---
title: How to Create a Teams Webinar
description: How to Create a Webinar on Teams
---

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# How to Create a Teams Webinar

#### **Step 1 — Create the Webinar in Teams (not Outlook)**

1. Open **Microsoft Teams**
2. Go to **Calendar**
3. Click **New meeting** ▼ dropdown
4. Select **Webinar**

Now you’ll get the proper webinar setup:

- Title
- Date/time
- Registration page
- Presenter roles
- Attendance tracking

---

#### **Step 2 — Configure Webinar Settings**

Inside the webinar setup:

### Add presenters

- Proax host
- Vendor/partner speaker (if external)

### Registration options

Choose:

- “Everyone” (public)  
  or
- “Organization only” (internal)

For marketing → use **Everyone**

---

#### **Step 3 — Copy the Webinar Registration Link**

Teams automatically generates a registration page like:

`https://events.teams.microsoft.com/...`

Copy that link — this becomes the key connection point with HubSpot.

---

### **Step 4 — Build HubSpot Landing Page**

HubSpot:

**Marketing → Landing Pages → Create**

Include:

- Webinar title
- Agenda
- Speaker bio
- CTA button → “Register Now”

---

### **Step 5 — HubSpot Registration Form**

HubSpot:

**Forms → Create Form**

Fields:

- Name
- Email
- Company
- Industry (optional)

After submit: Display a thank you message. e.g.

**Thank you for registering!**  
You’re all set for the webinar.  
We’ll send you a confirmation email shortly with the event details.

---

### **Step 6 — HubSpot Workflow Automation**

Go to:

**Automation → Workflows**

Trigger:

- Form submission = Event Registration {Event Name} - EN

Actions:

### 1. Set property

“Webinar Registered = Yes”

### 2. Send confirmation email

Include:

✅ Date/time  
✅ Add-to-calendar link  
✅ Teams Webinar registration/join link

### 3. Reminder emails

- 1 week before
- 1 day before
- 1 hour before

### 4. Add to list

“Webinar Registrants – Feb 2026”

---

### **Step 7 — Day of Webinar**

Host runs it inside Teams Webinar.

Attendees join via the Teams registration/join link.

---

### **Step 8 — After Webinar: Attendance + Follow-Up**

Teams gives you:

**Webinar → Manage event → Attendance report**

Export CSV.

Then in HubSpot:

- Import attendance list
- Update property:

Attended Webinar = Yes

### **Step 9 - After the Webinar: Share the Recording**

Microsoft Teams allows the webinar to be recorded and shared with registrants who could not attend live.

### **1. Record the Webinar**

At the start of the session, the host should click: **Remind that to host**

More actions (⋯) → Record and transcribe → Start recording

The recording will automatically be saved in Microsoft Teams / OneDrive after the event.

---

### **2. Download or Copy the Recording Link**

After the webinar ends:

- Go to the webinar chat or event recap
- Locate the recording
- Copy the shareable link (or download if needed)

---

### **3. Send the Recording Through HubSpot**

In HubSpot, create a follow-up email to all registrants:

**Automation → Workflow → Send email (Post-Webinar Recording)**

Include:

- Thank-you note
- Recording link
- Slides/resources (optional)
- Call-to-action (book a meeting, contact sales, etc.)

 

---

### **4. Send to No-Shows**

Best practice:

- Send recording to those who haven't attended.
  
    - “Sorry we missed you — here’s the replay”

---

📌 Send the recording email within **24 hours** after the webinar.

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