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.

Make a big impact with Announcements

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

  1. In Teams, select Calendar Meetings button  and then New meeting.

  2. At the top of the scheduler, 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'll be presenting and producing the event. The event group can consist of anyone inside or outside your org. Just don't invite attendees at this point—you'll get a link to share with them later.

  5. Select 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 Microsoft 365 groups you name (max. 150 email addresses).

    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.

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

  8. Select 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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