Schedule and Host a Webinar in Microsoft Teams

Questions

• How do I schedule a webinar in Microsoft Teams?
• How do I turn on registration for a Teams event?
• Can students host webinars in Microsoft Teams?
• How do I customize the registration page for a Teams webinar?
• Why don't I see the "Webinar" option in my Teams calendar?
• How do I see who registered for my webinar?
• How do I start and manage a webinar once it's scheduled?
• How do I add co-organizers or presenters to a Teams webinar?
• How do I download an attendance report after a Teams webinar?
• What is the difference between a Teams meeting and a Teams webinar?

Environment

This article applies to Bowdoin faculty and staff who need to host a registration-based online event using Microsoft Teams. Webinar scheduling is available in the Teams desktop app on Windows 11 and macOS (Sequoia 15.x, Tahoe 26.x, or newer), as well as through Teams on the web.

• Applies to: faculty and staff with a Microsoft 365 license that includes Teams webinar features
• Devices: Bowdoin-issued MacBook Pro, MacBook Air, MacBook Neo, iMac, Mac Mini, Dell Laptop, Dell Desktop
• Not in scope: scheduling a standard, non-registration Teams meeting (see How to Schedule a Meeting in Microsoft Teams in the Related Articles section)
• Students typically do not have the license required to create webinars, but they can register for and attend webinars hosted by faculty or staff

Resolution

Tap or click a section below to jump directly to it:

Schedule a New Webinar Customize the Registration Page Host the Webinar View Registration and Attendance Reports

Schedule a New Webinar

1. Open Microsoft Teams and select Calendar in the left navigation.
2. Select the dropdown arrow next to New meeting, then choose Webinar from the list of event types.
3. Enter a Title for the webinar and add a Description that explains what attendees can expect.
4. Set the Date, Start time, End time, and confirm the correct Time zone is selected.
5. In the Presenters field, add anyone who needs speaking or screen-sharing access during the event. Add co-organizers if you want another staff or faculty member to help manage registration and settings.
6. Under Registration, confirm registration is turned on. Choose whether registration is open to Everyone or restricted to People in my organization depending on your intended audience.
7. Select Save to create the webinar. Teams generates a unique registration link automatically.

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Customize the Registration Page

1. From the scheduled webinar's details page in your Teams calendar, select Edit.
2. Select View registration form to open the registration page editor.
3. Add a header image to make the registration page recognizable to attendees, such as a departmental logo or event graphic.
4. Edit the built-in Name, Email, and other default fields as needed, and select Add question to include custom questions, such as a class year or department affiliation.
5. Mark any custom question as Required if attendees must answer it before completing registration.
6. Select Save to publish your changes to the registration page.
7. Copy the Registration link from the webinar details page and share it by email, on a website, or in a course announcement.

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Host the Webinar

1. At the scheduled start time, open the webinar from your Teams calendar and select Join.
2. Use the Lobby to admit attendees, or set up lobby bypass ahead of time in the webinar's meeting options if you want registered attendees to join automatically.
3. Use the Chat panel to communicate with attendees, and use Q&A (if enabled) to let attendees submit questions in a moderated format.
4. Presenters can share their screen by selecting Share content in the meeting controls.
5. As the organizer, you can promote an attendee to Presenter during the event if they need to speak or share their screen. Select their name in the participant list and choose Make presenter.
6. Select Record from the meeting controls if you want to save the session for attendees who could not join live.
7. When the event ends, select Leave and then End meeting to close the webinar for all participants.

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View Registration and Attendance Reports

1. Open the webinar event in your Teams calendar after registration has started.
2. Select View registration report to see a list of everyone who has registered, along with their answers to any custom questions.
3. Select Export to Excel or a similar export option to download the registration list as a spreadsheet.
4. After the webinar has ended, return to the calendar event and select View attendance report to see who actually joined the live session, along with join and leave times.
5. Use the attendance report to follow up with no-shows or to verify participation for record-keeping purposes.

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Additional Help

If you need further assistance, you have several options:

• Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
• Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
• In person: Visit the Tech Hub in Smith Union during business hours.
• Submit a ticket: Request assistance through the Service Catalog.

Additional Resources

• Microsoft: Schedule a webinar in Teams