How to 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.

Watch this video for an overview of planning and scheduling a live event.

How to schedule a Teams live event

In Teams, select Calendar Meetings button  and click on the downwards arrow next to New meeting. Select Live event (Fig 1).

Teams calendar with Live Event option highlighted in New meeting options
Figure 1 – Teams calendar with Live Event option highlighted in New meeting options

Add the meeting title, date and time information, and other details (Fig 2).

Figure 2 - new live event window in Microsoft Teams
Figure 2 – new live event window in Microsoft Teams

In the Invite people to your event group box, add the names of your event group—the people who’ll be presenting and producing the event. The event group can consist of anyone inside or outside your organisations. Just don’t invite attendees at this point—you’ll get a link to share with them later.

Select Next.

In the next page, under Live event permissions (Fig 3), choose who can attend your live event:

Permission typeDescription
People and groupsThe event can only be watched by people, contact groups, or Microsoft 365 groups you name (max. 150 email addresses).
Org-wideEveryone in your org can watch the live event, including guests (sign-in required).
PublicAnyone can join – both people in your org and those outside of it (no sign in required).  
Live event permissions
Figure 3 – New live event settings page 2

On the same page, make selections under How do you plan to produce your event?

SettingDescription
Recording available to producers and presentersA recording is available to producers for download for 180 days after the event is over.
Recording available to attendeesAttendees can watch the event on demand using DVR options for 180 days.
CaptionsCaptions are available to event participants. You can also choose for the captions to be translated into 6 different languages.
Attendee engagement reportYou can download a report that tracks attendee participation
Q&AAttendees can interact with producers and presenters in a moderated Q&A.

Select Schedule to add the event to your and your event group’s calendars. You will see a confirmation window appear containing event details and a link to invite attendees (Fig 4).

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.

Figure 4 - Microsoft Teams Live Event confirmation
Figure 4 – Microsoft Teams Live Event confirmation

Who can attend live events

Public events – If an event is public, anyone who has the link can attend without logging in.

Private events – If attendance is restricted to your org or to specific people and groups, attendees will need to log in to join.

If the event is produced in Teams, they’ll need a license that includes Teams. If it’s produced externally, they’ll need one that includes Microsoft Stream.

System requirements

  • Supported operating systems: Windows 7 and later (32-bit and 64-bit), macOS X 10.10 and later
  • Supported mobile operating systems: Android 4.4 and later, iOS 10 and later
  • Supported web browsers: Chrome (last 3 versions), Edge RS2 and later, Firefox (last 3 versions), Internet Explorer 11, Safari

Note: Linux isn’t supported for live events.

Supported platforms

DesktopWebMobile
ProducerYesNoNo
PresenterYesNoNo
AttendeeYesYesYes

Guidance adapted from Microsoft. Original article can be accessed here.

Last updated: 15/5/2020