Microsoft Teams Webinar

Microsoft Teams is a multifaceted software that allows for great team interaction. Teams features enable users to collaborate on documents in the Microsoft Office suite, such as, Word, Excel and PowerPoint documents, engage in virtual meetings with the ability to screen share or even host a webinar for up to 250 attendees.

The functionality of Microsoft Teams meetings are greater than that of a 1:1 client meeting or small scale group meeting. Hosting a webinar for up to 250 attendees may seem like a daunting feat; however, Microsoft Teams has made it simple. To ensure your webinar is successful for all participants, you’ll want to follow these best practices when setting up your meeting.

Microsoft Teams Webinar Best Practices

Before jumping into hosting a webinar on Teams, you should familiarize yourself with the software and be comfortable hosting a group and 1:1 meeting. For an introduction to Teams or information on how to host a Teams meeting click here. Once you have a solid foundation and can navigate the software with ease, hosting a webinar will only take a few additional steps.

1. Set Participant Roles

Before the webinar you can establish participant roles to determine what functionality each person will have. This will prevent an attendee from taking over your presentation.

To edit these settings, schedule your meeting, then navigate to the meeting on your calendar and click Meeting Options. Within these options, you’ll be able to select the following features:

  • Who can enter the call and who should wait in the lobby
  • Whether to announce when new callers join or leave
  • Who can present content within the meeting

Please note, if you limit the presenters to specific people you won’t be able to select an individual from outside of your organization as a presenter within the Meeting Options. However, you can make this edit from within the meeting, more on this below.

Edit Microsoft Teams meeting options

You can also change the presenter settings for individuals during the meeting.

To make someone a Presenter or Attendee during the meeting, click Show Participants within the meeting controls to see a list of people in attendance. Hover over the individual’s name and click Make a presenter or Make an attendee

Changing the control this way will only apply to this occurrence of the meeting and not all future occurrences that are scheduled.

2. Control the Call

When it comes to moderating a webinar, it’s vital to be in full control of the call. Something as little as muting all participants can have a tremendous impact on the success of your meeting. Luckily, Microsoft Teams allows you to take control and mute all attendees with the click of a button.

If your webinar will have a live Q&A session, attendees will be able to unmute themselves when they are ready to pose their question.

3. Record the call

Microsoft Teams has an easy option to record the webinar as is takes place. Many attendees appreciate having access to a recording of the wonderful content in your presentation. This recording will make it easy for them to share the webinar with other or refer back to at a later date.

Record a Microsoft Teams meeting

4. End the Call

Once your meeting has ended, it’s recommended that you end the call for all participants rather than letting each of them leave the meeting individually. This prevents anyone from lingering around. Additionally, if you’re recording, this puts a hard stop to your meeting for recording purposes. 

Microsoft Teams was created to be a collaboration tool for teams, so although you can limit some functionality for guest attendees, participants will still have access to features such as speaking, sharing their video and seeing the names of other participants in attendance.

If you’re looking to host a webinar for more than 250 attendees or host a true presentation-style meeting, a Microsoft Teams Live Event is the solution for you! A Live Event allows for up to 10,000 attendees who can only participate via text-based Q&A.

Whether you need support or are looking to get started with a Teams or Office 365 solution for your business, you can contact us below.