Microsoft Teams Live Events: How To Get Started

microsoft teams live events guideLive Events are a great way to connect and engage.

Not just during the pandemic, but by hosting great content online, you’re able to invite a wider audience to listen and learn, who are beyond your local remit.

Teams Live Events is an extension of Teams Meetings and enables users to broadcast video and meeting content to a large online audience. Live Events are meant for one-to-many communications where the host of the event is leading the interactions and audience participation is primarily to view the content shared by host.


Licence Requirements for Microsoft Teams Live Events

Firstly, let’s look at the licence requirements needed to produce or present a Teams Live Event:

  • A Microsoft or Office 365 Enterprise E1, E3, or E5 licence or an Office 365 Education A3 or A5 licence. The exception to this requirement is guest users can present without a licence if the other criteria for guest users is met.
  • A Microsoft Teams licence – this is included in the licences listed in the first bullet.
  • A Microsoft Stream licence – is required if you are planning to share the content to an external app or device.

This is just for those putting on the Live Event – audience members do not need a licence to be able to join a public Live Event held in Microsoft Teams.

If attendance is restricted to your organisation, or to specific people and groups, attendees will need to log in to join. And if the event is being produced in Teams, they’ll need a licence that includes Teams. If it’s produced externally, they’ll need one that includes Microsoft Stream.

For more information on Microsoft Teams licencing as well as what add-on licences are available for Microsoft Teams, head over to our feature written by Microsoft Practice Director, Gerry Kerr.


How to Set Up a Live Event Using Microsoft Teams

Setting up a Live Event in Teams is fairly simple.

1) In Teams, select the Calendar Meetings button from the side panel on the left.

2) Then, in the upper-right corner of the next screen, choose New meeting > Live Event.

3) This will then bring you to a New Live Event screen in which you can add all the relevant details.

4) At this stage, you don’t want to invite any attendees. Instead, you will be assigning roles. These include the producer and presenter(s) for your event.

You can have multiple presenters (up to 250 in fact!) but it’s recommended you don’t have more than 10.

The producer is the person who will coordinate the event from behind the scenes. The presenters will be the ones talking at the event.

5) At this point, you will also be able to add the meeting title, date and time information, along with any other details you’d like to add.

6) After clicking ‘Next’, you will be able to add in all your permissions for who can attend your Live Event.

7) Here, you can also select other options including whether you use live captions as well as whether you would like a recording of the event to be available to all attendees afterwards.

8) Select ‘Schedule’ to add the event to yours 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.

9) You then want to invite your attendees – Inside the event there is a link that can be copied. However, you may want to change this into a UTM link to help you track attendee analytics.


Hosting Your Live Event in Teams

If you haven’t produced a Live Event in Teams before, it’s best to have a few practice-runs, to make sure you are comfortable with all the processes and transitions.

The video below is the perfect guide to help you get started:


System Requirements and Supported Platforms For Teams Live Events

  • Supported operating systems: Windows 7 and later (32-bit and 64-bit), macOS X 10.10 onwards
  • Supported mobile operating systems: Android 4.4 and later, iOS 10 and onwards
  • Supported web browsers: Chrome (last 3 versions), Edge RS2 and later, Firefox (last 3 versions), Internet Explorer 11, Safari


Managing Questions and Answers for your Live Event

The producer of your Live Event will be able to manage questions and answers as well as decide what is published to the audience.

When a question is asked by an audience member, the producer can either respond privately or publish the question along with the answer.

The presenters and producer can also use a separate ‘meeting notes’ section to communicate privately during the Live Event – to help things run smoothly.


Find out more

Learn more about the latest features available in Microsoft Teams in our blog.

And if you would like to speak to our experts about getting Microsoft Teams for your business, just get in touch.