How to Install and Use Microsoft Teams for meeting and live events (Beginners Edition)

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Contents
How to install and use Microsoft Teams................................................................................................................. 2
How send MS Teams invite using Microsoft Outlookinside or outside your organization ...................................... 7
Teams Live Event................................................................................................................................................ 13
What are Teams Live Events? .......................................................................................................................... 13
Do I need a Teams Live Event Licence?............................................................................................................. 13
Organiser in Teams Live Events........................................................................................................................ 14
Producers in Teams Live Events ....................................................................................................................... 15
Presenters in Teams Live Events ...................................................................................................................... 15
Attendees....................................................................................................................................................... 15
Create the live event....................................................................................................................................... 15
Starting your Teams Live Event........................................................................................................................ 18
Q&A in Microsoft Teams Live Events................................................................................................................ 23

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How to install and use Microsoft Teams
SystemRequirements: https://docs.microsoft.com/en-us/microsoftteams/hardware-requirements-for-the-teams-
app
Sign-intoyouroffice 365 account:
Signinto your account – loginwithyouroffice 365 accountemail andpassword
SelectMicrosoftTeams

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You can eitheruse the TeamsWebApp(https://teams.microsoft.com) ordownloadthe desktopapp
Preview of the MSTeams WebApps
Downloadandinstall the desktopapps

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Afterdownloadthe application,launchthe installation
Wait the installationcompletedinbackground,once completedyouwill be presenttotype youroffice 365 email and
password

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Allowyourtrustedcomputertoaddedinthe organization

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Once everythingsetyouare readyto use MicrosoftTeams(Welcome)
You are nowreadyto chat, create your teams,calendar(syncwithMicrosoftOutlook) andmore

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How send MS Teams invite using Microsoft Outlook inside or outside your organization
Thensetupyourmeetinginvitestoyourflavourandsendto attendees

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Same will reflectinmyMicrosoftOutlookandMS Teamscalendar
From there Ican start the meetingbyclickon JOIN, update orcancel

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JoinMeetingensure youraudio(micandspeaker) andvideoisready,Ican start withmicrophone onlyorwithvideo
To start clickon Joinnow
Once Join
 You have the tab below – optionturnonoff micor video,share yourscreen, startchat, view participantsin
the room, the three dots… more options

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You waitfor all yourparticiapntsjoininandstart (forpeople outside the organizationthe organizerneedtoaccept –
belowexample)

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You can start the meetingandtake notes (https://support.microsoft.com/en-us/office/take-meeting-notes-in-
teams-3eadf032-0ef8-4d60-9e21-0691d317d103?ui=en-us&rs=en-us&ad=us)

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You can share your screenandchoose eithertoshare your screenor documents
Example sharingthe PowerPointonly(onlythe redbox will be displayedtothe participants)
Aftersharingyoucan stop

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Teams Live Event
What are Teams Live Events?
At itssimplest,TeamsLive Eventsenablesyoutostreamlive videoanddigitalcontenttoaudiencesof upto10,000
attendees.
TeamsLive Eventsisdesignedforsituationswhere the few are presentingtothe many — contrastingwithstandard
TeamsMeetingswhichare designedforinteractive andcollaborativeparticipationfrommanymembersof the
meeting.
Ideal use casesforTeams Live Eventsinclude webinars,productdemos,corporate presentationsandconferences.
Additional featureswhichaddtothe user experience include:
 Live Q&A
 Post-eventvideodownloads
 Attendee engagementreport
 Live captionsandtranslation
 Transcripts
WithTeams Live Events,youcan assignmembersof youreventteamasproducersor presenters.Witheach member
of the teamusinga differentdevice,youcancoordinate seamlessandengagingonline eventsfromanywhere inthe
worldat any time — regardlessof where yourpresentersare based.
Do I need a Teams Live Event Licence?
You don’tneeda specificlicence,howeveryouwill needone of the Office 365E1, E3, E5, A3 or A5 licenceswhich
include MicrosoftTeams.The personcreatingthe eventmustbe amemberof the organisationandcan’t be a guest
or from anotherorganisation.Theywill alsoneedtohave anExchange Online mailbox.
You may needto ask your IT administrator to use the MicrosoftTeams Admin Centre to grant you permissionsto
create live eventsinMicrosoft Teams and enable any associated permissions.

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Organiser in Teams Live Events
The organiseristhe personresponsibleforselectingthe eventteammembersandtheirresponsibilities,scheduling
the live event,configuringthe eventpermissionsandsettingsanddistributinginvitationstopotential attendees.
The organisershouldalsotake responsibilityforthe eventsetupandanytestingrequiredbefore the event.
For example,youmightsimplydecide touse yourlaptop’sintegratedwebcamforyourvideoandproduce yourlive
eventstraightinTeams.Evenif youdo this,youshouldthinkof testingvariablessuchasthe acousticsin the room,
lightingandyourconnection.
Microsofthave a great TeamsLive EventOrganiserChecklisthere that’sworthreading.

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Producers in Teams Live Events
There isonlyone producer.The producersendsthe eventlive andalsofinishesthe event.
The producercontrolsthe live event,takingresponsibilityforensuringthe correctcontentandformatisbeing
presentedatthe righttimestothe audience.The producercanshare theirownvideoorscreenshare,as well as
videoandcontentfromthe presenters.
Presenters in Teams Live Events
You can have multiple presentersonyourlive events.Eachpresentercanpresenttheiraudio,content(screen
sharing),orlive video(webcamorcamera) duringthe event – butonlyif the eventisbeingproducedinTeams(as
opposedtoan external platform).
Presenterscanalsoact as moderatorsif youhave switchedonthe live Q&A sessionoption.
Attendees
Your TeamsLive Eventattendeescanbe external orinternal attendees –dependingonwhetheryoumake your
eventpublicorprivate.Attendeescanjointhe eventviatheirinvitationlinkandcaneitherview the eventintheir
webbrowseror Teamsapp if theyhave it.
Publicattendeescanchoose toeitherviewthe eventas‘anonymous’ortheycan login withtheirMicrosoftaccount.
If theydo choose to joinanonymously,theycanstill setaname for themselvesif theywishto — whichcan
optionallybe displayedwhenaskingquestionsduringalive Q&A session.
Create the live event

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You’ll nowbe giventhe choice of attendee accesspermissionsforyourTeamslive event.
 People and groups: If you selectthis,youwill seeabox where youcan adda personbyname or email
address – or you can add an Office 365 group (e.g.your Finance Team)
 Org-wide:Thiswill enable anyonewithinyourorganisationtojointhe eventsimplybysigningin
 Public:This meansanyone canjointhe live event –as longas theyhave a linkto the event
N.B. if the ‘Public’optionisgreyedout,thisis because itisswitchedoff bydefault.Youwill needtocontact yourIT
administratorandrequestthatthe publicoptionisenabled.
Belowthis,youwill see furtheroptionstochoose from.

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Live Eventcreatedyoucan get attendee linkandshare insidethe organizationoronpublicsites(Facebookor
LinkedInetc)
The ‘Getattendee link’buttonwill copya URL linktoyour clipboard,whichyoucanthenpaste intoanythingfroman
email toa WhatsAppmessage – enablingyoutoshare yourlinkwith potential attendees.
Followingthe event,attendeeswill be able towatchthe eventagainwiththe same link — butonlyif you tickedthe
‘Recordingavailable to attendees’optionduringthe eventsetup.

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Starting your Teams Live Event
If you have added presenterstoyourlive event,theywill receive anemail invitationasinthe example below.They
justhave to accept the invitationandadditto theircalendar.
Anyone actingasa Presenter,mustuse the Teamsdesktopapp.Itdoesn’tmatterif it’sWindowsorMac, but you
can’t presentusingthe webappor mobile app.
If you decide toremove themasa presenter,simplygointoyourcalendar,clickonyour live eventandthen‘edit’.
You can remove the presenterandclick‘update’whichwill sendthemanemail sayingthe eventhasbeencancelled
withthe optionto remove itfromtheircalendar.
As the producer,youcan nowget the eventstarted.Simplygointoyourcalendarandclickon the live event.This
screenwill appearandyou’ll be able toclick the joinbuttontojointhe event.

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N.B. the event
won’tbe live straightaway,thiswill justtake youtothe producer’suserinterface where youcangetyourcontent
readybefore goinglive.
As youcan see below,the producer’sscreenissplitintotwoseparate windowswith‘Queue’and‘Live Event’.
You will alsonotice ayellowbuttonstating‘pre-live’towardsthe topof the screen,whichmeansthe eventisn’tlive
yet.

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At thispoint,if anyof yourattendeeswere tojointhe eventviathe link,they wouldseethe followingscreen.
Addingcontenttothe queue inTeamsLive Events
On the producer’sscreen,youcanadd contentto the Queue.If a presenterhassharedsome content,youwill seea
small thumbnail image of theircontentatthe bottomof the screen - whichyoucan select.
If you are boththe producerand the presenter,clickthe ‘share’buttonandyouwill see all of the differentwindows
youhave openon yourdevice.Youcan selectanyof these toshare.

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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 fully for attendees.
Next,you’ll wanttoclick the ‘Sendlive’buttonwhichwill addthe contenttothe ‘Live event’window too.
he eventisnot yetlive,sonextyou’ll needtoclickthe yellow ‘Start’button

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Thiswill bringupthe followingprompt.Click'Continue'andthe eventwill be live forattendees.
You’ll knowthatyou are live asyou will see ared‘Live’buttontowardsthe top leftcornerof the screen — along
witha red dot(recording),the eventname,howlongthe eventhasbeenrunningandthe numbersof attendees
viewingthe event.
Nowthat the eventislive,yourattendeeswill see the contentlive ontheirscreen — likelyfollowingadelay.
There will alsobe a red‘End’ buttonunderthe live eventwindow –whichyoucan use to endthe eventonce you’re
finished.

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Q&A in Microsoft Teams Live Events
If you enabledaQ&A whencreatingyourlive event,the attendeeswill havethe optiontoaskquestionsinthe right-
handQ&A window.Theycaneitherpostanonymouslyoradda name above theirquestion.
Whenan attendee asksaquestion,you’llsee asmall notificationabove the ‘Q&A’iconinthe menubarinthe top
rightof yourscreen.
If you click on the icon, it will openyourLive eventQ&A window onthe rightof your screen.You’ll see the new
question(s) underthe ‘New’tab.Youcan eithersendaprivate reply,oryoucan click‘publish’whichwill make the
questionvisibletoall of the eventattendees.If youchoose toclick‘dismiss’,the questionwill be parkedintothe
‘dismissed’tab.

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What to do afterthe Teams live eventhasfinished
Afterthe live eventhasfinished,gobackto your calendarinTeamsand openupthe live eventcalendaritem.
Once the pop-upwindowopenswiththe eventdetails,scroll downandyou’llsee ‘Live eventresources’.
Here you can download:
 Recording: a videofile of the live event
 Q&A report: a .csv file withrecordof questionsasked,responsesandidentities
 Attendee engagementreport: a .csv file withnamesof attendees –where provided –and actions
taken/roles