Teams Meetings: Set up a Webinar


Introduction

Ordinary meetings generally include a lot of back-and-forth among the participants: discussions, sharing, assigning and accepting tasks, making plans, and maybe coming to a consensus.

Webinars, on the other hand, are more controlled, and the participants have clear roles: One or several experts (the presenters) share their ideas or provide training to an audience (the attendees).

Create a webinar in Teams 

  1. Open up Microsoft Teams web or desktop application.
  2. Click on Calendar in the Teams menu.
  3. Click on the New meeting dropdown and then Webinar.
    Calendar in Teams.
     
  4. Fill out the event information details. 
    1. Event title
    2. Required presenters
    3. Date and time
    4. Location
    5. Details 
      Webinar event information details.
       
  5. Next, click on the Require registration option in the top menu.
    • For internal events (only University community members can register): select For people in your org.
    • For external events (anyone can register): select Everyone.
       
  6. Click View registration form.
    View registration form link. 
     
  7. A new page will open. This is where you will set up the registration form for your webinar.
    Registration form.
     
     

Setting up your event registration form

  1. On the left side of the registration setup page, fill out your event details. This includes event title, time, date, location (if applicable) and a description of your event. 
  2. Click Add speaker to add speaker information. You can add the speaker name and a brief biography.
    Speakers form.
     
  3. Click Add speaker again to add additional speakers. 
  4. On the right side of the registration setup page, you can design the form that your webinar attendees will fill out to register. The default fields are First nameLast name and Email.
  5. Click Add field to select additional fields for your registration forms, including:
    • Address
    • City
    • State
    • ZIP/Postcode
    • Country/Region
    • Industry
    • Job Title
    • Organization
      Add field.
       
  6. When you click on one of the additional fields it will be added to your list. Check the Required box if you would like to make the field mandatory for registrants.
    Added form field.
     
  7. You can also create a Custom question from the Add field menu. 
    • Select Input if you would like the field to be a text box.
      Custom question.
       
    • Select Choice if you would like the field to offer options for attendees to select from.
      Custom choice question. 
       
  8. Before you save your registration form, you can also add an image by clicking Upload image at the top of the registration setup page and locating an image on your computer. 
    Add an image.
     
  9. Upload an image and click on Done. This image will be visible to guests on your final event registration page.
    Image uploader.
     
  10. When you have finished filling out the details of your registration page click Save.
    Save button
     
  11. Click Edit to make additional changes to your page.
    Edit invitation.
     
     
  12. If you want to see what your page will look like to guests, click View in browser.
    View in browser button.
     
     
  13. To set up your webinar options, see Meeting Options.

Note: Collecting registration information for Teams Webinars may be subject to FIPPA. Ensure you are following FIPPA guidelines when designing your registration forms. For more information, see:

Sharing your event registration form 

  1. Once you have created your event and registration form, you can start to share it by clicking Copy registration link. You can then paste this link into emails, websites and other promotional materials.
    Copy registration link.
     
     
  2. When someone registers for your event, they will receive a confirmation email along with an invitation they can add to their calendar.
    Join webinar.
     
  3. To see who has registered for your event, go to your calendar in Teams and open the event. 
  4. Click on the Registration button to download a spreadsheet with the names of those who have registered.
    Registration list.