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Teams Live Events

Support services for Microsoft Teams Live Events provided by Educational Media Services (EMS), University of Oxford IT Services.

Contents

  1. Overview of Microsoft Teams Live
  2. Detailed guidance for Teams Live Events
    1. What type of events should Teams Live be used for?
    2. Important considerations before using Teams Live
    3. How to set up a Teams Live Event
  3. Book a meeting with the Media Production team
  4. How to find training on Teams Live
  5. Useful links for Teams Live

1. Overview of Microsoft Teams Live

Teams Live Events is a feature within Microsoft Teams that enables Oxford University staff to schedule, produce and broadcast meetings to a large online audience up to 10,000 (with a temporary further increase to 20,000 until 1 July 2020). It is especially useful if you are presenting to an audience outside of the University as attendees can watch via a URL link and don’t have to log in.

Teams Live Events is designed to be used for large-scale information dissemination such as town hall meetings, departmental updates, broadcasting keynotes or online training at scale. It is an extension of Teams Meetings and uses all the familiar tools and layout of a normal Teams meeting but with the ability to control the presentation of the meeting more and, importantly, go past the current 350 attendee limit. 

Educational Media Services has many years experience providiing technical support for high-profile livestreaming events for the University and elsewhere. Please note that we are still testing Teams Live and Microsoft is updating the functionality on a regular basis so we will be updating this document on a regular basis.

2. Detailed guidance for Teams Live Events

Unlike regular Teams meetings, Teams Live meetings are not designed to be a chat-based collaborative events but instead one-to-many communications where the hosts/producers are guiding the presenter-led interactions. Attendees join via a shared URL link and can only view the content the hosts decide to make live. Attendees cannot be seen or heard by the presenters, but can participate in discussions using a moderated Q&A chat function.

What type of events should Teams Live be used for?

  • Meetings of over 350 (exceeding the current limit of Teams Meetings)
  • Information dissemination such as town hall meetings
  • Research Group updates that might include external collaborators
  • Large scale training events
  • Public engagement events

Important considerations before using Teams Live

  1. There is no password protection for meetings. Anyone with the link can view the event and join anonymously. Presenters have no way of knowing if someone has joined who shouldn’t have.  We therefore strongly recommend that no confidential information be shared in a Teams Live event.
     
  2. There is currently no ‘share system audio’ feature for Mac users. This feature allows presenters to share their screen and their computer's sound, e.g. for playing a YouTube video or a video file on your computer. Windows users do have the 'share system audio' option but not while sharing a presentation, so media content embedded in a Powerpoint file cannot be heard. 
     
  3. There is a limit of 4 hours for each meeting – so for instance weekend conferences/workshops will need to be split into sessions and therefore generate multiple event links.  (NB This has been upgraded to 16 hours until 1st July 2020 as a response to the Covid-19 emergency)
     
  4. There can be only 15 Teams Live events that can run concurrently under the University license.  (NB this has been increased to 50 until 1st July 2020).  Check with the Nexus365 team in IT Services via help@it.ox.ac.uk to ensure your key event will not clash with other events.
     
  5. Only one presenter's webcam can be viewed by attendees at a time, which isn’t ideal for panel discussions as only one speaker at a time will appear on screen, rather than the multi-person gallery view you have with a standard Teams meeting. If you have an event based around a panel discussion you may need to rethink the format of the event or find an alternative solution.
     
  6. If you join from a mobile phone device or tablet, you can only join as an attendee – and you don’t appear to have access to the Q&A tab. If you are presenting or moderating in Teams Live then you will need to use a computer, preferably with the Teams App installed.
     
  7. There is no ‘pause’ button, once an event has been stopped, it cannot be re-started.
     
  8. Teams Live cannot be streamed to a social media account such as YouTube or Facebook, so if this is important for your public engagement work then you should look for an alternative solution.

How to set up a Teams Live Event

If, after reading the above, you would like to set up a Teams Live Event then please read the following documents:

3. Book a meeting with the Media Production team

If you have any queries or would like to schedule a test meeting then we are more than happy to help and advise.  Please contact media@it.ox.ac.uk 

4. How to find training on Teams Live

We will be confirming dates for training sessions for those interested shortly.

5. Useful links for Teams Live

For support using Teams Live, contact Educational Media Services:
media@it.ox.ac.uk

University announcement of Teams Live, including a feature comparison table with standard Teams meetings:
https://www.it.ox.ac.uk/article/teams-live

For support with Microsoft Teams including an introduction for beginners:
https://help.it.ox.ac.uk/nexus365/what-is-teams

For practical advice on running webinars and meetings within Teams:
https://help.it.ox.ac.uk/nexus365/run-webinars-in-teams

For advice on recording meetings in Microsoft Teams:
https://help.it.ox.ac.uk/nexus365/recording-meetings

For Replay / Panopto / Lecture Capture support, including home recording of lectures and presentations:
https://help.it.ox.ac.uk/replay/manualrecording

Service area: 

Written by IT Services. Latest revision 20 May 2020