Working with Microsoft Teams Live Events


Introduction

This Article Describes

Contents

Explanation

What is a Microsoft Teams Live Event*

Teams live events are an excellent way for you or your organization to broadcast video and meeting content to large online audiences. 

Events held using live events encourage connection throughout the entire lifecycle with attendees and hosts before, during, and after events. You can create a live event wherever your audience resides, using Microsoft Stream, Teams, or Yammer. 

Teams, however, is an excellent hub to use for collaboration as it delivers chat-based collaboration, calling, and meetings and an excellent place to host live events, so you can expand the audience of your meetings. Live events are meant for one-to-many communications where the host of the event is leading the interactions and audience participation is primarily to view the content shared by host. The attendees can watch a live, delayed, or recorded event in Yammer, Teams, or Stream and can interact with the presenters using moderated Q&A or a Yammer conversation. 

This is different from the experience with Teams meetings where users can unmute themselves, chat and ask questions directly, and meetings are in real-time. 

*Source: Microsoft, What are Microsoft Teams live events? - Microsoft Teams | Microsoft Docs 

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To Create a Live Event in Teams

  1. Click on the Calendar icon in the Navigation menu of Teams.

    Click on the Teams Calendar Icon

  2. Click the New meeting drop-down arrow at the top-right side of the app.

    click on the New Meeting Dropdown Arrow

  3. Click on Live event.

    Click on Live Event

  4. Enter the information about the event.
  5. You can add the emails of any additional presenters or producers at this point. Do not add attendees.

    Add additional presenters or hosts

  6. To change the role of an added person, click the default role next to their name and choose the appropriate role.

    Presenter* Producer
    Presents audio, video, or a screen to the live event Starts and stops the live event.
    Moderates Q&A. Shares own video.
      Share participant video.
      Shares active desktop or window.
      Selects layouts.

    Click on current role to change role

    *Presenters can only share audio, video, or a screen (desktop or window) in live events produced in Teams.

  7. Click Next.
  8. Select the permission that provides the appropriate access level for attendees to the event.

    Select the appropriate access permission

  9. Select the appropriate production options for the event. You should make the choice to record or not to record at this time. You cannot change this option once the live event has started.

    Select appropriate production settings

  10. Replace or remove the default Support URL.

    Replace or remove default support URL

  11. Click Schedule.
  12. Announce to your audience. Do not forward the event created on your calendar to attendees as this is for the presenters, hosts, and producers of the event. Instead, use the Get attendee link to obtain a link that can be shared with attendees. This link is provided on the summary dialog box after event creation, or you can access it from your calendar invite.

    Click on the Get attendee link

  13. Click Close.
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To Change Settings for an Event

You can change the settings up until the event starts.

  1. Double click on the event in your calendar.
  2. Click Edit and make any adjustments to the meeting.

    Click the Edit button to edit the live event

  3. Click Settings and make any adjustments to the permissions.

    Click on the Settings button

  4. Click Update.

    Click the Update button

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To Start the Live Event

  1. If the presenter has slides to share, they will need to click the Share button and share their content before they go live.

    Click the Share button to share content

  2. The producer then clicks on the Content window with the information to share. It will appear in the left Queue window.

    Click the Content window to queue content

  3. If a dual view is desired where attendees can see both presenter and slides, click on the Content Left button beneath the Queue window.

    Click on the Content Left button

  4. When the content is ready to be sent to the attendees, click Send live.

    Click to make queued content live

  5. When the live event is ready to start, click Start.

    Click the Start button to start the live event

  6. Click Continue in the Confirmation dialog.

    Click the Continue button

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To Queue Additional Content

  1. If you have additional presenters or content, you can always send it to the Queue window while the current content is live.

    Click the Content window to queue content

  2. When the new content in the Queue window is ready to go live, just click again on Send live to replace what the attendees are seeing with the new content.

    Click to make queued content live

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To End a Live Event

  1. Click on End beneath the Live Event window.

    Click the End button to end the event

  2. Click End live event.

    Click the End live event confirmation button

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To Download the Recording

  1. Double click on the event in the Teams calendar.
  2. Scroll down till you see the Live event resources section.
  3. Click Download next to “Recording”.

    Click on the Download Recording icon