MS Teams Live Events (250+ Attendees) - Running the event

Before starting up your event, ensure that all producers and presenters are using the MS Teams application or else they will be unable to share any content. 

As the producer, you can get the event started by opening your calendar and clicking the live event. On the pop up click 'Join'

N.B This will not start the live event straight away, it will take you to the producers screen to get your content ready before going live.

The producers screen is split into two separate windows, the Queue and the Live Event. You can see you're not yet live  as you'll see a yellow 'Pre Live' icon towards the top left of the screen. You can also see the numbers of attendees waiting to join the live event. Attendees waiting will be simply shown a screen that says "The live event hasn't started"

Adding content to the queue

On the producer’s screen, you can add content to the Queue. If a presenter has shared some content, you will see a small thumbnail image of their content at the bottom of the screen - which you can select.

If you are both the producer and the presenter, click the ‘share’ button and you will see all of the different windows you have open on your device. You can select any of these to share.

Select one and it will send it to the queue window.

If you’re on a laptop with a smaller screen, the window may crop some of the content so it appears as if some of the content is missing. Don’t worry about this the content will display in full for the attendees.

If you want to share video of you or a presenter next to the content, you can use the small button below the queue window to toggle between views (known as ‘single source’ or ‘content left’).

Queue format button

The ‘Content left’ layout appears like this, with the content on the left and a space for video on the right side of the window.

Next, you’ll want to click the ‘Send live’ button which will add the content to the ‘Live event’ window too. Once you're happy with your content in the live window, click 'Start'

You’ll know that you are live as you will see a red ‘Live’ button towards the top left corner of the screen — along with a red dot (recording), the event name, how long the event has been running and the numbers of attendees viewing the event.

Recording icon and attendee numbers

Now that the event is live, your attendees will see the content live on their screen — likely following a delay.

There will also be a red ‘End’ button under the live event window – which you can use to end the event once you’re finished.

Switching Content

Switching between content isn’t quite as simple as you might expect it to be. It’s very important that you run test events before your main event to ensure that you’re comfortable with the functionality and how to switch between your content and presenter’s content.

If you’re sharing some content live, you can’t add multiple pieces of content to the queue at once — which would be ideal.

For example, if you were sharing a PowerPoint deck and wanted to switch to sharing an online poll in Chrome, you would ideally want to queue up the Chrome window and then send it live once you were finished with the PowerPoint deck.

However, you can’t do this. What you can do is click ‘stop sharing’. This will stop sharing your content and the attendees will see this screen while you find your next piece of content to share.

N.B. if you were displaying your video next to your content using the ‘content left’ view, your video will then be shared full screen with attendees while you find the next piece of content to share. 

The window when you stop sharing saying live event will continue in a moment

You can then click ‘share’ again and pick the next piece of content which will be pushed straight into live – so be aware of this.

If you are sharing content, you can queue your live video and then click 'Send live' (whilst you are selecting your next piece of content to share). This creates a more seamless transition, without showing attendees the 'live event will continue in a moment' screen.

N.B. It's also worth noting that when content is being shared during the live event, if a Producer or a Presenter clicks 'share' and selects some different content, this will push straight into the live and attendees will see the content. Therefore, you'll want to do a rehearsal of your event beforehand and make sure each member of the teams knows the timings for actions such as sharing and when their video is going to be live.   

Q&A in Live Events

If you enabled a Q&A when creating your live event, the attendees will have the option to ask questions in the right-hand Q&A window. They can either post anonymously or add a name above their question.

When an attendee asks a question, you’ll see a small notification above the ‘Q&A’ icon in the menu bar in the top right of your screen.

Q&A notifications in live events

If you click on the icon, it will open your Live event Q&A window on the right of your screen. You’ll see the new question(s) under the ‘New’ tab. You can either send a private reply, or you can click ‘publish’ which will make the question visible to all of the event attendees. If you choose to click ‘dismiss’, the question will be parked into the ‘dismissed’ tab. We would recommend publishing all questions for transparency.


After the event

After the live event has finished, go back to your calendar in Teams and open up the live event calendar item.

Once the pop-up window opens with the event details, scroll down and you’ll see ‘Live event resources’.

Live event resources in teams live events

Here you can download:

Recording: A video file of the live event

Q&A report: a .csv file with record of questions asked, responses and identities

Attendee engagement report: a .csv file with names of attendees – where provided – and actions taken/roles

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