Joining the Audio Conference of a WebEx Meeting (WBS30)

Document created by rruman on Oct 20, 2015Last modified by liwise on Dec 21, 2015
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Connect to the Audio Conference

You can connect to the audio conference with a telephone, or with a computer through VoIP (Voice over Internet Protocol). After you join, click the audio button on the Quick Start page to connect using the last method you used.

 

Audio_button_Call_me.pngShows the previously used connection method and phone number.

 

Or, click the three dots to display more choices. The three dots at the bottom change to More.

 

Meeting_Center_Audio_and_Video_Connection_dialog.png


To connect to the audio:

Click...Then...
Call Me
  • You will receive a call and may be prompted to press 1 to connect.
  • Select  Remember phone number on this computer if you want to store this number for future meetings.
I Will Call In
  1. Dial the phone number listed, enter the meeting access code and your attendee ID #.
  2. Close the window.
Call Using Computer
  • You are connected to the audio conference.
  • Test and adjust your speaker and microphone settings as needed.

 

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

 

The audio button on the Quick Start page indicates how you are connected to the audio.

 

Connected_to_Audio_phone.pngConnected by phoneConnected_to_Audio_computer.pngConnected by computer

 

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Manage Stored Phone Numbers

You can edit the stored phone numbers that appear in the Audio Conference or Audio Connection 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. You cannot edit phone numbers if you are currently connected to a teleconference.

 

To edit stored phone numbers:

1. On the Quick Start page, click the audio button.

2. Select Call me at a different number, then click the arrow next to the phone number field.

Audio Connection with manage phone numbers.png

3. Click Manage phone numbers at the bottom of the window. The Manage Phone Numbers dialog box appears.

Manage Stored Phone Numbers window.png

 

4. Select one of the following options.

    • Click Edit to modify the phone numbers in your My WebEx Profile on your WebEx site. Edit the phone numbers, 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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Change the Audio Connection

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

 

To switch from telephone to computer:

1. On the Quick Start page, click Connected to Audio.

2. Click Switch Audio.

3. Click Call using Computer. You are connected to the audio conference.

 

To switch from computer to telephone:

1. On the Quick Start page, click Connected to Audio.

2. Click Switch Audio.

3. Select Call me, and enter a phone number if necessary, then click Call Me.

    OR

    Select  I will call in, then follow the steps to connect. You may be prompted to press 1 on your phone to be connected to the conference.

 

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Use the Participants Panel

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

Meeting_Center_Participants_panel.png

  • Phone icons identify participants connected through the telephone.
  • Headset icons identify participants connected through their computers.
  • Clicking the microphone icon next to a participant's name mutes or unmutes that participant's audio.

Note: Participants can mute their own audio. The host can mute anyone's audio.

  • A red “x” and a highlighted microphone icon identify muted participants.
  • Sound waves indicate an “active speaker” or a connection that is producing noise.

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Optimize VoIP Audio Connections

WebEx integrated audio enables meeting hosts and attendees to use the Internet to connect to the audio portion of a session. Because a large number of connections can place a high demand on bandwidth, you should follow the guidelines below to maintain audio quality.

 

As a participant:

  • Test your audio setup in a practice meeting, especially if you have never used WebEx or are using new hardware.
  • Close any applications not being used to free up bandwidth on your computer.
  • Disconnect and then reconnect your audio if you experience a noisy connection or if other participants say they hear an echo.

 

As a host:

  • Select Mute on Entry from the Participant menu for large meetings.
  • Do not play music over an active connection, and eliminate as much background noise as possible.
  • Encourage hosts, presenters, and participants to use a headset with a good microphone.
  • Conduct a practice session to determine the correct sound levels.
  • Avoid speaking during slide transitions to help manage bandwidth utilization.
  • During scheduling, select the option to allow attendees to join before the meeting starts so they can test their audio.
  • Look for the “active speaker” sound wave indicator in the Participants panel to identify where background noise might be originating.

 

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Disconnect Your Audio Conference

 

To disconnect your audio:

Click Open the Audio Connection window and click Disconnect Audio. You will be disconnected from the audio portion, but not the online portion, of the meeting.

Audio Connection with Disconnect Audio button.png

 

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Setting Up Audio Options in Event Center

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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Using Audio Broadcast in Event Center

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_dialog.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 in Event Center

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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