You're reading from Hands-On Microsoft Teams. - Second Edition

Product typeBook

Published inDec 2021

PublisherPackt

ISBN-139781801075275

Edition2nd Edition

Tools

Microsoft Teams

Concepts

Real Time Communication

Author (1)

João Ferreira

How to Use Microsoft Teams: Meetings, Webinars, and Live Events

The evolution of the different web technologies and the incremental increase of network speeds is changing the way we all consume information and the way we all work.

The web is no longer a place where you can only find written content; an increasing number of people are producing video content, as it is more convenient, and in most locations, internet speed limitations are a thing of the past.

This chapter covers the media functionalities of Microsoft Teams, detailing the features available in meetings, webinars, and live events. This will help you to master each one of these options and to better decide when to use them.

In this chapter, we are going to cover the following main features that can be utilized in Microsoft Teams:

Meetings
Audio Conferencing
Live events
Webinars

Meetings in Microsoft Teams

As a substitute for Skype for Business, Microsoft Teams has a lot of calling and meeting functionalities that extend communication to a new level in the modern workplace. A meeting in Microsoft Teams can be started spontaneously by clicking on the Meet now button, or it can be planned ahead of time and scheduled by generating a meeting request that is then sent to other participants.

In the following section, you will learn how to schedule a meeting, and how to use all the available options to get the best out of the media functionalities of Microsoft Teams.

Schedule a meeting using the Calendar application

Meetings can be scheduled directly from the Microsoft Teams application, or from Microsoft Outlook. In the Outlook web version, the option to create a new Teams meeting is available by default; in the desktop version, however, it requires the Teams add-on to be installed on your computer.

To schedule a meeting from Microsoft Teams, do...

Audio Conferencing

Audio Conferencing is an add-on to Microsoft Teams that allows users to join meetings by dialing a number from their phones. This feature is included with the plans Enterprise E5— with Audio Conferencing—and Microsoft 365 Business Voice; for all other plans it is sold separately as an add-on.

Audio Conferencing comes in handy in a variety of scenarios, such as when:

The user doesn't have access to a computer or a mobile phone with the Microsoft Teams app installed or with a microphone configured.
The network bandwidth is not good enough for voice over IP to be used.

The add-on license for Audio Conferencing is only necessary for those users who will schedule meetings. Users attending meetings are not required to have the same license.

Audio Conferencing is not available in all countries. To check if it is available in your region, go to the following link and select your country to view the features available...

Live events on Microsoft Teams

Live events on Microsoft Teams are an extension of meetings and should be used every time you have the need to broadcast to a large audience. Meetings on Microsoft Teams only support 1,000 attendees (once this number is exceeded, meetings support up to 20,000 users in listen-only mode), so if you are planning an online event that exceeds this number, you must use live events instead, which can support up to 10,000 attendees.

Live events are, by definition, a one-to-many form of communication since the presenters have the rights to speak and share content, and all the other attendees can only listen and interact with the presenters through a moderated Q&A format.

Live event profiles

By reading the live events introduction, you can probably tell that it would be too complicated for a single person to manage everything that happens during the event—in which case, you are right: when looking at live events, you will find...

Webinars in Microsoft Teams

Webinars in Microsoft Teams allow you to easily set up events, giving you more control over the definition of the presenter roles and without the complexity of live events.

You will find webinars in Microsoft Teams extremely easy to use, as all the meeting features are shared with regular meetings. The main difference between these two types of meetings is in the scheduling and reporting features included in the webinars.

By scheduling a webinar, you have the possibility of creating a registration form to include in all your communications about your event. It can be added to internal company newsletters or published on social media if the event is public.

By using this feature of Microsoft Teams, you will automatically receive information about the participants and have access to a report with all the registered users, along with the ones who have attended.

How to schedule a webinar in Microsoft Teams

Webinars can only be scheduled...

Meetings, webinars, and live events limits

Meetings, webinars, and live events have a few limitations that you should be aware of before using them. In Table 4.1, you will find the important limiting values that you should take into consideration when choosing one of the Microsoft Teams meeting types.

...

Summary

In this chapter, you have learned how to use Microsoft Teams to schedule meetings and webinars and organize live events using all the features included in the product.

You now know in detail about the three available meeting types from the perspective of an end user and administrator, and are ready to leverage these features in your organization. You should be able to select the type of meeting appropriate for your needs, depending on the size and the requirements you have for the content being shared. Use meetings and webinars for smaller audiences of up to 1,000 users, or live events if you need to host a bigger audience.

In the next chapter, you will learn how to protect information inside Microsoft Teams using private and shared channels, along with a detailed exploration of these concepts.

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Author (1)

João Ferreira

João Ferreira is an acclaimed Microsoft MVP, MCP, and MCSA. João has been working with SharePoint for the last 9 years and embraced Microsoft Teams right from day one. João is responsible for the development of several products and is also the owner of 4 blogs: HANDS-ON tek, HANDS-ON SharePoint, HANDS-ON Teams, and HANDS-ON Lists.
Read more about João Ferreira

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	Meetings	Live Events	Webinars
Max. number of people	1,000	10,000	1,000
Max. length	N/A	4 hours	N/A
Max. number of concurrent events