Having issues with setting up a webinar

Question

Hi team, I have decided to use Teams for a webinar next week. I have taken the list of attendees from a different platform and registered all of them manually onto the teams webinar. Therefore, I have de-activated the automated emails as I want to send one email to everyone with the webinar link.

My issue is: I cannot locate the JOIN link as every time I copy and share the link to the webinar I am prompt to register - so I am redirected to the main published page of the webinar. How can I share the link to join directly? Does anyone know?

Thanks,

Answer 1

Hi @Teresa Rocco, 

Thank you for reaching out to the Microsoft Q&A forum. 

I truly understand you've manually registered attendees and opted to disable automated emails so you can send a single, customized message with the join link. That’s a thoughtful approach, and I’m happy to make it work smoothly for you. 

When you share the public webinar link, it redirects recipients to the registration page. This is expected behavior because Teams webinars are designed to generate unique join links for each registered attendee. These links are typically sent via confirmation emails, which are disabled in your current setup. 

To share a working join link with your attendees, please follow these steps: 

1. Open Microsoft Teams Calendar 

• Go to your Teams app and open the Calendar tab. 

2. Locate your webinar 

• Find the webinar event you created. Click to open its full details. 

3. Publish the event first 

• If you haven’t already, make sure the webinar is published. This step is required before the join link becomes available. 

4. Copy the join link 

• After publishing, go back to the event in your Teams calendar. 
• Click “Join” on the event (as if you were joining it yourself). 
• Once inside the meeting window, click “People” > “Share invite link”. 
• Copy the link shown there - this is the direct join link that bypasses the registration page.  

5. Send the link to attendees 

• Paste this link into your custom email to attendees. 
• You can include a message like:  “Please use the link below to join the webinar directly. No additional registration is required. 

For your information that you can concern: 

If your webinar is linked to SharePoint (which is common in Microsoft 365 setups), the attendee registration data is stored in a SharePoint list named something like “VirtualEvent_xxxxx…”. Only the event organizer has access to this list by default. If you need to automate or extract attendee data, you can:  

• Navigate to the SharePoint site associated with the webinar. 
• Look for the list under Site Contents or use the Site Libraries and Lists section in Site Settings. 
• Ensure your permissions allow access to the list. You may need to adjust settings if co-organizers or automation tools (like Zapier) require access. 

Moreove, if you’re using Microsoft 365 Business Premium and haven’t enabled SharePoint yet, please note that assigning a SharePoint Online Plan 1 license is required to support webinar registration features, even if you don’t actively use SharePoint sites. 

Note: Please understand that our initial response does not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution.  

I hope this information is helpful. Please follow these steps and let me know if it works for you. If not, we can work together to resolve this.  

Thank you for your patience and your understanding. If you have any questions, please feel free to reach out.  

I'm looking forward to your reply.  

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