Webinar FAQs

Town hall is a produced event the audience view only.

Webinar is a Teams meeting the audience can particiapte in.

Please see the ‘Best Tool’ Matrix table for more information on the differences. To help choose the right platform for your event?

In the meeting as an active meeting member the limit is 1,000. Then the 1,001st person to join, up to 10,000, are in a limited view only stream of the meeting.

If using Breakout Rooms, the limit is 300 attendees. If you have more than 300 attendees, Breakout rooms is not available, so if required, limit your webinar size down to 300, minus your event team size, e.g. the event team is 7 people, set the attendee seats to 300-7 = 293.

Yes. There are some controls that are available with Teams Premium to prevent certain copy actions from chat and or Q&A.

However, that does not stop people screen snipping or taking a photo from an external device.

There is also a feature within Teams Premium to watermark presentations.

Standard webinars include a set of pre-created automated emails that are triggered when an attendee registers. If you are using the approval process, they will recieve the pending approval/rejection emails too.

There is a cancellation e-mail that goes out should the attendee themselves cancel, or if the whole webinar has been cancelled by the organiser.
If the date and time of the webinar is adjusted, there is an update e-mail that is sent out.
There is also a webinar reminder that is sent out as well as an ‘event recording is now available’ message.

Once an attendee has registered, the reminder email can be configured to send days or hours in advance. Just the one reminder email is possible.

These are the standard emails that exist. If the organiser has a Teams Premium licence, they can then edit each of those emails. It is not possible to create additional emails, just edit existing templates.

For the sign up, it is possible to add it to other existing communication methods such as communication emails or newsletters, or intra/internet sites.

With a Teams Premium licence, a post event feedback form can be linked to the ‘Event recording now avilable’ message. However, this does not work for external users.

Yes, it is possible to use PowerPoint live in a Webinar.

However, there are certain features in a PowerPoint that do not translate in PowerPoint live shared:
Transitions or animations on a slide do not appear in the PowerPoint live sharing model; if you have one slide and are clicking through various elements on that individual slide, the audience will not see it.

Again to note that whilst PowerPoint Live is available to the audience watching live, the recording does not capture videos or animations embedded in PowerPoint Live presentations.
Best practise is to not use a PowerPoint live in an event where your PowerPoint is not just static slides, but has more advanced content such as animations, transitions or embedded sound/video.

Yes. For webinar you do have tracking information on who has registered for your event. As part of the event registration there is a minimum data that’s captured for the attendees, which is name, e-mail, address and consent for collecting information.

You can then extend that by adding more information that’s collected as part of the registration and that registration information is available to the organiser and co-organisers live in the event page. You can see the registrations and you can download an Excel copy of those registrations.

Yes, the transcript is available from Stream, which is where the recording is accessible from.

When you set up the webinar it creates a registration page. The registration page must be filled out by the attendees in order to receive the webinar invitation. As part of that webinar life cycle, you can adjust the reminder for the event, you can set it to be a certain number of days or hours in advance that the reminder is sent.

Advertising the Webinar in as many different communication routes that you have is recommended, along with encouraging stakeholders to remind people about the event.

Yes, as Teams webinar event uses the registration process, the emails sent are the planned automated messages. Adjusting the presenters or co-organisers only generates an email update for other presenters and co-organisers.

In the NHSmail shared tenant, which is the nhs.net domain, we are all seen as one organisation ‘nhs.net’. ‘Presenters in your organisation’ includes all nhs.net accounts, even across multiple organisations.

For example, someone who works at Leicester, who has an NHS.net account creates an event in the NHSmail, shared tenancy. Someone else with a nhs.net account in Nottingham or Cornwall are also part of the same organisation.

When the event ends the organiser and co-organiser roles can go in and publish the recording to the attendees.

The organiser and co-organiser also have the opportunity to download the recording, make any edits and upload the recording to the event page before publishing.

Once published the recording will be temporarily uploaded to a Microsoft Streaming site to host. The recording is available for a limited time, which the organisers can extend through the town hall and webinar event management pages.

The organiser and co-organisers also have the option to download the recording and upload to thier relevant storage / video hosting location of their choice. This provides options to choose to download and store the recording in an appropriate place rather than publishing via Microsoft, if they wish.

For Webinar there is no invitation email sent, you create a registration page which attendees access to sign up and receive their private invitation.

When you distribute your communcation about the webinar registration page you can send via email using BCC function, or distribute via a newsletter or on an intra/internet page etc.

When setting up a Webinar, organiser adds the co-organisers and presenters in the details and a registration page is created for attendees. The registration page is only available once you’ve published the event, so you can still adjust information without triggering an email to attendees.

People that sign up and register will see that registration page. They will see the presenters listed and they will answer the registration questions set. If these details are then changed, existing registered people will not be asked for that additional information added, and they will not be alerted to say that the presenters have changed in any way. Only attendees new to registering will recveive the new information.

If an update for attendees on event changes is required, this would need to be communicated manually via other methods such as email.

An automated email is sent if the date or time of the webinar is changed.

Yes, for internal attendees, i.e. NHS.net accounts.

To use live polling within a webinar for an internal audience, you can use the integrated forms service to pre prepare forms that you can launch during your webinar attendees to respond to during the session. It does not work with external attendees.

Yes, the organiser and co-organiser can access the event from their teams calendar. Head to the recording section to download a copy of the recording.