Teams includes with a webinar feature that allows events to be broadcast to an audience of up to 300-1000 participants, depending on role. Webinars are best suited when the event will include a large number of attendees including some from outside the College, as well as a lecture or presentation with a formal method of attendee participation through Q&A.
Webinars allow you to set up attendee registration prior to the event, including automated confirmation and reminder emails. They allow for an organizer, co-organizer(s), presenter(s) and attendees. As an organizer, co-organizer or presenter, you can share your screen, video and audio. Attendees can use the chat or Q&A to interact with the organizer(s) and presenter(s). If the webinar will be large, we recommend having more than two people on hand to help manage Q&A and the presentation.
Scheduling a Webinar
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In the Teams calendar, select the arrow next to New meeting and select Webinar.
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Enter the webinar details.
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On the New webinar page, enter the title and date of the webinar, its start and end times, and a description. You can also add presenters and co-organizers to the event.
Tip: Consider setting a later start time for attendees on the registration form to give yourself and presenters time to prepare together before the event begins.
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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 organization
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In the meeting notes section, you can add agenda items and notes, as well as assign pre-webinar tasks to presenters. This info is only shared with presenters.
Note: Attendees won't see the details entered on this form.
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Select Save to move onto registration.
Note: When you save the event, invites will be sent to attendees automatically.
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Registration for Attendees
Registration requires attendees to complete a brief form that collects the full name and email addresses from the attendees who register. Attendees receive a confirmation email that provides a summary of the event, a link to join the webinar and call in numbers, if enabled. The email address for questions and a link to cancel their registration is also included. Attendees will be automatically approved and hosts may request a download of attendee information up to 2 times before the event date through the IT Service Request ticket. During webinar scheduling, hosts may request to:
- Include up to 3 speaker photos, name, title, and bio on the registration page
- Collect additional data during registration, but not PII or confidential information
- Send a reminder email either 1 hour, 1 day or 1 week before the event
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Invite Attendees to a Webinar
The webinar registration link will be provided to the host, who should then share it via email to encourage attendees to register. Attendees are view-only participants who can be un-muted only if the host chooses. Their view of the webinar is controlled by the host. Attendees can interact with the host and panelists through the Q&A and the chat, depending upon what the host enables. Note that registrations will not be allowed after 500 participants have been reached.
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Recording a webinar
By default, a webinar will automatically start recording when it begins. To start a webinar, join the webinar from your Teams calendar and select Start meeting in the meeting controls when you’re ready.
Stop recording a webinar
You can stop a webinar recording by turning off the automatic recording in your webinar settings. You can also stop recording during the webinar.
To turn off automatic recording before a webinar:
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Go to your Teams Calendar.
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Open your upcoming webinar.
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Select Meeting options.
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Turn the Record automatically toggle off.
To stop recording during a webinar, select More actions… > Record and transcribe > Stop recording.
Access a webinar recording
To access a past webinar recording:
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Go to your Teams Calendar.
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Open the past webinar.
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Select Manage event > Recordings.
Publish a webinar recording
When you publish a webinar recording, registered attendees will automatically receive an email with a link to the recording.
To publish a webinar recording:
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Go to your Teams Calendar.
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Open a past webinar.
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Select Manage event.
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Go to Recordings and find the recording you want to publish.
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Select Publish.
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If your recording was saved in OneDrive, select Publish from OneDrive
Unpublish a webinar recording
To unpublish a webinar recording, return to the recording and select Unpublish.
By default, published recordings will expire 30 days after you publish them. You can extend them by choosing Extend for 60 days next to the published recording. After the new date passes, you’ll have to reupload and republish the file to keep sharing.
You can also select Download to save the recording to your device and access anytime, anywhere.
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