1 U S E R G U I D E Cisco WebEx Audio Controls Guide and Release Notes for FR29 Using Cisco WebEx Web Conferencing you have the ability to add a teleconference to your web conference. Audio controls are available* on Cisco WebEx Meeting Center, Cisco WebEx Event Center, and Cisco WebEx Training Center. This guide provides details as to how to add your audio account information to your profile, schedule, join and manage the teleconference portion of your meeting. Key Features of the Audio Controls Schedule and send invitations to your web conferences that include your Reservationless-Plus dial-in information without manually typing it in each time. Start instant meetings with your Reservationless-Plus audio information included. Select call-in or call-back options for attendees. See participants connection status both on the phone and on the web using the participant list phone indicator. Mute and unmute audio participants lines participants can also perform this function for their own lines. Adding your Reservationless-Plus account to your profile On your branded website, you can add your Reservationless-Plus account information to your profile. This allows you to manage your online meeting and teleconference from the same web interface. To add your Reservationless-Plus account information to your profile, please follow the steps below. 1 Log in to your WebEx URL with your user name and password (e.g. https://company.webex.com). If you do not have a user name or password, please contact your site administrator or Customer Service. For customers using our pay per use service, your Reservationless-Plus account information is automatically populated for you. 2 Once you have logged into your account, click My WebEx. On the left hand navigation, select My Audio. 3 On the My Audio screen, select Add an Account. You can store up to three different Reservationless-Plus accounts. Accounts must be added one at a time. 4 In the Add Teleconference window, enter: (see screenshot below) Your toll-free Reservationless-Plus telephone number into the Toll-free call-in number field. Your toll Reservationless-Plus telephone number into the Toll call-in number field if applicable. Your Leader PIN. Your Conference Code into the Conference Code field. In the Recording dial-out number drop down menu, select the number that you would like to utilize for 1
2 Network Based Recording. Click OK. 5 If you have more than one Reservationless-Plus account stored, select the default number by selecting Set as Default, on the My Audio screen Scheduling the Teleconference In the Scheduler, you can select your Audio Option or Teleconference option and three options appear: None (no teleconference) Reservationless-Plus Other teleconference service NOTE: For some customer sites, Integrated VoIP is also an available option. None If you do not require a teleconference for your meeting, click the radio button next to None. Reservationless-Plus IMPORTANT: This is the option that is linked with Reservationless-Plus audio controls. To use your Reservationless-Plus account, click the radio button next to Reservationless-Plus. Then click the radio button next to the appropriate account (e.g. Account1, Account2, Account3) if necessary. IF YOU WOULD LIKE Attendees to call in Attendees to receive a call back Allow participants to access available global dial in numbers THEN Click the radio button next to the option. Click the radio button next to the option. Click the box next to Allow access to teleconference via global numbers 2
3 Other teleconference service If you would prefer to use either Operator Assisted or Automated teleconferencing service, click the radio button next to Other teleconference, and type the dial-in information, conference code and passcode (if applicable) in the instructions box that appears. Joining the Teleconference There are two different ways for attendees to join the teleconference, depending upon how the host scheduled the meeting. Attendees can join by: Dialing in Receiving a call back Either way, if the host opts to use Reservationless-Plus when scheduling the meeting, a Teleconference dialog box appears when attendees join the meeting. Attendees can also access the Teleconference dialog box by selecting Audio (Communicate menu if you are using Event Center) on the main menu, followed by Join Teleconference. Dialing in Follow the steps listed in the table below to dial into the Reservationless-Plus teleconference. 1 Call the phone number listed. To view available global dial in numbers, select the View Global Numbers link in the dialog box, in the meeting invitation, or on the Info tab in the WebEx content viewer. 2 Enter your Conference Code followed by the pound or hash sign (#). 3 Press star (*) if you are the Leader. 4 Enter your Leader PIN followed by the pound or hash sign (#). 5 Press 1 to start or join your conference. 6 Enter the Attendee ID and/or Identity Code listed on the Join Teleconference dialog box to identify yourself in the participant list. NOTE: The Reservationless-Plus audio does not provide a voice prompt to enter this code. 7 Once you are connected, click OK, located on the Join Teleconference dialog box. 3
4 Receiving a call back Follow the steps listed in the table below to receive a call back (screenshot below). 1 In the Use Phone drop down menu, select a previously used phone number or select Call me at a new number. 2 If you selected Call me at a new number, select the country code, type the area/city code and phone number in the textbox provided. You can select the checkbox to save your phone number on this computer for future use. 3 Click Call Me. A Calling prompt appears in the bottom left-hand corner of your screen and your phone should ring. 4 Answer the phone and you should hear a greeting. 5 Press 1 to join the conference and you are connected. NOTE: If you still have attendees dial into the meeting, please advise them to identify themselves in the participant list by going to the Info Tab and entering the Attendee ID and/or Identity Code number listed on the screen. Leaving the Teleconference To leave the teleconference click Audio (Communicate menu if you are using Event Center) on the main menu, followed by Leave Teleconference. If you are the Host of the meeting and choose to exit the meeting, you will receive a prompt to continue audio and end only the web conference portion. If you select the option to end, the teleconference and web conference will end for everyone. If you select to continue the audio, only the web conference will end. Managing the Teleconference MUTING To mute your audio line, click Participant on the main menu, followed by Mute, or right-click on your name on the Participants tab and click Mute. Once you are muted, a red X will appear next to the phone icon alongside your name (for meetings scheduled with the call-back option only). NOTE: The meeting host can right-click on any attendee s name on the Participants tab and mute their audio line. 4
5 UNMUTING To unmute your audio line, click Participant on the main menu, followed by Unmute, or right-click on your name on the Participants tab and click Unmute. Once you are unmuted, the red X disappears from the phone icon alongside your name (for meetings scheduled with the call-back option only). MUTING ALL To mute all attendees audio lines, click Participant on the main menu, followed by Mute All. The phone icon beside each attendee s name will have a red X by it. Or you can right-click on any attendee s name on the Participants tab, and click Mute All. UNMUTING ALL To unmute all attendees audio lines, click Participant on the main menu followed by Unmute All. The red X disappears from the phone icon alongside each attendee s name. Or you can right-click on the Participants tab, and click Unmute All. MUTING ATTENDEES ON ENTRY* To have attendee s audio lines muted when they join the teleconference, click Participant on the main menu, followed by Mute Attendees on Entry. A checkmark appears next to this option when it is active. To deactivate this option, click Participant on the main menu, followed by Mute Attendees on Entry. The checkmark next to this option disappears. *See audio controls release notes. INVITING ATTENDEES BY PHONE Follow the steps listed in the table below to invite attendees by phone. 1 Click Participant on the main menu. 2 Highlight Invite and Reminder. 3 Click by Phone. The Invite and Remind dialog box appears. 4 Type the attendee s name in the Name textbox. 5 Select the country code, and then type the attendee s area/city code and phone number in the text box provided. 6 Click Call. 7 Select *1 on your telephone keypad to join the participant to the audio conference. 5
6 You can also Invite Participants by Phone if you select Invite and Remind on the Quick Start screen. IF YOU Want to invite additional attendees by phone Want to clear all fields Are done inviting attendees by phone THEN Follow steps 4-7 listed above. Click Clear. Click Close. INVITING ATTENDEES BY TEXT MESSAGING (sms) Follow the steps listed in the table below to invite attendees by text messaging (SMS): 1 In the main menu, click Participant. 2 Select Invite and Remind. 3 To type a mobile phone number, select the country code in the drop down menu and then enter the mobile number. 4 Click Send and an invitation will be sent to the recipient. 5 Once the text is sent, you can click Invite More to invite additional SMS recipients or click Done. if you are finished. Participants that join via text message can reply with the number 1 to receive a call-back to join the teleconference portion of the meeting. You can also invite participants by text messaging if you select Invite and Remind and then SMS on the Quick Start screen as shown below. NOTE: Site administrator must enable the Invite by SMS option using the site administration tool. Regular text messaging and line charges apply. 6
7 RENAMING ATTENDEES Follow the steps listed below to rename an attendee. 1 Right-click on the attendee s name on the Participants tab. 2 Click Rename. 3 Type the attendee s name in the textbox. 4 Click off of the text box after typing the attendee s name. NOTE: If you rename a Call-in User, it will only show up your own participant list. It will not show up for all meeting participants. Managing Breakout Sessions (WebEx Training Center only) Presenters can utilize integrated audio controls within a WebEx Training Center breakout session. IMPORTANT: You must have sub-conferencing enabled on your account to utilize this option. Please contact your sales representative if you are unsure or to enable this feature on your Reservationless-Plus account. Scheduling the teleconference When scheduling the session or starting an instant session, select the option to have attendees receive a call back.. Participating in the breakout session Once you have started the breakout session, you and/or your attendees will receive a message window with the option to Switch to the Breakout Session Teleconference as shown below. 7
8 To join the breakout session teleconference, click Yes. To stay in the main teleconference, click No. If you clicked Yes, then your line will be placed the breakout session. Ending the breakout session Once you have ended the breakout session and/or asked all attendees to return to the main teleconference, all lines will be placed back into the main teleconference automatically. Hosting an Event Center Audio Broadcast with Reservationless-Plus Audio broadcast allows the host, presenter, and other panelists to speak to attendees without requiring them to connect to a teleconference. Attendees can listen to the audio part of the event through their speakers or headsets. During an audio broadcast, attendees must have the necessary audio equipment such as speakers or headsets to listen to the audio part of the event. Scheduling an event To broadcast audio stream in an event, you must select the audio broadcast option when scheduling the event. 1 Log in to your Event Center account. 2 On the left-hand navigation, expand the Host an Event menu and select Schedule an Event. 3 Enter the Basic information, Date and Time, and under the Teleconference section, select your Reservationless-Plus account and choose the radial button next to Attendees receive a call-back (recommended). You can also choose Attendees call in. (see screenshot below) 4 Select Broadcast stream to all attendees. 5 Complete the remaining scheduling form to schedule the event. NOTE: The Mute upon entry for all participants option does not synchronize with your Reservationless-Plus account. You can select *5 on your telephone keypad to mute all participant lines. 8
9 Starting the event and audio broadcast 1 Prior to the event start time, click the event link to start the WebEx meeting. 2 If you selected to receive a call-back, the service will dial you to the join the meeting. If you chose to call-in, dial into your audio conference and associate your name with the attendee ID/identity code found on the Info tab. 3 Audio broadcast begins as soon as the event is started online. It is recommended that the host selects *5 on the telephone keypad to mute all lines during the conference to prevent any side conversations from taking place. Ending the event and audio broadcast 1 To end the audio broadcast, go to the Communicate menu, choose Stop Audio Broadcast, then select Disconnect. 2 To end your Event Center session, go to the File menu and select End Event. Event Center audio broadcast also works in conjunction with other audio conferencing services. Please reference the Cisco WebEx Event Center Audio Broadcast Host Guide for more information. Site Administration (for site administrators only) Setting the default site audio options Site administrators can set default site audio options for scheduling. These options are applied to the site as defaults, but individual users can change them. These options are only available for customers utilizing a branded micro site. Default Site Audio Options example: To change the default site audio options, follow the steps listed below: 1 Log in to the site administration website with your user name and password. 2 Click Site Settings under the Manage Site menu on the left hand navigation bar. 3 Scroll down until you see Default Site Audio Options. 4 To choose the Toll Type, select the radio button next to this option 5 To choose whether you want to default to attendees to Call-in or receive a Call-back (recommended), click the radio button next to this option. 9
10 NOTE: We recommend Call-back teleconferencing as the default. Additional site options The site administrator can also enable or disable features such as inviting participants by text messaging (SMS). To enable or disable invite by text messaging, follow these instructions: 1 Log in to the site administration website with your user name and password. 2 Click Site Settings under the Manage Site menu on the left hand navigation bar. 3 Under Site Options, check or uncheck Enable text messaging (SMS), depending on your preference. 4 Scroll down to the bottom of the page and click Update to save the setting. Audio Controls Known Issues and Limitations This section includes a summary of the Audio Controls feature including known issues, limitations and recommendations. Joining a meeting If the Join the teleconferencing without pressing 1 option is enabled on the site and a participant selects the option, the participant will still hear the audio prompt to enter 1 to join the conference even though it is not required. The participant will still be joined to the audio conference after a brief pause. Invite by phone When using the Invite by Phone option, if the host wants to hang up before inviting a participant to join the teleconference, the host is not automatically returned to the main teleconference. In order to return to the main teleconference, you must select *1 on your telephone keypad. Mute attendees upon entry The mute on entry option does not automatically mute attendees phone lines as they join the conference. To mute attendees upon entry to the meeting, select *5 on the telephone keypad to mute and #5 to unmute, or you can use *51, lecture mode, on your telephone keypad. Participant list display When using the Attendees Call-In option, participants will not see a phone indicator by their name. Instead, they will see Call-In User to indicate they are in the audio conference and they will see their name to indicate they are in the web conference portion. To reconcile the Call-In User with the name of the person connected to the web conference, the user must enter the Attendee ID and/or Identity Code once they have joined the conference. This code is shown on the Join Teleconference dialog box, the Info tab, and under the Meeting information menu. There is no audio prompt that asks the participant to enter the Attendee ID. The Attend ID is available on certain bridges. If you have questions about this functionality, please contact your representative. When renaming the Call-In User in the participant list, it will only display for the individual that changed it. 10
11 Breakout sessions (Cisco WebEx Training Center only) When attendees use the Call-In option to join a WebEx Training Center session, the Call-In user will not be joined automatically by the integrated audio. It is recommended that all attendees identify using the Attendee ID and/or Identity Code option. When the presenter attempts to put attendees back into breakout sessions that have already ended, the subconference audio does not follow back into the previously used breakout sessions. The presenter must allow attendees to leave the breakout session and sub-conference audio before closing it. Each instance of the breakout session needs to be deleted before another one is created and attendees are added to it. There is a maximum of fifteen audio breakout sessions allowed. Audio broadcast (Cisco WebEx Event Center only) When scheduling an event using Reservationless-Plus and Audio Broadcast, the Mute upon entry for participants do not synchronize with your Reservationless-Plus account. You must select *5 on your telephone keypad. When using Reservationless-Plus integration, the audio broadcast starts as soon as the event is started online. It is recommended that the host select *5 on the telephone keypad to mute all lines during the conference to prevent any side conversations from broadcasting to all attendees. When the host selects to use Event Center Audio Broadcast with Other Teleconference, the service defaults to using country code 1 (or a U.S. default telephone number). You can obtain the U.S. conference number by contacting your sales representative or customer service. Additional Recommendations We recommend using alternative audio conference services such as Operator-Assisted or Direct Event for the audio portion of your meeting if you are conducting an event or have more than 125 participants in your meeting. Please contact your sales representative for more information on event audio conferencing services. 11
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