DCO_Connect8_User_Manual.pdf

DCO Connect 8.2 User Manual

Trademark and Confidentiality statements.

Presenter is a trademark of Adobe, Inc.

Copyright © 2013 Adobe Systems Incorporated.

All rights reserved.

DCO Connect 8.2 User Manual

Contents

DCO Connect Overview

DCO Background 8 SIPRNet and NIPRNet 8 DCO System Requirements 9 Accessing the DCO Portal 11 DCO Usage 12 Aspects of DCO 13

Creating a DCO Connect Meeting Room

Creating a Meeting Room 14 Meeting Details 16

Room Setup Basics

Department of Defense SSL Certificates 17 Attending Sessions from Mobile Devices 18 Accessing the DCO Portal 18 Inside a Meeting Room 19 Ending a Meeting 23

Customizing Your DCO Connect Room

Changing Pod Layouts 24 Creating a New Blank Layout or Duplicating an Existing Layout 25 Renaming or Deleting a Layout 25 Customizing the Background 26

Managing Text Messages and Questions

Sending Public Messages 27 Starting a Private Chat 27 Editing Text Size and Text Color in Chat 28 Clearing the Chat Pod 28 Disable Chat Notifications During Screen Share 28 Assigning Questions in the Q&A Pod 29 Answering a Submitted Question 29 Filtering Questions 30 Using the Notes Pod 31 Exporting Notes from the Notes Pod 31

Managing a DCO Connect Meeting

Meeting Roles and Permissions 32 Enabling Presenter Only Area 33 Changing Attendee Roles 34 Enhanced Participant Rights 35 Managing Access and Entry 36

Sharing Screens and Applications

Screen Share Options 37 Starting a Screen Share 38 Ending a Screen Share 39 Pausing and Annotating 40 Sharing and Requesting Control of a Screen Share 41 Releasing Control of a Screen Share 41

Sharing PowerPoint Presentations

Sharing PowerPoint Files from Your Computer 42 Sharing Previously Uploaded Documents 43 Displaying the Presentation Playbar 43 Full Screen Mode 44 Syncing and Un-syncing Presentations and PDFs 45 Navigation Panel 46

Sharing Digital Video and Flash Content

Supported Media Files 47 Uploading Media Files 48 Connectivity and Latency Checker 49

VoIP Audio

Using the Audio Setup Wizard 50 Broadcasting Audio from Your Computer 51 Granting Microphone Rights to Participants 52 Granting Individual Rights to Participants 53 Status Options with Audio 54 Hearing Audio 54

Recording a DCO Connect Meeting

Recording a Meeting 55 Viewing a Recording Online 56 Event Index 57 Editing Your Recordings 58 Making a Recording Offline 59 Distributing or Converting FLV files 60

File Share Pod, Polls, and Web Links

Sharing Files in the File Share Pod 61 Downloading a File 62 Creating Polls 63 Retrieving Poll Results from the DCO Portal 64 Using Web Links 65

Best Practices for Hosting a Meeting

Testing Meeting Connectivity 66 Rehearsing 67 Setting Up Your Meeting Room 68 Running a Meeting 71

Optimizing Performance and Best Practices for Bandwidth Constrained Users

Bandwidth Management 73 Monitoring the Impact on Bandwidth 74 Bandwidth Characteristics 75 DCO Connect Bandwidth Observations 75 Q&A Preferences for Confidentiality 76 Setting Chat Preferences 77 Adjusting Video Settings 78 Adjusting Screen Share Settings 79 Setting Raise Hand Preferences 79

Sharing and Securing Your Room

Securing Your Meeting Room 80 Controlling Who Accesses Your Meeting Room 81 Securing Your Content 82

Breakout Rooms

Setting up a Breakout Room 83 Assigning Attendees to Breakout Rooms 84 Beginning a Breakout Session 85 Broadcasting Messages to Attendees 86 Ending Breakout Sessions 87 Sharing Breakout Room Content 87 Deleting Breakout Rooms 87

New Features

Layout Bar 88 Presenter Only Area 89 Broadcasting Audio/Video 90 Drag and Drop Feature in DCO Connect 8.2 93 Rich Text in Notes Pod 94 Enhanced Whiteboard 95 PDF Support 96 Advanced Chat 97 Q&A Pod 98

Accessibility

Keyboard Shortcuts 101 Screen Readers for the Visually Impaired 104

Resources

Resources 106

DCO Connect Overview1

DCO Background

DCO, or Defense Connect Online, is the Department of Defense’s enterprise presence, chat, and web conferencing service. This service is offered free of charge by the Defense Information Systems Agency, or

DISA.

It is available to all military services, to anyone with a Common Access Card (CAC), and to individuals sponsored by a CAC holder who is also a registered DCO user. Non-CAC holders can also be invited to join a DCO Connect session.

SIPRNet and NIPRNet

DCO is offered on the classified SIPRNet and the unclassified NIPRNet. The NIPRNet service is accessible by anybody with an Internet connection, or in the case of Connect mobile clients, a cellular connection from their smartphone or tablet.

DCO is encrypted to DoD mandated levels of security and is housed in DISA’s secure computing facilities. It has a full COOP fail-over site so if the servers were to go down, the back-up servers are capable of taking over with minimum service disruption and data loss.

DCO Connect 8.2 User Manual 9 DCO Connect Overview

DCO System Requirements DCO Portal:

• OS: Windows 7.

• Supported Browsers:

• Internet Explorer 7, 8, 9.

• Firefox 24, 25.

• DOD SSL certificates.

• For Portal registration, DOC Common Access Card.

• CAC reader.

DCO Connect:

• 1.4GHz Intel® Pentium® 4 or faster processor (or equivalent) for Microsoft® Windows® XP or Windows 7; 2GHz Pentium 4 or faster processor (or equivalent) for Windows Vista®.

• Windows XP, Windows Vista, or Windows 7.

• 512MB of RAM (1GB recommended) for Windows XP or Windows 7; 1GB of RAM (2GB recommended) for Windows Vista.

• Internet Explorer 6 or later; Mozilla Firefox; Google Chrome.

• Adobe® Flash® Player 10.1.

10DCO Connect Overview

DCO Chat - Jabber, MomentIM Desktop Client:

Supported Operating Systems

• Jabber MomentIM has been verified and is supported on the following Microsoft Windows operating systems:

• Windows XP with latest service pack.

• Windows Vista with latest service pack.

Minimum Hardware Requirements

• Jabber MomentIM requires the following minimum hardware configuration:

• Memory – 256 MB.

• Processor – Pentium 233 MHz or equivalent.

• Disk Space – 50 MB minimum.

• Video Card – 800 x 600, 16-bit color resolution.

Jabber, JMWeb Client System Requirements

• The following lists the operating systems and the corresponding Web browsers that support the JMWeb client.

• Microsoft Windows XP Microsoft Internet Explorer 6.0.x and 7.0, Mozilla Firefox 2.0 and 3.0.

• Microsoft Windows Vista Microsoft Internet Explorer 7.0, Mozilla Firefox 2.0 and 3.0.

• RedHat Linux Mozilla Firefox 2.0 and 3.0.

• Pop-up Blockers: JMWeb requires that all pop-up blockers (Microsoft Internet Explorer, 6.0 SP2 and 7.0, Mozilla Firefox, and third-party) allow JMWeb as a pop-

up. JMWeb should be added to the Allowed Sites list for all pop-up blockers.

Accessing the DCO Portal

To log in to the DCO Portal:

1 Click Sign in to enter your CAC PIN on the DCO Portal home page.

2 Or click Create account with CAC.

3 Click I don’t have a CAC to enter your Username and Password.

DCO Usage

Over the years, DCO has been used for mission critical applications in addition to the routine. The use cases and mission utility of DCO are boundless.

Some recent examples of effective DCO utilization include:

• Supporting relief efforts following Hurricane Sandy in October 2012.

• Knowledge transfer using DCO Connect as a live online virtual classroom and a source of recorded training materials.

• Town hall meetings.

• All-hands for hundreds of remote attendees.

DCO allows DoD personnel to collaborate with staff, external participants such as non-governmental organizations, civilians, spouses and loved ones, and other mission partners.

Note: External participants can be brought into a DCO Connect meeting as a “guest” if they do not have a DCO account.

Aspects of DCO

1 DCO Portal

• Registration and authentication.

• Creation of DCO Connect meetings.

• Access to training and resources.

• Sponsor others.

2 DCO Chat

• DoD-wide presence and awareness.

• One-to-one instant messaging and group chat conference rooms.

• Resolve issues in real-time instead of email or voicemail.

3 DCO Connect

• Live virtual sessions.

• Sharing audio, video, and rich media.

DCO Connect Overview

To start using DCO:

1 Visit the DCO Portal to sign up for your free account.

• Unclassified DCO: https://www.dco.dod.mil

• Classified DCO: https://www.dco.dod.smil.mil

2 You must use your CAC to register.

3 Complete the form and set a password.

Note: The rest of this manual focuses on the DCO Connect component of the DCO service.

Creating a DCO Connect Meeting Room

Creating a Meeting Room

1 Log in to the DCO Portal home page.

2 Click the Create Meeting icon in the shortcut bar.

3 Give your meeting room a name and URL.

4 Click the Next button.

Note: If you prescribe your own URL, it must start with a letter. If you choose not to enter a custom URL, the DCO Portal will create an 8-character alpha-numeric ending for you.

To invite attendees:

1 Search registered users.

2 Click the plus sign (+) next to the user you would like to invite.

3 Assign the role of Host, Presenter, or Participant.

Refer to chapter 6 for more details on attendee roles.

4 Click the Finish button.

Creating a DCO Connect Meeting

Note: By default, DCO Connect sessions are persistent and will remain in the system until deleted.

Note: You are not required to use the Portal to invite attendees to a Connect session. Note that invited users will be granted access to the Connect session without you having to “accept” them into the room.

When you search for registered users to invite, you will see only names of people who are homed to your site. To let others know of your Connect session, you will need to send an email (or use another method) to those who are not on your home site.

16Creating a DCO Connect Meeting

Meeting Details

1 Select the View Meetings icon from the shortcut bar.

2 Choose a meeting and click View Details to view the meeting details.

3 Click Edit to edit meeting information.

4 Select or deselect the Make Public checkbox.

• If the meeting is public, any registered DCO user can enter the meeting room without a host’s approval. Guests must still be accepted by a host.

• If the meeting is private, all users must be accepted in the meeting room by the host unless specifically invited through the DCO Portal.

5 Click Save.

6 Click the Trash Can icon to remove the meeting room and its contents from the server.

or

Note: The 64-bit version of Internet Explorer in versions 6 and later is not compatible with DCO Connect meeting rooms. A complete list of client system requirements can be found on the DCO Portal.

Room Setup Basics3

Department of Defense SSL Certificates

To enter a DCO Connect meeting room, your computer must be equipped with specific Department of Defense SSL certificates. Most DoD computers already have these certificates loaded.

If you cannot enter a room, or are using a home/non-DoD computer, a link to the certificates can be found in User Resources under the ‘Getting Started’ tab on the DCO Portal. If assistance is required with installing the DoD certificates on your computer, please contact the DCO Service Desk.

Attending Sessions from Mobile Devices

Users can participate in and host DCO Connect sessions from a number of mobile devices. On your smartphone or tablet, find the free Adobe Connect mobile application in the marketplace for your mobile device.

Mobile apps are available for:

• Apple iOS

• Android operating systems

• BlackBerry PlayBook

Room Setup Basics

Note: The mobile applications are offered on an ‘as-is’ basis.

Inside a Meeting Room

A series of menus are available across the top of the screen.

The Meeting menu allows the host to manage key aspects of a meeting.

• Manage access and entry.

• Change roles.

• Access the preferences for each pod.

• Calibrate audio for VoIP.

• Record a meeting.

• Switch to Prepare mode.

• Enable the Presenter Only Area.

• Turn on Full Screen mode.

• End the meeting.

The Layouts menu allows the host to:

• Create a new layout.

• Switch to another layout.

• Manage existing layouts.

• Open and Close the host’s Layout Bar.

The Pods menu provides:

• Access to all pods.

• The ability to create new pods.

• Options to retrieve previous pods with saved data.

• Manage and delete content.

The Audio menu allows the host to:

• Grant microphone rights for participants.

• Enable Single Speaker mode.

The Speaker icon is the same for everyone in the meeting.

Once it is enabled, the user can:

• Mute their speakers.

• Mute conference audio.

• Adjust speaker volume.

The Microphone icon allows hosts and attendees with audio rights to:

• Connect or disconnect their microphone.

• Mute their microphone.

• Adjust microphone volume.

The Webcam icon allows hosts or presenters to:

• Start and Stop their webcam.

• Start sharing.

• Edit their preferences.

• Enable their webcam for participants.

Note: The webcam can also be started by clicking the Start My Webcam button in the Video pod.

Note: A host can clear everyone’s status through the Attendees Pod Options menu.

The Status Options icon allows attendees to:

• Raise their hand.

• Express agreement or disagreement.

• Set their status as Away.

• Ask the presenter or host to speak louder, softer, faster, or slower.

• Show laughter or applause.

• Clear their own status.

Ending a Meeting

1 Click on the Meeting menu.

2 Select End Meeting….

3 Enter a message for all attendees once the meeting has ended.

4 To open a follow-on survey or poll, or to send users to a web page, check the box and enter the URL. Then click OK.

Note: As a DCO best practice, meeting hosts should ensure that DCO Connect meetings are not open for longer than 12 hours at a time. Do not re-open the long running meeting for at least 15 minutes after ending it. This routine maintenance will provide a better DCO Connect user experience.

Room Setup Basics

Note: The meeting and content is still available, but this is the way to formally end a session and remove all users.

Changing Pod Layouts

1 To resize a pod, place the mouse cursor over a corner of the pod.

When the cursor turns to a double arrow, click down and drag the corner until the pod is at the desired size, and then release.

2 To change a pod’s location, click and hold on the title bar while dragging the pod to the desired location, and release.

3 To hide a pod, select Hide from the Pod Options menu or open the Pods menu and de-select any checked pod you want to hide.

Un-hide the pod by clicking it again.

Customizing Your DCO Connect Room

Creating a New Blank Layout or Duplicating an Existing Layout

1 Select Create New Layout... from the Layouts menu.

2 Choose Create a new blank layout.

3 Or alternatively, choose Duplicate an existing layout.

4 Name your new layout.

5 Click OK.

Customizing Your DCO Connect Room

Renaming or Deleting a Layout

1 Select Manage Layouts... from the Layouts menu.

2 Highlight the layout you wish to edit.

3 Click the Rename button or double click the name of the layout to edit. Click the Delete button to remove layout.

4 To change the position of the layout on the Layout Bar, use the up and down arrows or drag and drop the layout into the desired position in the Layout Bar.

26Customizing Your DCO Connect Room

Customizing the Background

With any layout, you have the ability to customize the background image for that particular layout.

1 Select Preferences from the Meeting menu.

2 Select General.

3 Click the Upload button. Navigate to the image of your choice and click ok. You can use the following file types: .swf, .gif, .png, jpg, and .bmp.

4 Click the Use Default button to restore the default room settings.

Note: To communicate privately, hosts and presenters can enable a Chat pod in the Presenter Only Area.

Managing Text Messages and Questions

Sending Public Messages

Use the Chat pod to send messages to all attendees.

Starting a Private Chat

1 Open the Pod Options menu.

2 Select Start Chat With.

3 Choose Hosts, Presenters, or Attendees. Alternatively, you can hover over a person’s name in attendee list to start a private chat with them. Users can chat with other users provided the feature is turned on by the host.

4 Enter your text in the Chat pod.

5 Click the Send button.

6 A tab will appear below the input text area with the chat content.

2 3

Editing Text Size and Text Color in Chat

1 Open the Pod Options menu.

2 Select Text Size or My Chat Color.

Clearing the Chat Pod

3 Select Clear Chat from the Pod Options menu.

Disabling Chat Notifications During Screen Share

4 Select Preferences from the Pod Options menu.

5 Select Disable from the Chat notification options menu.

Managing Text Messages and Questions

Note: Changing text size only changes it on your machine. The users in the Connect room will not see the change.

Assigning Questions in the Q&A Pod

1 Select the question to assign in the Q&A pod.

2 Select the name of the person you wish to assign the question to in the Assign To drop-down box.

3 The Assignment icon appears next to the question.

Managing Text Messages and Questions

Answering a Submitted Question

1 Enter text in the text entry field of the Q&A pod.

2 Select the Send to all button so that all attendees can see the response.

3 Select the Send privately button so that only the participant who asked the question sees the answer.

1 2

Note: Please refer to the Q&A pod section in chapter 17 for more details about the Q&A pod.

Note: The host can split the pod into two views by moving the host view to the presenter only area.

Filtering Questions

1 Open the drop-down menu below the title bar of the Q&A pod.

• Select Show All Questions to view all questions asked and answered. This is the default view.

• Select Show Open Questions to view questions that have not yet been answered.

• Select Show Answered Questions to view questions that have already been answered.

• Select Show My Questions to view questions that have been assigned to you.

Managing Text Messages and Questions

31Managing Text Messages and Questions

Using the Notes Pod

You can have multiple Notes pods in your meeting room that are visible to all attendees.

Notes pods can be used by hosts, presenters, and participants with enhanced rights.

There is also a Presenter Notes pod located in the Presenter Only Area. This gives hosts and presenters an area where they can view important notes that they would not want the participants to see.

Exporting Notes from the Notes Pod

1 Open the Pod Options menu.

2 Select Export Note.

3 Choose Save As Rtf... to save contents.

4 Select Email Note... to email the contents.

2 3

Note: The functionality and enhanced features of both the Notes pod and Presenter Notes pod are the same.

Managing a DCO Connect Meeting

Meeting Roles and Permissions

1 Host:

• Controls the layouts.

• Determines the roles of each attendee.

• ‘Runs’ the session.

• Allows access to the room.

• Accesses the Presenter Only Area.

• Allows multiple hosts and presenters in a room.

2 Presenter:

• Has full access to the Share pod, Video pod, and VoIP.

• Interacts with the Q&A pod.

• Has access to the Presenter Only Area.

3 Participant:

• Communicates via chat.

• Enters questions in the Q&A pod.

• Uses emoticons.

• Votes in polls.

• Downloads files from the File Share pod.

• Speaks and uses webcams if permission granted.

Enabling Presenter Only Area

The Presenter Only Area is a backstage work space available to hosts and presenters only. Participants cannot see this area.

1 Open the Meeting menu.

2 Select Enable Presenter Only Area.

3 The Presenter Only Area opens to the right of the meeting room.

Note: Often, hosts and presenters will open a Presenter Notes pod in this area. Their speaking notes can go into this space to be used throughout the session.

Managing a DCO Connect Meeting

Note: The vertical sidebar can be moved by presenters and hosts to change window sizes.

This does not affect the view for other attendees.

Changing Attendee Roles

1 Roll over an attendee’s name.

2 While holding down the Ctrl (or CMD on Mac) key, you can select multiple names.

3 Select the desired role. A host can also drag and drop attendees from one position to another.

To Auto-Promote attendees:

4 Open the Meeting menu.

5 Select Manage Access & Entry.

6 Click Auto-Promote Participants to Presenters.

2 3

Note: The system will now automatically promote all new guests and registered participants to the Presenter status. This option, however, is not recommended. You will have more control by providing specific rights in the session or using Enhanced Participant Rights to give granular rights to individual participants.

Managing a DCO Connect Meeting

To turn off the Auto-Promote option:

1 Click the Presenter icon in the upper-right corner of the meeting room.

2 Click the Turn Auto-Promote Off button in the pop-up box that appears.

Enhanced Participant Rights

To assign privileges:

1 Highlight a participant’s name.

2 Select Attendee Options from the Pod Options menu.

3 Choose Enhanced Participant Rights.

4 Choose the pod to assign control over from the list of available options.

Managing a DCO Connect Meeting

Managing Access and Entry

Hosts can:

• Block guest access.

• Block incoming attendees.

• Place participants on hold.

To end a meeting:

1 Open the Meeting menu.

2 Select End Meeting

Note: As a DCO best practice, meeting hosts should ensure that DCO Connect meetings are not open for longer than 12 hours at a time. Do not re-open a long running meeting for at least 15 minutes after ending it. This routine maintenance will provide a better DCO Connect user experience.

Managing a DCO Connect Meeting

Screen Share Options

Desktop Shares the contents of your desktop. If you have more than one monitor connected to your computer, a desktop appears for each monitor. Choose the desktop that you want to share.

Windows Shares one or more windows that are open and running on your computer. Choose the window or windows that you want to share.

Applications Shares an application and all its related windows that are open and running on your computer. Choose the application or applications that you want to share.

Sharing Screens and Applications

Starting a Screen Share

1 Click the Share My Screen button in the middle of the Share pod.

2 Choose Desktop, Applications, or Windows.

3 Click the Share button.

When screen sharing, all attendees are able to see the presenter’s mouse movements and any changes made on the screen.

If you want to share your desktop and are using multiple monitors, the system will ask which monitor you want to share. Monitor 1 is almost (if not always) the main display (for Windows, it is the one with the task bar on it); monitor 2 is the other monitor.

Note: To share an application, the application must be opened and running on your system prior to clicking Share My Screen.

Sharing Screens and Applications

Ending a Screen Share

1 Click the red Stop Sharing button at the top-right of the screen.

2 All participants are returned to the DCO Connect interface.

Pausing and Annotating

Presenters can annotate a shared application without altering its data.

This option allows presenters to mark-up a screenshot of the application in real time and is seamless to the attendees.

To accomplish this:

1 Right-click the Adobe Connect icon in the system tray at the bottom-right of the screen.

2 Choose Pause and Annotate.

3 At the top of the Share pod, the DCO Connect whiteboard tools are activated.

4 To return to screen sharing, click the Resume button at the top-right of the screen.

Sharing and Requesting Control of a Screen Share

While screen sharing, you can pass control of the shared desktop, window, or application to another host or presenter.

1 When screen sharing, a host, presenter, or participant with enhanced rights clicks the Request Control button on the Share pod title bar.

2 A message appears in the upper-right corner of the meeting room.

• Click Accept to grant control of your screen.

• Click Decline to deny control of your screen.

Releasing Control of a Screen Share

1 Click the Release Control button in the Share pod (or in the notification window) to return control of the shared screen to the original host or presenter.

Hosts and presenters can request control of the screen, but the request must be granted. Control cannot be taken without permission.

• Click the Request Control button on the Share pod title bar.

If the request is accepted, a message informs you that you have been granted control of the screen. The Request Control button becomes a Release Control button. You can now take control of the shared screen.

Sharing PowerPoint Presentations

Sharing PowerPoint Files from Your Computer

1 Drag and drop the document from your computer to the blank Share pod.

2 Or select Share Documents from the drop-down menu in the middle of the Share pod.

3 Click the Browse My Computer... button and select the file you would like to upload.

Sharing Previously Uploaded Documents

1 Select the Share Document option from the drop-down menu in the middle of the Share pod.

2 Select the file you want to share from the Share History default option.

3 Choose Whiteboards to display previously shared whiteboard content.

4 Content previously uploaded to the DCO Connect server will appear under My Content.

Sharing PowerPoint Presentations

Displaying the Presentation Playbar

1 Open the Pod Options menu of the Share pod.

2 Select Show Presentation Playbar.

2Note: The playbar is only visible to hosts and presenters.

Note: Under normal circumstances, it is not necessary to show the presentation playbar. The presentation playbar is primarily used in conjuction with content published from Adobe Presenter, a plugin for Microsoft PowerPoint that is available separately from DCO.

44Sharing PowerPoint Presentations

Full Screen Mode

An important item to consider is what level of control you will allow your participants to have for manipulating the size of the content on their screen. Hosts and presenters can control how an attendee sees a presentation. To do this:

1 Click on the Share Pod Options menu.

2 Select Force Presenter View. All attendees will now see the presentation as the presenter sees it.

3 Click the Full Screen button, and all attendees will be forced into Full Screen mode.

Note: When Force Presenter View is disabled, attendees can select the Full Screen button, on their own, to view the presentation in Full Screen mode.

Syncing and Un-syncing Presentations and PDFs

1 Click the Sync button at the bottom-right of your screen.

The button is a toggle.

2 Click the button again to un-synchronize content.

Note: By default, DCO Connect synchronizes display of documents so that attendees see the frame that the presenter sees.

Sharing PowerPoint Presentations

Note: When sharing a PDF, unsycing allows attendees to download it from the Share pod options menu.

46Sharing PowerPoint Presentations

Navigation Panel

1 Click the Show Sidebar icon.

2 Access slides from the Outline tab.

3 Read slide notes from the Notes tab.

4 Search slide content using the Search tab.

Note: The Notes feature is used for 508 compliancy. Section 508 is a federal law mandating that all electronic and information technology developed or used by the federal government be accessible to people with disabilities.

2 3 4

To make the sidebar visible to all participants while Sync is on:

1 Select the Show Sidebar to Participants check box at the bottom of the Outline tab in your sidebar.

2 Participants will be able to view only the Outline and Notes tabs.

Sharing Digital Video and Flash Content

Supported Media Files

1 Adobe Flash files:

• SWF

• F4V

• FLV

2 Video files:

• FLV

• F4V H.264

• MP4

3 Graphics files:

• JPEG

• PNG

4 Sound files:

• MP3

Uploading Media Files

1 Drag and drop files from your computer to the blank Share pod.

2 Or use the drop-down arrow at the center of the Share pod to open the Share My Documents option. Browse to your file and upload it from your computer.

Sharing Digital Video and Flash Content

Note: Connect 8.2 runs using the Flash 10 player. Any Flash content created with ActionScript2 is not compatible with Connect 8.2. All Flash content must be written for Flash 10 or higher.

Interactive functionality built into Flash movies is available to all attendees participating in the DCO Connect session.

• Connect will automatically un-sync the Share pod.

• It will stream a local version of the Flash file to each attendee so they are able to interact with content at their own pace.

49Sharing Digital Video and Flash Content

Connectivity and Latency Checker

The icon in the upper-right corner indicates your connection status.

1 Click on the icon to toggle the display of your personal latency and uplink and downlink data rates.

Note: It is important to be cognizant of these statistics, in particular latency and ‘Up’, when you are broadcasting. This will indicate whether you are getting the data (voice, video, etc.) to the server and what type of bandwidth each user will need to have a good experience receiving it from the server.

A lock indicates that you are using SSL and that your communication is being encrypted. This may lead to reduced bandwidth and increased latency.

A “T” appears at the end of your latency statistics if you are experiencing a non-ideal tunneled connection.

Using the Audio Setup Wizard

The Audio Setup Wizard allows you to set up and use your audio devices.

To test audio devices and configure settings:

1 Select Audio Setup Wizard...

from the Meeting menu.

2 Test sound on the Test Sound Output page.

3 Select your microphone type on the Select Microphone page.

4 Click Record and then the Play Recording button on the Tune Microphone Volume page to test your microphone.

5 Click Test Silence on the Tune Silence Level page. Remain silent until the progress bar is filled.

VoIP Audio10

4 5

Broadcasting Audio from Your Computer

1 Click on the Microphone icon. Once connected, the icon will be green and animate when you are speaking.

2 Select Mute My Microphone from the drop-down menu. When the microphone is connected but muted, it will be green with a line through it.

3 Select Disconnect My Microphone to disconnect it. When disconnected, the icon will be white.

4 Choose Adjust Microphone Volume... to change the volume.

VoIP Audio

52VoIP Audio

Granting Microphone Rights to Participants

If you would like participants to speak during the meeting, you need to give them microphone rights.

1 Select Microphone Rights For Participants from the Audio menu.

This gives all participants the ability to speak at any time throughout the meeting.

2 Or select Enable Single Speaker Mode so only one microphone is active at a time.

• An asterisk appears next to the Microphone icon.

• When one speaker pushes the Microphone icon, the icon becomes grayed-out for all other attendees.

• The attendee currently holding the right to speak must depress the icon to release the right to speak to another attendee.

53 VoIP Audio

Granting Individual Rights to Participants

1 Hover over a participant’s name in the Attendees pod.

2 Click on Enable Audio.

3 The Microphone icon will appear for this participant at the top of their meeting room.

4 The participant will need to click on the Microphone icon to connect their audio.

To disable a participant’s audio, hover over their name and select Disable Audio. When you do this, the Microphone icon will disappear from the top of their meeting room.

Note: To avoid confusion in your meeting, it is recommended that you grant microphone rights to as few people as possible. Either using the Single Speaker mode and passing the microphone from one participant to another or enabling the audio for individual participants are recommended practices for maintaining control of the audio in your meeting. This etiquette must be explained to participants during the ground rules at the beginning of the meeting.

54VoIP Audio

Status Options with Audio

If a participant raises their hand with the status option, approving this hand raise by the host will automatically turn on their microphone.

Declining the hand raise will deny the microphone rights to the participant.

Hearing Audio

Each participant has the ability to turn their speakers on and off throughout the meeting.

1 Click on the Speaker icon at the top of the meeting room. This is a toggle. Clicking on it once will turn speakers on or un-mute them. The icon will be green.

2 Click the Speaker icon again to mute your speakers. The icon will be gray.

3 To adjust your speaker volume, click on the drop-down arrow next to the icon and select Adjust Speaker Volume

Recording a DCO Connect Meeting

Recording a Meeting

1 Select Record Meeting... from the Meeting menu.

2 Enter a name for the recording.

3 Click OK.

4 To stop a recording, click Stop Recording in the dialog box, or click on the recording notification icon.

Note: The red recording notification icon in the upper-right corner of the screen indicates the meeting is now being recorded.

Viewing a Recording Online

1 Select the Recordings tab under Meetings in the navigation bar of the DCO Portal. Only recordings from rooms on your homesite will appear.

2 Select the recorded meeting.

3 To allow any DCO user access to view your recording, check the Make Public box.

To distribute the recording to others, copy the recording URL from the Recording Information section of the DCO Portal. Then, paste the link into an email or a DCO Chat message.

Note: If a recording is public, you can make it private so it is only available to the list of participants invited to the session. By default, all recordings are private and must be manually set to public.

Note: Make sure the permissions are set up properly on the DCO Portal before you email the link to others.

Recording a DCO Connect Meeting

Event Index

The Event Index is a list of key events in a recorded session, such as layout changes and slide changes to uploaded PowerPoint files. By selecting the titles of these key events you may navigate quickly to different portions of a recorded DCO meeting.

Each layout title and slide title is also saved with the time code.

The search box allows you to type in keywords to find specific portions of the recording.

• Text in the PowerPoint slides and in the Notes section is searchable.

• Text in imported Flash files and PDFs is also searchable.

• Text in FLV, JPG, or PNG files is NOT searchable.

Editing Your Recordings

1 Select the recording you would like to edit and click Edit at the bottom of the Overview column. A DCO Connect window will open with the recording.

2 Drag the right side of the split triangle to the end of an area of the program you would like to delete.

3 Click the Cut button at the lower-right of the screen.

4 Click the Undo button to remove individual edits made you last saved.

5 You can also click the REVERT TO ORIGINAL button to restore the recording to its original state.

6 Remove any additional sections. When finished, click the Save button.

Note: This is called non-destructive editing. No matter how many edits you make, you can always revert back to the original recording.

3 4 56

Making a Recording Offline

1 Click the Make Offline link under the Recording Overview column in the My Recordings section of the DCO Portal.

2 If Help text appears, click the Proceed with Offline Recording button.

3 Click the Stop and Save button to end the creation of a recording, which is useful if you want to record portions of a meeting as separate files.

4 Click Start New to resume recording where you left off.

Note: Creating an offline recording takes approximately the same amount of time as the duration of the original meeting recording.

Recording a DCO Connect Meeting

Distributing or Converting FLV files

• Use Adobe Acrobat to embed into a PDF.

• Upload to a share pod for playback within a DCO Connect session, or asynchronously by allowing public access to the room.

• Upload to milTube.

• Upload to youTube.

• Upload to iVideo.

• Convert with Adobe Premiere Pro.

• Convert with Moyea Software.

Note: If the Presenter Only Area feature is enabled, File Share pods will open in the Presenter Only Area. A File Share pod must be moved onto the stage for participants to interact with it.

File Share Pod, Polls, and Web Links

Sharing Files in the File Share Pod

1 Open the File Share Pod Options menu.

2 Select Upload File

3 Choose the file you would like to distribute to the group.

4 Click OK.

Downloading a File

1 In the File Share pod, select the file to download.

2 Click the Save To My Computer button.

3 Click the Click to Download link.

4 Navigate to the desired location, and click Save.

File Share Pod, Polls, and Web Links

Note: Because the participants must navigate away from the room to download the file, it is recommended that this option be made available at the beginning or end of an event.

Note: For clarity, Hosts can rename uploaded files in the file share pod.

Creating Polls

Polling is a great way to gather feedback in real-time from your audience.

1 Select Poll from the Pods menu.

2 Choose Multiple Choice or Multiple Answers.

3 Type the question and possible answers.

4 Click Open to make the poll interactive for attendees.

5 To broadcast poll results, select the Broadcast Results check box.

6 From the Pod Options menu, select Results Format.

7 Click the View Votes button to see how everyone voted.

8 Click the Close button to end voting.

File Share Pod, Polls, and Web Links

Retrieving Poll Results from the DCO Portal

1 Click on the Meetings tab in the DCO Portal.

2 Select the meeting you ran the poll in.

3 Click the View Details in the lower-left Overview column.

4 Click the Reports button.

5 Select By Questions.

File Share Pod, Polls, and Web Links

Note: Polls should be used every 5-8 minutes to keep the audience engaged. Make sure you close the polls that contain data you want to keep permanently.

65File Share Pod, Polls, and Web Links

Using Web Links

1 Select Web Links from the Pods menu to open a Web Links pod.

2 Select Add Link... from the Pod Options menu.

3 Type in the URL Name and URL Path.

4 Click OK.

5 Select the URL name from the list.

6 Click the Browse To button and the URL opens in your browser.

Best Practices for Hosting a Meeting

Testing Meeting Connectivity

1 On the DCO Portal, click the Getting Started icon in the shortcut bar.

2 Click the DCO Connect tab.

3 Select Resources.

4 Click the Test Meeting Connectivity link.

Rehearsing

To run a smooth event:

• Customize your room ahead of time.

• Upload all presenter content to the meeting room in advance.

• Rehearse your session with all presenters.

• Ensure everyone understands their role.

For very important or large-scale events, submit a DCO Service Desk ticket requesting rehearsal and event monitoring support by an expert from the DCO user engagement or support team.

If there are multiple presenters, all presenters may need to speak simultaneously during the presentation. In this case, make sure the Single Speaker mode is NOT selected under the Audio tab.

You want to make sure your presenters are using USB VoIP headsets, and that they have run the Audio Setup Wizard.

Best Practices for Hosting a Meeting

68Best Practices for Hosting a Meeting

Setting Up Your Meeting Room

Creating a Lobby layout ensures that you have an area for participants for the minutes leading up to the meeting. If you are using VoIP and expect participants to speak during the event, make sure participants run the Audio Setup Wizard before the conference starts.

If the presenters are all using webcams, you might want to expand the size of the Video pod.

Note: It is a best practice to use webcams with multiple presenters only during panel discussions and Q&A sessions. You do not want the movement of the video stream to compete with the content the speaker is presenting. Turn the feature off during presentations, and keep it on for introductions, Q&A, and discussion sessions.

If, during a Q&A or discussion session, you have multiple presenters using webcams at the same time, request that they pause their webcam video until they are actually speaking. This reduces bandwidth requirements.

You should inform the audience you are pausing so they don’t think there is something wrong wtih the camera feed.

Presenters should be shown how to use the Presenter Only Area. In this space, which participants cannot see, presenters can open a number of useful pods as aids and interactive tools.

During a rehearsal a presenter can save a Presenter Notes pod with instructions, presentation tips, comments, and more. This pod can be loaded in the Presenter Only Area during the actual meeting.

Presenters can create and save Poll pods, as well as other pods, that will be used during the session.

File Share pods can be filled with files of any type which presenters will want participants to download to their own computers. As with Poll pods and Notes pods, File Share pods can be stored for retrieval during the meeting.

Before starting the meeting, you can position these pods where you want them, then hide them and open them as needed throughout the meeting.

The preferences available under the Meeting menu will impact the quality of the experience participants will have in a DCO Connect session and should be reviewed when you are setting up your meeting.

Running a Meeting

Through the Manage Access & Entry option under the Meeting menu hosts can:

1 Place participants on hold.

• Type an appropriate message for the participants to see while the meeting is on hold.

2 Invite participants.

• The meeting URL can be pasted in a separate email or

DCO Chat window.

3 Block guest access.

• When blocked, participants will need a user ID and password to enter the meeting room.

4 Block incoming attendees.

• If a meeting has too many participants.

• When attendees try to join the meeting, they will receive a message indicating they have been blocked from the meeting.

5 Auto-promote participants to presenters.

• Use this feature when you want everyone to have microphone rights and the ability to control any uploaded presentations or files.

Hosts can also grant participants enhanced rights over specific pods.

72Best Practices for Hosting a Meeting

Optimizing Performance and Best Practices for Bandwidth Constrained Users

Bandwidth Management

Hosts in a DCO Connect meeting have a number of setup choices which affect the overall performance of the DCO Connect room and its ability to transfer information to the audience and collaborate with them effectively. For access to these setup choices, click on Preferences under the Meeting menu and select Room Bandwidth.

• DSL/Cable – This is the recommended setting for most meetings.

• LAN – Select this option if all participants are at your internal location and on the same network, and you are not worried about saturating your network bandwidth.

• Modem – Select this option if remote users are reporting long lag times.

Monitoring the Impact on Bandwidth

1 Click the Connection Status icon at the top-right of the screen.

In a meeting with no webcam and nothing in the Share pod, your uplink and downlink numbers will be very low.

Starting a webcam will cause the numbers to go over 100 kilobits per second. That is more than a user on a 56-kilobit-per-second modem connection can view.

Optimizing Performance and Best Practices for Bandwidth Constrained Users

Note: Depending on what is shared, your uplink and downlink numbers can be greater than 400 kilobits per second. In bandwidth constrained areas, avoid screen sharing, and if using video, ask presenters to pause their video when they are not speaking.

Bandwidth Characteristics

The client bandwidth characteristics are detailed by feature in kilobits per second. To determine bandwidth requirements, please use the following guidelines:

• Estimate the required per-client bandwidth by summing the kbps required for each concurrently used feature.

• Estimate total network bandwidth required for a DCO Connect meeting, by multiplying the per-client bandwidth by the number of meeting participants.

• Bandwidth estimates are based on a single participant using a feature. For several participants using a feature together, multiply the listed bandwidth estimate by the number of people using it.

75Optimizing Performance and Best Practices for Bandwidth Constrained Users

DCO Connect Bandwidth Observations

Q&A Preferences for Confidentiality

By default, attendee names appear next to submitted questions. Hosts and presenters can hide names to maintain confidentiality.

• In the Preferences window under the Q&A Pod Options menu, deselect Show Submitter Name with Answered Question and/or Show Presenter Name with Answered Question to hide attendee names.

Optimizing Performance and Best Practices for Bandwidth Constrained Users

Setting Chat Preferences

Chat pod preferences allow you to determine whether or not attendees can send private messages to each other. Research shows that enabling private chat actually improves the transfer of information.

• If the meeting has more than 50 people, consider limiting private chat.

• A pop-up message appears on the host or presenter screen if in Full Screen mode.

• A message can be displayed for 3 or 5 seconds, or it can be disabled.

Note: Be sure to state that questions will be answered at the end of the demo via the Chat or Q&A pod if you disable the private chat feature.

Adjusting Video Settings

1 From the Meeting menu, click Preferences

2 Select Video.

3 Drag the Video Quality marker to the desired setting.

Setting Raise Hand Preferences

Disabling the Raise Hand feature limits interactivity, but may be necessary in very large meetings where there are serious time constraints.

• Select the Disable Raise Hand check box from the Attendees Pod section of the Preferences window.

• Select Persist in Screen Share to show a raised hand when screen sharing.

Note: The default Screen Share Settings are set to Medium.

Optimizing Performance and Best Practices for Bandwidth Constrained Users

Adjusting Screen Share Settings

1 Select Screen Share from the Preferences window.

2 Select the radio buttons for the desired Quality and Frame Rate:

Low, Medium, or High.

Note: If you logged into your machine or DCO Connect room using a CAC, please note that just removing your CAC from your machine will not disconnect audio or video.

Sharing and Securing Your Room

Securing Your Meeting Room

When exiting your meeting room, close any Audio and/or Video pod that has been broadcasting your image or voice as you will still be broadcasting after locking your screen or removing your CAC. Failure to exit properly may have you unknowingly broadcasting conversations from your local work area.

1 To stop the audio, click the drop-down arrow next to the Microphone icon and select Disconnect My Microphone.

2 To stop displaying video, click the Stop My Webcam button at the top of the Video pod.

Controlling Who Accesses Your Meeting Room

• Ensure only authorized attendees are in your DCO Connect meeting room.

• When setting up your meeting, all required attendees will need to be set up on the DCO Portal as registered users.

• On the Login page, all attendees will need to select the option to enter with a username and password or they will not be granted access to the room.

• Non-registered users can be accepted into the meeting room as a guest with the URL provided to them.

To block access for additional security:

1 Select Block Incoming Attendees... from the Manage Access & Entry menu.

Selecting this option will prevent further participants from entering the Connect session.

Sharing and Securing Your Room

Note: For additional security, if you don’t have ‘block guest access’ checked, a host can consciously decide to reject entry request from anyone with a ‘-guest’ behind their name.

82Sharing and Securing Your Room

Securing Your Content

To avoid having residual data on the DCO servers, use the screen sharing feature instead of uploading the files, or remember to delete your meeting immediately after it has ended.

When presenting sensitive content, it is recommended to use the lobby area of your meeting room to make your attendees aware of the sensitive nature of the content and your expectations for all attendees.

Note: Customizing your background is recommended to show sensitivity level and/or to use classification type images loaded into a Share pod.

Breakout Rooms16

Breakout rooms are sub-rooms that:

• Can be created by the host to break a larger group into smaller groups without leaving the meeting.

• Provide excellent opportunities for collaboration among attendees in small, focused groups.

• Accommodate up to 200 participants in total, and up to 50 attendees in each room.

Note: Breakout rooms will not function if the number of participants in a DCO Connect meeting exceeds 200. The maximum number of breakout rooms in a DCO Connect meeting is 20.

Setting up a Breakout Room

1 Click the Breakout Room button at the top of the Attendees pod.

2 Click the + button at the top-right of the pod to add a room.

3 Click the X at the right of the breakout room name to delete it.

1 2

Assigning Attendees to Breakout Rooms

1 Select an attendee name in the list and drag and drop their name onto a breakout room.

2 Or hover over the attendee’s name and select a breakout room from the menu.

3 You can automatically assign attendees to breakout rooms by clicking the Evenly Distribute From Main button.

Breakout Rooms

Note: Attendees previously assigned to specific breakout rooms remain in those rooms after Evenly Distribute From Main is selected.

85Breakout Rooms

Beginning a Breakout Session

Click the Start Breakouts button to automatically push attendees to their rooms.

As a best practice, make sure the Share pod is open in your meeting and you are currently sharing the whiteboard or whatever pod you want the breakout room to take on before you click on the Breakout Room button in the Attendees pod. Whatever you are currently displaying in your meeting is what will be displayed in the individual breakout rooms.

For collaboration purposes, each breakout room should have the whiteboard function or a Notes pod so the group can add content during their breakout session.

To send a message to the host use the Send message to hosts option at the bottom of the Attendees pod.

To visit breakout rooms as a host:

1 Hover over your name.

2 Select a room from the list, or drag and drop your name into any of the rooms.

Note: VoIP audio will continue in breakout rooms. However, recordings will only record the events in the main room.

86 Breakout Rooms

Broadcasting Messages to Attendees

To send a text notification to all attendees during a breakout session:

1 Select Broadcast Message... from the Attendees Pod Options menu.

2 This sends a message to everyone in all breakout rooms at the same time.

As a best practice, send attendees in breakout rooms a warning message a few minutes before…