Connect Pro Audio Options: An Overview

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1 Page 1 of 8 Printed From: Close this Window Home > Learning Center > Tutorials > Connect Pro Audio Options: An Overview Connect Pro Audio Options: An Overview David Slater and Ryan Monger, Adobe Systems MARCH 2009 Expertise Level: Beginner The convergence of web and voice conferencing brings the promise of greatly improving the productivity and experience of online meetings. Connect Pro supports both teleconferencing via conferencing calling providers and PC-to-PC Audio (VoIP), giving you the flexibility to communicate using either type of conferencing service. Achieving reliable audio for your meeting is a critical component to its success. If participants can't hear your presentation clearly, your meetings won't be effective. What audio option you choose may depend on many factors including your audience, who is presenting, your budget, your technical environment. This article provides you with an overview of the different types of voice conferencing features and guidelines for when and how to use them effectively in your Connect Pro meetings. Table of Contents Option 1: VoIP within Connect Pro Option 2: Integrated Teleconferencing in Connect Pro Available Teleconferencing Integrations Option 3: Non-Integrated Teleconference Option 4: Combining VoIP and Teleconference Summary and Key Takeaways Option 1: VoIP within Connect Pro Connect Pro Meeting provides high quality internet audio broadcasting (VoIP) with features like echo and noise cancellation, silence detection, and an easy audio setup wizard, which allow meeting presenters to communicate with participants using their computer microphone and speakers. The most likely time when you would use Connect Pro's VoIP audio broadcasting capability is to reduce or eliminate teleconferencing or long distance charges. The highfidelity, full-duplex audio broadcasting within Connect Pro doesnt incur any additional cost per attendee. However, using VoIP requires that you are certain all attendees have a reliable highspeed internet connection and the necessary hardware of a sound card and speakers/microphone or audio headset for every attendee.

2 Page 2 of 8 To learn the basics of using Connect Pro VoIP use these resources: Fig 1. Connect Pro Voice-over-IP (VoIP) includes an Audio Setup Wizard to tune VoIP settings to your particular environment. VoIP Visual Quick Start Guide (PDF) Setting Up Your Computer for Voice over IP (VoIP) (Adobe Captivate demo, 3:09) Using Voice over IP (VoIP) Audio (Adobe Captivate demo, 4:43) VoIP Considerations It is important to note that VoIP utilizes the internet to transmit audio. If you choose this option it is always recommended that you plug into your network connection (rather than use wireless) and be on the highest bandwidth connection possible. Also, the connection speed of meeting Participants also determines their VoIP experience so those on slower connections might experience drop offs or time delays (called latency) when listening to audio. Option 2: Integrated Teleconferencing in Connect Pro Meeting Connect Pro Meeting hosts can start, control and record an integrated teleconference service conveniently from the easy-to-use Connect Pro Meeting interface. The benefits of this integration are: A unified workflow for scheduling, notifying, and attending web and voice conferences The ability to completely control the teleconference call through the web conference interface The convenience of recording and streaming a single, synchronized archive of the Connect Pro meeting and audio from the teleconference For a complete list of integrated audio providers, visit the Audio Teleconferencing Partners page on Adobe.com The teleconference information is included in the meeting, and participants can also have the teleconference dial their phone directly without having to enter in any passcode information. Also, the meeting automatically records audio from an integrated teleconference. In order to hear the audio from the meeting, all participants must be connected to the teleconference. When setting up your meeting in the Create Meeting wizard, choose, "Include this audio conference with this meeting." If you don't have this option available, you may need to set up your profile with your teleconference information. Contact your Connect Pro administrator for more details on including a supported teleconference system in your account profile or view this tutorial. Integrated Teleconferencing Considerations Limited Capacity: Some teleconference providers will support a fixed number of participants on the call. If you require a certain number of attendees to be able to join the call, make sure that your conference number supports that number of dial-ins in advance. Cost: Calls with many participants can be expensive based on the teleconference setup. International Audiences: International attendees might have to dial a toll number in order to join the teleconference. Meeting attendees have several call control features within the Connect Pro interface when integrated teleconferencing is used.

3 Page 3 of 8 For Meeting Hosts: Start/Stop teleconference Starting a teleconference has never been easier, with hosts able to initiate and terminate the teleconference with a click Synchronized web and voice recording The record meeting function starts recording the Connect Pro web conference and the teleconference, to create a single, streaming archive of the meeting Dial out to users Meeting hosts can dial out to existing users in the web conference, or add a phoneonly participant and call them to join the conference Change volume for selected participants A volume slider allows the meeting host to increase or decrease the volume level for each attendee Mute participants A handy feature that allows the meeting host to mute all or selected meeting participants Fig 2. Call Controls for Integrated Teleconferencing in the Attendee List. Put participants on hold Similar to the mute control, meeting participants can be put on hold, if the host wants to temporarily close the floor for participants Disconnect participants One-click eject allows hosts to remove a phone participant from the meeting

4 Page 4 of 8 All Meeting Attendees can: Call my phone Allows any meeting attendee to enter their phone number and have the teleconference call them back, instead of them having to dial in to the conference number and enter the passcode through the phone Mute me Allows attendees to mute and un-mute their phone lines Whos speaking indicator Attendees no longer have to wonder whos speaking in the teleconference. A visual indicator next to the attendees name makes it easy to discover speakers in the conference. Fig 3. Meeting participants have a limited set of controls available to them including the ability to dial out to their phones, mute their lines and hang up.. Though the VoIP-based audio broadcasting provided in Connect Pro provides a great way to communicate, there are certain environments where using an integrated teleconference within your meeting makes more sense: VoIP-based audio conferencing is dependent on the availability of a stable high-speed internet connection. Use teleconferencing when youre not certain of the network connectivity of all meeting attendees who need to participate in the meeting. To converse using PC-to-PC Audio, each participant requires a sound card, a microphone, and speakers or headphones. Using a teleconference provides reassurance and predictability since virtually everyone has access to a telephone. Note that an attendee can join only the teleconference and not the web meeting, while still allowing the host to manage the phone-only participant using the full breadth of call control features listed above. For example in Figure 3, the attendee David Sawyer has a gray icon meaning that he is on the teleconference, but not in the web conference. Available Teleconferencing Integrations Adobe has partnered with leading global teleconferencing providers, Premiere Global Services, Avaya, and MeetingOne, to offer Connect Pro customers unparalleled integration between web and voice conferencing. The features for each of these integrations varies slightly and Table 1 details the differences. To learn more about these offerings, visit our audio conferencing solutions page. Premiere MeetingOne Avaya Call Management Start/Stop Audio Conference X X X Remote Recording X X X Who's Speaking X X X Meeting Participant Controls Dial Out to Self X X X

5 Page 5 of 8 Mute/Unmute Self X X X Token based merge X Meeting Host Controls Dial out to participant X X X Mute/Unmute X X X Hang up X X X Merge users with unknown dial-ins X X X General Volume control X Multi Number Table 1. Comparison of Integrated Telephony Features by Partner Note: The integrated teleconferencing with Premiere Global supports only their Reservationless services, which allows for a maximum of 100 participants on the teleconference. If youre planning on a larger event using Premiere Globals Auditorium offering or another third-party teleconferencing service, the call control features will not be available. To learn more about how to use Integrated Audio Teleconferencing with Connect Pro review these resources: Using Premiere Global Services Conferencing with Connect Pro (Adobe Captivate demo, 4:43) Premiere Global Integrated Teleconferencing Visual Quick Start (PDF) Using MeetingOne Audio Conferencing with Connect Pro (PDF) Option 3: Non-Integrated Teleconference If you don't have a teleconferencing system that is integrated with Connect Pro, you can still set up a successful meeting. The teleconference information and controls will not automatically appear within the Connect Pro meeting, but you still can enter any dial-in instructions in a note pod within meeting for your participants to follow. Fig 4.Use a Note pod to show dial-in information for non-integrated teleconferences. Non-Integrated Teleconferencing Considerations Meeting Recordings: If you plan on recording the meeting, there are a few extra steps that you need to take to make sure the audio is captured along with the web conference. To do this you need to make sure you select the "Record Audio from Speakerphone" option in the Record Meeting dialog. When this feature is selected, Connect Pro will capture the microphone input on the computer that selects this option. If your laptop's built-in microphone is close to a speakerphone, this option may capture a decent audio recording. No Call Controls: Since you are using non-integrated teleconferencing, there is no way to control the call from Connect Pro. So for example if a user puts the conference on hold and hold music begins playing, there is no way from the meeting to mute that user's line. If you go with this option, make sure you know the keypad * call controls ahead of time so you can control the conference.

6 Page 6 of 8 Fig 5. If you need to record a non-integrated teleconference, make sure you elect to record the audio or else teleconference audio will not be recorded. Option 4: Combining VoIP and Teleconference This is a more advanced method of reaching your audience with the meeting audio. By offering both VoIP and teleconference options, you can cover all audience types: slow connections, international, and those without computer speakers. While this method may require more work for you up front, providing both options is the best way to make sure your can maximize your participant experience and let them tune in to your event in the way that is most comfortable for them. This method is best when you are holding an important or large event such as a customer-facing webinar, where you don't have a lot of insight into the connection speeds and configurations or your attendees. This methodology will work whether you are using integrated or nonintegrated teleconferencing and using this method also automatically captures the audio into the meeting recording. There are a couple of different ways to accomplish this: Simple Method: Presenters dial into the teleconference and broadcast their voice using Connect Pro VoIP using a headset/microphone. So essentially they are transmitting audio via both methods at the same time--into the phone and via a headset. This is the least sophisticated method and requires that presenters all follow these steps and if you have more than one presenter there is the potential for running into issues. Advanced Method: A method that is more sophisticated, but easier for multiple presenters involves a 3rd party device called THAT-2 by JK Audio. In this method, a host calls into the teleconference and uses a device to send the teleconference audio into the computer's line in. Presenters only need to dial into the teleconference, and the host broadcasts the teleconference audio over Connect Pro using the Talk button in the Layout Bar area or the Camera & Voice pod. This method allows a single person to manage the simulcast and reduces the compexity for presenters. If you choose this method, it is important to note that everyone who will be speaking on the call should be dialied into the Teleconference. Think of the VoIP as a one-way stream, where users can hear audio, but not speak. View a tutorial on how to use the THAT-2 device with Connect Pro. Professional Method: If you are willing to invest more money in a combined VoIP + Telephony solution, using a capture card and mixer provides you with the highest level of control and best audio quality. The Connect Pro Event Services team at Adobe uses an Osprey 230 capture card teamed with a Polycom mixer. If you choose this method you will utilize the Osprey card's included software for the Audio control in concert with your computer and meeting controls for optimal performance. The Fig 6. The THAT-2 device by JK bridge telephone audio with C

7 Page 7 of 8 Osprey capture card is made by ViewCast Corporation. Connect Pro Event Services: If getting great audio is important for one or more of your meetings and you don't want to invest in one of the more advanced solutions above, the Connect Pro Event Services team at Adobe offers you with the ability to broadcast audio from any telephony solution to VoIP using our state of the art equipment. Their services can either be purchased on a per-event basis or for multiple meetings in a series. To learn more about Connect Pro Event Services visit or contact your Adobe sales representative. Note: During playback of a meeting recording in which both Connect Pro Audio broadcasting and integrated Teleconferencing were used simultaneously, the recording will play back the Teleconferencing audio and not the Connect Pro VoIP audio whenever both streams are present. Summary and Key Takeaways As you can see above, Connect Pro offers a variety of options to incorporate audio into your meetings. Depending on the type of meeting, audience, cost, account setup and cost, you might want to factor the options into which audio option you choose. Generally speaking, the two key factors in determining what type of audio to use for your meetings depends on size of your meeting and the level of interactivity you desire. For meetings with few hosts and many attendees, like a webinar where the majority of participants do not need to talk, VoIP audio broadcasting has a strong advantage in that it doesn't incur per user/per minute costs, which tend to add up quickly for large, one-to-many meetings. However, to accommodate a high level of interactivity in small collaborative meetings or where you are uncertain if your audience has computer speakers and/or microphones, the use of an integrated teleconference is a better choice. There are also instances where using both Connect Pro VoIP audio and teleconferencing together makes sense. Typically this is for large "one-to-many" events, where you want to balance 1) the reach and cost savings of Connect Pro Audio with 2) the predictability of teleconferencing only requiring participants to have and use a standard phone. It is possible to physically feed audio from the teleconference into VoIP attendees, and we do this regularly at Adobe. A posting about how to do this with an equipment recommendation can be found on the Adobe blogs here. For example, in large training events we hold here at Adobe for our worldwide employees, we often use Connect Pro audio to reduce international long distance charges and for those that will merely watch the event, while we use use teleconferencing for external guest speakers meeting hosts, presenters who may not have a computer microphone and North American employees who can't use their computer for the session because they are traveling. In summary, here is a quick chart with the Audio options, and benefits, drawbacks, and intended audience. Type Audience Advantage(s) Disadvantage(s) VoIP Attedees with faster connections & computer speakers. Great for one-tomany, one-to-few, few-to-few, or few -to-many communication Free, included feature with Connect Pro, easy for participants to listen without a seperate phone line Requires extra hardware - microphone or headset from each presenter, utlizes more meeting bandwidth than teleconference Integrated Teleconference Attendees on slower connections or no audio capabilities on their computers, good for interactive events or meetings. Great for few-tomany or many-to-many communication. Teleconference controls built into attendee list; utilizes little meeting bandwidth Added cost of teleconference; requires account and setup prior to meeting, international participants may have toll charges Non-Integrated Teleconference Attendees on slower connections or no audio capabilities on their computers, good for interactive events or meetings. Flexible, easy to use, utilizes no meeting bandwidth Added cost of teleconference; not integrated into meeting and need to use work-around for recording,

8 Page 8 of 8 international participants may have toll charges Combined VoIP & Teleconference Everyone. Great for large web events. Reaches widest audience Work-around needed to combine teleconference with VoIP Terms of use Online privacy policy About this site Contact Us Send feedback Copyright 2009 Adobe Systems Incorporated. All rights reserved.

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