This article is for faculty and staff who need to create live events online.

Zoom meetings can only allow 500 attendees per meeting. By creating a live event in Teams users can hold online a meeting with up to 10,000 attendees. This article shows how to create and produce a Live event in Teams. It also provides steps and resources for locating your recording and transcript and uploading them to Kaltura.

• Create a Live Event in Teams
• Produce a Live Event in Teams
• Download Your Live Event Recording and Transcript

Create a Live Event in Teams

This process was completed on the desktop version of Teams for Microsoft 365.

1. Navigate to the Office 365 Teams desktop application and click the Calendar tab on the left edge of the window.
2. Click the down arrow next to the New meeting button in the upper right-hand corner. This opens a drop-down menu.
3. Select Live event from the drop-down menu. A new window opens.
   
   Figure 1: The Live event option in the New meeting drop-down menu in Teams.
   
   
4. Enter relevant info for your live event.
   
   1. Title (Required)
   2. Location (drop-down menu)
   3. Start and End (date and time)
      
      NOTE: You cannot schedule live events for longer than four hours.
      
      
   4. Details – Provide info about the live event.
   5. Invite people to your event group: Enter a username or name in the field to invite a user as a Producer or Presenter. The people entered are automatically added as Presenters.  You can select the drop-down to change them to Producer, as necessary. 
      
      NOTE: Do not use this field to invite attendees. Anyone inside or outside of Penn State can attend as long as they have the link from Step 10, Invite Attendees.
      
      
      1. By default, the creator of the live event is the live event's Producer (host). This means you can:
         
         1. Start and stop an event
         2. Control what is shared and when
         3. Share audio, video, or a computer screen
         4. Moderate Q&A
      2. Presenters can:
         
         1. Share audio, video, or a computer screen
         2. Moderate Q&A
5. Click the Next button in the lower right-hand corner.
6. Select the Public option under Live event permissions. This option allows for 500+ attendees to attend.
7. (Optional) Scroll down to view and select production options, such as recordings, Q&A, captions, and engagement reports.
8. (Optional) Add a URL for additional support resources.
9. Click the Schedule button to create your live event.
10. Invite Attendees: click Get attendee link to invite attendees via calendar or email.

Anyone you invite to produce or present will be sent a meeting invitation via Outlook. A meeting for the event will be automatically added to your Teams and Outlook Calendars.

NOTE: This does not send the information to the attendees of your live event. You will need to communicate the link to your attendees. Click the live event on your Teams Calendar to locate the live event link. Anyone inside or outside of Penn State can attend as long as they have the link.

Click the live event on your Teams Calendar to:

• Join the live event
• Get the link to invite attendees
• Cancel the meeting
• Download recordings and transcripts and attendee engagement reports

NOTE: Download your recording, transcript and attendee engagement report as soon as possible. You can only download these items for seven days after the event. See Download Your Live Event Recording and Transcript.

Produce a Live Event in Teams

NOTE: Every time you start recording a live event, you must read or display the following paragraph:

Video and audio recordings of class lectures will be part of the classroom activity. The video and audio recordings are used for educational use/purposes and may be made available to all students presently enrolled in the class. For purposes where the recordings will be used in future class session/lectures, any type of identifying information will be adequately removed from the videos.

NOTE: Attendees cannot join your live event until you start the event. You may want to practice or start the event a few minutes prior to the scheduled time.

1. Navigate to the Office 365 Teams desktop application and click the Calendar tab on the left edge of the window.
2. Click the live event appointment on your Calendar. A new window opens.
3. Click the Join button. A new window opens.
4. (Optional) Adjust your camera and microphone settings to your preferences.
5. Click the Join now button in the center of the screen.
6. Click the Share button in the lower right-hand corner.
7. Select your Desktop or a specific open application on your computer (Window) from the thumbnail images displayed.
   
   Figure 2: The Desktop or Window options to Share in a Teams Live event.
   
   NOTE: The Desktop option allows you to share any open window if you need to navigate between applications during the live event.
   
   
8. (Optional) If you selected the Desktop option, your computer screen now displays what your attendees will see, indicated by a red border around your screen. Click the small window in the lower right-hand corner to return to the call screen.
9. In the call screen, select your content from the thumbnails displayed along the bottom. Your choice displays in the Queue window (left-hand window above the thumbnails).
   
   1. You: Displays your webcam. Make sure your mic is on if you want to speak during the event.
   2. Content: Displays the option you chose in the Step 7.
10. Click the Send Live button under the Queue window. Content for attendees now displays in the Live event window on the right.
11. Click the Start button under the Live event window.
    
    NOTE: Attendees cannot join your live event until you start the event.
    
    
12. A prompt appears to ask you if you want to start the live event. Click the Continue button to start the live event.
    
    NOTE: Once you start, you cannot stop and restart the live event.
    
    Once started, the small window in the lower right corner displays:
    1.  a red dot to indicate the live event is being recorded,
    2. and a red LIVE bubble to indicate the event is live.
       
       Figure 3: The recording icon and LIVE indicator in the corner window.
       
       NOTE: Every time you start recording a live event, you must read or display the following paragraph:
       
       Video and audio recordings of class lectures will be part of the classroom activity.  The video and audio recordings are used for educational use/purposes and may be made available to all students presently enrolled in the class. For purposes where the recordings will be used in future class session/lectures, any type of identifying information will be adequately removed from the videos.
       
       
13. To end the event, click the small window in the lower right corner to return to the call screen.
14. Click the End button below the Live event window (you may need to minimize the corner window to see the End button).
15. A prompt displays asking you to confirm you want to end the event. Click the End live event button to end the event.
16. Click the Leave button in the upper right-hand corner.

Download Your Live Event Recording and Transcript

The recording is immediately available to you after you end your live event.

NOTE: You have seven days to download recordings, transcripts and attendee engagement reports. You will not be able to retrieve them from Teams after that.

1. Navigate to the Office 365 Teams desktop application and click the Calendar tab on the left edge of the window.
2. Click your live event on your Teams calendar. A new window opens.
3. In the window that opens, scroll down to Live event resources and click the download icon to the right of Recording. Find your recording in the Downloads folder of your computer. To upload your recording to Kaltura, see Kaltura: Uploading Media to My Media from Your Computer. To add your recording to your course in Canvas, see Canvas: Embed Kaltura Media in a Canvas Course.
   
   Figure 4: The Recording icon in a completed Teams Live event.
   
   
4. Click Transcript below Recording.
5. Click the download icon to the right of English (United States). Find your transcript in the Downloads folder of your computer. To upload the transcript to your uploaded live event in Kaltura, see Kaltura: Upload a Transcript File.
   
   Figure 5: The Transcript download icon in a completed Teams Live event.

• Kaltura: Order and Edit Machine Captions
• Kaltura: Upload a Caption File