Preview: Set up a Microsoft Teams webinar
A preview feature is a feature that is not complete, but is made available before it’s officially in a release so customers can get early access and provide feedback. Preview features aren’t meant for production use and may have limited or restricted functionality.
You will need your administrator to turn on the feature switch for the Online events for Teams functionality under Event management before you are able to access it.
This article explains how to use Microsoft Teams as an online meetings provider for Dynamics 365 Marketing events. Teams event functionality is now incorporated directly into Marketing, allowing you to host Teams live events for webinars and Teams meetings for interactive online meetings.
To use Microsoft Teams as a webinar provider, you have must a Microsoft 365 license that allows you access to the Teams service.
Create an online event
To create a Teams event, select Events in the left navigation pane of the Marketing app. Then select +New in the ribbon. You will see a new banner highlighting that Teams is available as a streaming provider.
The field Event Format is hidden from the event form and is automatically set. Set the Do you want to stream this event toggle to Yes, and it will show the streaming options.
Event streaming options
After you flip the Do you want to stream this event toggle to Yes, you will have three options for selecting the streaming provider.
Teams live events
Use Teams live events to create webinar style online meetings. Live event presenters can share content, video, and audio. Attendees can view the content, but cannot share their own audio, video, or content.
Live events are useful for conference keynotes or meetings where a few presenters are presenting to a large audience. The audience can optionally submit questions using the Q&A feature for the live event. More information on Teams live events: What are Microsoft Teams live events?
You can only create "public" Teams live events from Dynamics 365 Marketing. These events are open to anyone. Attendees are not required to sign in to attend the event.
Live event settings
|Recording available to producers and presenters||A downloadable recording will be made available to producers for 180 days after the event is over.|
|Recording available to attendees||Attendees can watch the event on demand using DVR options for 180 days.|
|Attendee engagement report||You can download a report that tracks attendee participation.|
|Q&A||Attendees can interact with producers and presenters in a moderated Q&A.|
More information on details and settings for Teams live events: Schedule a Teams live event
- Captions configuration options (Teams preview feature) are not available when creating live events from Dynamics 365 Marketing.
- The attendee engagement report includes downloadable CSV details of attendees. The report details may slightly differ from the autogenerated check-in information in Marketing.
- The Teams meeting owner is the user who originally created the live event in Marketing. The Teams meeting owner is designated as the owner of the event in Teams. Changing the owner of the event record in Marketing does not change the owner of the live event in Teams.
- The event planner cannot assign the Teams meeting owner.
- Events created in the Marketing app's event management are not available in the Teams calendar for owners, producers, or attendees.
The Teams meetings option allows you to create an interactive online meeting experience where all attendees are able to share audio, video, or content. More information about Teams meetings: Meetings in Microsoft Teams
If your organization has already set up a webinar provider (using ON24), you can find the existing webinar configurations after setting the streaming provider to Other. Doing so reveals the classic "Webinar Configuration" settings. More information on the classic webinar settings: Set up a webinar
The Teams live event or meeting attendee link
The Teams attendee URL is created when you save a Marketing event that is being streamed with Teams. You can navigate to the Teams live event or meeting using the attendee URL.
Adding presenters and producers to a Teams live event
In a Teams live event, a presenter is a person who presents audio, video, or a screen to the live event, or moderates Q&A. Presenters can only share audio, video, or a screen (desktop or window) in live events produced in Teams.
A producer is a host that makes sure attendees have a great viewing experience by controlling the live event stream.
More about Teams roles: Get started with Microsoft Teams live events
Adding a presenter or a producer to a Teams live event is simple.
- If you want another user to have the ability to produce the live event, you can add the producer user as an Event Team Member. This will only work when the Event Team Member is a Dynamics 365 Marketing and Microsoft Teams user.
- If you want to invite another person to present to the live event, add them as a speaker to the event or the session. To add the person as a speaker, create a speaker engagement at the event (or session) level. The speaker is added as the “presenter” for the live event. Ensure that the speaker email ID is filled in.
- You can invite the presenters and producers of your live event to present the event by sharing the attendee URL with them. The attendee URL is displayed on the event form after the event is saved for the first time.
To invite a registrant to join the event, do not share the attendee URL directly. Instead, use the method described below.
Inviting registrants to attend the live event through email
After creating the event, going live with it, and gathering registrations, you should send the registrants an email to provide the attendee URL. In the Marketing email designer, you will find a new Teams check-in element in the new Events communication area.
The Teams check-in button generates a unique attendee URL for each registrant. When the registrant selects the button, Marketing will create a relevant check-in record for them, giving insights about the attendance of the live event in Marketing.
To create a Teams check-in button:
Create a new email in the email editor.
In the Toolbox pane, go to Events communication and drag and drop the Teams check-in element into the email. This will create a check-in button.
In the Properties pane, select the Event or Session you want the customer to join. (Note: the Event or Session needs to be set to a Teams live event or meeting and must be in “Live” state before you can select it). Design the button according to the design of the email.
To preview the button in the Preview panel, select a contact that has a registration for the selected Event or Session.
The email with the Teams check-in button should be shared shortly before the event start time, not days in advance. If the email is shared too far in advance, contacts may click on the button and create automated check-ins, only to receive a notice that the "Live event has not started yet."
Keeping Dynamics 365 Marketing and Teams in sync
A user who has access to an event record and permissions to edit the record in Dynamics 365 Marketing can make any change to a record. However, since the same user may not have created the corresponding live event or meeting in Teams (and thus may not be the "Teams Meeting owner"), the changes the user made to the event record in Marketing are not propagated to Teams. This functionality is similar to functionality within Teams, where a user cannot make changes to a live event or meeting created by another user.
In scenarios where event record changes are not propagated to Teams, the Marketing app displays a warning to any user who is not the Teams meeting owner. If the user who is the Teams meeting owner for that event opens the event record, the user would see a Sync with Teams button in the ribbon. Clicking on the Sync with Teams button syncs the changes made to the event by any non-owner users.
Teams meeting owners are set to the user who creates the live event or meeting in Dynamics 365 Marketing. You cannot change the owner once the event has been created. This is different from the owner of the event record in Marketing.
Viewing the event recording
Once the live event is over, the attendees can view the recording of the event by navigating to the attendee URL from their email. The recording will be available if the creator of the live event in Marketing sets the Recording available to attendees flag to Yes.