How to Host Webinars with Microsoft Teams Efficiently

The blog talks about How to Host Webinars efficiently with Teams and steps for scheduling a Microsoft Teams webinar

In the early 90s, the conception of the Webinar revolutionized the lead-gen game. Today, webinars are still an effective way to reach a broad audience across time zones and continents. And a well-presented webinar can always generate exceptional sales leads. Most organizations have hosted webinars outside of their Microsoft or Google stack. But lately, the Teams Webinar entered the party—making Microsoft Teams conduct webinars even more of a one-stop shop.

Schedule a Teams Conduct Webinar when you have one or a few presenters but want to provide value and incentives to new leads. Webinar attendees can share responses, post to the chat, and answer poll queries. Microsoft Teams Conduct Webinars equip the tools to organize your Webinar, register attendees, conduct an interactive presentation, and explore attendee data for effective follow-up.

Webinar Roles and Authorizations

While scheduling a webinar, consider these three essential roles:

The Organizer

Plans the Webinar well in advance, usually by several weeks.
Organizes a registration form that each prospective attendee must fill out before acquiring the Webinar join info.
The form can assemble useful info for post-webinar sales references, for example, or for measuring training effectiveness.
Sends out the webinar invite. If the Webinar features more presenters, the invite goes to them. (After this step, the registration link for probable attendees becomes active.)
Displays the event details and registration link with potential attendees. It can be on social media, a website, via email, or another mode.
Downloads the enrolment report for data concerning who registered and how they reacted to the registration questions.

The Presenter

A subject-matter expert will boost interest and lend credibility to the event. Include one or several presenters and/or optional presenters.

The Attendee

Registers for the event/webinar.
Receives an email retaining webinar info & the link to join.

Note:

People can join webinars on iOS & Android mobile and tablet devices and their computers too.
Always send webinar reminders to improve Registration and Attendance.

Prepping for a Teams Webinar

A few weeks’ prep time will be required before the Webinar. Pay attention to basics like:

Webinar topic and description
Date, time, and duration
Presenter(s) and bios
Media creation (slide deck, videos, etc.)
Landing pages, social posts, and email campaigns
Registrant information (name, email, address, industry, job title, organization)

Scheduling the Teams Conduct Webinars

Setting up a webinar is remarkably similar to scheduling a Teams meeting.

From your calendar, click the New Meeting drop down arrow & select Webinar. Fill in event details and customize settings like Registration and response options.

Next, click View registration form to customize the form. It includes speaker bios, an event image, and any information you want to collect from registrants.

Back on the scheduling page, click Send to invite presenters. This event will also show up on your presenters’ Teams’ calendars. Sending the event will activate the registration link. Now you’re ready to invite attendees.

Inviting Attendees & Adjusting Settings

Unlike small meetings with invites for specific people, webinar attendees don’t get an automatic invite. As the organizer, you are responsible for sharing the registration link.

Copy the registration link to share it via email, social platforms, a Teams channel or chat, Yammer, SharePoint, or a corporate website.

Have you misplaced your registration link? To find it again:

Open your Teams calendar and double-click the webinar event for details.
Click Copy Registration link.
If you still need help finding the link, view the Customize registration form and copy the link from there.

Note: Certain settings are only accessible after scheduling the Webinar—e.g., lobby restrictions, participant audio and video, and chat settings. After preparing the Webinar, adjust for specific needs.

To edit the scheduled Webinar, double-click it inside your Teams calendar. Next, click Change options or Meeting options. Now you can manage actions like bypassing the lobby, notifications when callers join, and mic and camera settings. When you’re satisfied, click Save.

Hosting the Teams Conduct Webinar

Prior to the Webinar, download the registration report to get an idea of your attendees. In your Teams calendar, access your Webinar and click Edit for details. Then, click Registration to download the report as an Excel spreadsheet.

When it’s time to kick off your Webinar, start it just like you would a regular Teams meeting by clicking the webinar event and selecting Join. If you’re presenting, turn your camera and mic on, and click Join Now.

To adjust settings during the Webinar, click More Actions. On the menu, click Meeting options to change the attendee experience, including the lobby, mics and cameras, and reactions.

Downloading the Attendance Report teams webinar

Now that the Webinar is over, it’s time to see how things went.

To find out, open your Teams calendar and double-click the webinar event for details. Next, click the Attendance tab to view the data within Teams. To download data, click the Details tab and then Attendance.

In the course of the teams Webinar

In a public (open registration) webinar, attendee audio & video are turned off by default and can’t convey content.
When attendees choose the Join link, they stay in the lobby till the time the organizer or a presenter allows them in.
The Presenter handles the audience participation.
Polls can be used during the Webinar to engross the audience and feed info to the Presenter.

After the teams Webinar

The organizer downloads the attendance report.

To Conclude: how to host teams webinars efficiently

who can schedule a Teams conduct webinar? And how to host teams webinars efficiently By default, anyone who can plan a Microsoft Teams meeting can . If you cannot set up one, check with your IT admin. And who can register for a webinar? By default, anyone can register, but the IT admin can limit the Registration to people in your org. You can also choose to restrict Registration when you schedule the Webinar.

We are a Microsoft partner and offer discounted ongoing licenses for teams and O365 these comes in multiple subscriptions like E3, E5, Business basic, standard etc. Talk to us and know more the right plan for your business and also how you could save with partner discounts, Monthly annual or Hybrid plans.

Note: If you want to schedule a public webinar but can’t, contact your IT admin.

Eager to know more? Contact us at info@peritossolutions.com