Summary
This article will walk you through the process of creating and scheduling a Webinar within Microsoft Teams as well as provide information regarding certain features
Content
Webinars, are a structured on-line meeting where Presenters share ideas or provide training to their audience. Attendees have limited audio and video permissions.
Webinar Details Tab
On the New webinar page, you can enter the webinar details, including the title and date of the webinar, its start and end times, and a description. You can add presenters and co-organizers to the event, control event access, and manage the attendee experience.
Description
In the webinar Description field, you can add agenda items and notes. The webinar description can be seen by the organizer, co-organizers, and presenters inside the calendar invite, and potentially by attendees on the registration page or calendar invite depending on how the event is shared.
Co-organizers and Presenters
Webinar co-organizers can help manage events by editing registration forms, customizing the event theme, etc. Co-organizers can modify the event in many of the same ways an organizer can, except co-organizers cannot change the webinar's Details section (date, time, etc.). You can add up to 10 co-organizers who must be in your organization.
To allow others to present content during the webinar, list them on the invite. Presenters do not need to register. They will join the webinar in the same way that they join a regular Teams meeting.
Easily add up to 20 external presenters to your webinar.
- External presenters are presenters who are anonymous, outside your org, or don’t use Teams.
- External presenters will receive a unique join link that allows them to join the webinar without waiting in the lobby.
- Guest presenters must sign in with their guest accounts to join the meeting. Anonymous presenters don't need to sign in with a Microsoft account.
- External presenters shouldn't forward their links. They can join using the same link on up to three devices.
- If a guest hasn’t successfully authenticated when joining the event, they'll be placed in the lobby. From there, an event organizer or presenter can approve or deny their request to join the event.
Event Access and Attendee Experience Settings
By default, the webinar will be Public, or open to anyone in and outside of your organization to register. You can change it from Public to Your organization, which will make the event page and registration available only to people within your org.
Scroll down the details screen to see additional settings:
- Enable or disable attendee emails
- Allow or disallow sharing to social media from event site
- Attendee experience settings including - Manage what attendees see, Allow mic for attendees, Allow camera of attendees, Q&A, and Hide attendee names.
Note: For more details on these settings, see Get started with Microsoft Teams Webinars
After saving your Webinar
After you have saved your Webinar, you will be able to configure email settings and view available reports. Additonally, when you record an event, the recordings will show up on the webinar details screen. Check back after the event has ended to view or publish them.
How-To
Task: Create and Schedule a Webinar
Instructions
Step 1 - In the Teams calendar, select the arrow next to New meeting and select Webinar.
Step 2 - Under Setup on the Details page, enter the title, start and end dates, description with items like agenda and notes, co-organizers, and presenters. Scroll down to manage additional access and attendee experience settings.
Step 3 - Select Save to move onto registration.
Note: When you save the event, invites will be sent to attendees automatically.
Step 4 - See the tasks below for additional ways to customize your webinar by adding presenter bios, changing the webinar theming, or adjusting registration settings.
Step 5 - Once all settings are the way you want them, then you are ready to publish your Webinar. Click Publish Site to be able to share out the Webinar info and registration
Outcome
You are able to create and schedule a Teams Webinar.
Task: Add an external presenter after saving your webinar
If you need to add an external present after you have saved the webinar, follow these steps.
Instructions
Step 1 - Go to your Teams calendar.
Step 2 - Select an upcoming webinar and select Manage event.
Step 3 - Select Add external presenters.
Outcome
You will be able to add an external presenter after saving your webinar.
Task: Add a presenter bio
Instructions
Step 1 - Once you've added presenters you'll be able to add presenter information.
Step 2 - Click Edit next to the presenter's name that you would like to add information to
Step 3 - Add any of the relevant information including bio or personal website to the presenter's information and click Save.
Outcome
You will be able to add a presenter bio.
Task: Change the Webinar theming
Instructions
Step 1 - Change Banner image by clicking Change image
Step 2 - Chose another image and then save. Zoom in or out using the bar and the + - icons at the bottom or click on the image to move it around.
Note: You can also change a logo or theme color with the additional settings.
Outcome
You will be able to change the theming for your Webinar.
Task: Configure Registration
Instructions
Step 1 - Under configuration check your capacity and settings including - require manual approval of all event registrations, Enable waitlist for this event, and Limit registration date.
Step 2- Under configuration add any form Fields you would like if any. Note: first name, last name, email, and Microsoft consent fields are required and already added.
Step 3 - Under attendee Status, once registered you will begin to see attendee information here.
Outcome
You will be able to configure the registration settings.
Further Readings
Get started with Microsoft Teams Webinars
Need additional help?
Please fill out the Web Conferencing help request form with as much detail as possible or visit the Technology Help Desk Support page to locate your local campus contact information. For password issues you must call or visit the Help Desk in person.
For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:
Learn more about the great tools our Microsoft 365 Learning sites offer!