Event Center: Managing Event Audio (WBS29.13, WBS30)

Document created by roeakins on Feb 26, 2015Last modified by rruman on Oct 22, 2015
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Introduction

When scheduling your event, you will need to consider which audio options you want to use to communicate with participants. For example, you can allow attendees to call in, receive a call back, participate in the audio conference using their computers, or hear audio broadcast over the internet.

 

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Selecting Audio Options

Depending on the how your organization’s Event Center site has been provisioned, you can select from four audio options.

 

To set up audio for an event:

1. On the Schedule an Event page, scroll down to Audio Conference Settings.

Audio_Conference_Settings.png

 

 

2. Click Select Conference Type, then choose from the drop-down menu.

    • WebEx Audio—Select this option to allow attendees to choose whether to join event audio using the telephone or their computer.
    • Other teleconference service—Select this option if your organization uses a third-party telephony service, then type instructions that participants will need to join the audio conference.
    • Use VoIP only—Select this option if you want attendees to use only their computers to participate in event audio.

 

To enable Audio Broadcast:

Under Audio Conference Settings, click Provide audio to attendees using Audio Broadcast.Attendees who join the audio broadcast will hear one-way audio from the teleconference through their speakers, and will only be able to communicate using non-verbal tools, such as feedback, chat and Q&A. They may request to join the teleconference to speak.

 

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Joining Event Audio

If the host selected WebEx Audio when scheduling the event, the Audio Connection window opens automatically when participants join the event.When you join an event that has been scheduled to use WebEx Audio or VoIP only, wide-band audio is used.

Audio Connection.png

 

Note: If a participant who does not have wide-band audio joins an event where wide-band audio is in use, audio for all participants is downgraded. No warning message is given before the downgrade.

 

To receive a callback to join the audio:

1. Click Call Me. The Audio Connection dialog appears.

Audio Connection Call-back.png

2. If you have previously joined a WebEx session from your computer, or added a phone number to your My WebEx profile, select the phone number where you want to receive a callback.

    • To receive a callback at a new number, type the number.

3. Click Call Me.

4. Answer your phone when it rings, then follow the instructions to join the teleconference. When you are connected, a phone icon appears next to your name in the Participants panel.

Note: If the host selected Other teleconference service when scheduling the event, follow the instructions in the window.

5. Click Mute or Unmute next to your name to mute or unmute your phone.

 

To call in to join the audio:

1. Click I Will Call In. The Audio Connection dialog appears.

Audio I will call in.png

 

2. Follow the instructions to call in to the teleconference. You may incur charges when you use this option.Before joining event audio from your computer, you can use the Speaker/Microphone Audio Test to ensure that your speakers and microphone are functioning properly and are set to their optimal volume levels.

 

To test your speaker and microphone:

1. Click Test computer audio in the Audio Conference dialog. The Speaker/Microphone Audio Test dialog appears.

2. Follow the instructions to check your audio configuration, then click OK.

Test Computer Audio.png

 

To join using your computer:

Click Call Using Computer. A confirmation message appears when you are connected.

  • To adjust your speaker volume, click Audio at the bottom of the Participants panel. The Audio Conference dialog appears. Drag the slider to adjust the volume.

 

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Switching Audio Connection Modes

During an event using WebEx Audio, you can switch your audio connection from one mode to another.

 

To switch from computer to phone:

1. Click Audio at the bottom of the Participants panel. The Audio Conference dialog appears, confirming your current audio connection mode.

Switch Audio Connection 28.9.png

 

2. Click Switch Audio. The Audio Conference dialog highlights your current audio connection mode.

3. Select Call Me or I Will Call In.

    • If you select Call Me, select the number where you want to receive a callback, then click Call Me.
    • If you select I Will Call In, follow the instructions to call in to the teleconference.

 

To switch from phone to computer:

1. Click Audio at the bottom of the Participants panel. The Audio Conference dialog appears, confirming your current audio connection mode.

2. Click Switch Audio. The Audio Conference dialog highlights your current audio connection mode.

3. Select Call Using Computer. You are connected to the audio conference using your computer. A headset appears next to your name in the Participants panel.

Note: You may need to unmute your microphone when the switch is complete.

 

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Using Audio Broadcast

If you enabled audio broadcast when scheduling the event, the Audio Broadcast controls are displayed automatically when attendees join the event. They will hear the event audio through their computer speakers.

audio broadcast.png

 

Note: The host must join the event to start the audio broadcast.

  • Pause or stop the audio broadcast and control the volume during the event.
  • Click X to hide the controls during the event.
  • Click Audio Broadcast at the bottom of the Participants panel to join or leave the audio broadcast.

 

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Using VoIP Only

If you selected Use VoIP only when scheduling the event, participants must have speakers and a headset or microphone connected to their computers to communicate. Only seven participants at a time can have active microphones.

The host or presenter can start an Integrated VoIP conference at any time during the event.

 

To start an integrated VoIP conference:

1. Start the event.

2. Click Call Using Computer on the Quick Start page.

OR

Select Audio > Integrated Voice Conference > Start Conference from the menu bar. The VoIP Conference starts and attendees are prompted to join.

3. Adjust your speaker and microphone settings in the Volume panel, or close the Volume panel to remove it from view.

 

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