Teams Premium
User Guide
Last updated: June 2023
OVERVIEW
As part of our continuous innovation, we have launched Microsoft Teams Premium.
Built on the familiar, all-in-one collaborative experience of Microsoft Teams, Teams
Premium makes meetings more intelligent, personalized, and protected—whether it’s
one-on-one, large meetings, virtual appointments, or webinars.
Microsoft Teams Premium is generally available for our commercial customers, you can
enjoy Teams Premium features with the following conditions:
1. Your Microsoft Teams Administrator, within your organization, has personally assigned
you to have a Teams Premium license.
2. The Teams Premium feature you are looking to utilize was configured and enabled by
your Microsoft Teams Administrator. (Excluding Intelligence features.)
3. To leverage the Intelligence Recap feature, the meeting should be recorded.
This guide will provide an overview of Microsoft Teams Premium features and their value. It
will guide you step-by-step how to utilize each of the features. For each feature, it will
explain:
1. Feature Introduction and user’s step by step guide
2. Overview and benefit of the feature
3. Feature visibility – who will see the feature within their Teams experience
4. Dependencies and limitations
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Table of contents – Feature’s menu
PROTECTED MEETINGS
Watermark
Sensitivity labels
Who can record
End-to-end encryption (E2EE)
PERSONALIZED MEETINGS
Meeting templates
Branded meetings
Organizational-defined backgrounds
Together mode scenes
INTELLIGENT MEETINGS
Meeting recap features:
Auto-generated chapters
AI-generated notes and tasks
Personalized timeline markers
Speaker timeline markers
Live Translation
ADVANCED Webinars
How to get started - overview
Registration and reminders
Virtual Green Room
Manage what attendees see
RTMP-in
eCDN for Teams live Events
Overview: Getting started
Virtual Appointments app
Premium SMS Reminders
Virtual lobby with branding and logos
Org-level analytics in Teams Admin Center
Link to learn about the feature and walkthrough of how to utilize it in your meetings,
(then press the link to go back here.
Advanced Virtual Appointments
Organizer Guidance: Record the meeting
Intelligent Meeting Recap
To record meeting, click
Record and Transcribe
and Start Recording.
User experience: Recap tab to find your intelligence
After the meeting ends,
enter meeting’s Recap
tab to recap and recall.
INTELLIGENT MEETINGS
Intelligent Meeting Recap uses AI to deliver a more personalized and intelligent overview of each
meeting. It can help reduce the time you spend sifting through meeting transcripts and recordings,
generate insights to help you discover the information that matters most to you, and make meeting
follow up easier.
Introduction
INTELLIGENT MEETINGS
Meeting Recap
Overview and Benefits
Smarter recordings and search will reduce meeting fatigue and help you stay in the know.
Below is an overview of the Meeting Recap features and benefits:
Auto-generated
chapters
AI-generated
notes and tasks
Personalized
timeline markers
Speaker
timeline markers
Intro and Benefits
Automatically
segments meeting
recordings into
chapters based on
meeting transcript
and PowerPoint Live
that was shared.
1
Makes it easy for
you to navigate
recordings and
understand the
content of the
meeting discussion.
Make the meetings
you attend (or
miss)
more productive
and impactful with
AI-suggested notes
and tasks so that
conclusions and
follow-ups are not
missed. It helps
users easily recall or
recap past
meetings.
It’s like having your
own virtual assistant
at every meeting!
These markers will
call out important
moments in the
meeting recordings,
such as when your
name was
mentioned, when a
screen was shared,
and when you
joined the meeting
late or left early.
Speaker timeline
markers appear
below meeting
recording.
Organizes speakers
in two ways: those
you work closely
with and most
frequent speakers,
allowing you to
jump right to the
moment when they
spoke.
Feature Visibility
If a meeting
organizer/recorder
has a Teams
Premium license,
chapters will be
generated and
visible to all
attendees
(regardless of their
Premium license
status).
Users must have a
Teams Premium
license to get
visibility to AI-
generated notes
and tasks.
Users must have a
Teams Premium
license to get
visibility to
personalized
timeline markers.
Users must have a
Teams Premium
license to get
visibility
to speaker timeline
markers.
1
Also included in Stream recordings
INTELLIGENT MEETINGS
Meeting Recap
Use Cases
Below are the primary use cases :
Industry Use Cases
All Invitee needs to recap a meeting they missed due to conflict or time
zone difference. They click on the Recap tab to:
• Review all AI-generated notes and tasks
• Skip through chapters to find relevant topics
• Track when their name was mentioned, a screen was shared, and
more by utilizing the personalized timeline markers
All Invitee wishes to recall a meeting where they joined late, left early or
were multitasking. They click on the Recap tab to:
• Review all AI-generated notes and tasks
• Click on the personalized timeline marker to catch up where they
left off (before they joined or after they left)
• Jump right to the relevant chapter to catch up on a specific topic
• Track when their name was mentioned, a screen was shared, and
more by utilizing the personalized timeline markers
Prerequisites
• Intelligent Recap requires cloud recording to be enabled in standard meeting policies.
• Users need a Teams Premium license and need to enable Transcriptions because the AI
insights are generated from the transcript.
• Recording a meeting is required.
For more information regarding responsible AI at Microsoft see Reflecting on our
responsible AI program: Three critical elements for progress - Microsoft On the Issues
INTELLIGENT MEETINGS
Meeting Recap
Dependencies and Limitations
Intelligent Recap is available in following markets and cloud tenants:
Markets at GA Cloud tenants at GA
Auto-generated chapters Worldwide Commercial, GCC
AI-generated notes English only (US) Commercial
AI-generated tasks English only (US) Commercial, GCC
Personalized timeline markers
(leave/join, name mentions, screenshare)
Worldwide Commercial, GCC
Speaker timeline markers Worldwide Commercial, GCC
Supported platforms:
• Windows, Mac, Web
Unsupported platforms:
• Mobile
INTELLIGENT MEETINGS
Live Translation Captions
User Guidance: Turn on Live Captions and select language (1 of 3)
Turn on Live captions:
Step 1: Hover over or click on
More in the top navigation.
Step 2: Expand drop down
and Turn on Live captions.
Live Translation for Captions leverages Microsoft Speech Translation technology powered by
Azure Cognitive Services to deliver AI-powered, real-time translations from 40 spoken languages.
Introduction
User Guidance: Turn on Live Captions and select language (3 of 3)
Live Translation Captions
Change T
ranslation
language for
captions
Step 1: Select Captions settings
(to the right of the captions) and
select ‘Subtitles’.
Step 2: Choose the language you
want your captions translated to.
User Guidance: Turn on Live Captions and select language (2 of 3)
Change S
poken
language
Step 1: Select Captions settings
(to the right of the captions) and
click on Change spoken language.
Step 2: Choose and set language
(select from 40 languages!).
Step 3: Click Confirm/Update.
INTELLIGENT MEETINGS
INTELLIGENT MEETINGS
Live Translation Captions
Overview and Benefits
Ideal for meetings with multi-lingual users and global audiences, Live Translation breaks
down language barriers and allows users to fully participate in meetings by reading live
captions translated in their native language or language of preference.
Live translation for captions will include speaker attribution as well—so you'll see not only
what's being said, but who's saying it.
Feature Visibility
If the meeting organizer is licensed with Teams premium, Live translated captions will be
available for all meeting participants.
Meeting organizer should be licensed with Teams premium license for participants to use
this capability of feature.
Use Cases
Below are the primary use cases:
Industry Use Cases
All Global meetings where not all attendees first language is the same.
All Clearly understand what is being said while taking notes during
meetings when the spoken language isn’t your first language.
Education Parent-Teacher meeting where the parent’s first language is different
than the spoken language.
INTELLIGENT MEETINGS
Live Translation Captions
Supported Spoken Languages
If you do not see a specific language below, click here to see if it’s been added recently.
• English (US)
• English (Canada)
• English (India)
• English (UK)
• English (Australia)
• English (New Zealand)
• Arabic (Arab Emirates) (Preview)
• Arabic (Saudi Arabia) (Preview)
• Chinese (Simplified China)
• Chinese (Traditional, Hong Kong SAR)
• Chinese (Traditional, Taiwan) (Preview)
• Czech (Czechia) (Preview)
• Danish (Denmark)
• Dutch (Belgium) (Preview)
• Dutch (Netherlands)
• French (Canada)
• French (France)
• Finnish (Finland) (Preview)
• German (Germany)
• Greek (Greece) (Preview)
• Hebrew (Israel) (Preview)
• Hindi (India)
• Hungarian (Hungary) (Preview)
• Italian (Italy)
• Japanese (Japan)
• Korean (Korea) (Preview)
• Norwegian (Norway)
• Polish (Poland) (Preview)
• Portuguese (Brazil)
• Portuguese (Portugal) (Preview)
• Romanian (Romania) (Preview)
• Russian (Russia) (Preview)
• Slovak (Slovakia) (Preview)
• Spanish (Mexico)
• Spanish (Spain)
• Swedish (Sweden)
• Thai (Thailand) (Preview)
• Turkish (Turkey) (Preview)
• Ukrainian (Ukraine) (Preview)
• Vietnamese (Vietnam) (Preview)
INTELLIGENT MEETINGS
Live Translation Captions
Supported Translation Languages
If you do not see a specific language below, click here to see if it’s been added recently.
• Arabic
• Chinese Simplified
• Chinese Traditional (Preview)
• Czech
• Danish
• Dutch (Preview)
• English
• Finnish
• French
• French (Canada)
• German
• Greek
• Hebrew
• Hindi
• Hungarian (Preview)
• Italian
• Japanese (Preview)
• Korean (Preview)
• Norwegian
• Polish (Preview)
• Portuguese (Brazil)
• Portuguese (Portugal)
• Romanian (Preview)
• Russian (Preview)
• Slovak (Preview)
• Spanish
• Swedish
• Thai (Preview)
• Turkish (Preview)
• Ukrainian Vietnamese (Preview)
Dependencies and Limitations
• There is no individual policy for translated captions; it is part of Live captions all-up.
• Make sure the language you select is the language everyone is speaking in the meeting.
• When you change the spoken language setting, it affects everyone. The captions
and transcript language will change for all meeting participants.
• Teams doesn't save captions.
• Obscenities will be obscured by asterisks.
• Teams may use a meeting's subject, invitation, participant names, and attachments to
improve caption accuracy.
Supported platforms:
• Desktop (Windows and Mac)
• Mobile (iOS and Android)
• Teams on Web (Edge and Chrome browsers)
• Virtual Desktop
Unsupported platforms:
• Microsoft Teams Rooms
• Captions aren't yet available in
government clouds on the Teams
mobile app
• Cloud Video Interop
User Guidance
There is no user guidance, specifically. The Meeting Organizer is simply using the templates.
Organizer Guidance
• When a meeting template is
made available to an organizer
through a custom meeting
template policy assignment, the
template will be available in the
Teams calendar and Outlook.
• The settings are automatically
applied based on the template
(and in this case, sensitivity label).
•
Note
: “Schedule meeting”, “Live
event” and “Webinar” are built-in
templates, controlled through
other policies.
PERSONALIZED MEETINGS
Meeting Template
Customized meeting templates are predefined for you , to automatically include the correct
settings, reducing the time and thought process it takes to create and get the meeting
right. With templates, leaders can ensure that their meetings adhere to company best
practices and policies
Introduction
PERSONALIZED MEETINGS
Meeting Templates
Overview and Benefits
Meeting Templates allows IT Admins to customize and manage meeting settings, create
standardized meeting templates, and make them available to meeting organizers when
sending meeting invites.
• Create a consistent meeting experiences for your organization.
• Help ensure adherence to compliance requirements.
• Allow organizers to select the right template for their meeting, reducing the time and
thought process of getting the meeting right.
Meeting templates can be used to enforce settings or to set defaults. Each template
setting can be locked so the meeting organizer can't change it, or can be left unlocked for
the meeting organizer to change if needed
The following meeting settings can be controlled by using a meeting template:
Setting Description
Chat Specifies if the meeting chat is available. Can also be used to
prevent chat before and after the meeting.
End-to-end
encryption
Specifies if the meeting is encrypted.
Lobby Specifies who can bypass the lobby and join the meeting directly.
Manage what
attendees see
Specifies if meeting organizers can preview and approve content
being shared on screen before other meeting participants can see it.
Mic and camera
for attendees
Specifies if attendees can unmute and use their camera.
Notify when
callers join and
leave
Specifies if a sound plays when people calling in by phone join or
leave the meeting.
Q&A Specifies if attendees can use the Q&A feature to ask questions
during the meeting.
Reactions Specifies if attendees can use reactions or raise their hand in the
meeting.
Recording Specifies who can record and if the meeting is recorded
automatically.
Sensitivity label Specifies the sensitivity label to be used for the meeting.
Watermark Specifies if watermarks are used for camera feeds and content that
is shared on screen in the meeting.
PERSONALIZED MEETINGS
Meeting Templates
Feature Visibility
Meeting templates are assigned by policy by the IT Admin. By default, the Global policy
allows users (licensed with Teams Premium) to see all available templates.
Use Cases
Below are the primary use cases:
Industry Use Cases
Sales Specialized Sales Templates for ensuring critical company information
represented to close special deals are secure through Meetings that
have Watermark and E2EE enabled by default
Education Specialized Class and Lecture Templates to provide educators a
hassle-free set-up experience
Recruiting Specialized Recruiting Templates for interviews to ensure that
meetings can’t be recorded, and chat can’t be copied
PERSONALIZED MEETINGS
Branded Meetings
Pre-Join Experience
Teams Desktop / Web Client Teams Mobile Client
Meeting Lobby
Teams Desktop / Web Client Teams Mobile Client
Branded Meetings let everyone see the logo and colors of your company when you join
the meeting and allow your brand colors to be infused in the meeting itself.
Introduction
PERSONALIZED MEETINGS
Branded Meetings
Overview and Benefits
Branded Meetings allows your organization to extend their branding to Teams meetings:
personalize with your company's logo, brand imagery, and color palette, set branding
organization wide, per group, or individually, and apply to pre-join, lobby and in-meeting
experiences.
• Foster internal corporate culture building and increase overall brand awareness with a
consistent "look and feel“
• Make a great first impression and provide a sense of professionalism and polish for all
client and external meetings
• Support marketing moments, product launches, company-events, culture, and holidays
Feature Visibility
Branded meetings are visible to all meeting attendees running supported Teams clients.
Use Cases
Below are the primary use cases:
Industry Use Cases
Healthcare,
Financial
Services, Retail
Make a great first impression with your organization's branding
prominently displayed in the meeting, providing a sense of
professionalism for all client and external meetings.
Enterprise Champion brand pride and foster corporate culture with a consistent
"look and feel" for your internal and external meetings.
Banking Create trust with external customers when discussing financial
information by having your organization’s branding in the pre-join
meeting lobby.
PERSONALIZED MEETINGS
Prerequisites
Meeting organizers applying branding within your organization must have a Teams
Premium License.
Dependencies and Limitations
Settings available include:
• Enforcing a theme, or enabling users to control whether a theme is applied through
meeting options
• Defining a theme containing visual components can include:
o Organization logo
o Organization image
o Custom color
Supported platforms:
• Desktop (Windows and Mac)
• Mobile (Android 11+ and iOS only)
• Teams Web Client
Unsupported platforms:
• Teams Rooms
Branding will show during the following times:
Join Launcher Meeting Pre-Join Meeting Lobby
Logo No Yes Yes
Image No Yes Yes
Color Yes Yes Yes
Branded Meetings
PERSONALIZED MEETINGS
Using custom background in meetings for
Desktop
Org-defined backgrounds will
appear on licensed user’s
interface, ordered by time of
upload.
Desktop
Pre-join experience
1. Join a meeting in your calendar.
2. Enable camera.
3. Select Background filters.
4. Choose one of the org-defined
backgrounds.
5. Close and click Join Now to enter
the meeting.
In-Meeting Experience
1. Go to More on the top meeting
toolbar.
2. Select Background effects.
3. Choose one of the org-defined
backgrounds.
4. Hit Apply.
You can now enable during the meeting a brand approved custom background
images from a predefined organizational background your admin was place for
you to choose from.
Org-defined backgrounds
Introduction
Using custom background in meetings for
Mobile
Org-defined backgrounds
Images will appear on licensed user’s interface, ordered by time of upload
Mobile
Pre-join experience
1. Join a meeting in your calendar.
2. Select Background effects.
4. Choose one of the org-defined
backgrounds.
5. Click Done and hit Join Now to enter
the meeting.
In-Meeting Experience
1. Click the three dots “…” on the bottom
toolbar.
2. Select Background effects.
3. Choose one of the org-defined
backgrounds.
4. Click Done
PERSONALIZED MEETINGS
PERSONALIZED MEETINGS
Overview and Benefits
Organizational backgrounds enable IT Admins to upload custom background images at a
tenant level, making them visible to users in their org. Organizational backgrounds can
support marketing moments, product launches, company-events, culture, and holidays.
Feature Visibility
Meeting participants must have a Team Premium license to have the ability to choose yuor
own background from the provided organizational-defined backgrounds.
Use Cases
Below are the primary use cases:
Industry Use Cases
All Virtual Birthday Parties, Unique/iconic office spaces on your
company’s campus, townhalls, All-hands in company auditoriums,
Offsites in locations like the Grand Canyon
Government Courtroom
Education Classroom; University; branded certification or continuing education
themes
Prerequisites
Each meeting attendee or user must have a Teams Premium license to benefit from
the feature.
Dependencies and Limitations
Supported platforms:
• Desktop (Windows and Mac)
• Mobile (Android 11+ and iOS only)
• Teams Web Client
Unsupported platforms:
• Teams Rooms
Org-defined backgrounds
PERSONALIZED MEETINGS
Together Mode Scenes
Organizer Guidance: Changing together mode scenes
To change scenes for all participants in the meeting, organizers and presenters can
check select together mode for everyone box and hit Apply.
User Guidance: Use together mode scenes
To use, select Together Mode in View. This will allow users to change the scene to the one created.
Provide you to choose a branded approved together mode scenes, as an
immersive and engaging meeting environment in Teams Meetings.
Introduction
PERSONALIZED MEETINGS
Together Mode Scenes
Overview and Benefits
Custom Together Mode Scenes provide an immersive and engaging meeting environment
in Teams Meetings.
• Bring people together and encourage them to turn on their video.
• Combine participants digitally into a single virtual scene.
• Place the participants' video streams in pre-determined seats designed and fixed by the
scene creator.
Feature Visibility
Meeting participants must have a Team Premium license to be able to select a custom
Together Mode scene.
Use Cases
Below are the primary use cases:
Industry Use Cases
All Virtual Birthday Parties, Unique/iconic office spaces on your
company’s campus, townhalls, All-hands in company auditoriums,
Offsites in location like the Grand Canyon
Government Courtroom
Education Classroom; University; branded certification or continuing education
themes
Organizer Guidance
Once IT Admin has enabled watermarks, meeting
organizers can apply them to shared content or video
feed in their meeting:
1. Create or open a meeting from your Teams
Calendar.
2. In Details, select Meeting Options.
3. Select Apply Watermark and turn on toggle(s) for
shared content, video feed or both.
4. Select Save to apply the watermark to your
meeting.
Attendee View: Watermark on video feed
When watermark is applied to
everyone’s video feed (set to
yes in Meeting Options), all
incoming video feeds will have
the viewer’s email address as
the personalized watermark.
Watermark
PROTECTED MEETINGS
Meeting organizers can leverage a unique watermark over attendee screen shares and video feeds to
confidently present and display sensitive information, aiming to deter of content leaks. This will protect
shared content during meetings by generating a customer overlay (or watermark) with each individual
participant’s email.
Introduction
Applying watermark to shared content
The sharing tray will adjust to
only show screen and window
options when “apply
watermark to shared content”
is set to Yes.
PowerPoint Live and Excel Live
are not available.
Attendee View: Watermark on shared content
When watermark is applied
to shared content (set to yes
in Meeting Options), all
incoming shared content feeds
will have the viewer’s email
address as the personalized
watermark
Watermark
PROTECTED MEETINGS
PROTECTED MEETINGS
Watermark
Overview and Benefits
Protect shared content during meetings by generating a customer overlay (or watermark)
with each individual participant’s email to safeguard confidential meetings. The watermark,
which cannot be turned off by meeting participants, will be washed out and sit behind your
text and pictures, so that it doesn't interfere with what's on the screen.
• Deters participants from taking unauthorized screenshots and leaking sensitive or
confidential content
• Makes it easier to identify the source of leaked information
Feature Visibility
Watermarking is visible to all meeting participants if you are as the organizer has a Teams
Premium license.
Dependencies and Limitations
The policy will be enabled by default for Teams Premium licensed users. IT admin will have
the capability to disable the policy from the Teams Admin Center or Powershell.
Watermark can be turned on for:
• Shared Content (desktop/window sharing only)
• Video feeds
Supported platforms:
• Desktop (Windows and Mac)
• Mobile (iOS and Android)
• Teams Room Systems (Windows and Android)
Watermark enabled? Meeting limitations
For shared content... Disabled features:
•
Meeting recording
•
Together mode
•
Large gallery view
•
PowerPoint Live
•
Excel Live
•
Whiteboard
•
Shared content from cameras
For video feed... Disabled features:
•
Recording
•
Together mode
•
Large gallery view
Platforms that are
not supported...
Audio only (no viewable shared content) for participants using:
•
Teams for web client
•
Virtual Desktop Infrastructure (VDI)
• Participants who are not signed in (anonymous participants)
•
Direct Guest Join
• Meeting overflow (greater than 1,000 participants)
•
Older Teams versions, Microsoft Teams (preview)
•
Cloud Video Interop (CVI)
2
2
Check with your CVI partner for watermark support information.
Watermark
PROTECTED MEETINGS
PROTECTED MEETINGS
Organizer Guidance
Sensitivity labels
• Once published by IT Admin, the meeting organizer can
choose the desired sensitivity label
• Sensitivity labels can also be applied automatically:
• As a default (configured in the published sensitivity
label)
• As part of a template
• When there are overlapping settings between a
template and sensitivity label, the sensitivity label
configuration will override it.
Attendee: Meeting Experience
The security indicator in
the upper left will show
that a sensitivity label has
been applied to the
current meeting.
For meetings that include discussing business-sensitive information that needs an extra layer of
protection, meeting organizers can leverage sensitivity labels to automatically apply the most relevant
and important meeting options based on the sensitivity of meeting content.
Introduction
PROTECTED MEETINGS
Sensitivity Labels
Overview and Benefits
Sensitivity labels make it even easier to protect information and meeting invites from
Outlook and/or Teams.
• Prevent attendees from leaking sensitive or confidential information
• Keep meeting subject, time, location and participants confidential
• Prevent the meeting invite from being forwarded
• Ensure settings are enforced when sensitivity labels are applied (labels are locked;
cannot be changed)
When the meeting starts, any meeting options configured in the label are
enforced. They include:
• Who can bypass the lobby
• Who can present
• Who can record
• End-to-end encryption for meetings
• Automatically record
• Watermark (video and screen sharing)
• Prevent or allow chat
• Prevent or allow copying chat contents to clipboard
Feature Visibility
Sensitivity labels are visible / applicable to all meeting participants once they are
enabled/applied.
Note:
Some of the meeting protection options will not change while the meeting is ongoing but will take effect for the
next instance after everyone leaves and re-joins. Support for copy prevention for external meeting joiners, and for
meeting chats on Safari, Firefox, and Mobile will come in a few months.
Sensitivity labels configure and/or enforce meeting options when it's applied to the
meeting. A user selects one of the company's existing sensitivity labels and applies it
when setting up/editing the meeting. Compliance admins will need to enable their
existing labels for Teams meetings in the Purview portal
PROTECTED MEETINGS
Sensitivity Labels
Use Cases
Below are the primary use cases for Sensitivity labels for meetings:
Industry Use Cases / Stories
Any
Enterprise
Scheduling a private Executive Leadership meeting and want to ensure
that highly sensitive information is not inadvertently shared. Labels
can be used to restrict who can bypass the lobby, block copying from
the meeting chat and enable end-to-end encryption.
Consumer
Goods
Financial team working with investors
Human
Resources
HR having an internal discussion or conducting an interview
Additional Roles Needed
Compliance Admin (configured through Purview Portal)
Prerequisites
• Compliance Admin must have access to the Purview Portal
(https://compliance.microsoft.com)
• E3 + Microsoft 365 E5 Compliance OR E5 licensing
• Teams Premium license
• Labels can be applied to meeting invites in Teams or Outlook. Version support is
noted here.
PROTECTED MEETINGS
Sensitivity Labels
Dependencies and Limitations
Before you use sensitivity labels for Teams, be aware of the following limitations:
• Prevent copying chat limitations. The label setting to prevent copying chat to the
clipboard is enforced for all channel chats, even outside channel meetings. For non-
channel meetings, it's enforced only for meetings. This setting is currently unsupported
for virtual desktop infrastructure (VDI). The methods supported to prevent copying chat:
Select the text and then right-click > Copy or Ctrl+C. Copying using developer tools or
third-party apps won't be prevented.
• iOS and Android mobile devices don’t support labeling calendar items and Teams
meetings.
• Sensitivity labels are currently unsupported for customers using Teams Education
SKUs. For more information, see Microsoft Teams service description.
• Additional limitations, specifically related to Outlook and Teams, are documented at
Use sensitivity labels to protect calendar items, Teams meetings, and chat - Microsoft
Purview (compliance) | Microsoft Learn.
Platforms supported
Meeting Sensitivity Label ‘Prevent copy/paste of meeting chat’
• Desktop (Windows/Mac)
• Web (Edge/Chrome)
• Mobile (iOS, Android can only join
labeled meeting but not schedule
labeled meetings)
• Teams Room Systems (Windows and
Android)
• Desktop (Windows/Mac)
• Web (Edge/Chrome)
For information on the difference between sensitivity labels and Teams Classification,
see Sensitivity labels for Microsoft Teams - Microsoft Teams | Microsoft Learn.
Note:
It can take up to 3 days for SCC to allow management of Sensitivity labels for use with Teams meetings, once
Teams Premium license has been procured.
PROTECTED MEETINGS
Organizer Guidance
Who can record
• The meeting organizer can determine which roles
have the ability to start and stop the recording on a
per-meeting basis.
• To apply, follow these steps.
1. Create or open a meeting from your Teams
Calendar.
2. In Details, select Meeting options.
3. Go to Who can record and select from the drop
down. You can choose from:
• Organizers and presenters (default), or
• Organizers and co-organizers
4. Select Save.
See Roles in a Teams meeting for details about selecting
presenters and changing someone's role before and during
a meeting.
Presenter view
When this option is set to
Organizers and Co-organizers in
Meeting Options, participants
that are assigned the presenter
role will not be able to start
recording.
Give you, as the organizer, additional protections to keep the discussion private, by easily manage
who
can record when scheduling Teams meetings.
Introduction
PROTECTED MEETINGS
Who can record
Overview and Benefits
With Teams Premium, meeting organizers can easily manage
who
can record when
scheduling Teams meetings. This gives meeting organizers the ability to plan in advance
for sensitive meetings and keep discussions private. There are two options for who can
record a meeting:
• Organizers and co-organizers, or
• Organizers and presenters.
Feature Visibility
The ‘Who can record’ meeting option is visible to the meeting organizer. The ability to
record will be available based on the option selected.
Use Cases
Below are the primary use cases:
Industry Use Cases
Any Enterprise
In meetings with sensitive information being shared, limit the ability to
record to the organizer or co-organizers only.
Education
Remote teacher preventing students from recording classroom
lessons
Dependencies and Limitations
If any of the following meeting options are set to Yes, the who can record option will be
unavailable (greyed out):
• Record automatically
• Apply a watermark to shared content
• Apply a watermark to everyone’s video feed
• Enable end-to-end encryption
It is recommended that organizations set security guidelines and instructions for usage of
this feature.
PROTECTED MEETINGS
End-to-end encryption (E2EE)
Organizer Guidance
End-to-end encryption in a meeting can only be
turned on or off before it starts.
Desktop
1. Go to your Outlook or Teams Calendar and select New
meeting.
2. Go to Meeting options.
3. Turn on the Enable end-to-end Encryption toggle.
4. Select Save.
5. Enter the rest of your meeting details.
6. Select Save to schedule.
Mobile
1. Open your Teams mobile app.
2. Go to Details > Meeting options.
3. Enable end-to-end Encryption.
To verify end-to-end encryption is turned on for both
parties, check whether your meeting is being encrypted
successfully for both parties and look for the encryption
indicator (a symbol of a shield and lock) on your meeting
screen. Tap the indicator to see your meeting’s end-to-end
encryption code and make sure the code is the same for
both parties.
Introduction
For the extremely sensitive meetings that require disabling some of the core meeting features
for an advanced encryption option, E2EE can be apply to a meeting,. The additional layer of
encryption provides secure of the audio, video and screen sharing content in the meeting
and ensures only participants in the meeting can hear or see the communication.
As a reminder, data exchanged during Teams calls or meetings is always secured using
industry-standard encryption in transit and at rest.
User Guidance: First Attendee Joins Meeting
End-to-End Encryption
Example: Allan is the first
attendee to join meeting
• The encryption indicator in
the upper left will show the
current status
• Click the indicator to reveal
detailed status, including the
code currently in use
• The code will change when a
new participant joins
• The code will be the same
for all participants
• Desktop (Windows and Mac)
and mobile (iOS and
Android) only.
User Guidance: Second Attendee Joins Meeting
Example: Adele is the
second attendee to join
the meeting
• When additional
attendees join, the
meeting code will
change
• Click on the indicator to
view the new code.
PROTECTED MEETINGS
PROTECTED MEETINGS
End-to-end encryption (E2EE)
Overview and Benefits
For meetings that require heightened confidentiality, end-to-end encryption (E2EE) is an
extra layer of security that:
• Encrypts data at its origin and decrypts it at its destination.
• Secures the audio, video and screen sharing content in the meeting.
1
• Ensures only participants in the meeting can hear or see the communication.
Note:
No other party, including Microsoft, has access to the decrypted conversations.
Feature Visibility
E2EE is visible to all meeting participants if you as the organizer has a Teams Premium
license.
Dependencies and Limitations
When the E2EE option is enabled for meetings, it introduces feature and functionality
tradeoffs. For this reason, the E2EE option should be used for very specific and targeted
use cases defined by the customer's IT, Security and/or Compliance teams. E2EE can
impact both the user experience and IT’s ability to govern the meeting.
• Supports 50 participants maximum
• E2EE communications become non-discoverable in compliance tooling. Participants that
are configured with a compliance recording policy will be unable to join.
2
• An end-to-end encrypted meeting might take slightly longer to join.
• The below features become unavailable in Teams meetings when E2EE is enabled:
o Recording
o Live captions, CART captions and transcription
o Language interpretation
o Companion mode
o Together mode and Large Gallery views
o PSTN Scenarios
o Breakout rooms
o PowerPoint Live
o Excel Live
Note: When E2EE is not used, Teams data exchanged during calls or meeting is still protected with industry standard
encryption in transit and at rest. Chat for end-to-end encrypted calls / meetings is protected with M365 encryption.
For more information, see Media encryption for Teams.
1
Apps, avatars, reactions, chat, and Q&A are not end-to-end encrypted, but are still secured with encryption.
Advanced Webinars: How to get started
Organizer Guidance: Setting up new event (1 of 3)
• Step 1: In Teams Calendar, click
the down arrow next to New
meeting and select Webinar.
• Step 2: Fill in the event details.
• Step 3: Select your level of
access for attendees.
• Step 4: Hit Save.
• Notes
• Hold to send invites until after
you add additional presenters/
co-organizers).
• Once published, the Event
access type cannot be changed.
Organizer Guidance: Setting up new event (2 of 3)
Step 5: Click on Manage apps to bring up the
webinar details.
Step 6: Click the + sign to add apps.
ADVANCED WEBINARS
Introduction
Host events with seamless registration and customized experiences getting the familiar
and secure experience of Teams webinars combined with new host controls and event
management controls that make it seamless to connect with any audience.
Advanced Webinars: How to get started
Organizer Guidance: Setting up new event (3 of 3)
Step 7: Click Meeting
options to bring up webinar
meeting options.
Step 8: Toggle on Manage
what attendees see and
Enable Green Room
(recommended).
Step 9: Click Save.
Organizer Guidance: Adding presenter bios
Step 1: Presenters that were added on the Details
page will appear here. Click Edit to provide
additional details. These details will appear on the
event registration portal.
Step 2: Enter relevant information in the ‘Edit
bio’ screen and click Save. Repeat as necessary
for additional presenters.
ADVANCED WEBINARS
Advanced Webinars: How to get started
Organizer Guidance: Adding event theming
The theming page allows meeting attendees to customize the background image on the registration
page. It also allows you to upload a logo and theme color.
Step 1: Click on Change image to upload a new
background image or Click on the Logo or Theme
color to change.
Step 2: Preview, edit or resize image and click
Save.
ADVANCED WEBINARS
ADVANCED WEBINARS
Overview and Benefits
In today’s world, it’s hard to attract and engage attendees, whether it’s your own
employees or potential customers.
Building upon the basic webinar functionality in Office 365 and Microsoft 365, Advanced
Webinars give you new management controls that make it seamless to connect with your
audience, whether internal or external.
By enabling, you get access to a simplified user experience, meeting registrations, a
management recap, and many new feature and benefits including:
• A registration page for your webinar
• Ability to add co-organizers
• A dedicated event page with branding and presenter bios
• Advanced registration configurability, waitlist and manual approvals
• Registration status overview
• A virtual green room where presenters and meeting hosts can chat and stage content
and a virtual waiting room where meeting attendees can engage while they wait for the
event to start
• Manage what your attendees can see or do during webinar
• Support for RTMP-IN, to bring externally produced content into your webinar
Use Cases
Below are the primary use cases:
Industry Use Cases
All - Enterprise,
Education,
Government, Retail,
Healthcare, Financial
Services
• Online trainings where attendees can register and join a
learning session
• Product demos and community webinars to connect with
customers and do knowledge shares
• Marketing and sales events
Sales and Marketing • Connecting with potential leads to grow business
HR • Onboarding and training new team members
ADVANCED WEBINARS
Registration and Reminders
Organizer: Legacy Experience (v1)
Feature can be turned on in the Teams Admin Center (https://admin.teams.microsoft.com).
Step 1: Go to Meeting Policies.
Step 2: Click on Global (Org-
wide default.)
Step 3: Go to Meeting
scheduling.
Step 4: Toggle on OR off (to
enable / disable meeting
registration).
Step 5: Go to Who can register.
Step 6: Select everyone or
everyone in the organization
from the drop down.
Step 7: Click Save.
Legacy webinar (v1) experience
Introduction
Improving registration experience with registration waitlist and manual approval and
the ability to customize the registration start and end times for better event
management.
ADVANCED WEBINARS
Registration and Reminders
Registration waitlist & manual
approvals
Automated reminder emails
(COMING SOON)
Intro Enable a waitlist for registered
attendees to streamline capacity and
manually approve registered
attendees on the spot.
Ensure all registered attendees
show up to your event by
sending automated reminder
emails.
Highlights • Require registrations and enables
a
waitlist after the event has reached
capacity allowing additional people
to register and be added as space
becomes available
•
Allow meeting organizers to review
registration info and manually
approve and reject registrants on a
case-by-case basis
• Customize start and end times for
registrations
• Send emails ahead of the
event
• Send emails to every
confirmed registrant on the
day of the event.
• Emails will include a custom-
branded header, webinar
details, and a link to join the
event.
Benefits • Make it easier to manage
registration ahead of webinar
• Drive attendance
• Build excitement and attract
attendees to your webinar
Visibility Once registration is set and invites are sent to attendees, capabilities are
visible to all the meeting attendees.
Dependencies and Limitations
The new webinar experience is currently unavailable for on-premises users, Microsoft 365
GCC, Microsoft 365 GCC High, or Microsoft 365 DoD.
Supported platforms:
• Scheduling a webinar is available on Teams desktop and web clients.
• Joining a webinar is available on Teams desktop, web and mobile (iOS and Android)
devices.
Unsupported platforms;
• Cloud Video Interop (CVI) endpoints
• Microsoft Teams Rooms (MTRs) as attendees
Organizer view: Getting started
Advanced Webinars: Virtual Green Room
Once the meeting has started and
presenters join, organizers and
defined presenters will be entered
into the Green Room. Attendees
will not be admitted until the
meeting is started.
ADVANCED WEBINARS
Presenter view: Two presenters in Green Room
In this example, there are
two presenters in the
Green Room: Alan and
Adele.
Alan and Adele can do
A/V tech checks, etc. and
prepare before going
“live.”
Presenter 1: Alan is
sharing via PowerPoint
Live. This is his view of
the Green Room.
Presenter 2: This is Adele’s
view of the Green Room.
Introduction
Webinars allow presenters to join the virtual green room so that preparation before the webinar is
seamless. Presenters have the time and space to connect and do a quick briefing or test run without
disturbing attendees. While attendees wait for the event to start, they can engage with the
presenters and one another through chat and Q&A.
Organizer Guidance: How to start meeting
Step 1: Click Start
meeting (yellow button
in upper right).
Step 2: Click start
meeting in the pop-up
box to confirm.
Advanced Webinars: Virtual Green Room
ADVANCED WEBINARS
Organizer Guidance: Merging experiences
Meeting is starting….
During this time, the presenters and organizers
are moved out of the Green Room and into the
same experience as the attendees.
Meeting start complete / Green Room closed
After meeting is started, all participants
(organizers, presenters, attendees) will have in the
same experience.
Attendees can now see videos and content and
hear audio from the presenters/organizers.
ADVANCED WEBINARS
Virtual Green Room
Overview and Benefits
On the day of the webinar, presenters and the meeting host are invited to join a virtual
green room—a dedicated space separate from attendees—where they can talk in real-
time, stage content, do a quick briefing, and a test run of the webinar.
Additionally, while attendees join and wait for the event to start, they’re greeted with a
welcome screen to inform them the event will start shortly and can engage with the
presenters and one another through chat and Q&A (if enabled).
Feature Visibility
The Green Room feature will only show up on the Meeting Options page if the organizer
has a Teams Premium license. The Virtual Green Room is available for meeting organizers
and co-organizers to configure. The organizer, any co-organizers and defined meeting
presenters will have access to the Green Room before the event begins. Additionally, the
welcome screen is visible to all attendees until the event formally begins.
Use Cases
Below are the primary use cases:
Industry Use Cases
Marketing Presenters huddle up to discuss and finalize agenda before the
meeting officially starts
Education Teachers (presenters) meet before a parent-teacher meeting /
classroom session starts
All A chance for presenters to test audio quality with headsets and test
sharing content before going live with the audience
ADVANCED WEBINARS
Virtual Green Room
Prerequisites
Meeting organizers must define separate presenter/attendee roles before they can enable
the Green Room feature.
Dependencies and Limitations
• Organizers can turn the Green Room on or off while a meeting/webinar is active, but the
change will not be reflected unless they end and restart the meeting.
• CVI presenters who join will wait with attendees for the meeting to start and cannot
interact with users in the green room. In this state, any audio shared by the CVI
presenter will be audible to other attendees.
• If a user in the Green Room is made an attendee, they will be unable to speak or share
their video.
• If an attendee waiting for a meeting to start is made a presenter, then other attendees
who are waiting for the meeting to start will be able to hear them. We recommend
removing a user if you would like to promote or demote them. If the attendee that was
promoted rejoins the meeting, they will enter the Green Room.
• Compliance recording will not be available to those who join the Green Room or
attendees who are waiting for the meeting to start; however, compliance recording will
start for all specified participants once the meeting has also started.
• Green Room capacity is limited to 100 presenters at a time.
Supported platforms:
• Teams for desktop, web (Edge and Chrome browsers only) and mobile
ADVANCED WEBINARS
Organizer Guidance: Getting started
This meeting option allows presenter(s) to control
what attendee can see. If they enable (change to
yes), attendees will only see content that is shared
and people who are brought on screen.
Note: It requires defined presenter/attendee roles
(everyone cannot be a presenter).
Step 1: In Teams, go to Calendar and select a
meeting.
Step 2: Click on Meeting options.
Step 3: Go to Who can present, select Specific
people, and add presenter name/alias.
Step 4: Toggle Yes on Manage what attendees
see.
Step 5: For best experience, also make sure toggle
is set to No on allow mic for attendees and
allow camera for attendees.
Step 6: Hit Save.
Manage what attendees see
Introduction
With the ability to manage what attendees see, you don’t have to worry about distractions in
case someone’s video accidentally turns on or keeping focus while multiple profile photos of
attendees show up on-screen. You can curate the attendee view, so attendees only see shared
content and participants you bring on-screen.
Organizer Guidance: Presenter Layout
• The “Off Screen” area is where
the organizers/presenters will
appear.
• If organizer/presenter cameras
are on, attendees will see video; if
they are off, users will see an
avatar and initials.
• Anything inside the red border
will be visible to attendees.
• The first person to join will not
see any people or content (since
neither are shared by default).
• Audio is always heard, regardless
if the presenter is on screen or
not.
This is the ”on screen”
area visible to
attendees.
When there is no content
or people on screen,
attendees will see a
simple welcome message.
ADVANCED WEBINARS
Manage what attendees see
Organizer Guidance: How to bring presenter on screen
• The “Off Screen” area is where the
organizers/presenters will appear.
• If organizer/presenter cameras are
on, attendees will see video; if they
are off, users will see an avatar and
initials.
• Anything inside the red border will
be visible to attendees.
• The first person to join will not see
any people or content (since
neither are shared by default).
• Audio is always heard, regardless if
the presenter is on screen or not.
• Right click a person from in the ‘Off
Screen’ area and select Bring on
screen (to make them visible to
attendees).
This screenshot shows when person is brought on screen
Organizer Guidance: How to take presenter off screen
Right click a person in the stage
area (inside the red border) and
select Take off screen.
The person will no longer be
visible to the attendees and will
return to the ‘Off Screen’ area on
the left.
Screenshot to left
shows when person is
removed from screen
ADVANCED WEBINARS
Manage what attendees see
Organizer Guidance: How presenters can share content
Step 1: Click on the Share button.
Step 2: In the Share content tray, if
you need to include audio with your
sharing, toggle the Include computer
sound option.
Step 3: In the Share content tray,
select screen, window, PowerPoint
Live, or Excel Live.
• PowerPoint and Excel files are from
the ‘Most Recently Used’ (MRU) list
in OneDrive and SharePoint.
• PowerPoint presentations will open
in Presenter View by default (but you
can change by toggling to No using
the ellipsis (…) menu).
Step 4: The content and
customizations selected will
automatically be shared. (Content
does not have to be brought on
screen manually).
Organizer Guidance: Using Presenter Modes
When sharing content, presenters
have the option of using three
presenter modes:
They are accessible in the Share tray.
Step 1: Ensure your video camera is
on.
Step 2: Click on the Share button.
Step 3: Click on presenter mode you
want:
• Standout
• Side by side
• Reporter
Step 4 (Optional): Click on Add
background and select a predefined
background image. Click the < to
return to the share content window.
Step 5: Click on the content you want
to share.
Note: When sharing using PowerPoint Live,
the only Presenter Mode available is
Standout.
ADVANCED WEBINARS
Manage what attendees see
Presenter Guidance: Managing Attendees
By default, attendees will not be visible in the off-screen area but occasionally presenters may want to
bring individual attendees on screen.
When an attendee uses the Raise Hands
feature, they will appear in the off-screen
area.
The presenter can do the following by right
clicking on the attendee’s photo in the off-
camera area and selecting from the menu.
• Mute participant
• Allow/Disable Mic
• Allow/Disable Camera
• Lower Hand
• Bring on screen
Select Bring on screen to make the
attendee visible to the others.
ADVANCED WEBINARS
Manage what attendees see
Overview and Benefits
Minimize distractions and keep your audience focused and engaged by curating and
managing what your attendees can see on screen, including shared content and presenter
video. By doing so, you elevate and manage the production of your webinar to showcase a
more dynamic presentation.
• Conduct more professional and polished webinars
• Determine who can present
• Turn off or allow mic for attendees
• Turn off or allow camera for attendees
• Decide whose avatars or video feeds to spotlight during webinar
Feature Visibility
The meeting organizer requires a Teams Premium license to use this feature. Manage what
attendees see is available for meeting organizers and co-organizers to configure. The
organizer, any co-organizers and defined meeting presenters will have access to use this
mode during the meeting.
Use Cases
Below are the primary use cases:
Industry Use Cases
Marketing A digital events specialist at a marketing agency, is hosting a webinar
with her colleague to teach potential clients how to build a blog for
their website. To make sure the webinar is highly engaging, she
manages what the audiences sees by curating the attendee view to
show the Presenter only. At the end, she allows attendees to raise
their hand to ask questions live.
HR/Recruiting Helps bring only the candidate on the stage and ensures that the
interview panel is not visible to the candidate
Education Teacher (acting as organizer) chooses a presenter and bring them on
stage from a list of students
ADVANCED WEBINARS
Manage what attendees see
Prerequisites
Meeting organizers must define separate presenter/attendee roles before they can enable
the Manage what Attendees See feature.
Dependencies and Limitations
Presenters that are not “on screen” can still be heard in the meeting (if their microphone
is active).
Supported platforms:
Presenter/organizer can use Teams desktop or web on Edge and Chrome
ADVANCED WEBINARS
RTMP-in
Introduction
Organizer Guidance: Getting started
RTMP-In can be enabled through the Meetings Options of the scheduled event.
Step 1: In Teams, go to Calendar and select a
meeting.
Step 2: Click on Meeting options.
Step 3: Go to RTMP-In and turn toggle to Yes.
Step 4: Click Save.
RTMP-In is now enabled. You will see the Server
ingest URL and Stream key listed.
Once enabled and configured, it appears as another video
feed in the meeting (automatic fit-to-frame applied).
RTMP-in provides the ability to bring external content into your event using a Real-Time Messaging
Protocol (RTMP) stream (an ingest URL and key are provided).
ADVANCED WEBINARS
Presenter and User: Content view
Custom RTMP feed
after the presenter
used Bring on Screen
in the Manage what
attendees see feature.
Organizer Guidance: Presenter view
While you can use a number of different encoders, example screenshots below show OBS.
Once RTMP–In is enabled:
Step 1: Input the Server Ingest URL
and Key into the encoder.
Step 2: In the encoder, click Start
Streaming.
The feed will appear in the meeting
as “Custom RTMP”.
Note: The screenshot to the right is
using ‘Manage what attendees see.’
The Custom RTMP feed is in the Off
Screen area.
ADVANCED WEBINARS
RTMP-in
Overview and Benefits
You’ll be able to consume a stream from a custom RTMP source, whether it be a
professionally produced event with more dynamic content like a video or high-quality
screen sharing, to all attendees in the event, by leveraging an external encoder and
enabling RTMP-in.
Feature Visibility
The meeting organizer configures this feature and is required to have a Teams Premium
license. All meeting participants can consume the RTMP feed.
Use Cases
Below are the primary use cases:
Industry Use Cases
Marketing Helpful in streaming high quality recorded content during product
launch events. E.g., product demo
Any Enterprise Ideal for IT Admins to ingest external live or pre-
recorded content into
large meetings. E.g., CXO level townhalls
Dependencies and Limitations
There is a delay of about 2-3 seconds for the RTMP feed from the source to the
destination.
ADVANCED WEBINARS
User guide: No user guide is required.
Overview and Benefits
Microsoft Enterprise Content Delivery Network (eCDN) is a first-party offering that
optimizes network performance for live video streaming and distribution within an
enterprise.
Microsoft eCDN can help reduce the load on the corporate network, improve connectivity
and video quality, and doesn’t require any additional installation on user endpoints and
devices (is easy to install). It can also improve live event experiences in your organization.
Feature Visibility
Once enabled within the tenant, all internal attendees will be able to leverage the eCDN.
Use Cases
Industry Use Cases
Any
Global meetings, all hands and townhalls, company-wide trainings,
live streaming event
Prerequisites
Network Requirements:
• https (443) to *.ecdn.microsoft.com (eCDN script download and WebSocket connection)
• As of June 1st, 2023, we will be transitioning domains from *.ecdn.microsoft.com to
*.ecdn.teams.microsoft.com. In preparation for the multi-week transition period,
please add the new domain to any firewall, proxy, VPN or mDNS configurations you
may have made. It's important to note that the transition will not be a clean cut-over, so
both domains must be accounted for during the transition period
• SCTP over DTLS over UDP for P2P connections (ports 1025-65535)
Microsoft eCDN for Teams Live Events
Introduction
With Microsoft eCDN (Enterprise Content Delivery Network) organizations can seamlessly and
securely live stream global meetings, all hands and townhalls, and distribute company-wide
trainings using Teams Live Events.
ADVANCED WEBINARS
Microsoft eCDN for Teams Live Events
Dependencies and Limitations
• Available in Premium as well as Standalone SKU
• Integrated into first-party communication products (Teams, Yammer), but can also be
used with third-party products
• Organizations that have densely populated locations (for example, 5000 attendees in a
central site) can use an eCDN to optimize the bandwidth by leveraging Peer-to-Peer
(P2P) technology based on WebRTC
o Without eCDN, 5000 attendees would pull in 5000 individual (unicast) stream – which
could quickly saturate the ingress internet circuit
o With eCDN, only a few streams would originate from the service, and other
attendees would serve each other
Supported platforms:
Teams Live Event clients
ADVANCED VIRTUAL APPOINTMENTS
Overview
Advanced Virtual Appointments build on the
basic
capabilities available in Microsoft
Teams today and provides an end-to-end solution designed to help you drive better
customer experiences and operational excellence for business-to-customer (B2C)
engagements.
• The Virtual Appointments app helps you streamline appointment management and
allow administrators to set up and manage scheduled and on-demand virtual
appointment in one location with advanced capabilities like appointment queuing.
• SMS notifications – Deliver a frictionless customer experience that allows external
attendees to receive text reminders of virtual appointments
• Branded virtual lobby – Delight customer with a personalized and customer branded
experience
• Staff, department and organization-level analytics – Measure and view analytics to
help measure the business value of your virtual appointments and reduce outcomes like
customer no shows and wait times.
Benefits
• Engage with customers in new ways to grow your business.
• Build deeper relationships with customers and serve customers with increased efficiency
and convenience.
• Deliver frictionless, personalized and consistent customer experiences.
• Integrate virtual appointments into your existing workflows with flexible scheduling and
streamlined management.
• Measure business outcome with rich analytics and reports.
Feature Visibility
Virtual Appointments are available to those that allow permission to use the virtual
appointments app in Teams. The default is to allow for everyone.
ADVANCED VIRTUAL APPOINTMENTS
Use Cases
Get an experience that's tailored to your industry. Here's a few examples of how you can
use Advanced Virtual Appointments in your organization:
Industry Use Cases
Financial
services
(Bankers, brokers,
financial advisors,
claims adjusters,
notaries)
Facilitate safe, secure & compliant document management, share and
discuss sensitive info:
•
Financial consultations
•
Fact-finding meetings
•
Proposal presentations
•
Brokering new deals
•
Loan application, advisory and management
•
Insurance policy and claim support
•
Troubleshooting and issue resolution
•
Transaction review
•
Document notarization
Retail
(sales associates,
product experts,
and design
consultants)
Cultivate interactive engagements with customers:
•
Sales presentations / presentation of customer orders in progress
•
Technical and on-demand issue resolution
•
Virtual fittings and consultations
•
Virtual shopping experiences with customers
•
Virtual showrooms tours / showcase sales items
•
Focus groups
Healthcare
•
Patient care
•
Medical services include diagnosis or post-op follow up
•
Therapy sessions
•
Updates and arrangements with family
•
Consultations with clinicians and insurance providers
•
Medical education and training
•
Presentation of medical device
HR /
Recruiting
•
Custom lobby rooms for job applicants
•
Engaging with multiple interviewers at one time
•
Post interview surveys
Overview
ADVANCED VIRTUAL APPOINTMENTS
Prerequisites
• A user must be allowed access to the virtual appointment app to set up the premium
features.
• The user must be licensed for Teams Premium.
Supported platforms:
• Virtual Appointment app is available on Teams desktop and web clients.
• Joining an appointment is available on Teams desktop, web and mobile (iOS and
Android) devices.
End-to-end Virtual Appointments experience
With Microsoft
365, you can start
using basic
capabilities today
that make it easy
to join and
schedule a
business-to-
customer meeting.
With Teams
Premium, your
organization gets
advanced Virtual
Appointment
capabilities to
drive operational
excellence and
personalize
customer
experiences.
*Coming soon
Value pillar
Capability or feature
Premium
features
Features
available in all
paid Microsoft
365 licenses
Mobile browser join
✓ ✓
Lobby Waiting Room
✓ ✓
Forms integration
✓ ✓
Delight
customers
SMS notifications
✓
Custom waiting room,
branding
✓
2
-way lobby chat* ✓
Post appointment follow
-
up*
✓
Bookings: Scheduling and
appointment management
✓ ✓
Streamline
appointment
management
Virtual Appointment
meeting type in Teams*
✓ ✓
Virtual Appointment APIs
✓ ✓
On
-demand queue ✓
Scheduled queue
✓
Measure rich
analytics
Departmental Analytics
✓
and reports
Organizational Analytics
✓
Overview
ADVANCED VIRTUAL APPOINTMENTS
Virtual Appointment App
User experience: Home Page: Premium Features
Home Page has two new Premium tiles.
1
Queue: simplified queue view so
meeting organizers can streamline
appointment management to
schedule, manage, and track
insights for appointments.
2
Analytics: providing a snapshot
of appointment analytics.
1
2
Introduction
The Virtual Appointments app provides a dashboard for a quick view into schedules, queues, and
analytics and tabs to deep dive into bookings schedule, queue view, analytics, and more. View
and monitor all scheduled and on-demand virtual appointments in the Queue View. Schedulers
can add a new booking, view relevant appointment details, and see appointment statuses
throughout the day. They can also send email reminders to assigned staff and attendees and
send SMS text notifications to attendees for scheduled appointments. Staff can even join
appointments directly from the queue.
Virtual Appointment App
Advanced Meetings: Virtual Appointments
View and monitor all scheduled and on-demand virtual appointments in the Bookings calendar that you
pinned, with updates in real time
Schedulers can add a new
booking, view relevant
appointment details, and see
appointment statuses
throughout the day.
Schedulers can also send email
reminders to assigned staff and
attendees and send SMS text
notifications to attendees for
scheduled app.
If a facilitator is running late,
you can send messages to
clients while they wait in the
waiting room for their
appointment to start.
Organizer Guidance: Booking steps
Step 1: In booking schedule click
‘New Booking’.
Step 2: Enter details.
Step 3: Click the check box if the
patient consents to email and/or
SMS communication.
Premium
Feature
ADVANCED VIRTUAL APPOINTMENTS
Virtual Appointment App
Overview and Benefits
The Virtual Appointments app provides a centralized hub or dashboard with schedules,
queues, and analytics.
• Better manage the end-to-end appointment experience in one location
• View and monitor scheduled and on-demand appointments in real time
• Join virtual appointments directly from the queue
• Be notified when an attendee arrives and is in the ‘waiting room’
• Get access to a virtual ‘walk-in’ queue
• Track wait times, live status of a meeting, and more
Use Cases
Below are the primary use cases for the Virtual Appointment App:
Industry Use Cases
All IT Help Desk has a daily 2-hour block for virtual office hours where
people could wait in walk-in queue.
Healthcare Staff can monitor all scheduled and on-demand virtual appointments
in real time. When a patient joins the waiting room, their status
changes, and their wait time is displayed and tracked.
HR/Recruiting Recruiters can schedule interviews, view relevant appointment details
and see appointment status throughout the day. When it’s time for
the interview, they can join the appointment directly from the queue.
Prerequisites
• A user must be allowed access to the virtual appointment app to set up the premium
features.
• The user must be licensed for Teams Premium.
Dependencies and Limitations
None
Supported platforms:
• Virtual Appointment app is available on Teams desktop and web clients.
• Joining an appointment is available on Teams desktop, web and mobile (iOS and
Android) devices.
ADVANCED VIRTUAL APPOINTMENTS
User Guidance
Users will receive email or SMS invites and can join
meeting via their desktop or mobile device.
• From your email client. click Join
your appointment.
• From your mobile device click the
provided link.
• From a browser, browse to the
dedicated booking page to
schedule or join on-demand.
SMS Reminders
Attendees will receive a personalized confirmation and reminder text with details including
the date and time of their appointment and a link to join.
Overview and Benefits
IT Admins can set up SMS text reminders and enable by default, schedulers can adjust it on an
as-needed basis.
SMS reminders reduce no-shows with appointment confirmation and reminder
text messages.
Feature Visibility
Available to all attendees once the Organizer has Teams Premium license.
Use Cases
Industry Use Cases
Healthcare Patients receive an SMS message confirming their appointment and
reminding them of their upcoming virtual appointment with their doctor.
Sales A sales consultant is hosting a virtual appointment with a potential
customer to showcase a new custom product because they live in different
states. The day before the appointment the sales consultants sends a pre-
appointment SMS reminder to make sure the customer attends.
Supported platforms:
Available on Teams desktop and web clients.
Introduction
ADVANCED VIRTUAL APPOINTMENTS
Overview and Benefits
Create a custom waiting room lobby for your external attendees and give attendees a first-
class experience with your organization's brand, including your logo, branding, and
background images. Provides a more personal and professional experience aligning to
your corporate brands.
Feature Visibility
Available by configuring meeting customization policies.
Use Cases
Below are the primary use cases:
Industry Use Cases
Healthcare Create a more personal and professional telehealth experience by
customizing the lobby and pre-join experience with your organization's
logos and colors.
Attendees joining appointments see your organizations logo.
Prerequisites
Meeting customization policy, with brand assets assign to the user.
Supported platforms:
• Virtual Appointment app is available on Teams desktop and web clients.
• Joining an appointment is available on Teams desktop, web and mobile (iOS and Android)
devices.
Virtual lobby with branding and logos
Introduction
ADVANCED VIRTUAL APPOINTMENTS
Overview and Benefits
With Virtual Appointment Analytics, individuals and departments can:
• Track key metrics such as no-shows, wait times, and calendar-level analytics
• View usage trends and historical experiences
• Report on trends over time
• Show organization-level analytics or drill down into individual appointment data
• Gain insights to improve the customer experience and business outcomes.
Feature Visibility
Available to licensed users only.
Use Cases
Below are the primary use cases:
Industry Use Cases
Sales A sales consultant is hosting a virtual appointment with a potential
customer to showcase a new custom product because they live in different
states. After the appointment, the sales consultants checks the analytics for
his week to find out how many no show there were and what the average
wait time for a representative was.
Supported platforms:
Available on Teams desktop and web clients.
Non-admins see a department-level report that provides data for the given department.
Departments can view
usage trends to measure
business value of virtual
appointment and drive
outcomes with no-shows
and calendar-level analytics.
Virtual Appointment Department-level Analytic
Introduction
Resources
• Microsoft Teams Premium | Microsoft Teams
• Introducing Microsoft Teams Premium, the better way to meet |
Microsoft 365 Blog
• Microsoft Teams Premium: Cut costs and add AI-powered
productivity | Microsoft 365 Blog
• Get Started with Microsoft Teams Premium - Microsoft
Community Hub
• Teams Premium Free Trial
• aka.ms/SetUpTeamsPremium
Tell us how you are using Teams Premium!
aka.ms/TeamsPremiumStory
Questions on this document?
Email AskTeamsPremium
Do you have any feedback on this playbook?
http://aka.ms/TeamsPlaybookFeedback
