Teams - Start and Manage Your Event Alone Tutorial

Find out how to start up and run your event independently. Learn the skills you need to successfully plan, organize and execute your own event without outside help.

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Available in Microsoft365

Objectifs :

This video aims to guide users on how to start and manage a town hall meeting solo, detailing the necessary steps and features available in Teams or Outlook for effective event organization.

Chapitres :

Introduction to Town Hall Management
In this section, we will explore the concept of a town hall meeting, which can be managed by multiple individuals, but often requires a single organizer to coordinate and present. This video focuses on how to effectively start and manage your town hall meeting independently.
Accessing Your Town Hall
To begin, you need to be the event organizer. You can access your town hall meeting through your Teams or Outlook calendar. Once you enter the event, you will see the number of participants connecting to the town hall at the top of the screen.
Managing Participant Experience
As participants join, they will see a notification indicating that the meeting has not yet started. It's important to note that activating your camera does not automatically broadcast your video to the audience. To share your video, click on the three dots and select 'Show on Screen' to ensure it is visible to all attendees.
Switching Camera Angles
If your setup includes multiple camera angles, you can switch between them by clicking on 'Switch Camera.' This feature allows for a more dynamic presentation, enhancing the viewer's experience.
Sharing Content
To share documents or other content during your town hall, click on 'Share' and select the desired content. The document will open in the foreground, allowing participants to view it clearly. A small control screen will appear at the bottom right of your screen, which you can click to return to the management interface.
Starting the Meeting
At this point, your town hall has not yet started. To initiate the meeting, click on 'Start Meeting.' Be cautious, as once the event is launched, you cannot stop it. If you need to restart, you will have to end the meeting and launch it again. A warning message will appear before starting your event.
Reviewing Your Town Hall
To review your town hall meeting, log in as an anonymous participant to your own meeting. This allows you to see the event from the attendees' perspective.
Ending the Meeting
To conclude your town hall, simply click on 'End Meeting.' A recording of the session will be available and can be published for participants to access later.

FAQ :

How can I access my town hall event?

You can access your town hall event through your Teams or Outlook calendar, where it will be listed as a scheduled event.

What should I do if I want to share a document during the town hall?

To share a document, click on the 'Share' button and select the content you wish to broadcast. The document will open in the foreground for all participants to see.

Can I stop the town hall once it has started?

No, once your event is launched, you cannot stop it. To restart, you will need to end the meeting and launch it again.

How can I see how many participants are connected?

At the top of the screen during the town hall, you will see the number of participants connecting to the event.

Is there a way to review my town hall after it has ended?

Yes, you can log in as an anonymous participant to your own meeting to review the town hall.

What happens to the recording of the town hall?

A recording will be available after the town hall ends and can be published for participants to access.

Quelques cas d'usages :

Remote Team Meetings

Use the town hall format to conduct remote team meetings, allowing team members from different locations to connect, share updates, and discuss projects in a structured manner.

Company Announcements

Organize a town hall to deliver important company announcements or updates to all employees, ensuring everyone receives the same information simultaneously.

Training Sessions

Utilize the town hall format for training sessions, where a subject matter expert can present information and answer questions from participants in real-time.

Feedback Collection

Conduct a town hall to gather feedback from employees on specific topics, encouraging open dialogue and participation to improve workplace culture.

Crisis Communication

In times of crisis, use the town hall format to communicate directly with employees, providing updates and addressing concerns in a transparent manner.

Glossaire :

Town Hall

A town hall is a meeting or event where participants gather to discuss topics, share information, and engage in dialogue, often facilitated through digital platforms like Teams or Outlook.

Event Organizer

The individual responsible for planning, managing, and executing the town hall event, ensuring all necessary arrangements are in place.

Teams

Microsoft Teams is a collaboration platform that integrates workplace chat, video meetings, file storage, and application integration, allowing teams to work together effectively.

Outlook Calendar

A scheduling tool within Microsoft Outlook that allows users to manage appointments, meetings, and events, including town halls.

Broadcast

The act of transmitting audio and video content to an audience during a meeting or event, ensuring that participants can see and hear the presentation.

Camera Angles

Different perspectives or views captured by cameras during a meeting, which can be switched to provide varied visual experiences for participants.

Share

A feature that allows the event organizer to present documents or content to all participants during the town hall.

Start Meeting

The action of officially beginning the town hall event, allowing participants to engage in the discussion.

End Meeting

The action of concluding the town hall event, after which a recording may be made available to participants.

Recording

A saved audio and video capture of the town hall event, which can be shared with participants who were unable to attend live.

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And town hall can be controlled by

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multiple people, but you might be

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alone in organizing and resenting.

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In this video, we'll see how to

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start and manage your town hall solo.

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For this, you need to be the event organizer.

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You can access your town hall from

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your Teams or Outlook calendar.

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Once in the event, at the top of the screen,

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you'll see the number of participants

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connecting to the town hall.

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Overtime, participants already connected

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will see a screen indicating that

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the meeting has not yet started.

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Activating the camera does not mean it's

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broadcasted to the audience's screen.

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Click on the three dots,

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then on show on screen for it

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to be broadcasted.

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If multiple camera angles are

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available, click on Switch

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Camera to switch between them.

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To share a document or any content,

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click on Share and select the

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content you wish to broadcast.

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The document will open in the foreground.

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A small control screen is available

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at the bottom right of your screen.

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Click on it to return to the

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management screen. At this moment,

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your town hall hasn't started yet.

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Click on Start Meeting.

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Be careful, once your event is launched,

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you cannot stop it.

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To restart, you will need to end

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the meeting and launch it again.

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A warning message will display

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for the start of your event.

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To get a review of your town Hall,

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log in as an anonymous

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participant to your own meeting.

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To end your town hall,

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simply click on End Meeting.

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A recording will be available and

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can be published for participants.

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