Create a Teams Webinar

Microsoft Teams webinars allow faculty and staff to host large virtual events with registration, presenter management, attendee controls, and post-event reporting. Webinars can be used for presentations, information sessions, workshops, and other structured online events.

Teams webinars support registration pages, automated attendee emails, presenter and co-organizer roles, and attendee management features such as lobby admission and participant controls.

Note: Teams Webinar events do not appear on the University Calendar. To publicize your event on the University Calendar, please complete a calendar event request.

Before You Begin

Sign in using your Seton Hall University Microsoft 365 account.
Determine whether your webinar will be open to external attendees.
Prepare a list of presenters and co-organizers before scheduling the event.

Important: Organizers, co-organizers, and presenters are responsible for monitoring and admitting attendees who may be placed in the lobby. External attendees and users who are not signed in with a recognized Microsoft account may require manual admission before joining the webinar.

Create a Webinar

Open Microsoft Teams.
In the left menu, select Calendar.
Select the arrow next to New, then select Webinar.
Enter the webinar details:
- Webinar title
- Date
- Start and end time
- Description
- Add presenters and co-organizers as needed.

Tip: Consider setting a later attendee start time on the registration form to allow presenters additional preparation time before attendees join.

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 Seton Hall.
In the meeting notes section, optionally add:
- Agenda items
- Presenter notes
- Pre-event tasks

Notes entered in this section are visible only to presenters and co-organizers.

Select Save to continue to webinar registration settings.

Customize the Registration Form

After saving the webinar details, customize the attendee registration experience.

You can:

Add a custom banner image
Edit attendee-facing event details
Add registration questions
Create custom registration fields

The registration page can be shared publicly or restricted to users within Seton Hall University, depending on webinar settings.

When finished, publish or save your registration updates.

Add Webinar Co-Organizers

Co-organizers can help manage webinar registration, event settings, and attendee management.

Up to 10 co-organizers from Seton Hall University can be added to a webinar.

To add a co-organizer:

Open the webinar from your Teams calendar.
Select Manage event.
In the Co-organizers field, enter the names of additional co-organizers.
Select Save.

Co-organizers cannot change the webinar date or time but can assist with most other webinar management tasks.

Add Webinar Presenters

Presenters can share content, admit attendees from the lobby, and assist with webinar management during the event.

To add presenters:

Open the webinar from your Teams calendar.
Select Manage event.
In the Presenters field, enter the names of presenters from your organization.
Select Save.

Presenters do not need to register for the webinar.

Add External Presenters

External presenters can participate in webinars even if they are outside Seton Hall University.

To add an external presenter:

Open the webinar from your Teams calendar.
Select Manage event.
Select Add external presenters.
Enter the presenter’s email address.
Select Save and send invites.

External presenters receive a unique presenter join link.

Important: External presenters should sign in using the same email address that received the invitation. External presenters who are not properly authenticated may be placed in the lobby until admitted by an organizer or presenter.

Send the Webinar Invitation

After completing webinar details and registration settings:

Select Send or Save.
Presenter invitations will be sent automatically.
The webinar registration link will become active for attendees.

Share the registration link with prospective attendees.

Admit Attendees from the Lobby

Attendees who are not signed in with a recognized Microsoft account may be placed in the webinar lobby until admitted.

To admit attendees:

During the webinar, select People in the meeting controls.
Review attendees listed under Waiting in lobby.
Select Admit next to an individual attendee or select Admit all if appropriate.

You may also use the meeting chat to communicate with attendees waiting in the lobby if you need to verify their identity before admitting them.

Remove an Attendee from a Webinar

If an attendee joins by mistake or should no longer participate:

Open the People panel during the webinar.
Locate the attendee in the participant list.
Select the More options menu (three dots) next to their name.
Select Remove from meeting.

Change Webinar Details

To edit an existing webinar:

Open the webinar from your Teams calendar.
Select Manage event.
Update webinar details, presenters, co-organizers, or registration settings.
Select Save.

If the webinar has already been published, attendees will automatically receive updates if the event date or time changes.

Troubleshooting

Trouble Joining a Webinar?

Always join webinars while signed in with your Seton Hall University or invited Microsoft account.
Users joining without signing in may be placed in the lobby and require manual admission.
External presenters should use the same email address that received the presenter invitation.

External Presenter Link Does Not Work

External presenter links only work when signed in with the same email address that received the invitation. Joining anonymously or with a different account may prevent access to presenter features.