This document outlines the steps you will need to take to connect your computer and audio source to a CARLI online webinar. There are three sections of this document. The first includes information on how to connect your computer to the webinar room and how to test your computer to ensure it is capable of connecting to a webinar. The additional two sections detail the audio options for CARLI webinars. There are two audio options: Voice over Internet Protocol (VoIP), detailed in Section II, and connecting to the audio portion of a webinar via telephony, covered in Section III.

Please read this document well in advance of your upcoming webinar and test your computer connection.

If you have any questions or problems, contact the CARLI Office at support@carli.illinois.edu.

Section I.  Connecting your Computer to a CARLI Webinar

1. What equipment do I need?

Adobe Acrobat Connect Pro only requires that you have a computer with an Internet connection, a web browser, and Adobe Flash Player Version 8 or later to attend a web conference. Connect Pro supports nearly any operating system including Windows, Macintosh, Linux, and Solaris, as well as the most widely-used browsers including Internet Explorer, Firefox, and Safari.

In order to connect to a CARLI webinar using Voice over Internet Protocol (VoIP) audio, all participants must have access to a computer with an Internet connection and a web browser, and an internal microphone and speakers or a USB headset with a microphone.  See Section II for more information on connecting to audio via VoIP.

You may assemble a group of participants around a single computer or use a computer projector, as long as speakers and a microphone are available.

When VoIP is not available for all participants, CARLI may also use the phone-in option available through the University of Illinois’ “Meet-me” conference call service to provide audio for webinar. See Section III for more information on connecting to audio via telephone.

2. Is my computer ready?

If you have already participated in a webinar using Adobe Acrobat Connect Pro, your computer may already be set up, but please verify this by running the simple diagnostic tests available on the Adobe Acrobat Connect Pro web site.  Please do this as far in advance of the session as possible. Do not wait until the time the webcast is scheduled to begin to run the diagnostic tests or you may miss the beginning of the session.  Instructions for running the Diagnostic Tests are detailed below:

3. How do I run the Diagnostic Tests?

The Meeting Connection Diagnostic will test your computer for the supported version of the Flash player, a clear connection to Adobe Acrobat Connect Pro, bandwidth availability, and the latest version of the Adobe Acrobat Connect add-in. This test can be performed at any time.

VoIP Audio Connection:
If you plan to use the VoIP option for audio during the webinar, please review the instructions in Section II of this document that covers the steps you need to take to ensure you computer and audio connection are optimized for VoIP.

Telephone Audio Connection:
If you plan to use a telephone (“call-in”) connection for audio during the webinar, please review Section III of this document that covers the steps you need to take to connect to a webinar via telephone.

4. How do I connect to the webinar when I am ready to attend?

• A few minutes before the webinar is scheduled to start, point your browser to the meeting URL you have been provided.
• Select the radio button “Enter as a guest” and enter your first and last name or, if participating as a group, enter the name of your institution.

5. When should I log into the webinar?

Participants should log into the meeting up to 10 minutes before the designated start time.

6. What if my Internet connection to the meeting is broken?

If you have to leave the webinar, or if you get disconnected, you will typically be allowed to re-enter by simply pointing your browser to the URL provided. If you cannot reconnect, call the CARLI Office at 1-866-904-5843 for assistance.

7. What if the webinar runs longer than expected? Will the meeting disconnect?

No, but we will try to complete on time since another group may have already reserved the online meeting room for the time directly after our session.

8. Is there any additional information for first time Adobe Acrobat Connect Pro users?

First time users may want to view the following resources available on the Adobe web site:

• Participating in Your First Connect Pro Meeting
• Participate in an Acrobat Connect Pro Meeting

If you have any problems running the wizard, please contact CARLI Support at support@carli.illinois.edu or toll free at 866-904-5843.

Section II.  Audio Connections to a CARLI Webinar Using ONLY Voice over Internet Protocol (VoIP)

1. How do I test my computer to make sure VoIP works for me?

If you have not already done so, first run the Meeting Connection Diagnostics Test from the Adobe Acrobat Connect Pro web site at least a day or two before the meeting so that any technical issues may be addressed in advance. The meeting diagnostics test is available at https://admin.adobe.acrobat.com/common/help/en/support/meeting_test.htm

To test and optimize your VoIP connection, run the Audio Setup Wizard well in advance of the next scheduled webinar. The Audio Setup Wizard is available only when you have logged into a webinar room, so CARLI has set up a test room:

The Audio Test meeting room is available at: http://carli.acrobat.com/audiotest

• To run the test, go to the “Meetings” tab in the light gray bar at the top left hand side of the window
• From the pull down menu, select “Manage My Settings” and then “Audio Setup Wizard”.
• Follow the onscreen prompts to test speakers, microphone, and other settings.
• To get out of the Adobe Connect Meeting, “Exit Connect Pro”

A brief tutorial about the audio setup wizard is also available at https://seminars.adobe.acrobat.com/voipsetup

A few webinar etiquette tips:

If so instructed, DO use the “raise your hand” function in Adobe Acrobat Connect Pro and wait to be recognized by the presenter before you begin speaking. When more than one person speaking speaks at once, it is difficult for the presenter as well as the participants to follow to the conversation.

DO say who you are each time you begin speaking, at least until the participants recognize each other by voice.

Section III. Audio Connections to a CARLI Webinar Using Conference Call

1. What conference call service is this?

CARLI uses the University of Illinois’ “Meet-me” conference call service to provide phone-in options for meetings, including webcasts. The same phone number is used to access the system for all calls, but the meeting ID/password may be different for each webinar.

2. How do I connect to the call?

Up to 10 minutes before the webcast is scheduled to start, dial the phone number you were provided. Conference calls require a meeting ID number and a password, both of which will be provided to you by CARLI. There are several prompts that require a reply in order to connect to the conference call, described below.

Conference call prompts and replies: 
If you hear an initial prompt that asks if you are the meeting organizer, do not select the option; it should be used by CARLI staff only. Some of the prompts offer other options, but the instructions below are the replies needed to connect to a routine CARLI conference call.

1.  To attend the meeting: press 1
2.  Enter the meeting ID supplied to you by CARLI, followed by the pound key
3.  Enter the meeting password supplied to you by CARLI, followed by the pound key
4.  State your name and then press the pound key
5.  To join the meeting: press 1

3. When should I call in?

For webinars, phone lines open 10 minutes before the webcast is scheduled to start so that you can verify that you are able to participate. If you call into the meeting too early, you may be told the meeting ID is not recognized. If this happens please hang up your telephone, check your clock, and call back in a few minutes. If you cannot connect after the appointed time, call the CARLI Office at 1-866-904-5843 to report the problem, and we will inform the University telephone operators.

4. Should I connect to the webinar URL first or to the phone number first?

Most people connect to webinar URL and then to the phone, but either is fine.

5. What if my call gets disconnected?

If you have to leave the call or if you get disconnected, you will typically be allowed to call back in. If you cannot reconnect, call the CARLI Office at 1-866-904-5843 for assistance.

6. What if the webcast runs longer than expected? Will the phone disconnect?

No, but we will try to complete on time since another group may have already reserved the phone line for the time directly after our session.

A few conference call etiquette tips:

DO use your mute button if you have one, except when you want to talk.  This is especially important if you use a hands-free phone and intend to do any paper shuffling, typing, or talking during the meeting. These sounds carry extremely well through the conference call line and will be louder, and more distracting, to others on the call than to the person making them.

If so instructed, DO use the “raise your hand” function in Adobe Acrobat Connect Pro and wait to be recognized by the presenter before you begin speaking. When more than one person speaks at once, it is difficult for the presenter as well as the participants to follow the conversation.

DO say who you are each time you begin speaking, at least until the callers recognize each other by voice.

DO NOT put a conference call on hold, particularly if you are calling from a phone system that plays background music to calls on hold.

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