Training Center: Managing Session Audio (WBS29.13, WBS30)

Document created by roeakins on Mar 5, 2015Last modified by rruman on Oct 21, 2015
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Introduction

 

In a WebEx audio conference, you can use either your telephone or your computer to connect to the audio portion of your meeting. If you are a host, you can invite up to 500 attendees to participate in the audio conference. Participants can choose how they want to connect to the audio conference. They are prompted to choose:

  • Telephone— use your telephone to receive a call-back or to dial in, or
  • Computer— use your computer to communicate through VoIP (Voice over Internet Protocol) if you have a computer with a supported sound card and a connection to the Internet.

 

After joining the conference, participants can switch between audio connection modes with little or no listening interruption. In a mixed-mode audio conference, where some participants are using the telephone and others are using the computer, up to 125 people can speak.

 

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Joining an Audio Conference

If the host has selected WebEx Audio as the conference type when scheduling the meeting, participants are prompted to join the WebEx Audio conference when they enter the meeting. Participants can select options from the Use Phone or Use Computer for Audio section of the Audio Conference dialog box depending on the method they want to use to join.

Audio Dialog 1.png

 

To join using your telephone:

 

From the dropdown, select...Then...
Call me at a new number

1. Type the phone number in the text box where you want to receive the call.

     Note: Select the check box Remember phone number on this computer if you would like to store this number for future meetings.

2. Click Call Me. You will receive a call and may be prompted to press 1 to connect to the conference.

Call me <stored number>

Click Call Me. You will receive a call and may be prompted to press 1 to connect to the conference.

I will call in

1. Dial the phone number listed, enter the meeting access code, and enter your attendee ID #. You will be connected to the meeting.

2. Close the window.

 

Note: You cannot receive a call-back if your organization uses extension numbers; instead, you can call in to the conference directly.

 

To join using your computer:

Follow these steps to join the conference with your computer headset.

  1. In the Audio Conference dialog box, click Call Using Computer beneath Use Computer for Audio. You are connected to the audio conference.
  2. Adjust your speaker and microphone settings in the Volume window, and then click the “x” to close the window.

 

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Managing Stored Phone Numbers

You can edit the stored phone numbers that appear in the Audio Conference dialog box.

 

Note: Stored phone numbers are either saved as cookies from previous WebEx meetings, or pulled from the call-back numbers listed in your My WebEx profile. Be aware that you cannot edit phone numbers if you are currently connected to a teleconference.

 

To edit stored numbers:

  1. Select Manage phone numbers from the dropdown next to Use Phone.
  2. Select an option below:
    • Click Edit to modify the phone numbers in your My WebEx Profile on your WebEx site. Edit the phone numbers, and then click Update to save your changes.
    • Click Clear to delete all previously used phone numbers.

 

Any changes you make to stored phone numbers will not take effect until the next time you join a meeting.

 

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Switching Phone Numbers in a Meeting

 

To switch from one phone number to another during a meeting:

  1. In the Audio Conference dialog box, click Leave Audio Conference.
  2. Do one of the following:
    • Select Call me at new number from the drop-down, and then type the new phone number in the text box.
    • Select a stored phone number from the drop-down.

 

You can switch audio connection modes at any time during a meeting, without missing the conversation or interrupting. For example, if you are connected using your mobile phone but your battery is running low, you may switch to your computer (if you have a sound card and headset with microphone plugged in to your computer). You can also switch from one phone number to another.

 

To switch from telephone to computer:

  1. Click Audio in the Participants panel to open the Audio Conference window.
  2. Click Switch to Using Computer beneath to Use Computer for Audio.
  3. Click Yes in the confirmation message. You are connected to the audio conference through your computer and disconnected from your phone automatically.
  4. Adjust your speaker and microphone settings, and then click the “x” to close the window.

 

To switch from computer to telephone:

  1. Click Audio in the Participants panel to open the Audio Conference window.
  2. Click Switch to Using Phone.
  3. Select a call-back option next to Use Phone, and enter a phone number if necessary, or select I will call in. You will receive a call at the designated number and may be prompted to press 1 on your phone to be connected to the conference.

 

The Participants panel allows hosts and participants to manage their audio and communicate effectively during the meeting.

TC Participants panel with audio connections.png

 

  • Phone icons identify participants connected through the telephone.
  • Headset icons identify participants connected through their computers.
  • A red “x” and a highlighted microphone icon identify muted participants.
  • Green sound waves indicate an “active talker” or a connection that is producing noise.
  • The Audio button opens the Audio Conference dialog box. The microphone icon allows hosts to mute and unmute attendees, or attendees to mute and unmute themselves, with a single click.

 

Leaving an Audio Conference

 

To leave an audio conference:

Open the Audio Conference window and click Leave Audio Conference, then click Yes to confirm. You will be disconnected from the audio portion, but not the online portion, of the meeting.

 

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