How to Host a Webinar in Teams
Welcome to Day 11 of PixelMill’s ’12 Days of Microsoft Teams’ series! If your life aspiration is to be the Nick Cannon of educational live video presentations, Teams is the rainbow to your pot of gold. Enjoy!
Microsoft Teams (Teams) continues to mature and truly is pulling in the best of the Microsoft productivity toolset into one platform. One of the features that continues to get richer by the day is Teams meetings. There are two types of meeting options within Microsoft Teams, a standard meeting or a live event. Since we are talking about hosting a webinar, we’ll focus on the latter for this post. Teams live events powered by Microsoft 365 live events allow you to broadcast video and content to your online audience (including external users as well). This type of event is designed for one-to-many communication; hosts are responsible for delivering the content and the attendees can engage via moderated Q&A. Sound like a good fit for your webinar? Read on!
Plan for Performance!
To ensure optimal performance, be sure you properly prepare your organization’s network for Microsoft Teams.
Make sure you have the proper license assignments for your planned event:
You may want to control who can create live events in your organization, along with controls over how events may run. Teams has you covered. You can configure and assign a global policy, or in this case, you may want to create a custom policy just for specific people or specific events. You can manage all of this in the Teams admin center. You can also use PowerShell to set live events policies in Teams. Note, this does require global Teams administrative access, so you may need assistance from your IT department.
Creating the Event
Select “New Live Event”
Scheduling is actually our biggest concern when it comes to using Teams for webinar hosting. When scheduling a new live event in Teams you can only invite people to the event who will be part of the ‘event team,’ aka part of the production crew. To invite attendees, you’ll copy a link from the event invitation to share with potential attendees. However, you cannot invite them via Teams, because if you create a new meeting in Teams it will create an entirely new meeting link. So, even if you provide the link to join, Teams will also automatically provide a link to join the ‘new’ Teams meeting, which can be very confusing.
So, you’ll need to create the event invitation in another way, either with Outlook or via a third party and include the link to join there.
Event Team Roles:
When inviting your event team, you can assign the following roles to users: Producer or Presenter.
– A producer can start and stop the event, share their own video or participants video, share an active desktop or window, and select the layout of the presentation.
– A presenter can only present their audio, video or screen and moderate the Q&A.
When setting the event you have two options for production, Teams or external app or device. If you plan to include remote presenters as part of your event team, we recommend producing with Teams. If you are looking to leverage studio-quality mixers and equipment and are only presenting from one location you can select external app or device.
Since this is a webinar, you’ll likely have external attendees, so you’ll need to select “Public” in your permissions settings.
Planning to allow Q&A?
You will also need to choose whether you want to allow your attendees to participate in Q&A.
You must select this option in settings:
Once you’re ready to begin you can get set in pre-live mode. Once you’re ready to live, a producer can begin the broadcast for all attendees. Once you’re live, you can preview content in the pre-live queue and then send it live.
Managing during the Live Event:
Producers and Presenters can moderate the Q&A, and chat (private from attendees) all in the dashboard during the live event as well.
End Means END:
If you are a producer and you need to leave the event but don’t want to end the broadcast, be sure that you click “Leave” at the top, not “End” under the Live Event screen. This will allow you to leave and rejoin later without closing the entire broadcast down (which can’t be restarted once it’s terminated).
Once the session is over, producers can return to the event for live event resources where they can download the recording, a Q&A report, an attendee engagement report, transcripts, and more.
Are you looking to host a webinar with Teams? Do you see any gaps that your current webinar software provides? Let’s chat about how we can make this tool as effective as possible!