Create a Microsoft Teams webinar event

Depending on your Microsoft 365 license, you may have access to the Microsoft Teams service which is an online meeting provider. Microsoft Teams functionality is now incorporated directly into Dynamics 365 Customer Insights - Journeys, allowing marketers to set up, promote, host and report on live events and interactive meetings hosted in Microsoft Teams directly from the application.

To create a webinar event using Microsoft Teams complete the following steps.

1. Open the Events work area and go to Event planning > Event > Events.

2. To create a new event, select + New in the command bar.

3. Fill out the details in the Key information section.

   • Event name: This field is required. This field is external facing and is the name of the Microsoft Teams event created as well as the Dynamics event record.

   • Event type: Select a type such as demonstration, training, webcast, etc. The system has several out-of-the-box options that you can modify to match your business needs. This field, which is for internal tracking/reporting purposes, won't affect any of the other event features.

4. Fill out the details in the Schedule section.

   • Event Time zone: This field is required. The time zone defaults to the time zone associated with the user creating the event. You can change this as needed for each event.

   • Event Start date: This field is required. Specify the start date for the event. The date will appear on your event website.

   • Event End date: This field is required. Specify the end date for the event. The date will appear on your event website. Once you save the event record, you'll see an event count down in days as a read-only field.

5. In the Stream This Event Online section, change the Do you want to stream this event toggle to Yes, and then choose the type of Teams event.

   • Teams Webinar: Use Teams Webinars to create online presentations. One or multiple presenters can share content, videos, and audio. Participants can view the content and optionally engage with the presenters. Audiences engage through reactions, posting in the chat, or answering poll questions. Attendees can’t share their own audio, video, or content. Webinars are useful for conference keynotes or meetings where a few presenters are talking to a large audience. Webinars can support up to 1,000 attendees. After selecting Teams Webinar as the streaming provider for your event, you can view and edit the meeting options inside Dynamics 365 Customer Insights - Journeys. To change the default settings, set the Change meeting options switch to Yes. This reveals the webinar settings, which you can adjust on a per-event basis. For more information, see Teams webinar.

     Note

     You can only create public Teams webinars from Dynamics 365 Customer Insights - Journeys. These events are open to anyone who is registered for the event.

   • Teams Meetings: The Teams Meetings option allows you to create an interactive online meeting experience where all attendees can share audio, video, or content. Meetings can also include a feature where participants are able to join meetings from a regular phone line. After selecting Teams Meetings as the streaming provider for your event, you can view and edit the meeting options inside Dynamics 365 Customer Insights - Journeys. To change the default settings, set the Change meeting options switch to Yes. This reveals the meeting settings, which you can adjust on a per-event basis. For more information, see Teams meetings.

   • Teams URL: Link that can be used by presenters or producers to access the Teams event. This URL should not be shared with registrants, as it won't capture their attendance.

   • Teams meeting owner: The Teams meeting owner is set to the user who creates the event in Dynamics 365 Customer Insights - Journeys. You can't change the Teams meeting owner once the event has been created. This is different from the owner of the event record in the app. The Teams meeting owner is designated as the owner of the event in Teams. Keep this in mind as you determine who will be responsible for creating events in the app. You will want to log in and create the event as the person you want to be listed as the Organizer on the event invite.

6. When finished setting the event options, select Save.

7. Add Presenters to your event.

   • A producer is a host that makes sure attendees have a great viewing experience by controlling the live event stream. The Producer can start and stop the event, manage the presenter’s video feed, and more.

   • To add a producer, navigate to the Additional information tab.

   • In the Team members section, select Add Existing Event Team Member. Search for the team member you would like to add. If the team member record doesn't currently exist, create it.

   • Select Add.

   • For more information, see Live event roles.

8. Customize the calendar content (for event registrants).

   • When attendees register for an event, they want a way to track not only the date of the event, but what sessions they plan to attend. The Dynamics 365 Customer Insights - Journeys email editor includes the ability to automatically generate personalized iCalendar files to track events and sessions. Using the email editor, you can add an iCalendar file button that is personalized to the email contact. When the contact selects the button, the iCalendar file downloads, allowing the contact to add it to the calendar of their choice.

   • To configure the calendar content of that iCalendar file, go to the Additional information tab.

   • Go to the Calendar content section.

   • For streamed events, a check-in button is automatically added if the calendar content is empty. This is an important link as this generates a personalized link for the attendee and automatically creates a check-in record in Dynamics when the attendee clicks this link to join the virtual event.

   • You can add additional content to the calendar invite as needed (for example, description of the event, list of topics, or speakers).

   • The left content section allows you to edit content for calendars that support HTML descriptions, such as Outlook. The right content section allows you to edit content for calendars that only support text descriptions, such as Gmail and Apple Calendar. Depending on which calendar the iCalendar file is imported into, either the HTML or the text only description will be used.

   • For more information, see Customize the iCalendar file descriptions.

     Note

     Once a Teams event is created or updated and the producers and presenters are added (by adding team members and speakers), the meeting will show up in their Outlook calendar and in their Teams calendar. The calendar item is a read-only version of the event. Changes made to the event from the Teams meeting owner’s calendar won’t update the event in Dynamics 365 Customer Insights - Journeys. Speakers and team members can join the live event from their calendars.

     The calendar integration feature for producers and presenters isn't affected by the Calendar content field in the Additional information tab. The Calendar content field only affects the .ics files sent through the email designer to registrants of the event. For more information, see Calendar integration.

9. The next step in planning your webinar will be setting up your event registration form. Refer to the next unit (Build the event registration form) to learn more about the various registration options within Dynamics 365 Customer Insights - Journeys.

10. For more information, see Set up a Microsoft Teams webinar.

For more information, see Keeping Dynamics and Teams in Sync.