ready Conference Plus conferencing information as your default audio account.
How do I activate audio and video in my Webconference?
  1. While in the meeting room, click on the Meeting menu in the upper left of the screen.
  2. Under the Manage My Settings option, click on "Audio Setup Wizard".
  3. Click Next and follow the steps.
  4. When the wizard is complete, click the "Start Camera and Voice" icon in the Camera and Voice pod.
  5. If you would like to pause the image but continue broadcasting audio, click the video icon a second time.
My VoIP audio keeps breaking up, how can I fix this?

When using the VoIP option integrated into Adobe Connect Pro, there may be occasional lapses in audio. This is a known issue with Adobe, but there are a few steps that can decrease the frequency of this problem.

  • Connect to a high speed, wired Internet connection and close other applications running in the background, including e-mail, and encourage participants to do the same. Audio quality depends on the amount of bandwidth available and the processor's speed and capacity. If other running applications are periodically checking the Internet for some reason, those other applications can take up bandwidth and processor resources.
  • Disable 'Enhanced Audio' in the Audio Wizard. Below are the steps for disabling this feature:
    1. In the Connect Meeting room, go to the Meeting > Audio Setup Wizard.
    2. On the last screen, choose the Advanced Settings button.
    3. Deselect the 'Use Enhanced Audio' button.
    4. Presenters should also turn their "Silence Level" down to zero, which helps with the issue of lag in audio once there has been any silence.
  • The sound will often break up if more than one person tries to talk at once. If it is important for a number of people to be able to speak at the same time, consider setting up a teleconference instead of using the VoIP in Adobe Connect Pro.
  • If you are broadcasting a paused image using a Webcam, try replacing the Camera and Voice pod with a Share pod displaying a .jpg file of yourself instead. Using an additional Share pod instead of the Camera and Voice pod reduces bandwidth usage, which, in turn, allows for better quality audio and faster meeting room performance.
The audio for my teleconference is echoing, how can I fix this?

If you are dialing into a conference bridge for your Webconference and are hearing an echo, press "Mute" on your phone and turn down the volume on your speakers. To speak, simply press the "Mute" button on your phone a second time.

How do I record/save a meeting for future review/access?
  1. While in the meeting room, click on the Meeting menu in the upper left of the screen.
  2. Select "Record Meeting".
  3. Enter a summary of the meeting and select "Record audio from speakerphone" if applicable.
How do I access a recorded meeting?
  1. Log into the NU Adobe Connect Pro site using the login information provided when you registered.
  2. Click on the "Meetings" tab and choose the meeting you recorded from the list displayed.
  3. Select "Recordings" above the Meeting Information bar.
  4. Click on the recording you want to access.
  5. A url for viewing will be displayed and can be used for distribution.
How do I delete a meeting from my Meeting Host Account?
  1. Log into the NU Adobe Connect Pro site using the login information provided when you registered.
  2. Click on the "Meetings" tab.
  3. Under the Meeting List heading, check the box next to the meeting you wish to delete. Only delete a meeting if it is a meeting you will not need again. Once deleted, meetings can not be recovered.
  4. Select the Delete button.
  5. Select the Delete button again to confirm your request.
Who should I contact for technical support?

For administrative and ordering questions, please send an e-mail to consultant@northwestern.edu

Technical support related to Adobe Connect Pro, should be directed to the Adobe Connect Pro Support Center or call one of the numbers below.

  • Tech Support: 800-945-9120
  • In-Meeting Support: 800-42-ADOBE (800-422-3623)

For general technical help, contact the NUIT Support Center at 847-491-HELP (4357) or consultant@northwestern.edu.

Support Contacts