Universal Voice & Telephone Audio Conferencing

What Is Universal Voice?

Written by Tracey Richardson, with testing by Joni Tornwall, Leah Kaiser, and others.

Universal Voice is an option included with Adobe Connect that enables Connect to broadcast any telephone-based audio into an Adobe Connect meeting over VoIP.  The Connect room's host adds an audio profile to the room and then enables the audio conference when the meeting begins.  After that point, management of telephone audio lines (e.g. mute, un-mute, hold, etc) is done using a telephone.

Before You Begin

You will need to establish an audio conferencing account with an audio conferencing provider. The provider will assign you a dial-in number and access code(s) needed to access their specific audio conference bridge service. Charges vary across different audio conferencing providers.

More information about the OCIO's audio conferencing service, including rates and how to request an account, can be found here: http://cio.osu.edu/services/view/audio-conferencing.

Click on each heading to read more on the topic.

Step 1: Set up Universal Voice and Prepare Connect Meeting

There are three basic steps to follow when setting up Universal Voice in Adobe Connect. 

  • First, set up an audio provider. 
  • Second, set up an audio profile based on that provider. 
  • Third, add your audio profile to a meeting room. 

When you are ready to hold your meeting in Connect, you will select options within your online meeting room that will allow users to use their computer audio or the phone-based audio.

1) Set Up Audio Provider

These instructions assume you have an active account on the OCIO's audio conferencing service. The details may vary if you are using a different audio-conferencing service, but the general procedure will be the same.  Be sure you have your audio account's dial in number and access codes handy when you begin.

The person who will manage the audio-conference and the Connect meeting room should follow these steps, since they are specific to that person's account.

  • Log into the Adobe Connect portal at https://osu-pilot-conc.adobeconnect.com/
  • Locate and click on My Profile in the upper right of the page
  • Select My Audio Providers.
  • Click New Provider button on the right hand side.

create an audio provider

 

Complete the New Provider form as follows, if you are using the OCIO audio conferencing service:

Form Field

Type

What To Do"¦

Provider Name

Required

This is for display purposes only.  Enter a name that you will recognize.

 Enter the name of your audio conference provider

Status

Required

Use drop down and set this flag to Enabled

URL

Optional

Leave blank

Dial-In Numbers

Required

The Dial-In Numbers section is for end-user information. It is shown when a participant selects Connect My Audio from within an Adobe Connect meeting.  If you send meeting invitations from the Adobe Connect portal, the information you provide here will be automatically included in the email.

 Click the Add Number button

  • Click inside the Location field, type "Dial-In Number (US)" or other desired text.
  • Click inside the Number field, type the dial in telephone number assigned to you by your audio conference provider

Click the Add Number button again

  • Click inside the Location field, type "Participant Passcode" or other desired text.
  • Click inside the Number field, type the participant passcode assigned to you by your audio conference provider

Dial-In Steps

Required

Click Add Step button

  • Leave Action set to Conference Number
  • Click inside Label field, type Dial In
  • Click inside Key/Number field, type the dial in telephone number assigned to you by your audio conference provider
  • Leave all other fields unchanged

Click Add Step button again

  • Click inside the Action field, select Delay (ms)
  • Click inside the Label field, type Pause
  • Click inside Key/Number field, type 5
  • Leave all other fields unchanged

Click Add Step button again

  • Click inside the Action field, select DTMF
  • Click inside the Label field, type Participant Passcode
  • Click inside Key/Number field, type participant passcode assigned to you by your audio conference provider
  • Leave all other fields unchanged

Save button

Required

Click the Save button to save your entry.

Test Dial-In Steps

Recommend

Test the dial-in steps you entered under the Dial In Steps section by clicking the Test Dial-In Steps button. Adobe will execute the steps you have entered. Confirm Adobe connects to your audio conference provider and dials in successfully as a participant.

 

When completed, your Audio Provider screen should look something like this:

completed audio provider screen

 

2) Set Up Audio Profile

After setting up your audio provider, you will need to assign the provider to a profile. The profile allows you to use the audio provider for any Adobe Connect meeting where telephone-based audio conferencing is needed.

  • Log into the Adobe Connect portal at https://osu-pilot-conc.adobeconnect.com/ .
  • Locate and click on My Profile in the upper right of the page
  • Select My Audio Profiles.
  • Click New Profile button on the right hand side.
    • Provider = Select the audio provider you created under My Audio Providers.
    • Profile Name = give your profile a name of your choosing.
    • Click the Save button on right hand side.

setting up audio profilesetting up audio profile

 

3) Assign Audio Provider to a Connect Meeting

The following steps assume that you have created an audio provider and associated the audio provider to an audio profile entry.

  • Log into the Adobe Connect portal at https://osu-pilot-conc.adobeconnect.com/ .
  • Locate and click on Meetings menu tab.
  • Select the New Meeting button OR enter an existing meeting and click the Edit Information link.
    • If creating a new meeting, complete the New Meeting form as normal by filling in all required fields.
  • In either an exiting or new meeting, under Audio Conference Settings, select Include This Audio Conference With This Meeting, then use the drop down to select your audio profile.
  • Complete any remaining steps to create your meeting.

adding profile to meeting

 

Step 2: Use Audio Provider in a Connect Meeting

The following steps assume that you have assigned an audio profile to the Connect meeting session in advance of the meeting start.

Meeting Host

When Organizing the Meeting

Send meeting invitations to participants. Be sure to include the telephone audio dial in and participant access code in your meeting invite.

  • If you send the meeting invite from the Adobe Connect portal, Adobe will automatically include the dial in information you set up when you created the Audio Provider entry and the URL to your meeting room.
  •  If you manage the invitation yourself, using a webpage, sending an e-mail, or creating a calendar invite, be sure to include the dial in number, participant passcode and the URL for your Adobe Connect room.

Before the Meeting Begins

Dial in and connect to your meeting at least 5 - 10 minutes in advance of its start.

Log in to your audio conference first:

  • Dial into the telephone audio conference bridge as the moderator / host. Typically, the moderator/host has the same dial in number but a different access code than participants.
  • Implement any desired audio conference settings. If you are using OCIO's audio conference bridge, you can mute audio conferencing lines to put participants in listen only mode by pressing *96 on your telephone at any time; to un-mute lines *97.  If you are not using OCIO's audio conference bridge, please consult with your audio conference provider for the proper star codes.

Log into your Connect web meeting room and perform the following steps for the audio:

  • Click Audio menu option, select Start Meeting Audio.
  • Use the checkboxes to select how participants will be allowed to connect: using VOIP (Using Computer), using the telephone audio conference bridge (Using Phone) or both.
  • Click Start button.  This action will trigger Adobe to dial in and connect as a participant into the telephone-based audio conference bridge. By doing so, participants using VOIP can interact with participants using the telephone-based audio conference bridge. If you record the meeting, the audio from the telephone-based audio conferencing bridge should be included in the recording.
    • NOTE: the Adobe Connect room will be counted as one participant in any per user / per minute billing associated with your audio conference

Complete any other meeting presentation set up required ahead of the meeting start.

Meeting Participants

Meeting participants will perform three actions:

  • Connect online to the Adobe Connect meeting room using the URL provided by you in the meeting invitation.
  • Locate the telephone audio conferencing dial in information by selecting Audio then Connect My Audio. They should also have this information in the email you sent to them.
  • Dial into the audio conference bridge using the dial in number and access code provided by you in the meeting invitation.  If you have indicated that connecting using a computer is allowed, then participants can do so as an alternative to dialing in.
    • Participants who are using their computer audio should use a good quality USB microphone if they will be speaking during the meeting.