Microsoft Teams - Meeting setup for Town Halls

Microsoft Teams - Meeting setup for Town Halls

Info
In order to create a "Town Hall" meeting (whether for Public Meetings or not), you must contact IT to have your permissions updated.
Notes
All Public Meetings should be created using the Virtual Board Meetings account.

Creating the meeting:

  1. Open Microsoft Edge
    1. Sign into the "Virtual Board Meetings" account
  2.   In the Favorites/Bookmarks > Select "Calendar | Microsoft Teams"
  3.   Select the drop-down arrow next to New Meeting > Select Town Hall (Shown Below)





   



Required Meeting Settings:

  1. Update the Title to what the meeting is for
  2. Ensure that the Start Date and End Date are correct
    1. They will default to the time it is now, not when you have selected on the calendar
  3. Always ensure that the following are set as Co-organizers
    1. William Brinker, Kevin Hawk, Council Chamber
    2. Someone from IT will add the person responsible for producing the meeting
  4. If anyone else needs to present Virtually:
    1. Part of Organization: Add them to the Presenters from your org: field
    2. External: Click on the Add external presenters and enter the person's e-mail address in the new field that shows up
  5. Under Event Access, YOU MUST CHOOSE Public
    6. WarningWarning:  If you do not choose Public, you will have to re-create the meeting.  There is no option to switch this setting once the meeting is created.
  6. Ensure Enable attendee emails is enabledAdd members here from the Communications Department who will post the invite to social media sites.  
  7. Ensure that Manage what attendees see is enabled
Alert
Edit more options - These options are set by IT administration or already updated (please do not make changes)

Publishing and Sharing

  1. Once you're done with the settings, click Save and send invites
  2. AFTER YOU HAVE SAVED, you still need to "Publish" the meeting
    1. As long as the meeting is saved and the Save button is grayed out, click the purple Publish button in the top right
  3. Once published, it will give you the Join link to be shared
    1. If you did not copy the link or need to get it again, click Share event and it will be the same link

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