Introduction
This article provides instructions for a Guest Presenter on how to create their guest account in advance of their MS Teams Live Event, how to join the Live Event on the day of, navigate the toolbar, screen share, and moderate the attendee's Q&A.
Table of Contents:
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Setting Up a Guest Presenter Account with an Outside Email Account
It is best practice to set up your Guest Presenter account prior to the day of your Live Event. You will be receiving an email with the subject “Microsoft Invitations sent on behalf of Empire State University.” You need this to begin the process. Please Note: check your email account’s “Spam/Junk” folder in case it was sent there by accident.
1. Click the “Accept invitation” link at the bottom of the email, a new browser tab will open with a prompt to create a new password.
2. Enter your new password in the textbox below the prompt and select the “Sign in” button.
3. Verify your account by entering your email address in the textbox and selecting the “Send code” button.
4. Retrieve the security code that Microsoft will send to your personal email account, and return to the browser tab requesting the code. Enter the security code in the “Code” textbox and select the “Next” button.
5. Enter your phone number for additional security into the “Phone number” textbox and selecting the “Next” button.
a. Please Note: users can opt-out by selecting the “Not Now” link below the “Phone number” textbox.
6. Read the “Review permissions” page, and select the “Accept” button.
7. Download Microsoft Teams by going to the following link and clicking “Download for desktop” button, and follow the installation Wizard prompts.
8. Once Teams is installed, launch the app. Enter your outside email account in the “Username” textbook and click the “Sign in” button.
9. Verify that you are entering as a guest of Empire State University by reviewing that the university’s name is listed and selecting the “Continue” button, and a dialog/welcome box will appear to confirm your account has been setup. (For more information about how to enter your event on the day of, see the article “Joining a Live Event as a Presenter with an Outside Email Account.”)
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Joining a Live Event as a Presenter with an Outside Email Account
You will receive an email invitation to join the MS Teams Live Event separate from the invitation to create your Guest Presenter account. These are the steps to enter the meeting on the day of the event.
1. Click the “Join live event” link, and a dialog box will open asking how you wish to open the event.
a. Please Note: exact wording will vary based on your operating system and browser setup.
2. Choose to open in the MS Teams app (not the web interface). You will then be brought into the MS Teams Live Event as a Guest Presenter.
3. Enter the Live Event lobby to decide what video and mic settings that you want to start with:
A. Turn camera on or off.
B. Blur background.
C. Turn mic on or off.
D. Adjust device settings.
4. Click the “Join now” button, once your settings are in place. (For more information about navigating in the Live Event, see the article “Presenter Toolbar.”)
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Presenter Toolbar
A. Status of event broadcast.
B. Length of meeting.
C. Turn your video on and off.
D. Turn your mic on and off.
E. Share your screen with the Producer who can broadcast your screen to the attendees (see the “Screen sharing” section for further instruction).
F. Open “more actions” for live captions, background effects, meeting notes, full screen mode, and device settings.
G. Open a chat that is only visible to Producers and Presenters in the meeting.
H. View the list of Producers and Presenters (Note: you can’t see who the attendees are).
I. Open the Q&A (see the “Q&A Moderation” section for detail on your moderator abilities).
J. Hang up/leave the event.
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Screen Sharing
1. Click the “Screen sharing” icon on the meeting toolbar, and a dialog box will open at the bottom of the screen.
2. Click the “Include System Audio” checkbox if you need attendees to hear the audio playing from your device.
a. Please Note: leave the box unchecked if attendees just need to see visuals and hear your mic without any other audio.
3. Select the “Desktop” or “Window” you want projected to the attendees.
a. Please Note: close windows you do not want broadcasted to everyone live.
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Q&A Moderation
1. Click the “Q&A” icon on the meeting toolbar, and a dialog box will open in the app. There are three tabs to choose from to:
2. Review “New” unpublished questions and provide private responses (only visible to Presenters until you hit the Publish button)
3. Reply to “Published” questions that go live to all attendees
4. Retrieve “Dismissed” questions.
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