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Microsoft Teams - Sharing Your Screen in a Teams Meeting
This guide details the process for sharing your desktop screen during a Microsoft Teams Meeting. You can share your entire desktop, a specific application window, a PowerPoint presentation, or a virtual whiteboard.
To share your desktop screen during a Teams meeting, perform the following steps:
Click the Share button in the Meeting Controls panel. The Meeting Controls panel appears near the bottom of the meeting window when you mouse-over the screen. After clicking Share, the Share menu will appear in the bottom of the window.
Perform the following steps if you are using the Teams desktop application:
- If you need participants to hear any audio played by an application, check the box next to Include system audio. You can leave this box unchecked if you do not want participants to hear audio from your applications; they will still hear your microphone.
- Under “Desktop,” click the screen you wish to share with the meeting participants.
Perform the following steps if you are attending the meeting within the Google Chrome or Microsoft Edge browsers (NOTE: older versions of Edge do not support screen sharing):
- Under “Screenshare,” click Desktop/Window.
- Under “Your entire screen” in your browser’s Share your screen dialog box, click the image of the screen you wish to share to select it.
- Click the Share button.
You are now sharing the selected screen with the meeting participants. If using the Teams desktop application, you will see a red outline around the outside of the screen you are sharing. Participants will see everything you see on this screen. Open any applications and documents you wish to show.
For Teams desktop application users only: if you move your mouse to the top edge of the screen while sharing your desktop or application window, a sharing toolbar will appear at the top of your screen. The toolbar contains the following controls:
- Give control button: Click the Give control button, then click the desired participant’s name to allow that participant to control what you are sharing. Once given control, that person can make selections and modify whatever you are sharing. Be careful to only give control to trusted individuals. When you are ready to resume control of what you are sharing, click Take back control.
- Include system audio button: Click the Include system audio button to toggle whether or not you are sharing audio that is played by your system. When this button’s icon has a slash through it, the participants cannot hear audio played by your system. This setting is not the same as the microphone mute setting, so it does not affect whether or not participants can hear audio from your microphone.
- Stop presenting button: Click Stop presenting to stop sharing your screen or window and return to the Teams meeting window.
- Pin toolbar button: Click the Pin Toolbar button to prevent the sharing toolbar from automatically hiding itself when you move your mouse away from the toolbar.
To stop sharing, click the Stop sharing button in the meeting controls panel.
Other Sharing Options
Beyond sharing an entire screen, there are three other options you can select in the Share menu that appears after clicking the Share button. Some options only appear when using the Microsoft Teams desktop application:
- Share a window: You can share a single window by clicking the window’s thumbnail under “Window.” This feature is useful for when you only wish to share a single document or application and would like to view, but not share, notes or other information on your screen. To use this feature, you must have the desired window open before clicking the Share button.
- Share a PowerPoint presentation: PowerPoint presentations recently accessed on OneDrive or Teams will appear under “PowerPoint” in the Share menu. Click one of these presentations to share it to meeting participants, or click Browse to find other PowerPoint presentations on Teams or OneDrive or to upload a PowerPoint file from your computer.
- Share Microsoft Whiteboard: Under “Whiteboard,” click Microsoft Whiteboard to open a collaborative virtual whiteboard. Use the whiteboard to share ideas or sketch out meeting notes. After the meeting ends, the whiteboard will be accessible from the Whiteboard tab of the meeting’s chat in Teams.