This is the transcript of the "Webinar" video.
Speaker 1:
Hi there. In this video, we will look at using Teams calendar to set up a webinar. This may be for use in a school setting or for a community forum activity. The webinar meeting allows an organiser to create an online event where participants have to register their interest via a registration page. The participants will then receive a link to the webinar via email as well as a recording once it has concluded. Webinar organisers and presenters have access to a green room prior to starting the webinar, allowing them to test audio, screen sharing and other features before participants enter the room.
Let's go and create a webinar for a parent information session. On the left-hand side of the Teams window, click the calendar icon. In the top right-hand corner of the window, click the dropdown arrow next to New meeting and select Webinar. In the title box, give your webinar a name. This will appear later on the registration page. Select the date and time of the webinar. In the description box, write a brief description of your webinar. This, too, will appear on the registration page. You can include lists and hyperlinks.
Next, you can add in users to have different roles within the webinar. Anyone added in these sections will receive an invitation to the webinar and don't require registration. A co-organiser has the ability to manage the webinar, but they can't publish or edit the webinar details. The presenter can share their screen or speak at the webinar. You can also add external presenters by typing in their email address.
If your event is for Department of Education users only, limit the event access to your organisation. To allow parents access to the event, select Public. Scroll to the top of the screen and click Save and send invites. The webinar is saved. However, the registration page is in draught ready to be published. On the left-hand side of the screen, further details about the webinar can be included such as presenter bios. Additional information added here will be visible on the registration page.
Clicking Theming allows you to change the banner image, logo and colour of the registration page. Choose or create an image that is at least 920 by 230 pixels for the banner image or 280 by 280 pixels for the logo. On the left-hand side of the screen, click the dropdown arrow next to Registration, then click Configuration. Here, you can limit the number of people attending the webinar as well as collect additional information when participants register.
When you click Attendee status, you will see a list of registrants in their respective states as they begin to register. Once you have filled in all the required information, click View draft in the top right-hand corner of the screen. A web page will open showing what the registration page will look like.
After reviewing the page and making any adjustments needed, click Publish site. In the popup window, click Publish again. A share link will be made available to the registration page. Click the Copy icon, then use your preferred method of communication to send it out to prospective participants ready for them to register.
At the top of the screen, towards the middle, click the button Meeting options. Here, you can adjust how attendees interact in the meeting as well as various other settings. When the time comes for your event, navigate to the specific date and time in your Teams calendar. Single click on the webinar tile and click Join. Check your device camera and audio settings and click Join now.
You'll now enter the webinar green room if you choose to enable it. You will notice the words Not started in the top left-hand corner of the screen highlighted in yellow. No attendees will be able to access this area. In the top right-hand corner of the window, click Start meeting once you are ready to begin. A popup will appear detailing the number of attendees waiting to join. Click Start meeting to begin the webinar.
Once your webinar has finished, make sure you click the dropdown arrow next to the red Leave button in the top right-hand corner of the window and select End meeting. Choose End from the popup menu to end the meeting for everyone. After the webinar has concluded, you can choose to send out a copy of the recording to those who participated.
Navigate to the specific date and time in your Teams calendar and do-uble click on the webinar tile. At the top of the screen, click on Manage event. On the left-hand side of the window that opens, click Reports. This will give an attendance report for those who joined. Underneath Reports, click Recordings. This will list all available recordings that were made of the webinar. To send your participants a copy of the recording, click Publish. Click Publish again in the popup window to publish the recording and email all participants of the webinar.
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