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Create a webinar and establish its date and time, add co-organizers and presenters, and enter agenda items and notes for other presenters to review before the event.  

In this article

Create a webinar

Add webinar co-organizers

Add webinar presenters

Change webinar details

Create a webinar

  1. In the Teams calendar, select the arrow next to New meeting and select Webinar.

  2. Enter the webinar details.

    1. On the New webinar page, enter the title and date of the webinar, its start and end times, and a description. You can also add presenters and co-organizers to the event.

      Tip: Consider setting a later start time for attendees on the registration form to give yourself and presenters time to prepare together before the event begins.

    2. By default, the webinar will be Public, or open to anyone in and outside of your organization to register. You can change it from Public to Your organization, which will make the event page and registration available only to people within your organization

    3. In the meeting notes section, you can add agenda items and notes, as well as assign pre-webinar tasks to presenters. This info is only shared with presenters.

      Note: Attendees won't see the details entered on this form.

  3. Select Save to move onto registration.

    Note: When you save the event, invites will be sent to attendees automatically.

Add webinar co-organizers

Webinar co-organizers can help manage events by editing registration forms, customizing the event theme, and much more. Co-organizers can modify the event in many of the same ways an organizer can, except co-organizers can't change the webinar's Details section (date, time, etc.). Up to ten co-organizers and only those within your organization can be added. 

To add a co-organizer to the webinar:

  1. Follow the steps above in "Create a webinar" to make the event.

    1. If you've already created a webinar, open it from your Teams calendar and select Manage event.

  2. In the Details section, enter co-organizer names in the Co-organizers space.

  3. Select Save.

Add webinar presenters

To allow others to present content during the webinar, list them on the invite. Presenters don’t need to register. They'll join the webinar in the same way that they join a regular meeting.

To add presenters while creating a webinar:

  1. Follow the steps above to create a webinar.

    1. If you've already created a webinar, open it from your Teams calendar and select Manage event.

  2. In the Details section, enter presenter names in the Presenters space.

  3. Select Save.

Add external presenters

Easily add external presenters to your webinar. External presenters are guests who are federated, unfederated, or anonymous. When you add an external presenter, they'll receive a unique join link that will allow them to enter the webinar without waiting in the lobby. 

To add an external presenter:

  1. Go to your Teams Calendar.

  2. Select an upcoming webinar and select Manage event.

  3. Select Add external presenters.

    Screenshot showing how to add external presenters to a webinar

  4. In External presenters, enter the email addresses of the external presenters you want to add.

  5. Select Save and send invites  Save icon.


  • External presenters don't need Microsoft accounts to join the event. They can join on Teams for desktop or Teams for web by clicking the unique join link in their email and entering their name on the pre-join screen.

  • Guest presenters will have to sign in with their guest accounts to join the meeting. Anonymous presenters won't need to sign in with a Microsoft account. 

  • External presenters can bypass the lobby for both public and private events.

  • External presenters should not forward their links. They are able to join using the same link on up to 3 devices.

Regenerate or copy the external join link

To regenerate or copy the link that external presenters join with:

  1. Open a town hall in your Teams Calendar.

  2. In the town hall details, select External Presenter.Screenshot showing External presenters tab highlighted in town hall scheduling form

  3. Select Unique join link.

  4. Select Copy  to copy the link to your clipboard or Reload   to regenerate a new one.

Change webinar details

Once you've created and saved a webinar, it'll appear in your Teams calendar where you can manage its details.

To change webinar details after creating the event:

  1. Go to your Teams calendar and select the webinar you want to edit.

  2. Select Edit menu pencil icon Manage event.

  3. Change and add event details, presenters or co-organizers.

  4. Select Save.


  • Users who are registered, pending registration, or waitlisted for the webinar will automatically receive an email detailing changes to the event date or time.

  • If your event is already published, the event page will automatically update to reflect saved changes.

What's next?

Customize a webinar

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