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IT Central Collaboration & Productivity
All right, everybody welcome to the teams Live Events class. Just to quickly introduce myself, my name is Cyle McGregor. I'm going to be walking you through the topics today that we're going to cover when it comes to Team's live events. And so, we want to talk about just a few basic things here. We will talk about how to schedule a live event, how to join a live event and how to share content to your audience with a live event.
All right. So, with that said let’s go ahead and begin and I am going to go ahead and bring up the Microsoft teams application. I have the Microsoft teams application open to my Calendar and I'm logged in under a demonstration account today. In the top right corner if I click the profile picture, it shows that I'm going to be demonstrating from an account under the name of Greg Winston. So, we're going to pretend that Greg Winston needs to setup a live event and we'll go through the process of how you do so and how you join and how you share content from such an event.
Now first off what is a live event. So, a live event in Microsoft teams is a little bit different than a regular teams meeting. A teams meeting within the Microsoft teams application is a collaborative session where a collection of individuals come together. Everybody is able to communicate verbally over the line. Everybody can share their screens back and forth people can share files back and forth. We can communicate all as one as if we were just in a room all together, having a discussion or a meeting in real life. A live event think of a live event more so as a college styled lecture in a sense where one person is simply giving information to a larger audience. There's not a whole lot of interaction back and forth. It's simply to get the word out or to advertise something that you want to present to your audience.
Typically, live events will be used for a larger scale presentation to a group of people that's much larger in capacity than you would have set aside for in a teams meeting. So, it's projecting information to a larger audience at a one-way street, I'm going to give you the information. Everyone that joined as an attendee in a live event will be able to take in, view the information that's presented. But you don't want to think of it as a meeting where everybody's collaborating and communicating together. It's a one-way demonstration where the audience will be able to see what information is being presented.
So, with that said we can schedule live events right from the calendar in Microsoft teams. So, in the Microsoft teams calendar, in the upper right-hand corner, you'll have the option to select and create a new meeting. Now if you click the drop-down arrow next to the New meeting button, you will then get a secondary option where you can instead create a live event, when you click the drop-down arrow, you can choose between schedule a meeting or live event. So, in this demonstration we want to pretend or we're actually going to go through and actually schedule a real one. We want to go ahead and schedule a live event instead of a meeting. So, from this drop down, I'm going to click on the Live Event option. When I click the Live Event option, you'll come to a New live event window, where I can schedule such event.
Now as you're going through the scheduling process, it appears primarily like a regular meeting does. You can say I'm going to give it a title, I could specify a location if I wanted to, choose a day and time for the meeting to be held etc. So, let's go ahead, let's go through the basics here and let's just put ourselves in a role-playing scenario. Let's say, in this case Greg Winston, let's say he's the brand-new CEO of an organization. And because he's the brand-new CEO of the organization, he wants to create this live event that we're demonstrating here. In order to have some event where he can sort of give his goals for the company as a whole and some new ideas that he has for the company to go into. So, let's go ahead and we are going to call this title “Future Improvements.” So he's the new CEO he's got a whole new flight of ideas and opinions that he has for the future of our company whatever the company is and he wants to create a live event to broadcast this to all the employees. Okay, so he's going to schedule this live event called future improvement.
Now live events, they are joined through your computer. So, it does let you specify a specific location for them to be held but we're going to go ahead and skip that option since we don't really care where people join from whether they're working remotely and they joined from the computers in their homes or they're working in the office and they join the meeting from their desktop. However, they want to join it's fine. We're not going to specify location.
But let's say we want this discussion about the future of the organization we want to hold this tomorrow. So, I'm going to go ahead and in my New live event screen, I'm going to the Start section where I can click in the date field and select a date. We are going to hold this on Wednesday, June 10th, and this is going to be an after-lunch presentation. So, we're going to specify a time frame for the meeting tomorrow. So, I'm going to go ahead, it's going to be for 1 p.m., from the Start section I can click in the time field and I'm going to choose 1 p.m. And it's going to be short we're going to go from 1 p.m. to 1:30 and so from the End section I can click in the time field and select 1:30. All right, you'll get a message “You can broadcast to attendees for no more than 4 hours” so live events do have a cap. You’ll typically be capped at 4 hours for the total time of your presentation, okay. So, in any case going to schedule this from 1 p.m. to 1:30.
If we wanted to provide any other details about the event, we could so I'm just going to go ahead and type in the Details field. “I will be discussing the future of our organization and all the amazing opportunities we have.” All right so just type in some details there in the Details field.
And now on the right-hand side is where you're going to be able to invite other individuals from your organization to help run the event. So, there are two primary levels of permission that you can use when you’re scheduling people to help run your events and I'm going to go ahead obviously, myself acting as Greg the CEO, I'm going to help run the event, but I want to invite another presenter into the event as well. I'm going to invite my right-hand assistant Amy; I am going to type Amy Albert into the Invite presenters field. On the right-hand side of the screen it lists me as the organizer, Greg, I am the producer and Amy is listed as a presenter. I could click the drop-down, next to the Presenter indicator, and I could also make Amy a producer if I wanted to.
Now, what's the key distinction between being the producer and the presenter? Well a producer is able to actually kick off and start the live event. Not only can they kick off and start the live event. They can choose the initial items that they want to be presented on the screen to the entire audience and they have control primarily of starting the event and ending the event for all of the attendees.
A presenter is someone that after the event has been declared to be started by the producer, they can also share screens and communicate with other producers and presenters in the chat. But they can't start the event. They can't end the event. They don't quite have as many permissions as a producer does so, I'm going to go ahead and be the producer because I want to make sure that I'm the one that starts it. I'm the one that will end it, but I do want Amy to also be able to present some content during the live event as well.
Okay, so when your scheduling live events you only invite, from this first New live event screen, producers, fellow producers, and fellow presenters and we will discuss how we are going to invite the rest of the organization here shortly. That's all we do here on this initial window, I am going to go ahead and click Next button.
When I click the Next button, I will come to the second screen. In the Live event permissions section, there are three primary selections that you can choose for who else will have access to your live event. I can specify specific people and groups using the top option, People and groups. If I choose the top option, People and groups I could type in the names of the people from my organization or specific groups that I want to be able to attend it in the Give permission to: field to the right. If I select the second option, Org-wide, then this live event will be able to be viewed by anyone else in my organization. And if you have the third option available to you to choose a Public event, then you can create an event that anybody who wanted to throughout the world would be able to join. All right if that option is enabled in your environment.
Okay, now down below, in the How will you produce your live event section?, there are two primary ways that you can use to broadcast your live events, even though you schedule them through teams. Towards the bottom, you could select An external app or device option in order to broadcast. But typically, you're going to do this from your computer using the Teams option and that’s at the top. We already have that option chosen, as a default.
I will point out as well under the Teams option, there is a Q&A feature that you can add to the live event, if you wish. Now remember this is primarily a one-way communication adding a Q&A feature will at least give the attendees and when I say attendees, I mean anybody who's not a producer or a presenter or just signing in to watch. Anybody who is an attendee will have the ability to at least post questions and I could manually type answers to people's questions and answer them verbally through the meeting as well. So, you'll have the choice to select the Q&A feature under the Teams option, okay. So that's primarily what you're doing here on the second screen determining who will be able to sign in and view it and how you want to produce it. In this case, we're going to keep it selected for teams.
All right. So now after that you're done, you're just going to click the Schedule button in the bottom right and this will place it on the calendar of you as the scheduler and the organizer and also of any other fellow producers and presenters that you added. Now, I automatically come to this Future Improvements information screen it’s going to provide me the details about the live event after I've scheduled it. In the Invite Attendees section is where I can get the attendee link in order to give it to the rest of the members of my organization. I'm going to go ahead and select this Get Attendee Link, if I click it, a message appears that the link was “Copied to clipboard.” For the rest of the individuals to attend and watch you just have to distribute the attendee linked in any way that you deem best and necessary. So now that I've copied the link, I could send out a company-wide email with the link and say hey, thank you for being a part of our organization. I'm the new CEO, please join our live event, post the link in the email, people could join through the link. I could give it, give the link, let's say to all the members or the heads of the departments that make up my organization and say hey here is the link to our live event tomorrow distribute this link so that everyone gets a copy so that they can join from their devices. So, there is a link created for general attendees that you will have to copy and distribute by what method you determine to be best.
All right. Now with the details about the appointment open, I could just click the Join button to join the event or select the Edit button, in the lower right corner, to edit the event, to change some other details about it such as when I was scheduling. So, let me go and close this window, using the Close button in the lower right corner. I do just want to point out, on the Calendar page, let's go to tomorrow Wednesday the 10th at 1 p.m. the event is on there. If I select it again, from the calendar, I come back to the same Future Improvements information window that I was just at before.
All right. So now what I'm going to do in this role-playing scenario here where I've got the future improvements live event scheduled for our organization. I'm going to go ahead and join as the three different levels of participants that we can have. So, Greg is a producer we're going to join the event as a producer. We're going to join the event as Amy Albert being a presenter. Then we're going to join it as a regular employee of the organization or an attendee.
Okay. So, let's go ahead and do it now. So just to start the process from scratch again from my calendar. I am Greg. Let's pretend it's tomorrow 1 p.m. It's time to start setting up for our lives event. So, let's pretend it's about 12:45, and I want to make sure everything's ready to go. I come to my calendar. Open up the live event, great 1 to 1:30. It's time to get started let’s click the Join button, open the event on the computer. I come to the Microsoft Teams Live Events screen now. You can toggle your camera on and off or your microphone on and off using the switches next to the appropriate icon before the event actually starts or before you actually join the live event, I should say. Just like you can in a team's meeting, we’ll toggle these cameras and the microphone on and off shortly. But for now, I'm just going to click Join Now button. It'll take me into the live event room. It's connecting and here we are in the live event room screen.
Okay, so I want to talk about a few of the things that are on the screen for this live event. Up at the top left side it shows the name of the event in the first field. Then in the second field it has a timer from counting upwards from the moment, I entered into the live event room. Now the event is not broadcasting to anyone. There's going to be a specific thing that you must do in order to start broadcasting and I'll show you that here in a moment when we get to it. So far, I'm here as a CEO getting ready to get set up for how I want to present information. The third field shows attendees, there are zero attendees so far. Okay, so nobody has joined yet. This will always keep a running tally of how many people are signed in and ready to watch. And because I haven't technically started it yet, it says Pre-live up in the last field at the very top. Okay?
Okay. I want to point out these two large squares in the center of the screen. These two large squares in the center, the one on the left, named Queue, is used to get content ready that you want to share on the screen to your fellow attendees. And the Live Event box on the right is any content that is live and being broadcasted. So, on the left-hand side, you'll be able to add your webcam footage as well as specific applications on your screen that you choose to share. Specific applications or an entire monitor window, will be selected from the panel across the bottom of the screen.
So, let's actually go ahead and click the Share button at the bottom right of the screen. If I click the Share button, the panel at the bottom of the screen shows all the desktop windows I have open. I can just choose generally from any desktop windows that are open and being used by my computer and I can also share specific application windows on my computer as well. I have a PowerPoint open called sales presentation. I'm going to click the window to choose that as one windows that I want to share. When you select the PowerPoint window to share, it'll take you to that window, and it'll put a red border around it. When you do decide to share something, you'll get a small pop up window with an extra movable link that will link back to the meeting when you select it. So, I just selected meeting link and that it takes me back to the meeting. So, because you're sharing content it lets you place a shortcut to the meeting through this small pop up window that you can drag-and-drop to another monitor or place somewhere else on the screen. Then this way I could do something on the PowerPoint that I'm presenting and click the meeting to get back to the meeting using the shortcut option in the small pop up window.
Okay, now for content that we want to get ready to share we're going to place it in the Queue field on the left-hand side. There are two options for how we can organize the content using the icons under the Queue box. This first icon is for a Single source, so we just want to take one item and place it to be shared. If I select my desktop, from the panel at the bottom of the screen, then I can click the desktop that I shared it will be placed in the Queue box and that'll get ready to place that to be shared to the entire audience. So, it's on the left side, in the Queue box. I can click the Send live button, near the middle of the screen, to move it to the right-hand side to the Live event box to get ready to present it. Also, I’ll take this opportunity to preset my webcam, from the panel at the bottom of the screen. You can present webcams from producers or presenters. And since I'm the only producer in the meeting right now, I'll go ahead and turn my webcam on, in the panel at the bottom of the screen. My webcam opens as a new sharing option in the bottom panel, so I could choose my webcam instead of my PowerPoint. And since I'm selecting a single source I can pick and choose one thing at a time from the bottom panel of all my sharing options. I can toggle back and forth based on what I want to present on the screen, okay?
So, I want to go and then now let's talk about the second option. The second icon under the Queue box if you want to present content, it will let you add a webcam, a small webcam, view of yourself on the right and then secondarily add content to be presented on the left, alright so you can share your webcam and give everyone a visual of yourself on the right as well as content that you've decided to share on the left hand side. Now you can set it up before the event actually starts however you want.
But let's say, let's go ahead and say maybe I don't want to use my webcam. I'm going to go ahead and switch my webcam off. I'm going to switch back to single source. I just want to present my PowerPoint as a whole to the audience. So, I'm going to go ahead and click Send live button. And when I click Send live button it’s going to move whatever I've decided to share to the Live Event box on the right side of the screen. Even though I clicked Send live button we still haven't started broadcasting yet. Once I click the Start button, under the Live event box, the meeting will start broadcasting. That will start the 4-hour timer. For which we will have to present our entire presentation.
Now before we do this before we start the live event. Let me go ahead, remember I had Amy, invited to help me produce or help me present content in the live event. So, I want her to be able to help me with the live event as well. So, at this point I want to quickly switch over to Amy Albert's perspective and show you how to join as a presenter. All right. So, let's go ahead. I got a virtual desktop open with Amy logged in so I'm going to go ahead and switch to her account one moment. I'm logged into teams now as Amy Albert and we're going to now have her join the future improvements update for the organization from her calendar as well. I'm going to click future improvements.
Once again, she gets the same screen that Greg got, I'm going to click the Join button. And same thing she would be able to toggle her microphone and camera on and off, but she can select Join now button. All right, when a presenter joins it is going to look more like a traditional meeting does. All right. So, she doesn't have the two screens to be able to queue up windows to share and start the presentation like a Greg did, but she does have controls down at the bottom of the screen. She does have the option to share her screen. She won't be able to share yet because the event hasn't actually been started by Greg, but she has the Meeting chat, which will open a conversation feature on the right side of the screen as well as all the typical options that you'll have in a teams meeting. Now in the Meeting chat conversation field on the right side of the screen so, “Hi Greg, I'm excited to get started.” This is a conversation that can only be seen by producers and presenters in the meeting, attendees will not be able to read this conversation. So, she posted a message to Greg there in the Meeting chat field.
Now she could decide to share a screen and in the panel at the bottom of her screen she's got an Excel budget she wants to present, and she's got her desktop windows as well that she could present now. If someone else that's a producer or presenter does decide to share their content or if somebody else was already sharing content you be careful it will override the content that is already being shared, but she doesn't have the ability to actually start the event.
So, I'm going to go ahead and I'm going to start the event from Greg's perspective. And so, we're going to jump back to Greg’s perspective. I've got my PowerPoint in the Live event box, it's ready to be started by clicking the Start button and I'll be able to present that content. Also, up at the top right is where, as a producer, you'll have an additional set of options up in the right corner. For a producer they’ll have the Show conversation option up at the top right. I can read Amy's message as well. So, I'm telling her, I have seen her message in the Type a new message field at the bottom of the screen I’m going to say “Me too! We're going to begin shortly.” Okay, now notice at the top of the screen that nobody is in yet.
So actually, before we actually start this let me show you the third way that someone will join the event and that is going to be by joining with the link for attendees. Now, if you remember I copied that link earlier when I scheduled the appointment. So, I'm going to the browser where I'm logged in under a third account just one of our fellow employees here in our organization, Alan Steiner. Now live events can be joined either through a web browser or the teams application. But all you have to do is follow the link and then you can decide as an attendee how you want to join it. So, I'm going to go ahead and take that copied link for the event and paste it into the web browser hit enter. So, when I follow the link to the live event, let's go back to it. Here we go. Follow the link to the live event. It'll tell me, in the center of the screen, that I can use the Windows app to watch the live event or watch it on the web instead. In this case, I'm just going to choose the Watch on the web instead button and we're going to discuss how a live event looks from the perspective of an attendee.
All right, so we're waiting for it to come on the screen. And now remember that Greg has not officially started the event yet. So, when the live event comes on the screen you might need to click the Sign in button, I will make sure that he signed in. He's already signed in on another tab within the same browser session so it should let us go right into it. So, we're waiting for the live event to come up from Alan's perspective and here we go. It is loading. It's coming up on the screen. And so, it uses the Microsoft teams application and the web browser and right now we have a black screen now. So, remember I haven't started it yet. So, the people that join as attendees until you start the event. They're just going to view “The live event hasn't started” message with that Q&A feature over on the right-hand side. Remember, I added a Q&A feature. So that attendees could submit questions by text, and I'll discuss how that looks from the producer perspective here in just a moment. Alright, the attendee they don't really have many options at all. All they can do is view any content on the screen that is being presented. They can click the leave button at the top right if they want to exit the live event and they have a Q&A panel over on the right where they can submit questions.
All right. So now let's actually start the live event. I'm going to go back to Greg's perspective remember here is Greg. And since I've decided to share this PowerPoint for the live event, once I click the Start button a popup message will appear in the center of the screen it is telling me that once you're starting, so depending on how your admin has it set up the live event will last either 16 hours or 4 hours. So even though it said 4 it looks like this may have been adjusted for a 16-hour time frame and you'll get a popup message that it'll tell you how long your event can run for before it will end. Also, in the popup message, it states the live event attendees will view anything that's presented on a 10 to 20 second delay. Okay, but I'm going to go ahead and click Continue button. When I click continue, in the Live event box it tells me it's “Starting the live event.” The Live event box signifying what I'm sharing will be bordered in red signifying this is currently being presented live to all my attendees producers and presenters. Also, at the top of the screen when Alan joined, it does show that I have one attendee in the session.
All right. So, what does Alan have from his perspective. Well, let's go back to Internet Explorer. Alan simply has the PowerPoint presentation that I'm presenting. As I'm talking as long as my mic's not on mute, there will be audio as I'm presenting as well.
Alright, what does Amy have as a fellow presenter. All right, so if I go back to my remote session, Amy still has her window as a typical meeting that's being ran through Microsoft teams. So, there is a tool bar towards the bottom of her screen, I do want to point out if I do decide to share content in the live event from a presenter perspective, let's say I'm going to go ahead. Let's go ahead and let's just make this a little more formal. I'm going to go ahead and back to Greg's perspective and I'm going to type, in the Meeting chat conversation field, “Amy go ahead and present the budget document”, right I click the send icon. Now remember my attendees can't see this conversation between Amy and Greg. So back in Amy's perspective she’s going to go ahead and read in chat that I told her to go ahead and present the budget document. So, she can click the Share icon in her toolbar. Now when she decides to share on her screen it’s going to highlight the budget document. So that document is highlighted.
And if I go back to Greg's perspective, in the Live events box that is now what’s being presented on the screen to a presenter since they have any permission to share their screens. They can override permission. Or they can override the screen sharing of someone else that was presenting something earlier.
And if I go to Alan's perspective, the budget application or the budget document is now on the screen. All right now in the Q&A panel on the right as an attendee Alan will be able to ask questions, he can click on the Ask a question option at the bottom. So, Alan types, “This is great when will these changes be implemented?” All right, now producers will be able to read questions that get submitted by attendees. The attendees have a My questions tab at the top of the Q&A panel and in the My question tab, it'll display questions that they've submitted. Anything that I've published for the class will be under the Featured tab.
Alright but let's go back to Greg let’s answer this question. Above the Meeting chat box on the right is my Q&A option for the live event, if I click the Q&A option, here's one new question submitted by Alan. I'm going to go ahead and publish this question by clicking the Publish button. So that others can read the question and then I will type my answer in the Reply field and answer it for everybody else to view. So that's a published question and it just to show you real quick. If I go back to Alan's perspective, under the Feature tab, they will see published questions, all the attendees as well as the answers to those questions. All right, so you'll be able to interact with each other on a limited basis when you are a producer in a live event.
Alright now last thing here, I want to show back from Greg’s perspective again. I can also make announcements through the Make an announcement field at the bottom of the Live event Q&A panel. So, let’s type, “Thanks everyone who is able to join us!” When I submit an announcement by clicking the send icon, that is also published, and all attendees will be able to read announcement as well where they can sum up those announcements and questions that I published.
I'm okay now, at the top right corner of the screen if you're an attendee or a presenter, attendees can leave but they cannot end a live session. So, Alan here when it, if he's done, he's had enough. You can click the Leave option to exit the live event. Let me go back to Greg’s perspective you'll well it may take a few minutes to update but that should update shortly indicating to me that you left. There are now technically zero attendees even though it still says one.
All right. Now only I as the producer can end the meeting even if I go back to Amy's perspective. She cannot end the meeting she can click the Hang up button and leave herself, but she will not be able to end the meeting for everyone, only I can, so Amy can also leave by clicking the Hang up button. Now I'm going to go back to Greg. Greg he is still the lone person in this live event and someone else could still join as an attendee. But once he clicks the End button, it'll close the meeting off to everyone else. A pop-up box appears, and he clicks the End live event button. He’s still in the live event now Greg can also click the Leave button at the top of the screen and leave the discussion and when he leaves the meeting is over and once the live event ends, once a producer of the live event decides to finish it by clicking the End button. It cannot ever be restarted again. These are created for a one-time purpose. You create them. Start them and once they end, they can't be restarted. You would have to create another live event in that situation. All right. We can even still reference the conversation for a live event after it's over. If I go to the calendar, if I click the Future Improvements calendar event I can access the chat through the Chat button for the event and read the discussion that was a part of the event after it's over. All right.
Okay, so let me jump back to the PowerPoint slides that we initially started with. We talked about a few basic things when it comes alive event, scheduling them, joining them, and sharing content. So, I want to thank you for taking the time to review this training. Hopefully, you have a little bit better of an understanding when it comes to live events. Thank you for taking the time. Hope you have a great rest of your day.
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