How to Schedule a Microsoft Teams Webinar and Build Its Registration Page

Microsoft’s current guidance is to use Teams webinars for new registration-based events. Microsoft notes that meetings with registration are no longer supported for new scheduling, while previously scheduled or Graph-created meetings had limited support. Webinars provide a more complete event and registration experience. [1]

Before you begin

Confirm that your organization allows webinars and that the organizer has the Teams features required for the event. Some webinar capabilities require Teams Premium. Decide whether the event should be open to people outside your organization or restricted to internal attendees before you create it.

1. Create the webinar in Teams

1. Open Microsoft Teams and go to Calendar.
2. Select the arrow beside New, then choose Webinar.
3. Enter the webinar title, date, start time, end time, and description.
4. Add co-organizers and presenters if other people will help run the event.
5. Choose the access type. Microsoft documents Public for people inside and outside the organization, or Your organization for internal registration.
6. Select Save to create the event and move to registration setup.

Microsoft recommends giving presenters a little preparation time before the attendee start time. You can do that by setting a later start time for attendees on the registration form. [2]

2. Review the registration experience

Open the saved webinar and choose the event-management option available in your Teams client. Review the registration page, attendee access, event description, presenters, and any available registration settings. Keep the title and description specific enough that attendees understand who the event is for and what they will learn.

3. Add presenters and co-organizers

Co-organizers can help manage the event, registration form, event theme, and other setup tasks. Presenters appear on the invite and join the webinar like a regular Teams meeting. Microsoft supports external presenters as well; external presenters receive a unique join link, so ask them not to forward it. [2]

4. Publish and test the attendee path

1. Save the completed event details.
2. Publish the registration page when the details and presenters are ready.
3. Copy the registration link into the invitation or website where attendees will find it.
4. Test the link in a private browser window and confirm whether an external or internal attendee can register as intended.
5. Send presenters their event details and verify that each person knows whether to join as a presenter, co-organizer, or attendee.

Common problems to check

• The webinar option is missing: review the organizer’s Teams policy, licensing, and feature availability.
• External registration does not work: confirm that the event is set to Public and that external or anonymous participation is allowed by policy.
• An external presenter cannot join: make sure they use the unique presenter link and, for guest presenters, the same account that received the invitation.
• The event details changed after people registered: update the webinar in Teams. Microsoft says registered, pending, and waitlisted users receive email about changes to the event date or time.

Practical checklist

Before promoting the event, confirm the event type, access scope, registration link, presenters, co-organizers, attendee start time, and test registration. Treat the registration page as the attendee’s first impression: it should answer who the event is for, what will happen, and when it starts.

Sources

1. Microsoft Learn: Set up Meeting Registration in Microsoft Teams
2. Microsoft Support: Schedule a webinar in Microsoft Teams