If you need to present something during a Microsoft Teams meeting, you can do so using the Screen Share feature.
TABLE OF CONTENTS
Basics
To start a screen share, first click the Share button - this is found near the Leave Call button at the top-right of the Teams window. (Mind you don't leave the call by mistake.)
From here, you have a number of options. Let's run through each one.
- Screen - This will share everything that you can see on your screen. For most situations, this is acceptable, but be aware that anything you can see, your participants will be able to see, too. This includes the Teams window.
- Window - Selecting this will show you all the windows that are currently open on your computer. Choosing one of these means that your participants will only be able to see that window. As a general rule, you should use this option - however, be aware that if you're switching between windows, you'll need to change which window you're sharing in Teams, too. When in doubt, use this option.
- Whiteboard - This will open a collaborative whiteboard, which you can draw and type on. You have the option of opening it up to every participant, or making it so only you have control.
- PowerPoint Live / Excel Live - This is a list of all your recently-opened PowerPoint and Excel documents. If you want to present such a document, this is the way to do it.
By the way - if you're sharing a video, or you need audio for another reason, don't forget to enabled Include Computer Sound so that everyone else can hear it too.
Window Sharing Explained
Most applications on your computer are displayed in a window. As such, it's beneficial to only share a specific window when you're looking to present something - that way, you have full control over what your participants can and can't see. If you need to switch to your emails, for example, or modify your audio settings, you can do this without disrupting the viewing experience.
When you select Window, you'll be given a list of everything you can share. Select one of these to begin sharing. A red box will appear around the window, to let you know it's being shared. From there on out, that'll be what your viewers can see - even if you switch to something else.
NB: If you want to change what you're presenting, you'll need to change which window you're sharing in Teams, too.
Whiteboard
This is a simple drawing application which all participants will be able to see. You can also enable collaboration, meaning everyone can draw and add notes to your whiteboard.
When you select Whiteboard, you'll be asked to create a new board. If you've used this feature before, you'll also have the option of using one you made earlier.
You'll then have two options. Present means that only you will be able to draw and add notes. Collaborate means that all participants will be able to use the board.
After that, a new whiteboard will open up. The best way to learn about this is to have a go, and see what all the different tools do.
PowerPoint Live
This is a quick way of showing a PowerPoint presentation or an Excel spreadsheet right in Teams. You have a lot of options here, so while this won't be an exhaustive guide, it should get you on your way.
Layout gives you two options.
- "Content only" will just display your presentation, and nothing else.
- "Standout" will display an image of you over the top of your presentation. Note that your camera needs to be on to enable this.
Private view - this gives your participants an individual view of your presentation, and means they can move through it at their own pace.
Pop Out will, ahem, pop your presentation out to a separate window, leaving your Teams meeting in another window.
Excel Live does not have these options - it can only display a spreadsheet.