Virtual meetings are a great way to stay in touch with people. But sometimes a video chat just isn't enough. What happens when you need to share something with the group?
Microsoft Teams lets you show the group exactly what you're talking about with the Share Screen feature. You can use it whether you are on a desktop computer or on your mobile device.
Now you have the freedom to conduct meetings without skipping a visual beat.
Sharing from your desktop is as easy as pressing a single button on your meeting controls:
- Look for the Share icon (looks like an up-pointing arrow surrounded by a box).
- From here, you can select a window, PowerPoint file, whiteboard, or your entire desktop to share.
- Remember that you must click the Stop Sharing button when you're done, or your window will remain open to the whole group.
Remember that the web version of Teams also works a little differently. If you're not using the Desktop app, you need the latest version of Microsoft Edge or Google Chrome to share more than just your screen.
Mac users may see a prompt to change privacy settings before sharing the screen. Linux users, however, are out of luck. Window sharing is not available on the platform.
Sharing PowerPoint slides
If you want to share a PowerPoint presentation, it starts the same way.
- Locate your meeting controls and click the Share icon.
- Choose PowerPoint as the type you want to share.
- Then you can select your file from the PowerPoint section. This list comes from the most recent files on your desktop. So if you've opened or edited files on your OneDrive or on your team's SharePoint site, they'll be listed here.
Selecting a file from this pre-populated list allows everyone in the meeting to see the slides. They can also access the files at the end of the meeting.
However, if you select a file from the browse function, the process is slightly different. Your team can still see the slides, but you must first upload the file to Teams for the meeting. For channel meetings, this file goes to the channel's Files tab. Any team member on the channel has access to the file this way. However, private meeting files are saved to your OneDrive. Only participants in this private meeting have access to the PowerPoint file.
Give control of split screens
Sometimes you have to work with other team members in a meeting. If you want someone else to help you with your on-screen presentations, you need to give them control. Don't worry, though, because you'll both have control of the folder during the meeting.
- Go to the sharing toolbar,
- Click the Give Control button and scroll to the person you want to give control to.
- Click on the person's name to complete the action.
When you do, Microsoft Teams notifies that person that you're sharing control with them. They can then make edits, selections, and otherwise modify the shared screen.
Regaining control is as easy as clicking the Regain Control button in the toolbar.
Take control of shared screens
Do you think it would be helpful to help the person with the file? You can send a request to take control when another person is sharing a screen.
- Just click Request Control and wait for their response.
- The person sharing a screen has the freedom to approve or deny the request.
- If they accept it, you can do a variety of things while controlling like edits, selections, and modifications.
- When you're ready to stop sharing control, return to the toolbar and click Release Control.
Using system audio when sharing
Sometimes you need to share audio during remote presentations. Teams makes it easy to stream audio from your computer to meeting participants to share audio clips or play a video.
- Select the Share icon in your meeting controls to start sharing your system audio.
- Click the Include System Audio button to get started.
Remember that all audio on your system will pass through Teams. And that includes notifications that you might want to keep private. It may therefore be wise to deactivate these notifications, at least temporarily!
Keep in mind that sharing system audio will not work when sharing a whiteboard or PowerPoint file. Also, due to app limitations, audio sharing only works on Windows devices.
Sometimes you need to share screens when meeting on the go. Teams also lets you share what you're watching through the mobile app!
- To start sharing content, click the three dots for More options on your meeting screen.
- Select the Share icon and choose what you want to share. Your options include a video, photo, PowerPoint, and your entire screen.
- Head to the bottom of your screen and tap Start when you're ready to share.
- When done, press the Stop button.
Share more content in your team meetings
These days, distance shouldn't get in the way of great content. Share yours whenever you need it with just the press of a button in Microsoft Teams. Or give someone else control of the meeting while you continue the presentation. Collaboration has never been easier!
Do you use Screen Sharing for your Teams meetings? How it works ? Tell us about your experience in the comments section below.