Microsoft Teams has emerged as a popular choice for seamless collaboration and communication within organizations. While it excels in enabling teamwork among internal team members, it also offers powerful features that facilitate interactions with external users. In this blog post, we will explore two key functionalities: adding users as guests and communicating with external users. We will delve into the benefits of these features and how they can enhance collaboration and productivity across organizations.

Adding Users as Guests

One of the standout features of Microsoft Teams is the ability to add users as guests. This feature allows organizations to invite external individuals, such as clients, partners, or contractors, to participate in team discussions and access relevant resources. By extending collaboration capabilities beyond the confines of the organization, Teams empowers seamless communication with stakeholders outside the internal team.

Enabling guest access in Microsoft Teams is a straightforward process. Admins can control and manage guest permissions, ensuring that external users have the necessary level of access to collaborate effectively while maintaining data security. By granting guests limited access, organizations can strike a balance between collaboration and protecting sensitive information.

The setting option below allows you to collaborate with any external user using Teams across any organization who has also enabled this setting. Thus, without being added in the Company’s teams site you can still communicate with an external user. It can also be enabled to allow skype users to communicate with your organization’s users.

Another important setting to make note of is to add users as a guest in your organization. This allows them to get access to the teams site and can share folders and files with them in a folder on teams site.

Benefits of Adding Guests

• Streamlined Collaboration: Inviting guests to Teams channels and conversations promotes real-time collaboration and facilitates quick decision-making. External users can actively contribute to discussions, provide valuable input, and share documents, fostering a cohesive and inclusive collaboration experience.
• Enhanced Productivity: With guest access, organizations can minimize the need for multiple communication platforms. Instead of juggling between different tools and applications, all team members, including external users, can work together within the familiar Microsoft Teams interface. This consolidation leads to increased productivity, as users can easily access relevant conversations, files, and project updates from a single platform.
• Improved Project Management: Adding guests to Teams channels allows project managers to maintain transparency and provide updates to external stakeholders. By keeping everyone involved and informed, project managers can ensure that all team members, regardless of their organizational affiliation, are aligned with project goals and timelines.
• Client Collaboration: With guest access, Microsoft Teams becomes a powerful tool for collaborating with clients. Project teams can create dedicated channels for each client, allowing for streamlined communication, file sharing, and progress tracking. This fosters a closer client relationship and strengthens collaboration, leading to better outcomes.

Communicating with External Users

In addition to adding guests, Microsoft Teams also provides a range of options for communicating with external users. This flexibility enables seamless interactions with clients, partners, vendors, and other stakeholders outside the organization.

1. External Access: Microsoft Teams allows users to communicate with external users through external access. This feature enables organizations to communicate with individuals who have accounts in other Office 365 tenants or with organizations that use Teams as their collaboration platform. With external access, users can initiate chat conversations, share files, and collaborate on projects seamlessly.
2. Federated Chat: Federated chat takes communication with external users a step further by enabling conversations with individuals who are not on the Teams platform. Through federated chat, users can communicate with external parties who use other messaging platforms, such as Slack or Skype for Business. This feature eliminates the need for both parties to switch platforms, ensuring smooth and efficient communication.

Benefits of Communicating with External Users

• Seamless Collaboration: By leveraging external access and federated chat, organizations can communicate and collaborate effortlessly with individuals outside their immediate network. Then this reduces communication barriers and eliminates the need for constant platform switching, enhancing efficiency and collaboration.
• Stronger Partnerships: Communicating with external users fosters stronger partnerships and client relationships. By providing a unified platform for collaboration and communication, Microsoft Teams enables organizations to engage with external stakeholders more effectively, aligning goals and objectives.
• Enhanced Client Satisfaction: Facilitating communication with external users through Teams demonstrates a commitment to providing a seamless and efficient collaboration experience. Then this can contribute to higher client satisfaction and loyalty, as clients appreciate the convenience and ease of working together.

Conclusion: Teams add users as Guests or Talk to external users

In conclusion,Microsoft Teams offers powerful features for collaborating with external users, including adding guests and facilitating communication through external access and federated chat. These functionalities empower organizations to extend collaboration beyond internal teams, streamlining communication, enhancing productivity, and building stronger partnerships.

By adding users as guests, organizations can seamlessly include external stakeholders in team discussions and foster real-time collaboration. Communicating with external users through external access and federated chat ensures that organizations can engage with clients, partners, and vendors efficiently, without the need for constant platform switching.

With Microsoft Teams, organizations can harness the full potential of collaboration and communication, not only within their internal teams but also with external users, promoting a cohesive and inclusive working environment.

To read more: https://support.microsoft.com/en-au/office/add-or-invite-people-outside-your-org-to-a-chat-in-microsoft-teams-6897ab47-9f60-4db6-8b95-18599714fe57

Microsoft Teams has become an indispensable tool for collaboration, communication, and productivity in the modern workplace. With its robust features and seamless integration with other Microsoft products, Teams has revolutionized the way teams connect and collaborate remotely. While many users are familiar with its capabilities for recording meetings, there is a lesser-known feature that deserves attention: the ability to record all calls, not just meetings. In this blog post, we will explore this powerful feature and discuss how it can enhance communication, knowledge sharing, and compliance within organizations.

The Importance of Call Recording

Call recording has long been a staple in business communication systems, primarily for training purposes, dispute resolution, and compliance. It allows organizations to capture important conversations, extract relevant information, and maintain a record of discussions for future reference.

With the rise of remote work and dispersed teams, the need for call recording has only grown, as it becomes challenging to have face-to-face conversations. Microsoft Teams recognized this need and introduced call recording as a feature, enabling users to record their calls effortlessly. This feature has the potential to benefit various industries and professions, including customer support, sales, legal, and healthcare, where accurate and reliable call documentation is crucial.

Activating Call Recording

Enabling call recording in Microsoft Teams is a straightforward process. First, ensure that your organization has enabled the feature in the Teams Admin Center. Once enabled, users can initiate call recording during an ongoing call by clicking on the three-dot menu at the bottom of the screen and selecting the “Start Recording” option.

It is worth noting that all participants in the call receive a notification when the recording begins, promoting transparency and consent.

Current Limitation & setting to override

Currently if you call a user on the teams chat it does not allow to record directly. The record option is disabled. However with a setting in the teams admin centre there is an option to click on record option during the direct call option as well by selecting “Cloud recording for calling” as On

Enhancing Communication and Collaboration

Recording all calls, not just meetings can significantly enhance communication and collaboration within organizations. By capturing verbal discussions, teams can refer to key details, reducing the chances of miscommunication or misunderstandings. For example, sales teams can review recorded client calls to analyze customer preferences and tailor their strategies accordingly. Customer support representatives can revisit recorded calls to ensure accurate information dissemination and improve their service quality.

Furthermore, recorded calls can be shared with team members who were unable to attend the original conversation, allowing them to stay informed and contribute meaningfully to ongoing projects. This promotes knowledge-sharing and collaboration across teams, fostering a sense of unity and collective intelligence.

We have seen that some companies do not like the calls to be recorded. Then the setting which allows / Restricts to record meetings can be found here as below in the teams admin center > Meeting policies.

Crucial role of call recording in Knowledge Retention and Training

Call recording also plays a crucial role in knowledge retention and training. New employees can benefit immensely from accessing recorded calls, as they can listen to past conversations and learn from more experienced colleagues. This not only helps them gain valuable insights into the organization’s practices and customer interactions but also reduces the learning curve associated with onboarding.

Moreover, recorded calls can serve as training resources for refining communication skills and improving customer service. By analysing successful calls, organizations can identify best practices and create training materials that help employees develop effective communication strategies. This ensures consistent customer experiences and empowers employees to excel in their roles.

Compliance and Legal Considerations

In industries where compliance with regulatory standards is paramount, call recording becomes essential. Microsoft Teams recognizes this need and provides robust security and compliance features to ensure the integrity and confidentiality of recorded calls. Organizations can leverage features such as data encryption, access controls, and compliance recording policies to adhere to industry-specific regulations and safeguard sensitive information.

Furthermore, the ability to record all calls can be particularly beneficial in legal and dispute resolution scenarios. Having a verifiable record of conversations can serve as evidence in case of disputes, providing a clear account of what was discussed and agreed upon. This can save organizations time, money, and potential reputational damage that may arise from conflicting narratives.

Conclusion: Teams Record All Calls, Not Just Meetings

To conclude, Microsoft Teams has established itself as a leading communication and collaboration platform, and its ability to record all calls, not just meetings, further enhances its value to organizations. By providing a reliable and easy-to-use call recording feature, Teams promotes transparency, knowledge sharing, and compliance.

Recording all calls enables teams to refer to vital details, fosters collaboration, and promotes effective communication. It aids in knowledge retention and onboarding, allowing new employees to learn from past conversations. Additionally, call recording ensures compliance with regulatory standards and can serve as evidence in legal or dispute resolution scenarios.

As organizations continue to rely on remote and hybrid work models, the ability to record all calls becomes increasingly important for maintaining productivity, collaboration, and accountability. Microsoft Teams empowers organizations with this essential feature, thus contributing to their success in the digital workplace.

Talk to us and get a free quote on Teams, SharePoint, and Microsoft setup

To read more: https://learn.microsoft.com/en-us/microsoftteams/teams-recording-policy

Microsoft is heavily promoting Teams, which is a component of O365. Teams are being adopted at a faster rate than Slack. However, it’s important to note that Teams is built on SharePoint Online. If you don’t take precautions, you risk exacerbating an already complex and risky file-sharing issue in SharePoint. Despite this, O365 has valuable collaboration features essential in a fast-paced digital workplace. Collaborate with your colleagues by working on documents together, requesting feedback, and sharing links for easy access to your c. Because SharePoint is part of O365, it is integrated with Azure AD (Active Directory), Exchange Online, and OneDrive.

But with all this sharing and collaboration comes a downside – users may inadvertently share information with unintended recipients. Over time, O365 can become tangled with publicly accessible links, unrestricted access to sensitive data, and a permissions nightmare that requires management. In this blog, we will address some distinct security issues with SharePoint and discuss some best practices you can implement to manage O365 file sharing more effectively.

File Sharing Tools Comprised of O365

The two file-sharing systems in O365 are SharePoint and OneDrive, and they work in concert with each other to provide the complete file-sharing functionality of the system. You will be close if you want to think of OneDrive as the backend storage and SharePoint as the frontend interface. That is a good enough way to imagine how the system works.

For example, if you send a sharing link from your OneDrive folder, the URL is a link to SharePoint. Not confusing at all. Let’s look at the significant functionality of each of these systems and see what’s included in OneDrive and SharePoint.

O365 File Sharing Basics

Here are some basic workflows to access and share files in SharePoint and OneDrive.

How to Locate Files: You might have OneDrive as an alternative in Windows Explorer, where you can see the sync status and modified date and use the Find field to find your files. You can also utilize the OneDrive website to see the exact information. And you can find the same folder in Teams.

How to Share Files on O365

This section covers what you need about file sharing and some different O365 file-sharing leads.

File Sharing Settings

Internal file sharing is when you transfer files within the network with different users in the same Azure Active Directory (AD) environment with you with non-guest approvals. In O365, you can share files from your OneDrive or keep them on your SharePoint Team Site.

There are settings at the admin side that can be made in the SharePoint admin center, which can restrict all employees to only share internally or whether giving them the option to allow external sharing with users outside the organization.

These settings are reflected across all Office apps like Word, PowerPoint, Excel, etc., whenever any user clicks on the Share button on the Desktop or web apps

Image Source: 365tips.be

Configuring Internal Sharing Settings

SharePoint automatically forms a Team Site when you make a set in the O365 Admin Center. Use this Team Site to save records for collaboration within your team. O365 creates a OneDrive folder per user account that users should use for individual files that don’t need partnership.

How to Transfer Files Internally

All you must do to transfer files internally is keep them in your SharePoint Teams folder. If you want, you can access this folder from the SharePoint website or your Teams client. You can even send users a link to the file you desire to share.

• To control access, use the first option to choose specific individuals, the second option to allow everyone in your organization, and the last option to grant access to anyone who can access the file, such as your team.
• Click the button to allow editing if required.
• Authorize or block download. Use block download on a discreet file to ensure there aren’t additional documents of that file flowing everywhere.
• Type the title of the person(s) you like to be able to see the file.
• Click on ‘Copy Link’
• Now share the link

How to accomplish External File Sharing Setting

External file sharing in O365 is when you must send a file outside your institution to somebody outside your company. External sharing is riskier because you unlock a window to your SharePoint server or potentially transmit sensitive data past your network.

There are multiple legitimate business senses to allow external file sharing. Users need to operate with partners or consumers. Your finance team must send documentation to governing bodies. There are several forms to configure external sharing in O365. Let’s look at a few options.

Configuring External Sharing Setting

Admins can enable external sharing from four different applications in Office 365.

• SharePoint Online
• Microsoft Teams
• OneDrive for Business
• O365 Groups

One option you have is to allow guest access and give external users guest access privileges so they can cooperate with your internal resources the exact way they would collaborate within their group.

conclusion

The Microsoft O365 File Sharing Settings Guide for OneDrive and SharePoint offers essential insights and best practices for secure and efficient file sharing. By following the guidelines, users can ensure data privacy, collaboration, and seamless integration across platforms, enabling effective teamwork and safeguarding sensitive information.

Discover which application best suits specific use cases and how these three solutions, Teams vs. Onedrive vs. SharePoint, can be used differently for file sharing and storage. Microsoft 365 contains a myriad of solutions, each of which is ideally suited for specific business use cases. However, it’s easy to misunderstand each application’s intended purposes and when each should be used.

It is especially true when it comes to storing files. Microsoft provides numerous on-premises and cloud storage options, including SharePoint, OneDrive, and Teams. These solutions are remarkably similar; the reality is that each tool features unique differentiators that make it more suitable for specific use cases than others. In this article, we’ll examine the differences between each platform, the advantages, and when we can use them.

Teams vs. OneDrive vs. SharePoint: A Closer Look at Microsoft’s File-Sharing Platforms

Teams

Microsoft Teams is an all-in-one collaboration platform included in the Microsoft 365 portfolio. It features tools such as chat, video calling, conversation boards, document storage, online meetings, and more. In addition to messaging, people can be organized into groups or teams and receive department-specific updates and general company information.

The cloud-based solution enables remote and local teams to communicate in real-time across various devices, including desktop and mobile. Teams also easily integrate with other Microsoft applications such as SharePoint, Exchange, and PowerPoint.

SharePoint

Created in 2001, SharePoint is a web-based solution where users can store, organize, access, and share files and information from any device. SharePoint is available in two versions: SharePoint Server, hosted locally on a business’s network, and SharePoint Online, hosted on Microsoft’s cloud environment and included in the Microsoft 365 portfolio.

OneDrive

OneDrive is Microsoft’s online, cloud-based storage solution and includes 1 TB of personal storage. Users can access files remotely from any device, including mobile devices, and , moreover, easily share them. The application is included with Microsoft 365, but users do have the option of licensing it separately.

When to Use  Teams vs. OneDrive vs. SharePoint

Microsoft applications enable effective communication and collaboration for business teams. However, their subtle differences and unique features reveal their ideal uses. Find below a high-level summary of how each solution can utilize in business processes.

Ultimately, the primary differentiators between the three applications lie in their immediate use: SharePoint for online document management, Teams for communication, and OneDrive for individual storage.

Below, we’ll provide further information on the primary purposes for each platform as well as examples of when each application should be used.

SharePoint

SharePoint is ideal for storing and sharing files with many users. Additionally, The platform includes tools that enable users to seamlessly collaborate on and share documents, including version control, co-authoring, file preview, file sync, data governance and compliance, and more.

SharePoint’s focus on functionality differentiates it from Teams and OneDrive. For example, the flexible, customizable platform allows users to create an intranet to share documents, assign and complete tasks, schedule meetings, and more. Users can also consolidate all shared work environments within SharePoint, providing users with faster, easier access to company information, tasks, data, and more.

While Teams and OneDrive feature file storage, neither features additional functionality like SharePoint.

Teams

As previously stated, Teams is Microsoft’s all-in-one communication and collaboration center. Additionally, The application is a think-tank for users to brainstorm and collaborate on projects and tasks in real time via the platform’s built-in tools. From chat to real-time document collaboration, Teams is ideal for businesses that regularly collaborate on projects.

Both SharePoint and OneDrive feature collaboration tools such as comments, @ mentions, and the ability to collaborate on documents, but neither application has real-time, robust features like Teams.

OneDrive

OneDrive features both the file sharing and collaboration features of Teams and SharePoint but on an individual level. The cloud-based storage solution is ideal for storing personal business documents and, furthermore, files and sharing documents with a few colleagues. You can easily access files from mobile devices, and users can write or update records offline.

While users can co-author documents and view previous document versions, the application is limited in scope. Organizations with large business teams or a broad partner base will find the collaboration capabilities they need within Teams or SharePoint.

The application is ideal for storing personal or private documents as the application furthermore, provides all the security and accessibility needed for these projects.

To Sum Up- Leverage the Power of All Three Applications with Peritos: Teams vs. OneDrive vs. SharePoint

While all three applications meet specific use cases, maximum efficiency and productivity come from using all three together. For example, integrating Teams with SharePoint allows users to easily access, modify, and share files within Teams while accessing SharePoint features like document preview or file sync. Then SharePoint to OneDrive integration enables users to duplicate—access files in OneDrive from anywhere (even offline) and sync them in SharePoint.

Together, these applications provide business teams with robust, intelligent tools that enable them to do faster. Then from Teams’ seamless collaboration capabilities to SharePoint’s and OneDrive’s secure file storage and sharing, users will enjoy modern applications designed to meet today’s business challenges. At Peritos, we support businesses in their efforts to integrate Microsoft solutions. Whether it’s Teams, SharePoint, OneDrive, or another Microsoft tool, we customize each to ensure it meets the team’s unique needs.

Additionally, We are a Microsoft partner and have helped multiple clients to embark on their journey in using O365 standard products. We also help to migrate from other applications to Microsoft, including email migrations or file migrations from Dropbox to O365. Talk to us and learn more about how you could make potential savings working with an authorized Microsoft partner.

To read more: https://support.microsoft.com/en-gb/office/collaborating-with-teams-sharepoint-and-onedrive-9ea6aa07-6e5e-4917-9267-d4d361da3d.

The blog describes how to employ Microsoft Teams as an online Dynamics 365 Marketing events meeting provider. Teams event functionality is integrated into the Marketing app, allowing you to use Teams webinar Dynamics integration for one/some to many online events and Teams webinars for interactive online sessions.

To operate Microsoft Teams webinar Dynamics integration as an online event provider, you must include a Microsoft 365 license to access the Teams service. You require the correct permissions to see the Teams Webinar possibilities as an element of the Streaming Provider checklist.

Schedule a Teams Webinar Dynamics Integration

To create a Teams webinar Dynamics integration, choose Event Planning in the Marketing app location switcher, then pick Events in the left navigation pane. Select +New in the top ribbon.

Note- The Event Format field is automatically selected and obscured from the event form. If you utilize a custom form, hide this field, and set the value to a Hybrid event. To visit the streaming options, select Do you want to stream this event and toggle to Yes.

Function with Teams Webinar

Use Teams webinars to construct online presentations. One or numerous presenters can share content, videos& audio. Moreover, Participants can view the content and optionally connect with the presenters. Audiences engross through responses, posting in the chat, or responding to poll questions. Attendees can’t share their audio, video, or content. You can only create “public” Teams webinars from Dynamics 365 Marketing. Then these events are open to anyone who is registered for the event.

Allow Teams Webinar with  Dynamics 365 Integration

To enable Teams webinars, the renter administrator must designate the policies below. These setting options ensure that anyone, including anonymous users, can register for webinars. To execute the settings, run the following PowerShell commands:

1. Turn on meeting registration
2. Turn on private meeting scheduling
3. Permit anyone, including anonymous users, to register for the webinars

Teams Webinar with Dynamics 365 Integration Settings

The default webinar settings are configured to deliver the most suitable attendee and presenter experience. Nevertheless, you can readily tweak these settings from your Dynamics 365 Marketing event. Set the Change meeting options to switch to Yes to alter the default settings. Then it reveals the webinar settings, which you can adjust per event.

Invite a Guest to the Teams Webinar Dynamics Integration

• Know more about adding guest users: Guest to present. Ensure you add the guest user to your Teams instance. You only must do this one time.
• As a most helpful practice, Teams suggests forming a channel for producers and presenters to chat and share information before the event. Producers can publish the event link to the channel to make it comfortable for guests to attend the event. Only visitors who have Microsoft 365 credentials will see the calendar in Teams.
• Count a guest as a presenter in your Teams Webinar Dynamics Integration by adding them as speakers in your event or session in Dynamics 365 Marketing.

How to View Webinar Engagement Data

After you conduct a Teams, webinar-based Dyn365 Marketing event, then you can check the attendee engagement data in the Dyn365 Marketing app.

To yield the engagement data, send an email invite to the webinar registrants before the event that includes the Webinar Join in Teams link. Ten minutes later, the Webinar ends (based on the end date configured in the Marketing app), and the Marketing app will automatically populate the engagement data for attendees.

How to Setup an Event/ Session for Broadcast as Webinar

The following steps are required to configure a Session or an event for broadcast as a webinar:

1. Log in to Dyn365 Marketing & open the event or Session you like to set up as a Webinar.
2. On the Event or Session page, see the Format setting (on the General tab) and place it to Webinar (for Webinar only).
3. The General tab must now include a Webinar Setup section. Make the following settings:
4. Webinar Configuration: Identify the webinar configuration record you will use for this event or Session. Choose the magnifying glass icon for this domain, then select a configuration. This configuration record confirms the webinar provider and understands that you’ll use it to run the Webinar. Your admin should create configuration access for each webinar provider your organization uses; typically, you will have one. Therefore, Talk to your admin if you need help deciding which to choose.
5. Webinar Type: Choose the webinar type. This setting can affect the features available to presenters and attendees of the Webinar. Your webinar provider establishes the available options, so don’t hesitate to reach your provider if you need more details about which type to choose.
6. Language: Select the language the Webinar will be presented in.
7. Producer: Choose the event team member accountable for handling the Webinar during the event. Then click here for more details: Set up your event team.
8. Let the event or Session save itself (usually every few secs), or choose Save in the window’s lower-right corner to save it immediately. As soon as you’ve had an event with a valid webinar configuration, Dyn365 will form the Webinar in your webinar provider’s system, which will substitute the following values:
9. The Webinar URL: Link to the Webinar at the webinar provider, Dynamics 365 Marketing, utilizes this link to synchronize signups and metrics between the two systems.
10. The Presentation Manager URL: Link that the presenter can use to manage their presentation

Mail the Webinar URL to the Attendees

Registrants can join the Webinar by establishing a link sent to them by email. Some of the webinar providers may send an invitation message including this link for you; on the other hand, others may need that you share the links (or you may prefer to send the links yourself).

Or, if you want to send out the links yourself, one way is to set up a customer journey with an event tile followed by a stimulus tile that reacts to event signups and then an email tile that sends a message with the URL to per contact that registers.

Upholding Dyn365 Marketing & Teams in Sync

A user with access to an event record and approval to edit the description in Dyn365 Marketing can cause any change to a record. However, since the exact user may not have completed the corresponding webinar, live event, or meeting in Teams & thus may not be the “Teams Meeting owner,” the changes the user creates to an event record in Marketing aren’t propagated to Teams. This functionality is identical to functionality within Teams, where a user can’t modify a live event or meeting created by another user.

In scenarios where event record changes aren’t propagated to Teams, then the Marketing app displays a warning to any user who isn’t the Teams meeting owner. If the Teams meeting owner opens the event record, they’ll see a Sync with Teams button in the ribbon. Selecting the Sync with Teams button syncs the changes to the event by any non-owner users.

To Conclude, You Can Find out more Here: Teams webinar + Dynamics 365 Marketing.

• Read Microsoft’s announcement: Dynamics 365 and Microsoft Teams: extend collaboration across teams
• Access the complete set of presentations from Ignite 2021 at myignite.microsoft.com, including:
  • D365 and Teams: Overcoming Distractions to Build Stronger Customer Relationships
  • Microsoft Teams + Dynamics 365: The unified collaboration platform for modern business

To conclude, We are a Microsoft partner. If you use Dynamics, then make use of the team’s webinar functionality to conduct webinars online events. Use Predefined templates to follow up with the registered users and get more engagement after sending them relevant articles pre and post-webinar. Talk to us and learn more about how to get started for a free demo. Then We can also share tips and tricks on how to save with partner discounts, Monthly annual, or Hybrid plans for Dynamics and O365.

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:

1. People can join webinars on iOS & Android mobile and tablet devices and their computers too.
2. 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:

1. Open your Teams calendar and double-click the webinar event for details.
2. Click Copy Registration link.
3. 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.

To read more: https://support.microsoft.com/en-us/office/schedule-a-webinar-10b2e2a2-c6e7-4905-9c2d-648e26c957ea

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