Teams Webinar

• Organizer: schedules the meeting, adds Presenters and invites Attendees. The Organizer is a Presenter during the meeting.
• Presenter: can present. It is possible to have multiple Presenters within a Webinar. These presenters can also be guest presenters without an MS account.
• Attendee: can watch and share audio or video if allowed by the organizer. Also, an Attendee is able to ask questions in the chat.

A Webinar can be scheduled via the Calendar within MS Teams:

1. Go to Calendar, select the drop-down menu next to New meeting option and select Webinar.

2. Make sure Require registration is set to For people in your org.

• This option is what makes a Webinar different from a normal Teams Meeting.

3. Give the meeting a Title, Add required presenters/Optional presenters and fill the Date/Time of the meeting. Optionally give the meeting a Location and a Description.

4. Click on Send on the top-left and double click on the meeting in the calendar to edit the meeting again. Now you will have more options.
5. At the tab Presenter bios you will be able to add information about your presenters.

6. Go to Theming to change the banner and logo of your webinar. This will be visual at the registration page and the webinar page. You can change the Banner image, Logo and Theme color.
7. Set the registration form by going to Registration and then to Configuration. 
   To attend, attendees have to register for the event. A registration form is created to track attendees. Presenters that are added to the meeting do not have to register for the Webinar. Read more about the Registration form. 
8. To ask for additional information from the participants, click on Add Field. Check Required if you want participant to fill this field in order to complete the registration. First name, last name, email, and Microsoft consent fields are required and already added.
9. When satisfied, you can view the draft or publish the site. When you publish the site you will get the link to the webinar. Make sure this link is sent to potential attendees. For example by E-mailing the classlist of your course in Brightspace.
10. As you entered Required presenters and Optional presenters, these will automatically be invited via e-mail.

Using the Registration link or following an invite, attendees are able to register. They will see the following.

By registering for the event, the attendees will receive a link to be able to join the webinar.

To get the link to the Registration form:

1. Open the meeting by going to the Calendar in Teams, double clicking on the Appointment.
2. Click on Copy registration link at the top.

To see who registered:

1. Open the meeting by going to the Calendar in Teams, double clicking on the Appointment.
2. Click on the Registration-tile to download the Registration list.

3. Open the downloaded Excel to see who registered.

By registering for the event, the attendees will receive a link to be able to join the webinar.

According to the settings you have selected in the Meeting options, you will be notified when a new attendee wants to join the webinar and is waiting in the lobby. You can also pre-select if you want attendees to bypass the lobby. Additionally, if you choose for certain people to bypass the lobby via Who can bypass the lobby?; or if you select Always let callers bypass the lobby, you won’t receive any notifications and guests will automatically join the webinar.

You can also deny or accept people by going to the participant list.

Here you can see who is waiting in the Lobby and you have the option to Accept (checkmark) people to the webinar or Deny them (cross).

When creating the Webinar, you have determined who can present. The Presenter can share audio, video and/or a screen.

When the Presenter shares, it is immediately visible for attendees. In case of multiple presenters, the second presenter will automatically take over when he/she shares his/her screen.

If you have added a Presenter but don’t want this presenter to have the role any longer and vice versa, you can change it. Go to the participant list and click on the three dots next to the person whose role you want to change.  You can then choose the option to change the role of a presenter to an attendee or vice versa.

MS Forms can be used to initiate polling within the webinar. Attendees will be able to answer polling questions. Add forms to the webinar by clicking on the 3 dots, selecting Add an app and clicking on Forms and finally select Save.

You will now be able to see the Forms icon at the top of the screen.

1. To create a poll, click the Forms icon and click Create New Poll in the screen that pops up.

2. There are two options that you can choose from: the Multiple Choice Poll and the Multiple Choice Quiz.

1. Choose a Multiple Choice Poll if you want to collect data on the view of your attendees. There is no right or wrong answer in Multiple Choice Polls.

2. Choose a Multiple Choice Quiz if you want to test the knowledge of your participants. You can then set what the right answer(s) is/are.

3. For both options, you can choose to share the results automatically when voting is completed, to keep the responses anonymous and to allow others to co-author. If you allow others to co-author, all people with a presenter-role will be able to edit the poll when it is live.