Organizing a Teams Webinar with an F3-license

The Teams webinar functionality has rolled out. Many things have already been said about it (Mike Tholfsen’s video says it all really) and basically it is a regular Teams Meeting with a registration form and very limiting meeting options, so it was both a relief to me (“oh good, it works like a Teams meeting”) and a disappointment (“oh, it works like a Teams meeting, what is all the fuss about?”) when I investigated it.

However, F3-licensed users do not have the option to create a Webinar, just as they can not create a Live Event. Our E3-licenses users have three options when they click the New Meeting option: Schedule meeting, Webinar, Live event. F3 users only have New Meeting option.
They can of course use a regular Teams meeting for any webinar, as described in my earlier post, but seriously, they can use the webinar option as well! Here goes:

Webinar creation for E3-users. F3 users only have the New Meeting button.

1. Create the event

  • In your Teams calendar, click New Meeting. The invitation screen will open.
  • On the top right, you will see an option “Require registration”. Select “people in my organization”. “(If you want to make this available for external attendees, you may need to create a Form for registration – remember to make this available for everyone)
Click the arrow and select “For people in your org” to create a registration form. F3-users can not create a registration form for everyone.
  • Leave the registration form for now, as that can be done later when you can give it your full attention.
  • Add all relevant event details, and invite the presenter(s) only.
Make sure you only invite the presenters.
  • Send the invitation to the presenter(s) and the event will be added to the agenda of yourself (the organizer) and the presenter(s), looking like this:
a Webinar looks like this in your calendar

2. Edit the registration form (attendees from your organization only)

  • Open and edit the event from your Teams calendar and click “Customize registration form”.
  • Op the top left, click “Edit”
  • Adjust the registration form – make sure date and time are correct (it does not always copy correctly!!!) and you can add a picture, add speakers, and (optional) ask a few extra questions.
The registration form – you can add all details and even a picture! Check if date and time have copied over correctly!
  • Click “Save” top left, and “View in browser” to see what it looks like. Adjust when necessary. Copy the registration link to distribute to your audience.

3. Adjust the meeting options

  • Open the event from your Teams calendar and click Meeting Options or Change Options
Two places to change the meeting options
  • Adjust the meeting options until they look like the screenshot below and click “Save”.
  • If you do not want to be bothered with adding people from the lobby, make sure you set Lobby to “everyone”.
These are the standard Meeting options for a webinar.

4. Advertise your webinar

Make sure that your audience knows about the webinar. Share the information and add the link to the registration form in and outside your organization. You can use the intranet, a SharePoint site, Yammer, email, social media, an external website, a printed flyer with a QR code, whatever is relevant.

5. Check registrations

The registrations will be added in a nice list in the Details tab of your event.

You can keep track of registrations from your calendar

6. Before the webinar

  • Download the Teams desktop app from the Microsoft Store. F3-licenses users use the web and mobile apps by definition, but the Teams desktop app is free and gives you a ton of extra control options for your event. Download, log in and familiarize yourself with it.
  • Plan your break-out rooms (desktop-app only) and add any Polls that you would like to use during the webinar.

7. During the webinar

  • A little before the start time, open the Teams desktop app and click “Join meeting” from one of the usual places
  • Proceed as in any other Teams meeting
  • You can add Polls, use breakout rooms, and what not, just like any regular meeting
  • If you want to allow live questions at the end of the webinar, open the Meeting options (… in the Meeting control bar) and allow microphones and cameras to be opened up (Teams desktop app only)
Options available for the organizer in the Teams desktop app

8. Attendance report

The attendance report will be on the Chat tab, as usual.

Good to know:

  1. That little lectern icon appears on events which require registration, only in the Teams calendar. Check out the second and third screenshots from the top to see the difference!
  2. When you have selected registration “for people in your organization” only, their names and emailadresses will be added automatically when your colleagues open the registration form.
  3. There has to be a presenter in the Meeting options, otherwise you can not save the Meeting options. When the organizer is the presenter, make sure you select “Only Me” as the presenter.

Conclusion:

Every F3-licensed user can create a Teams webinar, with one limitation and one manual action compared to an E3-user:

  • The F3 license has no option to create a registration form for externals – you will need to use Microsoft Forms to collect registrations.
  • They will need to adjust the Meeting Options manually.
  • Using the Teams desktop app (free from the Microsoft Store) gives you many more options to control the event.

Good luck!

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