Overview

Microsoft Teams live events are an extension of Teams meetings that enable you to schedule and produce events that stream to large online audiences!

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Produce your live event

1. Select Calendar    then click on the live event

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You will now be able to:

• Access the attendee link – send out via email, in a Teams channel or in Teams chat
• View the Organiser and Event group
• View meeting details

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As you scroll down, you will also be able to:

• Cancel the meeting
• Access meeting link

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Note – It’s always a good idea to check before you start the meeting, that everything is set how you expect it to be.

2. To do this, click Edit

You can now:

• Invite additional presenters
• Change people from a Presenter to a Producer
• Remove people

Click on Settings at the bottom of the page – you will then be able to change the settings you selected when you created the event

       

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3. Once you are happy, select Update

TIP – Always go into event early to ensure your audio and video are perfect, presenters and producers to log in 15 – 30 mins before and start event 10 mins early with an opening slide so attendees know they are in the right place.

4. Open event
5. Click Join

• You can check to make sure your camera and audio are turned on

• You can check to ensure audio, video settings are working, set Auditorium mode and make a Test call

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6. Click Join Now

On the top left we can see:

• The name of the event
• How long it’s been going on
• How many Attendees
• That its PRE-LIVE – this means we can set up and when ready present content

Note – If people come in early they will see a message that the live event hasn’t started, you decide when the event starts.

There are various options available in the top right hand corner       these include:

• Leave
• Health and Performance
• Live Event Q&A – If you don’t see this that means the box wasn’t checked at initial set up

– Presenters and Producers have access to this, set to open and type message and send

– These interactions can happen before, during and after the event

– You have the option to click on publish so everyone can see the message

• Meeting notes

– Shared notes for the Event team accessible before, during and after the event

• Meeting chat – This is just for Producers and Presenters, Attendees cannot see this

• Participants
• Device settings

The left hand side of the screen is the Queue where you have video or content you’d like to present, the right, the live event screen

In the bottom left hand side of the Queue screen you have two options on how you want your screen to appear in live:

• Single source – left option
• Content left which enables you to see content and video together (to enable click on Add video from below, then click on video below) – right option

                             

When Presenters arrive you will see them appear alongside yourself, presenters can:

• Share their video
• Content
• Interact with Attendees live with the Q&A

Click on Share to share content

• If you are using two monitors then you will be able to select which screen to share
• If you are sharing a video or audio content then ensure the include system audio box is ticked
• Select content you want to share

TIP – It’s a good idea to have an introductory slide showing initially

Once you’ve selected the content you want to share you’ll see the shared content appear with a red line around and also a floating window

If you click on the floating window it takes you to the main area where you will see the content you are wanting to share

Once you start up the PowerPoint slide it will appear in the Queue ready to go

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7. When ready click Send Live

Things are still pre-live, at this point you can queue up your video by turning video on and selecting it

     

The Attendees will see the opening slide and when you are ready to talk they will see you in full screen

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8. Click Start to start live event

You will receive a notification:

• Once you start you can’t stop and restart
• The event can last up to 16 hrs from start time
• Attendees will watch at a 10 20 second delay

Click Continue and the event is now live

Presenters presenting some of their content

Note – If a Presenter shows their screen it will override what is being shown on the live event

Presenters will be able to:

• Show their Desktop
• Include system audio
• Share an application i.e. Excel

The Presenters shared content will now be live

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9. To end live event click End then End live event

           

10. The live event has now ended, click Leave

 

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Post live event availability in Chat

You can access:

• Chat thread
• Files shared
• Meeting notes
• Shared Whiteboard

 

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Live event resources

1. Click on Calendar
2. Open event
3. Check Live event resources

 

From here you can:

• Download a recording
• Q&A report
• Attendee engagement report
• Disable recording for attendees
• Download the Transcript

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Updated: 21 June 2021