Elluminate is a web conferencing tool. It offers the opportunity to interact with others even though you may be miles, even oceans, apart. FCLA has licensed Elluminate so that FCLA staff can host training, presentations and group work sessions.

Prepare now for a great Elluminate experience!

In this guide:
Equipment | Getting Started for All Users | Moderator Information | Additional Resources

Recommended Equipment for Elluminate Sessions

To get the most out of using Elluminate it is advisable to have:

1. a microphone so you can fully participate in live sessions
2. a computer that meets the minimum specifications (see below)

Computer Minimum Specifications

PC/Windows:

• Windows 95/98/NT/2000/XP
• Pentium II 266 MHz processor or faster
• 64 MB of RAM
• 20 MB of available disk space on your hard drive
• Soundcard with speakers and microphone or headset
• 28.8 kbps or higher Internet connection is required (broadband connection is required for SLIS students)

MAC:

• Mac OS 9.0, 9.1, 9.2, Mac OS X 10.1 or later (Mac OS X is required for SLIS students)
• G3 233 MHz or better
• 64 megabytes for OS 9, and; 128 megabytes for OS X and above
• 20 megabytes of available disk space on your hard drive
• Stuffit Expander
• Soundcard with speakers and microphone or headset
• 28.8 kbps or higher Internet connection (broadband connection is required for SLIS students)
• Soundcard with speakers and microphone or headset

Microphones/Headsets

Most microphones and headsets work fine so feel free to pick any you'd like. However, at FCLA we have Logitech headsets and found they worked well.

Options include:

• a headset with attached noise-canceling microphone (recommended)
• a microphone and computer speakers

There are two types of connection plugs:

• USB connector, which will plug into any USB port on your computer. (Recommended)
• microphone connector plug that connects to the microphone and headset ports on your computer.

Do NOT use a wireless microphone/headset.

Getting Started for all users

Things to do before the session:

• Go to http://elluminate.com/support/ to download and install the Java Web Start. Don't worry--they make it easy!
• Obtain a microphone/headset - Most microphones and headsets work fine that connect with a USB plug/USB connector, which will plug into any USB port on your computer.

Things to do to join the session:

• You may begin 15 minutes before the session time to get familiar with log-in and the actual session set up.
• Plug in your microphone.
• Click the session link in this email invitiation.
• Under User Authentication, click on the As Guest option.
• Enter your Email Address and the Display Name, the name by which you would like to be identified within the session.
• You may be asked about connection speed... cable/dsl is an OK to choose.
• Click on the Join button.
• On some browsers, an Opening meeting.jnlp window may appear before the session can begin downloading. Respond with Open or OK.
• Your browser may also present you with a Java Security Warning window. Respond Yes to the dialog.
• Wait a few seconds and you will be launched into an Elluminate Live! session.

Things to do during the session:

• Notice the whiteboard area upon entering and go through the Audio Wizard set up steps
• Notice the participants list
• Notice the hand-raising and other icons under the participants list
• Hovering your mouse over any icon will show an explanation of what it is
• Notice the chat area (ALL chats (even private) can be seen by the MODERATORS)
• Notice under the chat area, the MIC button - you must click it to talk (it will then be yellow) and then click it again when you are finished.

Do's and Don'ts:

Do:

• check the Java running on your system at: www.java.com/en/download/installed.jsp
• login a bit early.
• login as a guest.
• set up the Audio Wizard when you enter the session and possibly again if you are having audio trouble.
• call Lisa Tatum at (352) 392-9020 X353 if there are any problems getting in.
• print out the Quick Reference Guide (a 2 page PDF document) if you are really worried about participating.
• remember that the chat - ALL chats (even private) can be seen by the MODERATORS.

Do NOT:

• panic!
• have a lot of applications open in the background of this session.
• use a wireless mic/headset.
• use a wireless connection to the session (if you can help it).
• skip the Audio Wizard setup when you enter the session.

Additional Participant Information

• Print out the Quick Reference Guide (a 2 page PDF document).
• Listen to a 5-minute recorded participant orientation from Elluminate.com

Mac user? Check the FAQ Java update for Mac OS.

Note for Mac users: According to the Elluminate.com Web site, Mac users should use USB headsets to ensure compatibility. However, if your Mac has a built-in microphone and speakers, these integral components are compatible with Elluminate, so purchasing a headset is optional.

Meetings for Moderators

[NOTE: The following information is for FCLA staff]. Moderators have full control over scheduled sessions. Moderator status is needed for the following tasks:

• upload a PowerPoint
• start/stop recordings (recording cannot be paused in sessions that are set to automatically record)
• conduct a "Web Tour" (open browser window on participants" computers)
• transfer files to participants
• make other participants moderators
• create a new, blank screen on the whiteboard

Creating a New Meeting

• Log in to Elluminate by going to http://elm.elluminate.com/UniversityOfFlorida and click "login".
• Upon successful login, you will be taken to the '"Sessions" screen.
• Click on "create new session"
• There are 11 steps. Most of the steps listed as "optional" - the default settings will be fine.
• 1- Name your session (try to put FCLA in front for sort purposes)
• 2- Enter your date and times.
• 3- Optional settings - you should not restrict access if possible.
• 4- This is basically for internal (FCLA) participants, they should be in the system and you can add them here. If not, you can include them with your " External Invitees. "
• 5- External Invitees - put in the email address for your participants; you can just send to a listserv if need be; do not fill in the display name, the invitee can do that upon joining a session.
• 6-11 are all optional and the defaults should be fine. Double check that Option 7, Classroom Session Attributes, has the " simultaneous talkers " set to 6.
  
• Click on the "create" button. This, will take you to the "Session Details" screen.

• Choose "Send Email Invitations."
• This is where you can modify your invitations to participants will receive.
• There are 2 templates, one for moderators and one for participants. The moderator email is the one you will receive and anyone else that you set up as moderator. Remember you can give moderator privilege during the session, you are not locked into the privileges you set up front.
• On the participant email template you can put whatever information you deem important here. You may want to cut and paste some of the "Do"s and Don"ts" and/or "Things to do..." from this guide.
• Send the invitations!

Connecting to a Meeting - Joining a Session

• You should connect by using the link sent to you in your invitation. A very clunky way to join is to log in to Elluminate by going to http://elm.elluminate.com/UniversityOfFlorida and click "login".
  In the "Sessions" screen, to find the meeting name you may have to sort by day and then sort by time. It's very unpredictable. Click the Meeting Name.
  
• Either way you join, you will be taken to a login page. Proceed with login (since were not given
  a password to use for the session, simply leave the password field blank).
  
• You will be prompted to Open or Save a file called "meeting.jnlp". Click
  Open.
  
• Elluminate Live! will now open.
  
• Put the Audio Set Up instructions on the white board so that your participants can do that first. Download it here:
  Audio Set Up Instruction Slide

Some of the following events may occur:

• A Security Warning window may pop up that says "The application's digital
  signature has an error. Do you want to run the application?"
  
• Check "Always Trust content from this publisher", and click "Run".
  
• Elluminate's License Agreement will prompt you to agree the first time you
  launch Elluminate.
  
• NOTE: Window's firewall will popup UNDER the Elluminate window, it
  will ask you to UnBlock "java.exe", click Always Un-Block
  
• You will be prompted to select a connection speed, choose the appropriate
  selection and click ok.
  

Managing your Session:

Learn how things work for Moderators

• Print out the Quick Reference Guide for Moderators (a 2 page PDF document).
• Listen to a 19-minute recorded moderator orientation from Elluminate.com
• Print or listen to any of the support documentation from the Elluminate Live! V9.5 Training and Documentation for Moderators site.

Managing Your Meeting - A Summary

• Participant Privileges
  
  
  
  • In the "Participant Info" window, you will see a list of all participants
    who have joined your meeting. To the left of each participant"s name are seven
    columns headed by icons to help identify each privilege for the corresponding
    participant.
    
  • NOTE: Connection status is displayed in each box for each
    participant, Yellow for Moderate and Red for Poor.
    
  • Hand Raised - Elluminate Function - allows Participant to
    "Raise Hand".
    
  • Poll - This is where the individuals answer a poll. (It
    only appears if there is an active poll)
    
  • Microphone - Moderator may activate for each Participant.
    Upon activation by Moderator, participant can use microphone on their computer
    to speak to meeting participants.
    
  • Private Chat - Moderator may activate for each Participant.
    Upon activation by Moderator, participant can type messages privately to the
    Moderator. If left de-activated, all chat sent by participant, will be sent to
    all meeting participants.
    
  • Whiteboard Tools - Moderator may activate for each
    participant. Upon activation by Moderator, participant can use whiteboard tools
    to "write on" meeting whiteboard. All meeting participants will see what is
    "written".
    
  • Application Sharing - Moderator may activate for each
    participant. Upon activation by Moderator, participant can use applications from
    Moderator"s computer.
    
  • Video - Moderator may activate for each participant. Upon
    activation by Moderator, participant can broadcast images from a web cam
    connected to their computer, to all meeting participants.
    
  • NOTE: Not a very useful feature since video streaming is
    unidirectional, requiring participants to keep sending-stopping-sending-... (one
    video stream at a time)
    
  • The keyboard shortcut for the Talk button is CTRL + F2, this toggles the
    Talk and On The Air mode.

• Video
  • If you want to broadcast images from a web cam connected to your computer,
    from the Elluminate window, click:
    
  • Tools | Video | Enable Video Camera Support
    
  • A camera icon will appear next you name in the "Participant Info" window.
    
  • To activate video stream to participants, click on camera icon on the top
    icon tool bar (not in "Participant Info" window).
    
  • Once you have Video Camera Support Enabled, Click on "Show the Video Window"
    button.
    
  • This will open a window that will let you preview and adjust your camera.
    
  • Click Preview
    
  • NOTE: It may prompt you to select the correct Video Device from a
    list, do so and click OK.
    
  • The Video from the camera will be displayed in the window for you to see.
    
  • Click the Down arrow button on the bottom right corner of the window to
    display additional options.
    
  • We recommend you select the Fine Gray setting from the Image Quality section
    of this window.
    
  • To modify video settings, unclick preview and click the "Advanced..."
    button.
    
  • When you are ready to broadcast video, unclick preview and click the
    transmit button.
    
  • To pause the broadcast click the "On The Air" button.

• The White Board
  • The whiteboard is an area on which the Moderator can draw, display
    pictures, display PowerPoint slideshows, display text, etc.. The whiteboard
    automatically broadcasts active changes to the current public board. The
    whiteboard"s pages are called "Screens".
    
  • NOTE: The current screen is always viewable by the clients unless
    the check box "Follow Moderator" is unchecked, then, as a Moderator, you can
    navigate ahead without letting the participants see what's coming next.
    
  • Checking the "Roam" box will allow you to go through all of your slides
    without broadcasting your movements to the participants.

  • Erasing Screens

  • Click on: Tools | Whiteboard | Explore Screens
    
  • This will launch the "Explore Whiteboard Screens" window.
    
  • From here you can modify and delete any screen by right clicking on that
    screen.
    
  • NOTE: Double clicking on a screen will display it in the
    whiteboard.
    
  • Navigating the whiteboards pull down menu:
    
  • There are sections (in Bold) where you can have your slides.
    
  • "Work Area" is a private screen, meaning it does not get broadcast to the
    participants.
    
  • "Main Room" is a public screen, everything under it is public. (only the
    current slide shown will be visible for the participants).
    
  • NOTE: You will see the top bar turn pink when you are viewing a
    protected/private page.

  • Navigating the whiteboards using the arrow buttons:

  • These arrows for cycling through the screens on the whiteboard.
    
  • Great for running through power point slides on a whiteboard.

  • Resizing the Whiteboard

  • By default the whiteboard is 800 pixels by 600 pixels.
    
  • We recommend using this default size (or smaller) unless is it necessary to
    increase the size.
    
  • To modify the whiteboards size click:
    
  • Tools | Whiteboard | Current Screen Properties...
    
  • This will launch the "Edit Screen Properties" window.
    
  • From this window you can pick a larger size from the list of "Select Monitor
    Resolution:"
    
  • Or you can specify a custom size by clicking on "Set Screen Size:" and enter
    the desired size.
    
  • NOTE: You must consider the participants viewing size, if you set
    your screen size to large then they will either have to scroll around the
    whiteboard with scroll bars or scale the page to fit. The participants
    resolution may be much smaller than yours.
    
  • Scaling the page to fit can cause poor image quality.

• Drawing Tools
  • Select a tool from the left tool bar to draw right on each screen of the
    whiteboard.
    
  • Each object you draw behaves independently, and can be manipulated
    independently using the arrow tool.
    
  • The Arrow tool can be used to modify
    a shape once it has been drawn.
    
  • Just click on the image to select it, and then either click and drag to move
    or use one of the borders to resize the image.
    
  • Import a picture onto the whiteboard:
    
  • Click the Import button and select a
    picture to insert.
    
  • Once you have clicked Open you will have the top left corner of the picture
    fixed to your mouse, select a proper location and click once to drop.
    
  • NOTE: This picture can be moved and resized continuously with the
    arrow tool.

• Erasing objects:
  • Use the Arrow tool to select the object and press the Delete key on your
    keyboard when the object is selected.
    
  • To Clear an entire slide, click the Eraser Button and click the "All
    Objects" button

• Saving Whiteboards
  • From the File menu choose Save | Whiteboard
    
  • Type in a file name and select location then click OK
    
  • A "Select Screens" dialog box will appear, choose which screens to save and
    click OK.
    
  • For additional options and settings look under: Tools | Whiteboard

• Recording a Meeting
  • Any Elluminate meeting may be recorded and participants view the recording
    rather than the live session.
    
  • There can only be one recording per Elluminate meeting, although you can
    pause-start-stop the recording at any time.
    
  • To Record a Meeting:
    
  • From the Tools menu choose "Recorder" and "Record".
    
  • This will open a dialog box, Click "Ok" to start recoding now.
    
  • To Pause a Recording:
    
  • From the Tools menu choose "Recorder" and "Record".
    
  • To Delete a Recording:
    
  • NOTE: This will erase everything that has been recorded so far;
    there is no way to edit a recording.
    
  • From the Tools menu choose "Recorder" and then "Erase Recording"
    
  • Then click "OK" in the Dialog box to erase the recorded portion of the
    meeting.
    
  • There are shortcut buttons at the bottom of the screen that can
    Start-Pause-Stop a recording.

• Application Sharing
  • Elluminate has the ability to share any application from either a moderator
    or participant. Like video, application sharing is unidirectional, and only one
    person per meeting can share an application at any one time.
    
  • To enable Application Sharing, From the Tools menu choose "Application
    Sharing" and then click on "Begin Hosting Applications..."
    
  • This will open a "Select" window where you can choose which application or
    region of your desktop to share.
    
  • NOTE: If you have minimized your application it will not show up in
    the listings. The work around is to open your application and bring it to the
    front of the screen, then without minimizing it click back on your Elluminate
    meeting window.
    
  • After you have selected your region or application click OK.
    
  • Elluminate will resize your application and position itself on the left side
    of your application.
    
  • We recommend un-maximizing your application and resizing the window to a
    smaller size so the participants don"t have a large window to scale down.
    
  • NOTE: Minimizing the application pauses application sharing, and
    Elluminate reverts back to the whiteboard. If you bring another application in
    front of your shared application, the participants will see the overlap as grey.
    
  • Closing the application will stop Application Sharing, Elluminate will
    resize and give you a notice.
    
  • To Pause Application Sharing:
    
  • From the Tools menu Select "Application Sharing" and choose "Pause
    Application Sharing".
    
  • To Stop Application Sharing without closing the active application currently
    being shared:
    
  • From the Tools menu Select "Application Sharing" and choose "Begin Hosting
    Applications... ".
    
  • After you stop application sharing Elluminate will re-adjust everything back
    to its previous layout.
    
  • NOTE: Pausing basically stops the client side from refreshing the
    image, the last thing they had displayed will remain static until application
    sharing is un-paused or closed.

• Showing a Power Point Presentation
  • You have two ways of delivering your presentation, each have their
    advantages. You can use the Whiteboard or Load the presentation.
    
  • First way: Using the Whiteboard to show a PowerPoint presentation.
    
  • This method will allow for faster load times, the use of the whiteboards
    drawing tools and features, and it is simpler.
    
  • Click on the Load a Presentation button.
    
  • Select the location for where you want to load in the screens.
    
  • We recommend to set "Screen Insertion Location:" to "As a Sub-Topic".
    
  • Click Ok.
    
  • This will launch a file selection window.
    
  • Change the "Files of Type:" to "Filter For PowerPoint File (*.ppt)".
    
  • On the right side of the window change "Import Options" to "Better Quality".
    
  • Select your power point file and click Open.
    
  • Elluminate will now run through every slide creating an image of it and
    placing that image on its own screen. (This may take a while depending on the
    size of your power point presentation).
    
  • You may now navigate your slide show's screens on the whiteboard.
    
  • NOTE: All of the drawing tools and other features of the whiteboard
    still work on top of your PowerPoint slides.
    
  • Second way:Using Microsoft PowerPoint to show a presentation through Application
    Sharing.
    
  • This method will give the highest quality and the slowest load times.
    
  • First you will want to change your monitors resolution to a maximum of
    1024x768.
    
  • In Windows XP: right click on your desktop, select "Properties", then click
    on the "Settings" tab, their should be a slider bar that will allow you to
    change your resolution, slide it over to 1024x768 and click apply and then OK.
    
  • If your screen is not viewable after you clicked apply, wait 15 seconds and
    it will return to the previous setting.
    
  • Now you will want to launch your powerpoint presentation in Microsoft
    PowerPoint (or similar application).
    
  • With out minimizing Microsoft PowerPoint, return to your Elluminate Meeting.
    
  • From the Tools menu choose "Application Sharing" and then click on "Begin
    Hosting Applications..."
    
  • This will open a "Select" window where you can choose your PowerPoint
    Program.
    
  • Click OK and Elluminate will resize your application and position itself on
    the left side of your application.
    
  • From here, start your presentation.