Microsoft Teams Town Halls

Table of Contents

• Creating a Town Hall 
• Town Hall Email Invites 

Creating a Town Hall 

*Note be sure your Windows system is up to date prior to starting a Town Hall. A high-speed internet connection is recommended for a smooth and uninterrupted town hall meeting on Microsoft Teams. 

1. Open your  Teams calendar. 
2. Select the down-arrow next to "New meeting".
3. Select Town Hall from the drop-down menu.

4. In Details, enter basic info, designate presenters, and more: 
5. Enter the event title, start and end date, and description. 

6. By default, the "Organizer" is the person who created the town hall. 
7. In Event group > Co-organizers or Presenters, search and select other people who will help manage the town hall. 
   1. Co-organizers will have most organizer capabilities but can't change Details (date, time, etc.). It is recommended to select a co-organizer in case the primary organizer has any technical difficulties.
   2. Presenters will be able to speak and share content during the event. 
8. Select Save and send invites to apply changes and invite co-organizers and presenters to the event.

9. In Event Access, choose whether your event will be available to Your organization (members and guests of your org) or Public (anyone invited or with a link to the event). 
10. In Invite attendees, search and select people you want to send event invites to. 

9. Turn on the Only allow invited people to join toggle to limit event attendance to only people invited directly. 
10. Select Save to apply changes and continue customizing your event. 
11. Select Meeting options to edit more settings. 
12. Select Publish to schedule your town hall event and invite attendees. 

Town Hall Email Invites 

When you publish a town hall, attendees will automatically receive email invites. The invites will contain important details, including the event name, date and time, and description. They’ll also reflect your event’s customized theming. 

1. To edit email invites, go to your Teams calendar. 
2. Open an existing town hall or create a new one. 
3. Select Communications. 
4. In the "Town hall invitation" row, select Preview email.

5. Select Edit email and fill out the details in the provided template. 
   1. Select Edit email to keep editing, Cancel to discard edits, or Save to apply your changes. 

6. Select Preview email to see how the email will appear to invitees. 
7. After you publish the town hall, Teams will automatically send this email invitation to attendees.