How to use Microsoft Teams Live Event

hi everyone my name is Kevin today I want to show you how you can set up a live event in Microsoft teams and as full disclosure Before we jump into this I work at Microsoft as a full time employee my HR department requires me to say that any time I talk about Microsoft products now if you're brand new to Microsoft teams and you're just trying to figure out how to use teams I've done a video on that I'd recommend starting there however if you're a more veteran user of teams and you're looking at what some of the advanced functionality is live events is a really nice new piece of functionality that you could take advantage of now first off what is the difference between a live event and just a standard meeting in Microsoft teams well with a standard meeting in Microsoft teams imagine you have say 10 people everyone can talk with one another anyone can share their screen you could see everyone's video it's a very collaborative session with a live event it's much more of a broadcast so imagine you're back in college and you're sitting in a lecture and the professor has a lot of information to share and it's a one-way communication stream or maybe you work at a company where an executive wants to talk about the quarterly results and it let's say it's an all-hands format and so it's the executive sharing and the employees listening those are two great examples of where a team's live event is the right type of event to set up and so depending on the type of event you need to set up a live event event it might be the right one for you and today I'm going to show you how in teams you can get that set up luckily whether you're setting up a meeting or if you're setting up a live event it's pretty easy to set up either one all right well why don't we jump into it and I'll show you how to set up a live event Here I am in Microsoft teams and I'm just in the standard team's view here and to set up a live event it's pretty simple so what we're going to do to set up a live event is let's click on the calendar pivot over on the left hand side if you don't see calendar here by default you can also click on the dot-dot-dot and you should be able to add count from down here now I'm gonna go ahead I'm gonna click on calendar and here's my calendar for the week now up in the top right hand corner you see this option that says new meeting now if I just click on that that would open up a standard team's meeting if I want to set up a live event though what I want to do is I'll click on this drop down and now this shows me the two types of events or meetings that I could set up you do your standard meeting or I could set up a live event and so today I want to set up a live event like I said before this is more of a broadcast now when I go into here it's pretty similar to setting up a standard meeting I could go ahead and I could set up a title what I'm gonna do is a fictional company that I've used in previous videos is called the Kevins cookie company so we're gonna do the Kevins so let's say this is a maybe a call with shareholders and I'm going to share out how we performed what I could do is I could choose a location and then I could also set the start and end time so let's go ahead and I'm gonna choose maybe next Friday we'll have this from 3:00 to 3:30 so on April 17th and then I can also type in additional information all right so that's the details of the meeting and now what I can also do is I can invite additional presenters to this meeting so this is anyone who I want to give the ability to share during the meeting and so my friend Alex all make sure I include him he's one of our marketing assistants and then you could also define the role of someone so a producer has more control over who's up what's a content is shown versus a presenter has the ability to show content and also speak but doesn't have quite as much permission as I do as Isaiah here so once all of that looks good I have me set up as a producer I have Alex down as one of the presenters I could also include additional people if I want to but otherwise all of that looks good and and that's pretty good so I'm just gonna go ahead and click on next once I click on next it's gonna ask me a few additional questions there's a section here called live event permissions now I could choose specific people or groups who are able to join the live event or I could set it up so anyone within my company can join and then the third option which is grayed out for me is I could set this up as a public event and as a public event anyone could and join this meeting but the way this tenant is set up is it only allows me to set up two and word wide event so I'm going to go with that and now as I scroll down I'll see some additional features here that I could turn on or off and we're just going to run through what some of these are now by default the recording will be available to the producer and the presenter so meaning that me and Alex will get access to the recording I could also make the recording available to attendees that sounds like a reasonable option I'll leave it checked you could also turn on captions which is in preview you could also get an attendee engagement report or did people have the screen up the whole time were they watching so kind of an interesting report that you could get and then you could also turn on or off Q&A so if you truly want it to be a one-way broadcast with no interaction at all you can leave Q&A off however I'm going to go ahead and turn it on because maybe some people have questions about how the cookie company has been performing with a QA this is all tight feedback that you're getting so people won't be able to verbally ask questions but they will be able to type questions and then as I go down here what I can also do is it says you could use an external app or a device for the live event however in this case I'm just going to stick with the basics and use teams to support it and then I could also provide attendees with access to support info for your organization and I just have the standard support information there all right well all of these settings look good and that's all it takes to set up a live event or at least a schedule a live event so I'm gonna go ahead and schedule this now and this will add the live event to my calendar now a few things that I want to call out here so here it's now created the event and if I want to invite attendees to the event it hasn't actually sent out an calendar invite to anyone yet all it's done is its created the event on my calendar and on Alex's calendar and if I click join here this joins me as a producer and in Alex's case as a presenter and so we have additional permissions that we don't want attendees to have so here if I go down I'll see the standard join a live event but once again this is just for both me and Alex to access for attendees I need to click on this get at handi link and if I click on that it says it's been copied to the clipboard so what I could do is I could go to someplace like Outlook or wherever else I'm scheduling this meeting or maybe it's on the company website or the you know a school teams Channel and I could paste that link in and that'll give people access to the live event so that's how you disseminate out the live event information to attendees so all of that looks good and this event is now all set up so I'm going to go ahead and close it and here I see it on my calendar on the 17th at 3:00 to 3:30 now if I click into this event and do one thing to call out you see this little icon here this is the live event icon just to let me know that this is a live event going on so if I click on this event now what I can do is all join the event and similar to hey there I am in the camera similar to a standard team's meeting well what I can do is I you see my video and I could also see my microphone setting right here I'll go ahead and unmute that I could also see my settings and I'm gonna go ahead and join the event don't worry when you just join the event it won't start broadcasting right away so what's gonna happen now is this will drop me in the main event video and now a few things I want to call out so here I can see the title of the meeting I could also see the time that's elapsed I currently have 0 attendees in my live event as attendees join you'll see this number go up and it says pre live now down below I have a few different things on the screen and I want to walk through what these different things mean so over on the left hand side this is the queue this is what's coming up next that I want all of my attendees to see and over on the right hand side this is currently what's live and now it's telling me the live event hasn't started yet so what I could do now is I see my picture down here I see my camera down here what I can do is I can also go ahead and share content so I'm gonna go ahead let me click on share and I'm gonna bring in a PowerPoint presentation so there I brought in so here I brought in a PowerPoint presentation so now I have my video here and I also have my desktop content right here so what I could do is you see it says add video or content from below and then you have this single source or you could do content left so let me show what those means so it's single source if I click on my video what that'll do is that'll fill up the view just with my video so this is a single source if I click on double so content on the left let me click on that it'll put my video on the right hand side and now if I click on content it puts the content on the left and then my video on the right and now imagine that Alex were to join the call his video would also appear down here and so if I click over here I could then click on the video that I want to have featured as part of this so in this case I'm the only one here so I click on myself on the featured one over on the right hand side and what I could do that is let's say I set up my view of my presentation I have my video right here and I'm satisfied with the look and let's say I start having attendees join what I could do now is if I click on send live this will send the video and the PowerPoint footage from my queue over to the live event and so now whoever is on the live event will now see what's appearing here on the screen I can even go ahead and click on start and what this will do is this will start the live event so you can't stop it once it's been started once you stop it the events done and it could last for up to four hours what's interesting is attendees watch with a 10 to 20 second delay so I'm going to go ahead and click on go live so this live event is now active it's a live event people could start joining and people will see both my video and my slide that I'm sharing on the screen now what I could do is as I'm say presenting content and you know let's say I'm going through all my content over here on the right hand side I could start to compose what's on the left hand side of the screen so let's say maybe I've shown the slide and I'm kind of done with that what I could do now is I could click on my video and let's say I finish the slide and I'm happy with the way the next screen looks what I could do now is I could click on send live and this will now send the full screen video over to the right hand side or maybe what I want to do is maybe I just want to share the content now and now I could click on send live and that will all nate'll now send the PowerPoint presentation so it's the live view over here on the right hand side a few other things that I could do so that's how I control what appears within the live events whether it's a video whether it's content that I'm sharing what I also do is I also have some controls for the live events so here if I go up to the right hand side we're just gonna run through what these do so over here I can see the health and performance of the event so it gives me a little bit of information about you know what is the bitrate how does my network seem so I'm gonna go ahead and close that what I also have is the Q&A now this is going to be the main way that you interact with your audience in a team's live event so unlike like I said before traditional team's meeting you don't have the ability to talk with your audience but you can read questions from your audience so what I'll do is I'm gonna click on new and anytime someone submits a question it'll come into this basically a pending view or kind of a queue of questions and you could go ahead and approve the question dismiss the question or you could even make an announcement that'll go out to everyone who's part of this session so maybe the session hasn't started yet and you want to send an announcement saying hey we'll start in a moment or maybe you want to send out a link to everyone you could do that via the announcement functionality and here you could also respond to questions you could publish the questions and if you end up dismissing any questions they'll show up in the dismissed bucket so you have control as a broadcaster or as part of a live event as to what questions show up to all of the attendees you also have the ability to take shared meeting notes that everyone can see you also have the ability to chat now a meeting chat is limited to the producers and the presenters so not all attendees will be able to see the chat here the Q&A is the main mechanism for your attendees to interact and then here what I could do is I could see all the participants now these are these participants that show up here this is limited to who's presenting who's producing so let's say I want to add another presenter so here for example I could type in let's type in Meghan she's another person a marketing manager tour company I can then include her and I'll just automatically call her into the meeting once again this is not where you invite attendees instead we did that previously when we copied the link what I can also do is if I click on the settings gear this is where I could choose my microphone so my audio devices I can set my speaker I could also configure my camera and then lastly there's also information about how different presenters can join the meeting but once again you don't want to share this out with attendees this is for the presenters of the meeting I showed previously how you could get the attendee information now once you go through and the live events all done you'll see here it's recording the event by default what I can do is once it's all done I'm going to click on end that'll end the event let's say there are other presenters or maybe another producer in here I can also leave the meeting and someone else can carry on so I don't have to be there for the meeting to continue on others can can continue without me but the event everything seems good so I'm gonna go ahead now and I'm gonna click on end and what that's gonna do is that's going to end the live event I'm gonna go ahead and click on end and you'll see here that it says the live event has ended so any attendees joining at this point will see that text in there and now that the events over what I could do is I could click on leave and that will formally terminate the live event for me here I could go back I could view the chat I could see any meeting notes and I have all the content related to this live event all right well that was just a quick tutorial of how you could use live events in Microsoft teams like I said before a live event in Microsoft teams is much more of a broadcast where you want to disseminate information but you don't want as much interaction from the crowd if you were able to successfully set up a team's live event and this helped you figure out how to work it please give this video a thumbs up if you want to see more videos like this in the future please hit that subscribe button that way you'll get a notification any time new content like this comes out and lastly if there are any other ideas that you want to see me cover in the future any other video topics leave a comment down below I read them all and I'll add it to my list of videos to create alright well that's all I have for you today I hope you enjoyed it and hope to see you next time bye

Channel: Kevin Stratvert

Views: 323,142

Keywords: microsoft teams, live events, event, live event, live, broadcast, audience, share, sharing, teams, microsoft, office, team, video, real time, schedule, meeting, meetings, queue, content, app, online, office 365, conference, all hands, lecture, teach, notes, demo, note, whiteboard, 2019, 2020, chat, q&a, stop, yammer, video conferencing, stream, live event in teams, ms teams, what is, video call, broadcast live

Id: pGmdfUL5mGU

Length: 15min 4sec (904 seconds)

Published: Mon Apr 13 2020