- Create A Meeting On Teams
- How Does Teams Meetings Work
- Teams Meeting On Hold
- Meeting On Teams Outside Organization
All you need to join a Teams meeting is a link. Select Click here to join the meeting in your meeting invite to be taken to a page where you can choose to either join on the web or download the desktop app. If you already have the Teams app, the meeting will open there automatically. Remove Teams from a meeting. You can remove Teams from a meeting while you're creating the meeting, but not after you send the invitation. Outlook on the desktop. At the top of the new meeting form, select Settings Don't Host Online. Outlook on the web. In the new event form, select the Teams meeting toggle to turn it off. Microsoft Teams is the hub for team collaboration in Microsoft 365 that integrates the people, content, and tools your team needs to be more engaged and effective.
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 must have a Microsoft 365 license that allows you access to the Teams service. If you do not have the correct license, you will not see the Teams Meeting or Teams Live Event options as a part of the Streaming providers list.
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. If you are using a custom form, ensure that you hide this field and set the value to Hybrid event.
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 attendees||Attendees can watch the event on demand using DVR options for 180 days.|
|Do you want to enable Q/A for this event||Attendees can interact with producers and presenters in a moderated Q&A.|
|Attendee URL||The URL that attendees will use to join the live event.|
More information on details and settings for Teams live events: Schedule a Teams live event
Live Events Roles
|Role Name||What do they do?||How to set them up?|
|Event owner||The user who owns the event record in Dynamics 365 Marketing.||Set the event owner by using the Assign button on the event ribbon|
|Teams meeting owner||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. Any change to the event record in Dynamics will only reflect in Teams when done by this user or when they select Sync to Teams.||Sign in as this user in Dynamics 365 Marketing and create a new event with a live event or meeting stream.|
|Presenter||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.||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.|
|Producer||A producer is a host that makes sure attendees have a great viewing experience by controlling the live event stream. 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. On an event, navigate to the Additional Information tab and add the team members. Team members can have any role in Dynamics 365 Marketing, but they will always be producers in the Teams live event.|
- Captions configuration options (Teams preview feature) are not available when creating live events from Dynamics 365 Marketing.
- More about Teams roles: Get started with Microsoft Teams live events
How to invite a guest to present in a Live Event
- Ensure that the guest user is added to your Teams instance. You only have to do this once. Learn more about adding guest users: Guest to present
- As a best practice, Teams recommends that you create a channel for producers and presenters of the live event so they can chat and share information before the event. Guests who don't have Microsoft 365 credentials won't see the Calendar in Teams. To make it easy for them to join the event, producers can post the event link to the channel. Presenters can then open Teams, go to the channel, and select the link to join the event.
- Add a guest as a presenter in your live event by adding them as a speaker in your event or session in Dynamics 365 Marketing using the steps detailed above.
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.
To invite a registrant to join the event, do not share the attendee URL directly. Instead, use the method described below.
Once a live event or meeting is created or updated, and the producers and presenters are added (by adding Team members and Speakers) - the meeting will show up in their Outlook calendar as well in their Teams calendar. This would be a read-only version of the event, and changes made to this event (from the Teams meeting owner's calendar) would not reflect back in Dynamics 365 Marketing. The speakers and team members can join the live event from their calendar.
Guest users as presenters will not see the event on their calendar. Send guest users the attendee link from the event in Dynamics 365 Marketing.
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.
Because the Teams check-in button generates a unique URL for each registrant, anyone who selects the Teams check-in button from a forwarded email will not be able to check in to the event.
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.
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
Create A Meeting On Teams
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.
Event management settings
Set up a webinar
- For an overview of making the transition to remote learning and resources to help you get started, see our remote learning home page.
- Resources to assist educators and students with remote learning are available in Remote teaching and learning in Office 365 Education.
You've completed Get started. You've rolled out Teams with chat, teams, channels, & apps across your organization. Now you're ready to add the meetings workload, including audio conferencing, video, and sharing. This article walks you through the rollout of meetings and audio conferencing. Start by watching our Teams meetings, conferencing, and devices video (3:28 minutes):
To learn more about the meetings experience for your users, see Meetings and calls.
New in April 2020: Meeting organizers can end a meeting for all meeting participants in Teams by clicking End meeting in the meeting controls within the meeting.
New in November 2019: You can now use Advisor for Teams (preview) to help you roll out Microsoft Teams. Advisor for Teams (preview) walks you through your Teams rollout, including meetings and conferencing. It assesses your Office 365 environment and identifies the most common configurations that you may need to update or modify before you can successfully roll out meetings and conferencing in Teams.
For details about Teams meetings and conferencing on different platforms, see Teams features by platform.
Meetings and conferencing deployment decisions
Teams provides a great out-of-the-box experience for your organization, and most organizations find that the default settings work for them. This article helps you decide whether to change any of the default settings, based on your organization's profile and business requirements, then it walks you through each change. We've split the settings into two groups, starting with the core set of changes you're more likely to make. The second group includes the additional settings you may want to configure, based on your organization's needs.
Watch the following session to learn more about Meetings: Introduction to Meetings in Microsoft Teams for IT Pros
Meetings and conferencing prerequisites
Before scaling your meetings deployment across your organization, take time to review and confirm that your environment is ready to provide users with the bestpossible experience. Review the following information and make any required changes to your environment as needed.
To get the best experience on Teams, your organization must have deployed Exchange Online and SharePoint Online, and you must have a verified domain for O365such as contoso.com.
To scale meetings across your organization you should ensure that all user locations have internet access to connect to the Office 365 Services. At a minimum you should make sure that the following common ports are open to the internet from your user's locations:-
- TCP ports 80 and 443 outgoing from clients that will use Teams
- UDP ports 3478 through 3481 outgoing from clients that will use Teams
|Is my network ready for Teams meetings deployment?||To verify that your network is ready, see:|
Core deployment decisions
These are the settings that most organizations want to change (if the Teams default settings don't work for the organization).
Teams provides a set of custom administrator roles that can be used to manage Teams for your organization. The roles provide various capabilities to administrators.
|Who will be assigned the Teams Communications Administrator role?||To learn more about Teams administrator roles see Use Microsoft Teams admin roles to manage Teams.|
|Who will be assigned the Teams Communications Support Engineer role?||To assign admin roles, see Assign administrator and non-administrator roles to users with Active Directory.|
|Who will be assigned the Teams Communications Support Specialist role?|
Meetings settings are used to control whether anonymous users can join Teams meetings, set up meeting invitations, and if you want to turn on Quality of Service (QoS), set the ports for real-time traffic. These settings will be used for all of the Teams meetings that users schedule in your organization.
|Will I customize the initial meeting settings?||See the Meetings in Teams tutorial to learn more about meetings settings.|
|Will I implement QoS?||See Quality of Service in Microsoft Teams for information about QoS concepts. scenarios, and implementation.|
Meeting policies are used to control what features are available to users when they join Teams meetings. You can use the default policy or create one or more custom meeting policies for people that host meetings in your organization. To learn more, see the Meetings in Microsoft Team tutorial.
Read Manage meeting policies in Teams.
Audio Conferencing provides organizations with additional entry points to any meeting (ad hoc or scheduled) by allowing meeting participants to join via public switched telephone network (PSTN) by dialing in using a traditional land line, private branch exchange (PBX), or mobile phone.
When you're ready to roll out Audio Conferencing, see the in-depth Audio Conferencing rollout guidance.
Meeting room and personal devices
For an optimal meeting experience in Teams, consider using Teams devices such as room systems, phones, headsets, and cameras. To learn more, see Teams devices for intelligent communications.
|Will I purchase personal devices for my users?||Read Manage your devices in Teams.|
|Will I purchase and deploy room system devices for my conference rooms?||Read Meeting room devices and solutions.|
Use activity reports to see how users in your organization are using Teams. For example, if some don't use Teams yet, they might not know how to get started or understand how they can use Teams to be more productive and collaborative. Your organization can use the activity reports to decide where to prioritize training and communication efforts.
|Who will be responsible for reporting?||Read Use activity reports for Teams.|
|Who will be responsible for monitoring usage?||Read Monitor usage and feedback in Teams.|
Additional deployment decisions
You may want to change these settings, based on your organization's needs and configuration.
Bandwidth planning lets organizations estimate the bandwidth that will be required to support meetings across their wide area networks and internet links so they can confirm that the network is correctly provisioned to support a scaled out meeting service.
Teams won't let users schedule meetings or live events when they're offline or running with limited bandwidth.
|Do I need to do bandwidth planning prior to and during my Meetings rollout?||See Network Readiness for more information and links to tools to simplify your planning process.|
Meeting recording and archiving
Users can record their meetings and group calls to capture audio, video, and screen sharing activity. There is also an option for recordings to have automatic transcription, so that users can play back meeting recordings with closed captions and search for important discussion items in the transcript. The recording happens in the cloud and is saved in Microsoft Stream, so users can share it securely across their organization. To find the recording for a meeting, go to the meeting conversation.
The change from using Microsoft Stream to OneDrive for Business and SharePoint for meeting recordings will be a phased approach. At launch you'll be able to opt-in to this experience, in November you'll have to opt-out if you want to continue using Stream, and some time in early 2021 we'll require all customers to use OneDrive for Business and SharePoint for new meeting recordings.
To learn more, see Teams cloud meeting recording.
|Will I turn on the meeting transcription service?||See Turn on or turn off recording transcription|
Live events policies
Teams live events policies are used to manage event settings for groups of users. You can use the default policy or create additional policies that can be assigned to users who hold live events within your organization.
|Will my organization use Teams live events?||See the live events articles for more information about planning for, setting up, and configuring Teams live events.|
Conference room systems rollout
Organizations with many conference rooms may want to consider a structured approach to inventorying their rooms, identifying the appropriate devices, and then rolling them out.
|What do I need to do to roll out conference room systems?||Check out the Plan Microsoft Teams Rooms articles.|
Cloud video interop
Motionvfx mbokeh 100 organic 2k bokeh elements download. Cloud video interop makes it possible for third-party meeting room devices to join Teams meetings.
Video teleconferencing with content collaboration helps you make the most out of meetings. However, meeting room systems and devices are expensive to upgrade. Cloud video interop for Teams works with third-party systems and delivers a native meeting experience for all participants – in meeting rooms or inside Teams clients.
|Will I use a cloud video interop solution as part of my room systems deployment?||Read Cloud Video Interop for Teams.|
Personal device rollout
When planning a larger rollout of personal devices to support meetings or voice deployments, consider using a repeatable site-by-site rollout process that delivers repeatable quality.
|Will I use a site-by-site approach to roll out Meetings?||The Site enablement playbook for Teams provides a good foundation that you can use for your own deployments. The guide is focused on voice, but the general principles of device delivery, account readiness, adoption, and training apply to a large meeting deployment.|
Troubleshoot meeting and call quality
Teams gives you two ways to monitor and troubleshoot call quality problems: Call Analytics and Call Quality Dashboard. Call Analytics shows detailed information about the devices, networks, and connectivity related to the specific calls and meetings for each user. Call Analytics is designed to help admins and helpdesk agents troubleshoot call quality problems with specific calls, whereas the Call Quality Dashboard is designed to help admins and network engineers optimize a network. Call Quality Dashboard shifts focus from specific users and instead looks at aggregate information for an entire Teams organization.
|Who will be responsible for monitoring and troubleshooting call quality issues?||Read Use Call Analytics to troubleshoot poor call quality for information about permission levels required to troubleshoot call quality issues.|
Operate your meetings service
How Does Teams Meetings Work
It's important that you understand the overall health of the Teams service so that you can proactively alert others in your organization of any event that affects the service. The Operate my service articles provide in-depth guidance for service operations.
|Who in my organization will be responsible for managing the meetings service?||Make sure this person has the Teams admin permissions they need in order to manage your meetings service. To learn more about Teams administrator roles see Use Microsoft Teams admin roles to manage Teams.|
Teams Meeting On Hold
Meeting On Teams Outside Organization
- Drive adoption of meetings & conferencing throughout your organization.
- Include featured apps - such as Planner - in your initial Teams rollout. Add other apps, bots, & connectors as you drive Teams adoption.