ITS

Information Technology Services
Information Technology Services

Live events in Microsoft 365

Live events in Microsoft 365 are an extension of Teams meetings that enable you to schedule, produce, and deliver live events that stream to large online audiences (up to 10,000 attendees). Live events are designed for one-to-many communications where the host of the event is leading the interactions and audience participation is primarily to view the content shared by host. Attendees can watch the live or recorded event in Microsoft Teams, Yammer, or Microsoft Stream, and can participate in discussions using moderated Q & A or a Yammer conversation.

Frequently asked questions

What are the differences between live events produced in Teams, Yammer or Stream?

There are two production types supported by live events.

  1. With Microsoft Teams production type (formerly known as Quick Start), you use Microsoft Teams to share your webcam, screen-share or invite other presenters just like a regular meeting. Events produced using Microsoft Teams use the Azure Media Player.
  2. With the external app or device production type (formerly known as External Encoder), you connect a software or hardware encoder via RTMP(S). Events produced using an external app or device use the Microsoft Stream player.

Both production types work on desktop, web, and mobile devices (iOS and Android)

Production type comparison table

Please consult the table below for at-a-glance information about features available across services and production types.

Production tools Microsoft Teams External app or device
Live event started from Microsoft Teams Yammer Microsoft Teams Yammer Microsoft Stream

Play in Microsoft Teams

Play in Microsoft Stream

Play in Yammer1

Yammer conversation

Moderated Q & A2

Record event

Download recording (by owner)

Transcription

Live captions and subtitles3

Embed live event player

External public anonymous viewers4

Viewer attendee report

Teams client as video producer

RTMP(S) ingest

1 When creating a live event in Yammer, the production tool is either Teams or an external app or device. If Teams is selected, then Yammer will link to play in Teams.
2 Moderated Q & A is available in Teams only. When using an external app or device, moderated Q & A started from Teams is available in Teams only.
3 Live captions and subtitles are not yet available for live events produced using Teams in Canada.
4 External, public anonymous users cannot access live events in Stream or Yammer. Office 365 guests, federated, and anonymous users can't be invited as producers or presenters in Teams live events.

For complete details, refer to Microsoft's article: Features breakdown by service and event type

What roles are available in live events?

Roles associated with live events extend beyond organizer, presenter, attendee roles that are characteristic of online meetings. Team live events provides role assignment capabilities for each of the core functions within a live events group, including: organizer, producer, presenter, and attendee. For details on responsibilities associated with each role, refer to Role and Responsibilities, as well as specific responsibilities for Queen's live events organizers.

Who can create and schedule live events?

Currently, the following organizational units are eligible to designate two individuals to serve as live events organizers for their unit.

  • Faculty of Arts and Science
  • Faculty of Education
  • Faculty of Engineering and Applied Sciences
  • Faculty of Health Sciences
  • Faculty of Law
  • School of Graduate Studies
  • Smith School of Business
  • Office of Advancement
  • Office of the Provost and Vice-Principal (Academic)
  • Office of Vice-Principal (Research)
  • Office of Vice-Principal (Finance and Administration)
  • Division of Student Affairs
  • Bader International Study Centre
  • IT Services
  • University Library
  • University Relations

Live events organizer responsibilities

In general, live events organizers are responsible for scheduling a live event and ensuring the event is set up with the right permissions for attendees and the live events group, who will manage the event.

Specific responsibilities include:

  • coordinating requests for live events within their unit,
  • creating the lives event for their unit,
  • selecting event group members,
  • inviting attendees,
  • setting attendee permissions,
  • selecting a production method,
  • configuring event options (for example, the moderated Q&A),
  • managing reports generated after the event has concluded,
  • coordinating attendee support for large events.

Live events organizers are also responsible for:

  • ensuring that their unit does not have more than one event scheduled in a given time period (i.e. no more than one live event scheduled concurrently).
    • If there is a need for concurrent live events, please contact IT Services prior to scheduling any such events. Failure to do so and/or scheduling concurrent events, may result in cancelling of any scheduled event(s) and/or revoking permission for that unit to create live events.
  • Adhering to any governing policies and procedures

When designating individuals as live events organizers, organizational units should consider the scope of responsibilities. Requests can be made using the Create Live Events in Microsoft 365 request form.

Note: permission to organize live events will only be assigned to employee accounts that meet licensing requirements (e.g. full-time faculty and/or staff). Departmental/sponsored accounts, along with students, alumni, retirees, are ineligible to create live events, but can attend.

Who can attend live events?

Live events can be public or private. If the event is public then anyone who has the link can attend without logging in.  If attendance is restricted to the organization or to specific people or groups, attendees will need to log in to join. If the event is produced using Microsoft Teams, then attendees will need to be licensed with Microsoft Teams. If the event is produced using an external app or device, then they will need to be licensed for Stream.

The following table details who can attend live events based on production type.  For additional detail on product types, refer to: Production Types.

Attendee Type Production Type
  Microsoft Teams External app or device

Public (anonymous)

Guest users1,2

Users of organizations federated with Queen's University2

Queen's University users

Specific groups/people

1 Guest users can watch live events if the live event is set up using the organization-wide option in Microsoft Teams.
2 Guests and users of organizations federated with Queen’s University can only watch live events as anonymous users in Microsoft Teams.

Notes: Office 365 guests, federated, and anonymous users can't be invited as producers or presenters in Teams live events.
Attendees need to enable third-party cookies in their browsers to watch a live event.

What are the system requirements and supported platforms?

  • Supported operating systems: Windows 7 and later (32-bit and 64-bit), macOS X 10.10 and later
  • Supported mobile operating systems: Android 4.4 and later, iOS 10 and later
  • Supported web browsers: Chrome (last 3 versions), Edge RS2 and later, Firefox (last 3 versions), Internet Explorer 11

Supported platforms by role:

  Desktop Web Mobile

Producer

Presenter

Attendee

Note:

 

What are the limits and restrictions?

  • The maximum audience size is 10,000 attendees
  • Maximum duration of an event is 4 hours
  • The maximum number of concurrent pre-live or live events across Microsoft 365 is 15.

Learn more

Last Updated: August 13, 2019