The long requested Teams Webinar functionality is currently rolling out and made it to my tenant this morning.
Description: Microsoft Teams: Teams webinar capabilities general availability
Feature ID: 80009
Schedule and deliver 1,000 person webinars with the same Teams app you use for meetings! Webinar capabilities support registration page creation, email confirmation for registrants, host management for attendee video and audio, attendee reporting, plus interactive features like polls, chat and reactions.
Setting up the webinar
Two steps for creating a webinar:
- Create the meeting
- Create the public registration form.
The meeting invite
Note: A webinar cannot have a channel associated to it. If you try, you’ll get warning saying the channel first needs to be removed.
To schedule a webinar, head to the calendar app in the Team client and select the “Webinar” option from the drop down menu.
This will then open the New meeting form. This form has 2 additional elements compared to a normal meeting:
- The “Required registration” picker – For a public webinar you want to select “Everyone” here.
- The registration form link.
Set the registration mode:
- Everyone for public events
- EveryoneInCompany for internal events
Invite your presenters, set a time & date and fill in the agenda. I find it’s a good idea to have the Teams meeting start 15 to 30 minutes before the actual webinar is due to start to let the presenters get ready. When you are happy click the “View registration form” link to configure the registration form.
The registration form configuration
Banner image requirements:
Image size: 918 x 210 pixels recommended,
File formats supported: png and jpg.
The banner uploader does include a zoom slider and a drag control, if you choose to use a large image.
Event details (red box)
Area for providing the date and time of the event. There is also a box for providing details about the event, this box accepts rich text.
Speakers (green box)
The registration page provides an area for listing the speaker and providing a short bio for each. This is currently limited to plain text only.
Registration field (blue box)
The registration form includes 3 default required fields: First name, surname and email address.
There is also the option to add additional pre-set fields and create your own custom questions. These can be marked as required.
Published form example
When someone registers for an event, they will received an email confirmation which includes the link to join the event. The email comes from “email@example.com@microsoft.com”
Currently the webinar related meeting policy settings are not available in the Teams admin center and must be configured using PowerShell. For example:
set-CsTeamsMeetingPolicy -id Tag:WebinarExample -WhoCanRegister Everyone -AllowMeetingRegistration $true -AllowEngagementReport $true -StreamingAttendeeMode $true
Policy: Teams Meeting
Values: True | False
Description: Master switch controlling if “Webinar” is available as a meeting type. True is the default value.
Values: Everyone | EveryoneInCompany
Description: Controls who can register for your webinar. For a public webinar, set this to “Everyone”.
Additional note: To use the “Everyone” option, you will also need to have the meeting setting “Anonymous users can join a meeting” set to “On”.
Values: Enabled | Disabled
Description: Controls if the meeting organiser can download the registration report for the webinar.
Values: Enabled | Disabled
Description: Enabled View-only mode for attendees once a meeting is at maximum capacity.
AllowPrivateMeetingScheduleing also need to be set to True otherwise a user won’t have the “New meeting button” at all.
View-only mode is an overflow feature of meetings. Once the meetings maximum capacity has been reached, additional attendees will join in view-only mode. The view-only mode provides the following experience:
- Listen to the participants in the main Teams meeting.
- See the video feed for the active speaker (if the active speaker is sharing video).
- See content being shared using the share desktop or screen functionality.
There are additional limitations and consideration for view-only mode, please consult the full Microsoft article (link below) for full details.
Full Microsoft reference article: https://docs.microsoft.com/en-us/microsoftteams/view-only-meeting-experience
Webinar registration report
The Teams meeting invite will also include a registration report, so the event organise can track sign-ups and also see the answers to any questions asked as part of the registration process. These responses can be used to tailor the content of the event.