MS Teams Webinars

• Organizer: schedules the meeting, adds Presenters and invites Attendees. The Organizer is a Presenter during the meeting.
• Presenter: can present. It is possible to have multiple Presenters within a Webinar. These presenters can also be guest presenters without an MS account.
• Attendee: can watch and share audio or video if allowed by the Organizer. Also, an Attendee can ask questions in the chat.

A Webinar can be scheduled via the Calendar within MS Teams:

1. Go to Calendar, select the drop-down menu next to the New meeting option and select Webinar.

2. Make sure Require registration is set to For people in your org.

3. Give the meeting a Title, Add required presenters/Optional presenters and fill in the Date/Time of the meeting. Optionally, give the meeting a Location and a Description.

4. Click on Send on the top-left and double-click on the meeting in the calendar to edit the meeting again. There, you will have more options.
5. At the tab Presenter bios you can add information about your presenters.

6. Go to Theming to change the banner and logo of your Webinar. This will be visible on the registration page and the Webinar page. You can change the Banner image, Logo and Theme color.
7. Set the registration form by going to Registration and then to Configuration. 
   To attend, attendees have to register for the event. A registration form is created to track attendees. Presenters that are added to the meeting do not have to register for the Webinar.
8. To ask for additional information from the participants, click on Add Field. Check Required if you want the participant to fill in this field in order to complete the registration. First name, last name, email, and Microsoft consent fields are required and already added.
9. Once the registration is complete, you can view the draft or publish the site. When you publish the site you will get the link to the Webinar. Make sure this link is sent to potential attendees. For example, by e-mailing the classlist of your course in Brightspace.
10. If you have added the required presenters and optional presenters, these will be automatically invited via e-mail.

Attendees can register by using the registration link or following an invite. They will see the following.

By registering for the event, the attendees will receive a link to join the webinar.

To get the link to the Registration form:

1. Open the meeting by going to the Calendar in MS Teams, double clicking on the Appointment.
2. Click on Copy event link at the top.

To see who registered:

1. Open the meeting by going to the Calendar in MS Teams, double clicking on the Appointment.
2. Click on Manage event which opens a pop-up window. Under Registration you can click on Attendee status to view your registrations.

By registering for the event, the attendees will receive a link to join the webinar.

Depending on your chosen settings, you will be notified when a new attendee wants to join the Webinar and is waiting in the lobby. You can also pre-select if you want attendees to bypass the lobby. Additionally, if you choose for certain people to bypass the lobby via Who can bypass the lobby?; or if you select Always let callers bypass the lobby, you won’t receive any notifications and guests will automatically join the Webinar.

You can also deny or accept people by going to the participant list.

There, you can see who is waiting in the Lobby and you have the option to Accept (checkmark) people to the webinar or Deny them (crossmark).

Depending on your chosen settings, you have determined who can present. The Presenter can share audio, video and/or a screen.

When the Presenter shares, it is immediately visible to attendees. In case of multiple presenters, the second presenter will automatically take over when they share their screen.

If you have added a Presenter but don’t want this presenter to have the role any longer and vice versa, you can change it. Go to the participant list and click on the three dots next to the person whose role you want to change.  You can then choose the option to change the role of a presenter to an attendee or vice versa.

MS Polls can be used to initiate polling within the Webinar. Attendees will be able to answer polling questions. Add forms to the Webinar by clicking on the 3 dots, selecting Add an app, clicking on Polls and finally selecting Save.

You will now be able to see the Polls icon at the top of the screen.

1. To create a poll, click the Polls icon and click New Poll on the screen that pops up.

2. There are now five options that you can choose from: the Multiple Choice, Quiz, Ranking, Rating and Word Cloud. More details on these options are available here.