Microsoft Teams Webinars 2.0 - Totally New in 2023
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- เผยแพร่เมื่อ 25 ก.ค. 2024
- As of May 2023, Microsoft is updating the Teams Webinar Experience. The setup, default meeting settings, and registration experience have all changed. This tutorial will demonstrate how to use the Microsoft Teams Webinars updated experience. I will walk you through setting up a Webinar as the organizer as well as how to register for a webinar as an attendee.
It is important to know that if your admin chooses the classic webinar experience will continue to be available for a while. Classic Webinar Experience: • How to use Microsoft T...
Chapter Markers:
0:00 Teams Webinars New Experience
0:25 Create a Webinar - Organizer
10:13 Register for Event - Attendee
12:33 Edit Event and Roster - Organizer
13:40 Bonus Content - Classic Webinars
▶ Epidemic sound Affiliate: share.epidemicsound.com/fc3csl
▶ Video Editing Software: Camtasia techsmith.z6rjha.net/BXzWWq
▶ Screen Capture and Video Capture Software: SnagIt techsmith.z6rjha.net/BXzWWq
//Disclaimer: Some product links are affiliate links which means if you buy something I will receive a small commission at no additional cost to you
One thing I forgot to mention in the video is actually an important update in my opinion. New Webinars do not create Lists to manage the event like Classic Webinars did. This will keep people from accidentally breaking their registration. After a year of asking for this change, I am happy to see it changed. Yea for all of us who asked for this.
Hi Heather, I'm planning for a webinar. Can I know what do you mean by "new webinars do not create lists anymore"?
@@Ijlailimaghribi hi. The old version of webinars would hold attendance in Microsoft lists associated with your onedrive.
People wouldn’t know what this list was and their OneDrive so they would delete it and break their webinar and nobody could join. When this video was published, they had finally fixed that logical flaw.
Great video! thank you
You are welcome!
This was a great tutorial-thanks so much for sharing.
Happy to be of assistance :)
Thank you! Very clear and informative! Just what I was looking for!
Hi, the software I use to record and edit videos is called Camtasia. I have a few videos about Camtasia and some editing tricks I have learned over the past couple years. If you would like a free trial to check it out for yourself go here: techsmith.z6rjha.net/BXzWWq.
@@HeatherMajors Thank you so much! I really appreciate it.
Great video! Is there a way to not automatically publish the recording after the Webinar end? This way, I can make edits and publish a final version. What is the best way to make recordings available to everyone after the Webinar (even if they didn't register originally)?
Hi Janine, the recording is going to automatically be part of the chat and you cannot stop that from happening. The recording goes to the OneDrive of the person who hit record. So as a work around, what you can do is move the video out of OneDrive. If someone tries to click the video they will get a 404 error message. You will want to educate your audience about how you manage video. But at least you can edit it if you like before allowing people to watch it.
As for sharing the video with people who did not even register for the event, you can either modifying the sharing permissions on the video file or you can post the video somewhere that everyone has access. For example, where I work I have a dedicated SharePoint collection for training and I point people to that location for all training videos even if they did not attend the event. Hope that helps.
Thanks for the tutorial! Can Co-organisers edit the webinar details too? Or is it just the person who created the event?
Hi, only the organizer can change the details of the event. I used to work for a company that was such a large Microsoft client that we had our own engineers assigned. We tried to argue that having the co-organizer be able to make changes was very important and even gave several practical use cases. The corporate Microsoft answer was that they believed that organizer being the the only person to modify details is sacrosanct (yes they used that word). They absolutely would not consider making a change. I tell this story so that you know it is unlikely that Microsoft will change their mind, much to the annoyance of us all.
Hi Heather, I've watched this one a few times, and appreciate your clarity and thoroughness. I had a quick question though, and wondering if you have any info on the following: when Microsoft sends an email to a Teams webinar registrant, that email, aside from an attached .ics file, also has a "Join Event" blue button within the body of the email. Question is, are these "Join Event" links unique for each registrant? I have a need to send links to my Teams webinar to registrants who may not have added the event to their calendars and to non-registrants who I want to simply join the webinar as it is in progress. But I would not want to borrow/use an event link that is indeed unique for one and only one registrant (unique in the sense that the link's tracking - everything after the "?" in the url - forces Teams to recognize any attendee who enters the event via that link as that single unique registrant, which would blur our attendance data)
Hi Jeff, in my experience the link is not unique but instead it sends the person to the registration page if they are not already registered. They can register while the event is in progress and then click the Join Now button. People do this all the time for the live sessions I teach. In fact I send out an email reminder the day before with the generic link as a reminder for those who forgot to put it on the calendar and they all get in using that link. Once people join Teams captures their unique ID and attendance is not impacted.
@@HeatherMajors sorry, perhaps I confused the matter, but I was not talking about the link/url to the event registration page. I was referring to the link Microsoft sends to each registrant in 1) the "Thank you" email someone gets immediately after registering for the event, and also in 2) the email Micrsoft sends to all registrants just before the webinar starts, as a polite reminder. The links that Microsoft places in these two emails do appear different (as far as what comes after the "?" in the url) depending on which registrant is getting the email. What I am hoping for is that people have tried and tested and confirmed that the naked url for the Teams event (everything before the "?" that a registrant gets) will get anyone into the webinar, both previously registered people and others bypassing the registration process. Regardless of my explanation, I appreciate the quick response. We'll figure this out, through testing/failing/correcting. Cheers
So Jeff we are saying the same thing actually. That link may look different but it redirect to the same place. However, if someone who is not registered tries to use that link it is going to force them to the registration page first. Once you opt to require registration the only way around registering is to put a persons name on the webinar details page as an organizer or presenter. I have students do this all the time, they share around the link and then wonder why others end up hitting a register page first.
Hi Jeff, I just saw a Microsoft Message Center notification that made me think of this conversation. Microsoft is saying by Mid August, they will limit public webinar attendee joins to 3 devices. Here is what it actually says in case this info is important to your question: For public webinars, there is also a possibility for that attendee to forward their registration link to others who have not registered and have them join with the registered attendee’s join link. With this new update, only 3 concurrent join instances can be present in a webinar using the same registration join link. This means that attendees can now use only up to three devices to participate in a webinar.
Thanks for the video!
Is there a way to disable the small # of registrations on the sign up page?
Hi Simon, I am not sure what scenario you are proposing so I will take this question from a couple points of view. If you want to change the allowed participants from the default of 100 users, you can change that on the configuration page under the registration drop down. If you only want some people to register and not others, you would have to put them on the presenter or co organizer line. I suggest if they are participants that need a direct invite but are not giving the webinar you put them on the co organizer line. If you don't want anyone to register, a normal meeting will be version you want to use. Once the meeting starts they are basically the same thing.
Hi Heather, this is such a useful video. I am an admin. A requirement to use webinar which we haven’t used so far but looking to use in December - key requirement is there a way to send to all attendees all internal staff in the organisation without them having to register?
Hi, Webinars are basically the same as a normal Teams meeting. The only difference is the registration page. If you don't want people to register then it is simpler to just create a normal meeting. The reason I say this is that if you put people on the invite in webinars it makes them all co organizers, meaning they can change some of your meeting information, and that is probably not what you want.
If you are talking a hybrid approach where some register and others don't this is not a feature in the basic Teams license. I hear they are making changes in Teams premium (extra license fee) but I don't have access to that so cannot confirm what the changes are.
Do I need to pay for the subscription to the pro version of teams to get this feature? On my downloaded app and my browser there is no drop down menu to select webinar from. It only has the option for New Meeting.
Hi Ammar, there may be a few things happening. First Webinars is not included in the free version or the personal version as far as I know. It is also possible that if you work for a company who has Teams business license, the admin may have turned it off (yes they can take it away if they want). This is why I stared the video by saying webinars options are very admin dependent 😊 there is just no way I can guess what the admins will do.
The drop down has only "Virtual appointment", "Controlled-content meeting" and "Live event" (btw - Live events will be retired in late 2024 and replaced with "Town Hall") - so, stuck right there from the get go. Using "New Teams".
Hi I see the new drop down too and Teams has changed a lot in the past year. I have not done an updated video yet. With that said, If you do not see webinar it is most likely because your admin has turned it off in the Teams admin center. I know some organizations choose to remove webinars as a meeting option, especially if they decide they don't want the employees to make meetings available to anyone on the internet. Also, sometimes I have seen webinars get turned off by accident when the admin was adjusting other settings.
@@HeatherMajors I really look forward to your next update. I just don't know why this is so complicated, I've got a paid subscription and cannot access admin.
Thanks for sharing ...A Quick Question
Where to add RTMP LinkedIn Live from Real-Time Messaging Protocol (RTMP) code on Microsoft Teams webinar.
I want make it live on LinkedIn at same time
Hi, first let me say this is blocked where I work so I cannot verify this article works. But here is a link to the Microsoft article on how to get RTMP for a meeting. A webinar at its core is the same as a meeting but just get a reg page.
This is great but what if I need to do multiple webinars on the same day or several over several weeks? I don't want it to create multiple published sites
So I had to go test it but the way Microsoft set it up is every webinar will have it's own page. If you try to create a reoccurring meeting an error message will pop up saying registration is not available for recurring meetings. I do teach multiple versions of the same webinar and have multiple registration pages. What I do is put a link to all my classes on a SharePoint page. Then I say to sign up for Date/Time click HERE. The link to the proper webinar is behind the word HERE. The participant clicks the link they want and it is seamless to them. More work for the organizer yes, but it helps people find what they need.
Hi Heather, great video! Our company recently switched from using Eventbrite and WebEx to Microsoft Teams webinars with registration. I believe we made an error of creating a meeting with registration and not a webinar. There is an outside individual from our company who wishes to register. However when they tried to register and enter their Microsoft credentials they weren’t accepted. Do you know what went wrong?
From what you are describing, it sounds like the webinar may be set to your company only. If you want an outside person to join the webinar should be set to public. This will allow anyone to register even if they do not have a Microsoft account.
07:52 as draft we see a Teams logon page.
When that happens, it is usually because of an authentication issue or pop-up blocker. For some reason, your browser does not recognize the second page as part of the same session, taking you back to the login screen. In my experience, clearing the cache fixes this. But if you are in one of those organizations that has a single sign-on turned off, it will keep doing this.
Hi
Loved your video.
Can you please let me know how do you disable the raise hand feature on MS Teams Webinars?
Hi, the raise hand feature is not something that can be disabled as an average user. If a setting exists, it would be an admin who would have to change it for the entire organization, and not just a meeting by meeting basis. In my experience, the Admins are highly unlikely to want to change settings that apply to the whole company.
@@HeatherMajors Thank you so much for letting me know. I love your videos. They are informative, easy to follow and on point. 🙂
@@alsabaarshi Thank for the kind feedback. Hope you are having a wonderful day.
@@HeatherMajors Like wise. Happy Thanksgiving in advance ❤️
Is there any easier way to create 100+ individual webinars by a copy and paste function or excel script?
I am not aware of a script that would allow you to mass create webinars. What I do when I have multiple of the same topic is create the first one and then go through the boring process of copy/paste some fields into each one; such as description and presenters bios. For the customizations I just keep all my visuals in one folder and just keep selecting from that folder. Not an easy process I know. I don't think you can even user Power Apps or Power Automate because I don't see a trigger that would kick off a script.
Tried to set a webinar up that allows moderated Q&A (so they don't immediately go live). Clicked all the right tabs as far as can tell - but when I pretend to dial in as a participant on the test run I can't see the Q&A at all on laptop. I can only see it on the organiser view. Is there an issue with the Q&A for people joining from outside your organisation when not co-delivering or co-managing?
Hi Lynne, I think this Microsoft Support Article is the best answer: support.microsoft.com/en-us/office/q-a-in-teams-meetings-f3c84c72-57c3-4b6d-aea5-67b11face787. Basically, you have to be an organizer or co organizer to moderate the Q&A.
@@HeatherMajors thanks - I've made that section active. The issue is more that participants external to the organisation can't see the Q&A to post any questions at all. Even though we've said enable it and as organisers and presenters we can see it.
@@user-kf4jx2ig3v Oh, it got you. I am not sure if this is a MS policy or one where I work, but I do know that guests don't see Q&A. That can be impacted by admin policies and that is an area I don't have experience in.
Is it possible to bypass the registration altogether? I'd like to send the link and allow attendees to join the webinar without the registration step if possible.
Hi Kenny, the answer will depend on if you want to have some people register while other do not or if you do not want anyone to register. So I will give both answers. If you only want some people to bypass the registration the best thing to do is put them on the co organizer line. This will give them direct access to the webinar. If you don't put them on that line, even if you send them the link directly they will be prompted to register before entering the meeting.
If you don't want anyone to register the best thing is to create a normal Teams meeting by using the New Meeting Button and forget using the Webinar dropdown. The big difference between the webinar and a regular meeting is the registration page. If you don't want a registration page create the normal meeting and then go into the Meeting options if needed to tweak settings like the lobby or allowing camera's and microphones.
@@HeatherMajors So a followup to Kenny's question. For all internal staff to register or even attend, would it require a mass email with the link or placing the event/link on the company Intranet site? I'm not thinking of any other way to get the link out to 100+ staff. thanks
@@user-kh8uy9qp1x what I do in my actual day, job is post a message on our company Internet site as a news item. But I also have an opt in list for those who want to be notified and use SharePoint newsletters.
Hi, I would like to send a reminder one week before the webinar to all the registered people and to send a survey to all participants after the webinar. Is there a way I can do it automatically like with Power automate? Thank you!
The problem with Power Automate is there is not a Teams connector that would do what you are asking. But as I was thinking on your question I thought a path to pursue is somehow getting that attendance data into Excel or Lists a flow can be triggered from there.
The second thing I would share is Teams Premium is coming out with a feature in the next couple of months that would let you create customized webinar reminders and emails. According to the roadmap that is not out yet but scheduled for September. Of course that answer would mean that your organization is using Teams Premium which does have an additional cost to it. I know some companies use it and love it and others don't because they have tight budgets or don't see the value add. The company I work for does not use Team Premium so I continue to dream of custom emails, lol.
@@HeatherMajors Thank you! so I could do it with the Excel file I get from the attendance ? if so, is there a template already done to send an email from an Excel file?
@@virginiel.389 There is a template that kind of matches called get a row from Excel (Business) and send an email. You might be able to modify that to pick up all the values. I thought I had av video on this topic but turns out I made that video for work only. But I think it will be one I do soon for this channel because I can see how others may also have the same question you have.
Hi, the video this week goes over how to send the excel data to outlook. I was going to do Power Automate this week anyway, I just switched the scenario. Hope it helps. th-cam.com/video/6tCypQzyHa0/w-d-xo.html
Hi, I am getting a continuous error that I cannot publish my webinar. Where can I check settings from company for the IT dept to update
I had that issue a few months ago and what solved it for me was clearing the cache and cookies. What was happening is when you try to publish webinars it tried to quickly open an authentication window in the background. This is a floating dialog box and for some reason my computer started blocking the dialog box (I did not change settings so it was odd). Once I cleared the stuff the floating dialog box came up and I had to hit authenticate. Since then all has worked but my IT guy did say the token goes stale sometimes and I may need to occasionally repeat the process.
What happens when the confirmation of registration is not being sent? The ppl that have register are not getting it and they do get the box that says you have register we have sent you an email.
So if they go back to the registration page they should see a join link when the webinar is active. Or the organizer can send them the link that is included on the organizers calendar. I found myself doing that a lot.
Hi! Is Webinar on Microsoft free if you have an Microsoft account?
Hi, the answer depends on what Microsoft Account you have. If it is a personal Microsoft Account webinars are not included. But if the account is a business account of some kind business account it will have webinars.
how do you not show all of the participants? I have the camera and microphones disabled, but it still shows their initials and it is distracting
I think you mean the gallery view. You can click on the 3 dots and select hide for me.
How do I enable the new webinar experience as an admin? :)
Hi I am not a proper admin so the best I can tell you is what I found while searching my fake Microsoft account in the Admin section. If you log into the Admin portal and go to Teams you can search for webinar. A result will appear saying allow webinars. Then you can change the global default using the toggle buttons that appear. Now depending on how your company has security issues set up there may be more to it than simply allowing a global policy.