Users can organize and hold interactive meetings and webinars for up to 1,000 attendees with Teams. Use end-to-end webinar support that’s as simple as setting up a Teams meeting—including custom registration pages and attendee emails, rich presentation options, host controls, such as the ability to disable attendee chat and video, and post-event reporting to understand participation and to follow up with attendees.
Note: Teams Webinar events do not appear on the University Calendar. To publicize your event on the University Calendar, please complete a calendar event planner.
In the Teams calendar, select the arrow to the right of New meeting and then select Webinar.
By default, the webinar is open to everyone. You can change it to For people in your org by selecting the down arrow next to Require registration.
On the New meeting page, enter a title for your webinar, date, start and end times, and a description.
The info that you enter on this page is for the webinar presenters only—attendees won’t see it. If you want, you can set a different start time for attendees on the registration form so that you’ll have time to prepare with the presenters before the attendees join. (See Customize the registration form for instructions.)In the meeting notes section at the bottom of the invitation, you can add agenda items and notes, and assign pre-webinar tasks to the presenters. This info is shared only with presenters.
To allow people besides yourself to present content during the webinar, list them on the invite. Presenters don’t need to register. They join the webinar in the same way that they join a regular meeting.
If you add external presenters, they will join the webinar as attendees. Then you can promote them to presenters.
If you add presenters after sending out the webinar invite, you’ll need to perform additional steps. For details, see Add presenters after sending the invite.
In the Add required presenters space, enter their names.
If there are optional presenters, select Optional presenters and enter their names.
Potential webinar attendees get this form when they select the webinar registration link. They fill it out and submit it to receive the Join link for the webinar.
To begin, select View registration form.
Enter the webinar title, date, start and end times, and description. You can also list the speakers, along with their bios.
The info that you enter on this page appears only on the registration page—it does not affect the start and end times on the webinar calendar event.
If you want, you can set a different start time for webinar presenters so that you’ll have time to prepare with the presenters before the attendees join.
The form that attendees will complete includes three required fields: First name, Last name, and Email. You decide the rest.
Under Register for this event, select Add field to view a list of commonly requested fields.
To add one of the listed fields, select it.
When the field appears on the form, select the Required box if you want to oblige attendees to provide that info. (They won’t be able to register for your webinar if they leave the line blank.)
Repeat steps 1-3 as needed. To delete a field, select the X to its right.
You can request any amount of additional info, perhaps related to your webinar's marketing goals or to help plan your training session.
Select Add field > Custom question and indicate whether the attendee will be entering info in the questionnaire (select Input) or choosing from options you supply (select Choice).
If you chose Input, enter your question in the field under Custom question.
If you chose Choice, enter your question under Custom question, select Add option until you have the number of choices you want to provide, and then enter the choices.
To preview your registration form, select View in browser at the top right of the page.
When you’re done, select Save.
To close the form, select the X in the upper-right corner.
Send the invite
After you’ve completed the basic info for both presenters and attendees, added any additional presenters, and customized the registration form, send out the invite.
Important: You need to do this even if you’re the only presenter.
Select Send in the upper-right corner of the page.
The presenters will receive the invite.
The registration link will become active so that prospective attendees can register.
Double-click the event in your calendar.
Add the new presenter to the Presenters or Optional presenters line in the invite.
Select Send update in the upper-right corner of the screen.
Double-click the event in your calendar.
Next to Go to meeting options, select Change options.
On the Meeting options page, next to Select presenters for this meeting, enter the name of the additional presenter.
Select Save at the bottom of the page.
To let attendees know about the new presenter, see Change webinar details–To inform registered attendees.