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Ready to create a Viva Engage live event? You can have up to ten presenters and producers, including you. This type of event is designed for when presenters use Microsoft Teams to video themselves from their own computers.

Tip: Schedule the event now so you have time to promote it. Then, set up a test event to make sure everyone involved knows what to do during the actual event.

  1. In Viva Engage, go to the community in which you want to host the event.

  2. On the Events tab, select Create a Live Event.

    Note: If you don't see a Create a Live Event link, your network, account, or community doesn't meet the requirements listed in Organize a live event in Viva Engage. Contact your IT admin for help.

  3. Fill in the title, location, start and end times, and details for the event. Then include anyone who might be producing, presenting and moderating the event. For more information about roles, see Teams event group roles.

  4. Select if this is a test event. Test events will not be promoted in the community or home feed. Click Next to choose the event production type and finish scheduling.

  5. Select Microsoft Teams.

  6. Select Create. This takes you right to the event in Viva Engage.

Invite others to attend your live event by sharing the attendee link.

  • From within the event page in Viva Engage, select Share and copy the link.

  • Share the links to Viva Engage, Teams, calendar invites, and Outlook—wherever people in your organization are likely to see them. Consider sending out reminders with the links right before the event.

To produce your event, you (and any presenters) will need to use Teams.

  1. The producer of this event will need to select Produce (opens Teams) to kick off the production.

  2. A new tab will open. Select Open Teams to open up your local Teams app.

    Microsoft Teams homepage
  3. After your Teams app opens, join the event as a producer. Turn on your camera.

  4. Select your camera feed at the bottom of the screen to preview it in your queue (on the left) before sending it to the live event (on the right).

  5. Switch to a different camera: Select Switch camera at the bottom of your queue or go to Device settings and select a new camera

  6. Select Send live to send the feed from preview to the live event.

  7. Select Start to start broadcasting live to your attendees!


    • Once the feed goes live, the highest supported resolution is 720 px.

    • Mute any producers or presenters who aren't actively speaking. If they're not muted, their audio will go live to attendees.

    • There's a 15– to 60–second delay from the time a media stream is broadcast to when attendees see it.

  8. If you stop sharing video (by turning off your camera, for example), everyone will see Live event will resume in a moment.

    Live event resume state
  9. To share your desktop or a window, select Share and then the screen you'd like to share.

    Tip: If you're the only producer in the event, we recommended that you use multiple monitors or share specific windows (instead of your whole desktop). Otherwise, everyone will see Teams (and your selections) when you make a change. With multiple monitors, you can queue content in Teams on one screen and have the shared content on the other.

  10. To share the desktop, select Share > Desktop > Content > Send live. If the event hasn't already started, select Start.

    To share a window, select Share and select one of the open windows from the Windows section in the source tray. Once the window is shared, switch over to the producer UI, select Content, then Send live. If the event hasn't already started, select Start.

    Note: Do NOT minimize the selected window, as this would prevent a preview from showing in the queue.

  11. To stop sharing the desktop or window, select Stop sharing in the call monitor window. As a best practice, you can invite a co-presenter to the live event, who can then share the desktop or window, which you can then queue for streaming into the event. Again, this will help you avoid showing Teams (and your queue) to your attendees.

  12. To queue another video feed, you’ll need other presenters to join the event. Their feeds will show up on the bottom of your screen.


    • Up to ten presenters or producers (including you) can share video or content at once.

    • If your content is live, other presenters or producers can start sharing their screens by selecting Share. Make sure that the event team is aware of this potential conflict.Live event resources

  13. To ask a presenter to join a live event, select Participants, and find the person you want to join. (If you already invited them, their name will be in the list. If not, you can search for them.) When you find them, select More options by their name, then Ask to join. Teams will call them into the meeting.

    If you ask someone to join, they'll join as a presenter, meaning they can speak, share their screen, participate in the event group's meeting chat, and moderate the Q&A. Anyone you ask to join will be removed from the event group meeting chat after the meeting.

  14. To end the event, select End.

    Remember—Once the live event ends, it cannot be restarted.

  15. To check the performance of your devices while you're producing a live event:

People may go to your live event page in Viva Engage after the live event is done.

  • Be sure to monitor the discussion and answer all questions you promised to follow up on.

  • Share links to the event so that people who missed it can watch the video.

Roles in Viva Engage live events produced with Teams

There are four roles used in producing events in Teams and Viva Engage, each with different permissions. In addition, there are functional roles in your organization that should be assigned as needed.


The organizer creates the event and has permissions to:

  • Produce the event (configure the event stream)

  • Cancel the event

  • Edit the event

  • Share the event with others


The producer coordinates the event and has permissions to:

  • Produce the event (configures the event stream)

  • Share the event with others


The presenters introduce people or information during the event. Each event can have up to 10 presenters at a time. They have permissions to:

  • Produce the event (configure the event stream)

  • Share the event with others


The moderator monitors and responds to posts from attendees.

Tip: Ideally, the Viva Engage community admin does this task, because they can mark the best answer for questions and delete posts that violate company policy.

  • Tasks can include:

    • Adding comments, questions, polls, or behind-the-scenes pictures before the event to stimulate engagement

    • Responding to posts as needed. Acknowledging questions that need follow-up

    • Deleting posts that violate company policy

    • Commenting, asking questions, or adding polls that stimulate discussion

    • Organizing the posts by tagging a post with a #topic

    • Mark the best answer to questions posed in the group

    • Helping the presenter manage time


Everyone attending the event (before, during, or after the broadcast) is an attendee. Attendees can:

  • Participate! Comment, ask questions, or answer questions

  • Stay organized. Follow a post or bookmark specific questions or comments you want to follow-up on

  • Share the event with others by sending a link to it

For a large team, it can be helpful to have a private Viva Engage or Teams group to communicate about the event before, during, and after it.

Be sure to have a conversation in advance about who does what, including who handles problems that may occur, such as a presenter talking too long or inappropriate posts.

Learn more

Organize a live event in Viva Engage

Schedule and produce a live event in Viva Engage using an external app or device

Drive engagement in a Viva Engage live event

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