Teams - Prepare Your Webinar with Microsoft Teams Tutorial

Learn how to prepare your webinar with Microsoft Teams and engage your audience interactively. Discover how to plan, organize and present successful webinars with the advanced features of Microsoft Teams.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to prepare and manage a webinar using Microsoft Teams, highlighting the differences between webinars and regular meetings, and detailing the steps necessary for successful event setup.

Chapitres :

Introduction to Webinars and Meetings
Webinars and Teams meetings serve different purposes in the realm of online collaboration. Teams meetings are designed for interactive discussions and collaboration among participants, while webinars are structured to separate roles between presenters and the audience. In a webinar, participants must register through a form to secure their spot, allowing for a maximum of 1000 attendees.
Preparing Your Webinar on Microsoft Teams
To effectively prepare your webinar, follow these steps: 1. **Access Microsoft Teams Calendar**: Open your Microsoft Teams application and navigate to the calendar. 2. **Select Webinar**: From the drop-down list, choose 'Webinar' to create a new event. 3. **Fill in Event Details**: In the new window, enter the necessary parameters: - **Event Title**: Name of the event or reason for the webinar. - **Date and Time**: Specify the start and end date and time, including the time zone if broadcasting worldwide. - **Description**: Provide a brief overview of the webinar. 4. **Add Co-Organizers**: Include one or more co-organizers who can manage the event but cannot modify the event details. 5. **Define Presenter Roles**: Specify who will be the presenters. If an external presenter is involved, click on 'Add External Presenters' to send them unique connection links. 6. **Set Event Access**: Choose between public access (open to everyone) or restricted access (limited to your organization’s members). 7. **Manage Webinar Options**: Adjust specific options for managing the waiting room and lobby. 8. **Save the Event**: Click 'Save' to finalize the creation of the webinar.
Customizing Your Webinar
Once the webinar is set up, you can customize various aspects: - **Presenter Bio**: Add details about the speakers to enhance participant engagement. - **Joining Links**: Manage the joining link for external presenters. - **Visual Customization**: Through the theme settings, customize the visuals of the event site and emails sent to participants, including colors, logos, and images.
Managing Registrations and Participants
Registration is a crucial aspect of managing your webinar: - **Registration Form Fields**: Mandatory fields include first name, last name, email, and Microsoft consent. - **Participant Status**: Monitor registrants as they sign up. - **Email Notifications**: Review the different emails that will be sent to participants, including previews of the messages. - **Reports and Recordings**: Access to reports and recordings will only be available after the event concludes.
Finalizing and Publishing Your Webinar
Before your webinar goes live, ensure everything is in order: - **View Draft**: Preview the registration site as it will appear to participants. - **Publish Site**: Click on 'Publish site' to make your webinar accessible. - **Share the Link**: Copy the link to share the registration site through your preferred method in the Microsoft Teams calendar. Note: A webinar is identifiable by a specific icon in Microsoft Teams, but it may not be distinguishable from other meetings in the Microsoft Outlook calendar.
Conclusion
In summary, preparing a successful webinar on Microsoft Teams involves understanding the distinct roles of participants, setting up the event with detailed parameters, customizing the experience, managing registrations, and finally publishing the event. By following these steps, you can ensure a smooth and engaging experience for all attendees.

FAQ :

What is the difference between a Teams meeting and a webinar?

Teams meetings are designed for collaboration and conversation among all participants, while webinars separate roles between presenters and the audience, allowing for a more structured presentation format.

How do I create a webinar in Microsoft Teams?

To create a webinar in Microsoft Teams, go to your Teams calendar, select 'Webinar' from the drop-down list, fill in the necessary parameters such as event title, date, time, and presenter roles, and then save the event.

What information is required on the registration form for a webinar?

The registration form for a webinar typically requires the participant's first name, last name, email address, and consent fields, which are mandatory.

Can external presenters join a Microsoft Teams webinar?

Yes, external presenters can join a Microsoft Teams webinar. Organizers can add them as external presenters, and they will receive unique links to connect.

How can I customize the visuals of my webinar?

You can customize the visuals of your webinar by modifying the theme, adding colors, logos, or images to the event site and emails sent to participants.

What happens to reports and recordings after the webinar?

Reports and recordings of the webinar will only be usable after the event has concluded, allowing organizers to analyze performance and provide a record of the session.

Quelques cas d'usages :

Corporate Training Sessions

Webinars can be used for corporate training sessions where employees can learn about new policies or skills. By utilizing the registration form, companies can track attendance and ensure that all employees participate.

Product Launch Events

Companies can host product launch webinars to present new products to a large audience. This allows for a structured presentation while managing participant engagement through Q&A sessions.

Educational Workshops

Educational institutions can use webinars to conduct workshops for students. This format allows for interactive learning while accommodating a large number of participants.

Marketing Webinars

Businesses can conduct marketing webinars to showcase their services or products. By analyzing participant status and feedback, they can refine their marketing strategies.

Networking Events

Webinars can serve as virtual networking events where professionals from various industries can connect. Organizers can manage the waiting room to facilitate smooth entry and interaction.

Glossaire :

Webinar

A webinar is an online seminar that allows for interaction between presenters and participants. It typically involves a registration form for attendees and can accommodate up to 1000 participants.

Microsoft Teams

Microsoft Teams is a collaboration platform that integrates with Office 365, allowing users to communicate and collaborate through chat, video meetings, and file sharing.

Co-organiser

A co-organiser is a person who assists in managing a webinar but does not have the authority to publish or modify event details.

Presenter

A presenter is an individual who has the role of speaking and presenting during a webinar. They can be internal or external to the organization.

Registration form

A registration form is a document that participants must fill out to reserve their spot in a webinar. It typically includes fields for first name, last name, email, and consent.

Waiting room

A waiting room is a feature in webinars that allows participants to wait before being admitted to the main event, helping to manage the flow of attendees.

Lobby

The lobby is a virtual space where participants can wait before the webinar starts, often used to manage attendee entry.

Participant status

Participant status refers to the list of registrants who have signed up for the webinar, allowing organizers to track attendance.

Reports and recordings

Reports and recordings are tools used to analyze the webinar's performance and provide a record of the event, available for use after the event concludes.

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Teams meetings are geared

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towards collaboration and

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conversation among participants.

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A webinar stands out by separating

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roles between one or more

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presenters and the audience,

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including the use of a registration

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form to participate in a webinar.

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A participant must fill out this form

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to reserve their spot at the meeting.

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A webinar allows for a maximum

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of 1000 participants.

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Follow these steps to best prepare

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your webinar on Microsoft Teams.

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Go to your Microsoft Teams calendar.

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From the drop down list,

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select Webinar.

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Once you're in the new window,

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you can fill in all the necessary

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parameters for the event title,

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either the name of the event

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or the reason for the webinar.

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The start and end date and time,

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the time zone if your event is

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broadcast worldwide. A description.

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Add one or more Co organisers who

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can manage the event but cannot

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publish or modify the event details.

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Define who will have the presenter role

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and can speak and present during the event.

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If the presenter is not

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part of the organization,

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click on Add External Presenters.

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They will receive unique links to connect

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which cannot be transferred or shared.

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Define the event access between public,

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meaning open to everyone and your

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organization for a webinar restricted

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to your organization's members.

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Specific webinar meeting options

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are available, particularly for

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managing the waiting room and lobby.

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Click on Save to validate

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the creation of the event.

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In the setup.

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You can modify the webinar details

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by clicking on Presenter Bio,

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add details about the speakers and manage

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the joining link for external presenters.

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Through theme,

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you can customize the visuals of

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the event site and emails sent

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to participants with colours,

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logos or images.

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Registration allows managing the webinar's

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capacity and the registration form fields.

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The first name, last name,

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e-mail and Microsoft Consent fields are

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mandatory and have already been added.

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Participant status provides a list

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of registrants as they sign up.

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By clicking on emails,

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you will know the different emails

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that will be sent at what time,

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and you will also have a preview of the mail

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as it will be received by the participants.

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Reports and recordings will only be usable

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after the event View Draft allows you

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to preview the registration site that

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will be displayed by the participants.

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Click on Publish site for your

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webinar to be now published.

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Copy the link to share this site

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in the way that suits you best in

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your Microsoft Teams calendar.

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A webinar is recognisable by this icon.

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However, in the Microsoft Outlook calendar,

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it is not possible to distinguish

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a webinar from other meetings.

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