Microsoft Teams: How to set up a Webinar

Overview

Audience: Faculty, Staff

Use Microsoft Teams webinars to host structured online events where attendees register before participating. A webinar provides additional event-management features beyond a standard Teams meeting, including attendee registration, presenters, co-organizers, an event page, and webinar-specific settings.

These directions explain how to create a webinar, add presenters and co-organizers, and prepare the event for registration.

Before you start

Have these details ready for creating your webinar:

  • Title
  • Date
  • Start time and end time
  • Co-organizer(s)
  • Presenter(s)
  • Decide whether it will be public (any one with Internet access can register) or only to people within the university
  • If presenters need preparation time before attendees arrive, consider scheduling the attendee start time later than the presenter start time.
Tip: Co-organizers help manage the webinar and can edit registration, customize the event, and manage many webinar settings. Microsoft currently allows up to 10 co-organizers, and they must be members of your organization.

Steps

  1. Open Microsoft Teams and select Calendar.
  2. Select the arrow next to New, then select Webinar.
  3. Enter the webinar details:
    1. Title
    2. Date
    3. Start and end times
    4. Description
  4. Choose who can register for the webinar. By default, Teams creates the webinar as Public, allowing people inside and outside the organization to register. Change the setting to Your organization if registration should be limited to people within the university.​​​​​​​
  5. Add co-organizers, if needed. Co-organizers can help manage the webinar before and during the event.
  6. Add presenters who will speak, demonstrate, or share content during the webinar. Presenters do not need to register for the webinar.
  7. If needed, add agenda items, presenter notes, or pre-webinar tasks in the meeting notes. These details are shared with presenters and are not visible to attendees.
  8. Select Save to create the webinar and continue to the registration and event setup.
Tip:  Want to collect information about participant before the event or do a pre- / post- assessment question? You can create a survey and have participants fill it out during event registration. After setting up the event go to Registration > Configuration > Add Field under Form. 

What's next

After creating the webinar, review and customize the event site and registration experience before sharing the webinar with attendees.

Teams will automatically send "meeting" invitations to co-organizers and presenters to help block their calendar.

You can configure the registration form, event theme, presenter information, emails, and meeting options before publishing the event.

Training

For additional instructions, see Schedule a webinar in Microsoft Teams.

Need Help?

Need more information? Check the Related Articles or Related Services sections on this page (side or at the bottom) for additional resources that might help. 

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