SHARING YOUR SCREEN ON MICROSOFT TEAMSHOW TO GUIDE

Sharing your screen from a chat:

When you’re chatting with one or more people in Teams, you can instantly share your screen. Go to the chat controls in the upper-right corner and select Share Share screen button .

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Choose a window to share that specific program and its content, or select Desktop to share everything on your screen.

The other participants in the chat will receive a notification asking them to accept your screen share. Once they do, they’ll be able to see your screen and continue the chat.

When you’re done sharing, go to your meeting controls and select Stop sharing.

Sharing your screen in a meeting:

To share your screen in a meeting, select Share content Share screen button in your meeting controls. Then, choose to present your entire desktop, a window, a PowerPoint file, or a whiteboard.

Note: If you’re using Teams on the web, you’ll only be able to share your screen if you’re using Google Chrome or the latest version of Microsoft Edge.

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Share your… If you want to… Great when…
Desktop Show your entire screen, including notifications and other desktop activity You need to seamlessly share multiple windows
Window Show just one window, and no notifications or other desktop activity You only need to show one thing and want to keep the rest of your screen to yourself
PowerPoint Present a PowerPoint file others can interact with You need to share a presentation and want others to be able to move through it at their own pace
Whiteboard Collaborate with others in real time You want to sketch with others and have your notes attached to the meeting

When you’re done sharing, go to your meeting controls and select Stop sharing.

Share content on a Mac

If you’re using a Mac, you’ll need to grant permission to Teams to record your computer’s screen before you can share.

  1. You’ll be prompted to grant permission the first time you try to share your screen. Select Open System Preferences from the prompt.

    If you miss the prompt, you can do this anytime by going to Apple Menu > System Preferences > Security & Privacy.

  2. Under Screen Recording, make sure Microsoft Teams is selected.

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  3. Go back to your meeting and try sharing your screen again.

Note: If you’re using Teams on the web, make sure you’ve also granted screen recording permission to your browser.

How to include your system audio:

Sharing your system audio lets you stream your computer audio to meeting participants through Teams. You can use it to play a video or audio clip as part of a presentation.

To share your system audio, select Share   Share screen button  in your meeting controls and then Include system audio. When you share, all your system audio, including notifications, will be included in the meeting.

Notes:

  • You won’t be able to include your computer’s audio while sharing a PowerPoint file or Whiteboard.
  • For now, we only support sharing system audio on Windows devices.

How to share PowerPoint slides in a meeting:

If you choose to share a PowerPoint file in a meeting, participants will get some special capabilities:

  • They’ll be able to move around to different slides without interrupting the main presentation.
  • They can sync their view back to the presenter’s view with one click.

Note: If you don’t want people to be able to independently navigate through a PowerPoint file you’re sharing, select  Prevent participants from independently navigating a shared PowerPoint file  (it’s next to Stop presenting) to prevent it.

  1. Select Share Share screen button in your meeting controls.
  2. In the PowerPoint section, select the file you want. Select Browse to find a different file.

    Notes:

    • The PowerPoint section lists the most recent files you’ve opened or edited in your team SharePoint site or your OneDrive. If you select one of these files to present, all meeting participants will be able to view the slides during the meeting. Their access permissions to the file outside of the meeting won’t change.
    • If you select Browse and choose to present a PowerPoint file that hasn’t been uploaded to Teams before, it will get uploaded as part of the meeting. If you’re presenting in a channel meeting, the file is uploaded to the Files tab in the channel, where all team members will have access to it. If you’re presenting in a private meeting, the file is uploaded to your OneDrive, where only the meeting participants will be able to access it.

How to give and take control of shared content:

Give control 

If you want another meeting participant to change a file, help you present, or demonstrate something, you can give control to that person. You will both be in control of the sharing, and you can take back control anytime.

Note: When you’re sharing an app, only give control to people you trust. People you give control to may send commands that could affect your system or other apps. We’ve taken steps to prevent this but haven’t tested every possible system customization.

  1. On the sharing toolbar, select Give control.
  2. Select the name of the person you want to give control to.

    Teams sends a notification to that person to let them know you’re sharing control. While you’re sharing control, they can make selections, edits, and other modifications to the shared screen.

  3. To take control back, select Take back control.

Take control 

To take control while another person is sharing, select Request control. The person sharing can then approve or deny your request.

While you have control, you can make selections, edits, and other modifications to the shared screen.

When you’re done, select Release control to stop sharing control.

How to Zoom in to shared content:

Want to get a better look at shared content?

Click and drag to see different areas.

And to zoom in or out, try the following:

  • Pinch in or out on your trackpad
  • Use the keyboard shortcuts Control Plus sign and Control Minus sign
  • Hold the Control key and scroll with your mouse