Teams - Test Your Event with the Green Room Tutorial

Prepare your event without clutter or bugs thanks to the Green Room. Test audio and video settings, share content and communicate with other organizers before the event begins. Find out how to make the most of the new Teams update.

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Available in Microsoft365

Objectifs :

The objective of this video is to guide users on how to effectively prepare and manage a Town Hall meeting using the Green Room feature, ensuring a smooth experience for both organizers and participants.

Chapitres :

Introduction to the Green Room
The Green Room is a vital feature for organizing Town Hall meetings, allowing hosts to test audio and video settings, practice sharing content, and communicate with other organizers before participants join. This preparation is crucial for a glitch-free event.
Activating the Green Room
To enable the Green Room for your Town Hall meeting, follow these steps: 1. Open your calendar. 2. Right-click on your event. 3. Select 'Manage Event'. 4. In the meeting options, activate the Green Room. By default, the Green Room is available for Town Hall meetings, but it must be verified through these steps.
Organizers' Capabilities in the Green Room
From the Green Room, organizers have several options to manage the meeting effectively: - Change meeting options. - Admit participants from the lobby to the meeting. - Use chat to communicate with participants. - Enable captions for accessibility. - Access meeting notes. - Manage participants during the meeting. These features ensure that organizers can maintain control and facilitate a smooth meeting experience.
Joining the Meeting
It is important to note that organizers and presenters joining the Town Hall from the mobile app will not have the ability to stop the meeting. This action can only be performed from the desktop application or web browser. Additionally, transcription can only be enabled once the meeting has started from the participants' perspective.
Participant Experience in the Green Room
When participants join the meeting while the Green Room is active, they will see a welcome screen. They can utilize the Q&A tool to engage with the content and ask questions, enhancing their overall experience during the Town Hall.
Conclusion
In summary, the Green Room feature is essential for ensuring a successful Town Hall meeting. By preparing in advance and utilizing the available tools, organizers can create a seamless experience for all participants, fostering effective communication and engagement.

FAQ :

What is the purpose of the Green Room in a TownHall meeting?

The Green Room allows organizers to test audio and video settings, practice sharing content, and communicate with other presenters before the meeting starts, ensuring a smooth event.

How can I enable the Green Room for my TownHall event?

To enable the Green Room, right-click on your event in the calendar, select 'Manage Event', then go to 'Meeting Options' and activate the Green Room.

Can participants stop the meeting from the mobile app?

No, participants joining the TownHall from the mobile app cannot stop the meeting. This can only be done from the desktop application or web browser.

What features can organizers manage from the Green Room?

Organizers can change meeting options, admit participants from the lobby, manage chat, enable captions, access meeting notes, and manage participants from the Green Room.

What happens if participants join the meeting while the Green Room is active?

If participants join the meeting while the Green Room is active, they will be greeted by a specific screen and can use the Q&A tool.

Quelques cas d'usages :

Corporate TownHall Meetings

In a corporate setting, the Green Room can be used to prepare for a TownHall meeting by testing technology and ensuring all presenters are ready. This leads to a more professional and engaging experience for employees.

Webinars and Online Training

For webinars, organizers can utilize the Green Room to rehearse presentations and troubleshoot any technical issues before participants join, enhancing the overall quality of the training session.

Virtual Conferences

During virtual conferences, the Green Room allows multiple speakers to coordinate and practice their segments, ensuring a seamless flow of information and reducing the likelihood of technical difficulties.

Community Engagement Events

Non-profit organizations can use the Green Room feature to prepare for community engagement events, allowing them to test their setup and ensure that all speakers are aligned on the agenda.

Product Launches

For product launches, the Green Room can be used to finalize presentations and ensure that all promotional materials are ready, leading to a successful and impactful launch event.

Glossaire :

TownHall

A TownHall is a meeting format where participants gather to discuss important topics, share updates, and engage in dialogue. It is often used in corporate settings to communicate with employees.

Green Room

The Green Room is a pre-event space that allows organizers to test audio and video settings, practice sharing content, and communicate with other presenters before the main event starts.

Meeting Options

Meeting Options refer to the settings that can be adjusted by the organizer to control various aspects of the meeting, such as participant access, chat features, and transcription settings.

Transcription

Transcription is the process of converting spoken language into written text. In the context of meetings, it allows participants to access a written record of what was discussed.

Participants

Participants are individuals who join the meeting to listen, engage, and contribute to the discussion.

Desktop Application

A Desktop Application is software that is installed on a personal computer, allowing users to access features and functionalities that may not be available on mobile devices.

Mobile App

A Mobile App is a software application designed to run on mobile devices, providing users with access to features and functionalities on the go.

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With the new update and teams,

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you have the option to test your event before it starts using the Green Room.

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This feature allows you to test audio and video settings,

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practise sharing content,

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and communicate with other organisers and presenters

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before allowing participants to join the meeting.

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The green room is enabled by default for the town hall,

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but you can verify it as follows.

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Go to your team's calendar and right click on your event.

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Select

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manage event.

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Meeting options,

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and activate the green room.

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From the perspective of presenters and organisers,

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from the green room,

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organisers can change meeting options and admit

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participants from the lobby to the meeting.

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organisers and presenters can

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use chat.

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Manage what participants see.

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Enable captions.

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Access meeting notes.

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Manage participants

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Start the meeting.

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Presenters and organisers joining the town hall from the mobile app

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will not be able to start the meeting.

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This can only be done from the desktop application or web browser.

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If you wish to enable transcription,

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this can only be done once the meeting has started.

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From the participant's perspective,

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if participants join the meeting while the green room is active,

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they will be greeted by this screen and can use the Q and A tool.

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