MS Teams - How to Present a Live Event

Relevant to: faculty & staff

This article contains information considered accurate at the time of publishing. Technology updates, changes in University security practices, and/or policies and procedures may affect the information in this article - updates to articles are scheduled on a periodic basis and will address any required changes.

Introduction

In a live event, there are three roles someone can come in with:

Attendee – Able to watch the event and ask questions. They have limited meeting functions and cannot share video, audio, or screen.

Presenter – Can broadcast video, audio, and screen (only the Producer chooses what gets broadcast) and moderate the Q&A.

Producer – The event creator and primary Presenter. They decide what is broadcast and can select up to nine Presenters.

This article provides instructions for a Presenter on joining a Microsoft Teams Live Event, sharing your screen, and moderating Q&A.

Joining a Live Event & Getting Started

1. Click the “Join live event” link provided to attend.
2. In the lobby, decide your starting video and mic settings:
   • Turn camera on/off.
   • Blur background.
   • Turn mic on/off.
   • Adjust device settings.
3. Click the “Join now” button once your settings are ready.

4. View what is being broadcast at the center of the screen.
5. Use the meeting toolbar for Presenter functions:
   • Status of event broadcast.
   • Meeting duration.
   • Turn video on/off.
   • Turn mic on/off.
   • Share your screen (see Screen Sharing section).
   • “More actions” menu: live captions, background effects, device settings.
   • Presenter/Producer chat.
   • View list of Presenters/Producers (attendees remain hidden).
   • Open Q&A panel (see Moderation section).
   • Hang up to leave the event.

Screen Sharing to Producer

1. Click the “Screen sharing” icon on the meeting toolbar; a dialog box will open.
2. Check “Include System Audio” if attendees need to hear your device audio.
   • Note: Leave unchecked if only visuals and mic audio are needed.
3. Select the “Desktop” or “Window” you want projected. The Producer decides if/when it’s displayed to attendees.
   • Note: Close windows you do not want shared live.

Q&A Moderation

1. Click the “Q&A” icon on the meeting toolbar; the Q&A panel opens with three tabs:
   • New: Review unpublished questions, make announcements, or send private responses (visible only to Presenters until “Publish” is clicked).
   • Published: Reply to questions that have been made visible to all attendees.
   • Dismissed: Retrieve questions that were removed from the active queue.