Teams for events: presentations, remote guests and video feeds

Choose the meeting format before the file

Identify whether the event is a meeting, webinar or town hall and check the organizer’s permissions and license. Use the following steps to prepare a meeting; check the rules for other formats separately. Coordinate setup with the organization’s account administrator (tenant administrator) and the authorized presenter.

Agree on slides, private notes, media and who can change versions. Review a copy outside the session and arrange a communication channel for disconnections.

Is PowerPoint Live the same as screen sharing?

PowerPoint Live provides presenter notes and controls while attendees can navigate slides independently. Decide whether that navigation suits the meeting or should be restricted. Check the picture on the room screen as well as the presenter’s view.

Microsoft recommends embedded video and one media file per slide to avoid overlapping playback. If specific application behavior matters, compare window sharing and rehearse videos, animations and text at the destination.

No clip audio, or unwanted notification sounds?

In Share, Include sound includes computer audio, including notifications. On Windows, Microsoft requires Teams and the operating system to use the same speaker. On Mac, documentation requires the Teams audio driver. Coordinate setup with the workstation operator before rehearsal so the audio is checked ahead of the live session.

Check voice and clip separately, then together. Agree on what the guest needs to hear and exclude their own voice from the production mix sent back. Ask the guest to confirm the sound they receive, as well as checking monitoring on the production computer.

Why is the NDI output missing?

Check three layers with the administrator: Broadcast production with NDI and SDI hardware policy; client production tools and required binaries; and Broadcast over NDI activation in the authorized meeting. Microsoft says to review this preparation after Teams updates; the client toggle cannot be enabled during a meeting.

Individual NDI sources provide per-user video, but incoming meeting audio is mixed and identical across those sources. Do not add several assuming isolated voices. Incoming screen sharing has its own source.

• Missing user: compare the video received by the client, meeting layout and expected source.
• Layout change: recheck sources; Large Gallery can replace received individual videos.
• Missing feature: record build, OS, account and policy rather than making speculative tenant changes.

Panel with remote guests and a video presentation

Example workflow: a panel combines two remote guests and a presentation with video. Prepare speaking turns and identify who shares the content. Rehearse guest audio, clip playback and the return to the panel. If considering NDI, first check individual video reception and a single path for the meeting’s mixed audio.

Alternatively, approved content can play on the presentation workstation while Teams carries conversation. Agree on who advances and what the guest sees; this option needs its own rehearsal.