Applies to: Microsoft Teams.
If you are the organiser of a live event, you can schedule it in Teams exactly like you would schedule a regular Teams meeting. This process will import the live event to your and your event group’s calendars. Following that, you must then invite the attendees.
Watch this video for an overview of planning and scheduling a live event.
- In Teams, press Calendar and then New meeting.
- At the top of the scheduler, choose New meeting > New live event.
- Insert the meeting title, date and time information, and other details.
- In the Invite people to your event group box, enter the names of your event group—the people who’ll be presenting and producing the event. The event group can comprise anyone inside or outside your organisation. You’ll receive a link to share with them later so there is no need to invite attendees at this stage.
- Pick Next.
- Below Live event permissions, decide who can attend your live event:
|People and groups||The event can solely be watched by people, contact groups, or Microsoft 365 groups you name (max. 150 e-mail addresses).|
|Org-wide||Everyone in your organisation can see the live event, even guests.|
|Public||Anyone can join – both people in your organisation and those external to it.|
- Set selections below How do you plan to produce your event?
- If you’re designing in Teams:
|Recording available to producers and presenters||A recording is available to producers for download for 180 days following the event’s conclusion.|
|Recording available to attendees||Attendees can watch the event on demand using DVR options for 180 days.|
|Captions||Captions are provided to event participants.|
|Attendee engagement report||You can download a report that monitors attendee participation.|
|Q&A||Attendees can engage with producers and presenters in a moderated Q&A.|
- If you’re using a third-party app or device:
|Recording available to attendees||This is promptly checked and can’t be unchecked. Attendees can watch the event on demand using DVR options until the event recording is clearly erased by the owner in Microsoft Stream.|
|Captions||Captions are offered to event participants.|
|Q&A||Attendees can get involved with producers and presenters in a moderated Q&A.|
Note: Microsoft Stream powers live events produced outside of Teams, so an organizer needs a valid Stream license to produce an event that way.
- Press Schedule to insert the event to your and your event group’s calendars.
Note: Once the event is scheduled, be sure to make any changes to it in Teams. Don’t edit this event in Outlook.
Important: This process doesn’t invite attendees to your live event! To learn about best practices for inviting attendees and announcing your live event, see Invite attendees to a Teams live event.