Schedule a Teams live event

If you are the organizer of a live event, you can schedule it in Teams the same way you schedule a regular Teams meeting.  This process will add the live event to your and your event group's calendars. After that, you'll need to invite the attendees.

  1. In Teams, click Calendar Meetings button on the left side of the app and then click New meeting.

  2. At the top of the dialog box, select New meeting > New live event.

    New live event menu selection
  3. Add the meeting title, date and time information, and other details.

  4. In the Invite people to your event group box, add the names of your event group—the people who will be presenting and producing the event. Don't invite attendees at this point. You'll get a link you can share with them later.

  5. Click Next.

  6. Under Live event permissions, choose who can attend your live event:

    Permission type

    Description

    People and groups

    The event can only be watched by people, contact groups, or Office 365 groups you name.

    Org-wide

    Everyone in your org can watch the live event, including guests.

    Public

    Anyone can join – both people in your org and those outside of it.

    Live event permissions
  7. Make selections under How do you plan to produce your event?

    • If you're producing in Teams:

      Setting

      Description

      Recording available to producers and presenters

      A recording is available to producers for download 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.

      Captions

      Captions are available to event participants.

      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.

    • If you're using an external app or device:

      Setting

      Description

      Recording available to attendees

      This is automatically checked and can't be unchecked. Attendees can watch the event on demand using DVR options until the event recording is explicitly deleted by the owner in Microsoft Stream.

      Captions

      Captions are available to event participants.

      Q&A

      Attendees can interact with producers and presenters in a moderated Q&A.

      Notes: 

      • Producing in Teams is not yet available to all users in Australia, India, Japan, and the UK. Coming soon!

      • Microsoft Stream powers live events produced outside of Teams, so an organizer needs a valid Stream license to produce an event that way.

  8. Click Schedule to add the event to your and your event group's calendars.

    Note: Once the event is scheduled, be sure to make any changes to it in Teams. Don't edit this event in Outlook.

Important: This process doesn't invite attendees to your live event! To learn about best practices for inviting attendees and announcing your live event, see Invite attendees to a Teams live event.

Want to know more?

Teams live event overview

Produce a live event

Produce an external encoder live event

Present in a live event

Live event organizer checklist

Invite attendees

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