Microsoft Teams: Schedule a webinar

Enter webinar details for presenters

1. In the Teams calendar, select the arrow to the right of New meeting and then select Webinar.

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2. By default, the webinar is open to everyone. You can change it to For people in your org by selecting the down arrow next to Require registration.

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3. On the New meeting page, enter a title for your webinar, date, start and end times, and a description. The info that you enter on this page is for the webinar presenters only—attendees won’t see it. If you want, you can set a different start time for attendees on the registration form so that you’ll have time to prepare with the presenters before the attendees join. (See Customize the registration form for instructions.)

4. In the meeting notes section at the bottom of the invitation, you can add agenda items and notes, and assign pre-webinar tasks to the presenters. This info is shared only with presenters.

Add other presenters (optional)

To allow people besides yourself to present content during the webinar, list them on the invite. Presenters don’t need to register. They join the webinar in the same way that they join a regular meeting.

Notes: 

• If you add external presenters, they will join the webinar as attendees. Then you can promote them to presenters.

• If you add presenters after sending out the webinar invite, you’ll need to perform additional steps. For details, see https://support.microsoft.com/en-us/office/schedule-a-webinar-in-microsoft-teams-0719a9bd-07a0-47fd-8415-6c576860f36a#bkmk_addpresenters - Add Webinar Presnters.

• External presenters who are federated or have guest account in your organization (tenant), will join as presenters only if they sign in with that account at the time of joining the webinar session.   

• If external presenters try to join without signing into the federated or guest accounts, when the “Who can register?” meeting option is set to:   

  • Everyone, they will join as an attendee. You can then promote them to presenters.

  • People in my org, they will be denied entry.

• External presenters who are not federated and do not have a guest account in your organization are not supported when the “Who can register?” meeting option is set to People in my org.

1. In the Add required presenters space, enter their names.

2. If there are optional presenters, select Optional presenters and enter their names.

Customize the registration form

Potential webinar attendees get this form when they select the webinar registration link. They fill it out and submit it to receive the Join link for the webinar.

1. To begin, select View registration form.

Add a custom image (optional)

You can add a banner or other image to the top of the attendee registration form.

1. Select Add an image at the top of the page.

2. Select Upload an image, locate and select the image you want to use, and select Done.

3. Select Done again.

To remove the image, select the X in the upper-right corner of the page.

Enter basic webinar details for attendees

Enter the webinar title, date, start and end times, and description. You can also list the speakers, along with their bios.

• The info that you enter on this page appears only on the registration page—it does not affect the start and end times on the webinar calendar event.

• If you want, you can set a different start time for webinar presenters so that you’ll have time to prepare with the presenters before the attendees join.

Choose additional fields

The form that attendees will complete includes three required fields: First name, Last name, and Email. You decide the rest.

1. Under Register for this event, select Add field to view a list of commonly requested fields.

2. To add one of the listed fields, select it.

3. When the field appears on the form, select the Required box if you want to oblige attendees to provide that info. (They won’t be able to register for your webinar if they leave the line blank.)

4. Repeat steps 1-3 as needed. To delete a field, select the X to its right.

    

Create custom fields

You can request any amount of additional info, perhaps related to your webinar's marketing goals or to help plan your training session.

1. Select Add field > Custom question and indicate whether the attendee will be entering info in the questionnaire (select Input) or choosing from options you supply (select Choice).

2. If you chose Input, enter your question in the field under Custom question.

3. If you chose Choice, enter your question under Custom question, select Add option until you have the number of choices you want to provide, and then enter the choices.

4. To preview your registration form, select View in browser at the top right of the page.

5. When you’re done, select Save.

6. To close the form, select the X in the upper-right corner.

Note: The registration form is created as a web form on the organizer's Mysite on SharePoint. Registrants will enter their registration data through a TLS-encrypted connection between their browser and the SharePoint service. When a registrant submits a registration, SharePoint stores the data, encrypted, directly to your organization's SharePoint data storage location as a list on the organizer's Mysite.
Organizers can respond to requests from registrants to exercise data subject rights by directly accessing their registration lists in SharePoint. Admins can use the DSR guidance provided at https://docs.microsoft.com/en-us/compliance/regulatory/gdpr-dsr-Office365. Any data processing needed for purposes of this webinar is subject to the terms of the meeting organizer.