How to Schedule a webinar in Teams

In order to make the event as strong as possible, you need to set a specific date and time, invite additional speakers, and create a registration form that prospective attendees will need to complete before the event. Here is an overview of the Teams webinars that you can use as a starting point.

In case of any issues, make sure to contact your IT administrator right away.

Enter webinar details for presenters

1. On the Teams calendar, you will find that you can select the Arrow on the right side of New Meeting and then click on Webinar, which will take you to a page with information regarding the webinar.
2. It is by default that everyone is welcome to attend the webinar. Select the down arrow next to Require registration if you would like to change it to For people in your organization.

1. When you choose the New Meeting page on the sidebar of the website, you will be given the options to enter a title, a date, a time, and a description for the webinar. In this page, you will be able to enter information only on behalf of the webinar presenter. All information that is entered on behalf of the presenter will not be visible to attendees. There is the option on the registration form for you to set an alternative starting time for your attendees in order to be able to prepare with the presenters before they arrive so that you both can prepare for the presentation before the attendees arrive. The following link contains instructions on how to customize the registration form. If you click on it, you will find the instructions.
2. You can add agenda items to the invitation, as well as add notes to the invitation. You can also assign pre-webinar tasks to the presenters as well as add agenda items to the invitation. Presenters are the only ones who have access to this information.

Add other presenters (optional)

In the webinar invitation, you should include a list of all the other people who will be presenting during the webinar. Registration is not required for presenters. In the same way that people participate in a regular meeting, they can join a webinar as well.

1. Enter their names in the space provided for adding the required presenters.
2. Please select Optional presenters from the drop-down menu and enter the names of any optional presenters that you wish to include.

Customize the registration form

As soon as a potential webinar attendee selects the webinar registration link, they are presented with this form. If they complete it and submit it, they will receive a link to join the webinar once they have completed it.

1. Choosing View registration form will take you directly to the registration form.

Add a custom image (optional)

As part of the attendee registration form, you should be able to include a banner or another image at the top.

1. In the top right corner of the page, you will find an option that says Add an image.
2. After selecting Upload an image, you’ll have the option to browse to where you want the image to be placed, select it, and then click Done when you’re done.
3. Once you have selected Done, you have to select it again.

When you click on the X in the upper right corner of the page, you will be able to remove the image from the page.

Enter basic webinar details for attendees

It would be helpful if you could tell me what the title of the webinar will be, the date, when it will begin and when it will end, and what it will cover. As well as listing the speakers, you can provide a brief biography of each of them as well.

• As far as the information you enter here affects the start and end times on the webinar calendar event, these value are not affected by the information that you enter on this page.
• In order for you to allow time for you to prepare with each presenter before the attendees arrive at a webinar, you can set the presenters’ webinar to begin at a different time than the attendees in order for you to begin the presentation at a different time than the attendees.

Choose additional fields

In order to complete the survey, attendees must submit three mandatory fields: their first and last name, as well as their email address. The rest of the decision is up to you.

1. To view a list of the most commonly requested fields, select Add field under Register for this event.
2. Select the field you would like to add from the list and click on it.
3. The field in the form is visible when the Required option is selected, so if you want to require attendees to fill out that information, mark the box as Required. In the event that they leave the registration line blank, they will not be able to register. The registration will not be possible if the field is left blank.
4. The steps 1-3 can be repeated as many times as necessary. The X to the right of a field can be selected in order to delete it.

Create custom fields

The additional information you request can be related to the marketing goals you set for your webinar, or if you need help planning your training session, for example.

1. Select the Add field > Custom question option, then select if the attendee will be entering their own information or if they will choose from options that you have provided them with (select Input or Choice). Finally, provide the attendee with a description of the custom question.
2. The best way to enter your question is to choose Input and then enter it in the Custom question field.
3. If you choose Choice, then you are able to select the Custom option, and then select the Add option until you have as many choices as you wish to offer, and then enter them into the text box after selecting the Add option until you have the desired number of choices.
4. There is a link located at the top of the right hand corner of the registration page that says View in browser. By clicking this link, you will be able to see a preview of the registration form.
5. Once you have completed the process, select Save when you are done.
6. The X can be found in the upper-right hand corner of the form and can be used to close it.

Note: 

As part of the organizational process, the organizers create a web form for registration and attach it to the Mysite on SharePoint that they maintain specifically for this event. Registration information is entered by registrants into a TLS-encrypted connection between their browser and the SharePoint service through which they enter their registration data. When a registrant submits a registration form, the information provided by the registrant will be encrypted during the transfer of the data from that form to the organization’s SharePoint data storage location and will be displayed as a list in the organizer’s MySite where the information was input by the registrant.
SharePoint allows organizers to directly communicate with registrants in order to respond directly to their requests to exercise their rights in regards to exercising control over the personal information they provide to organizers. Under the GDPR and the CCPA, administrators are required to be able to provide personal data to data subjects in Office 365 when they request it. It is the responsibility of the meeting organizer to determine how the data will be processed for the purposes of this webinar.

Send the invite

If all the basic information for presenters and attendees has been completed, and the registration form has been customized according to your requirements, then invite emails should be sent as soon as you have added all the additional presenters and submitted the registration form.

1. Choose Send in the drop-down menu located in the upper right corner of the page.
2. A copy of the invitation will be sent to the presenters.
3. Registration will be made available to prospective attendees once the registration link becomes active.

Add presenters after sending the invite

After you have sent the webinar invitation, you must give permission to presenters to be added to the webinar after you have sent them an invitation. By changing the role of the user during the webinar, it is possible to update the meeting option before the session is scheduled, or it can be updated during the session by changing the meeting option.

To add a presenter before the webinar:

1. You can edit an event on your calendar by selecting it in the calendar and then selecting Edit.
2. If you would like to add the new presenter to the Presenters or Optional Presenters line in the invite, you do so as follows:
3. You will be taken to a next screen when you click the Send Update button in the upper-right corner of the screen.
4. Choose the event that you would like to edit on your calendar by clicking on it and then selecting Edit.
5. The next time you click on the Go to meeting options option, you will be given the option to change the options.
6. You can add an additional presenter to the Meeting Options page by entering the name of the presenter next to the option Select presenters for this meeting.
7. Once you have finished editing the page, click on Save at the bottom.

See Change webinar details-To inform registered attendees that a new presenter will be performing the webinar.

To change someone’s role during the webinar:

1. Make sure that the webinar join information is sent to the presenter of the webinar. The information regarding the webinar event can be found at the bottom of the Microsoft Teams Meetings calendar, under the event category for the webinar.
2. Allow the presenter to join the webinar during the scheduled meeting time.
3. Using your meeting controls, you can see a list of all the people who are participating in your webinar by clicking on the Show participants button.
4. To make a presenter, click on the More options tab and select Make a presenter from the list of options that appear when you point to the person’s name.

Frequently Asked Questions

Can you host a webinar on Microsoft Teams?