How to Share Your Computer Screen in a Microsoft Teams Video Call

Key Takeaways

  • Sharing your screen in Microsoft Teams allows you to present content, collaborate on documents, and provide visual demonstrations during video calls.
  • You can share your entire desktop, a specific window, a PowerPoint presentation, or a Microsoft Whiteboard with meeting participants.
  • Follow the step-by-step instructions to easily share your screen, include computer audio, and manage sharing permissions during Teams meetings.

As a Microsoft Certified Trainer with over 8 years of experience in delivering Microsoft Office training, I understand the importance of effective screen sharing during virtual meetings and presentations. In this comprehensive guide, I will walk you through the process of sharing your computer screen in a Microsoft Teams video call, covering various scenarios and best practices.

Getting Started with Screen Sharing in Teams

Microsoft Teams offers a seamless screen sharing experience, allowing you to share your entire desktop, a specific window, a PowerPoint presentation, or a Microsoft Whiteboard with meeting participants. Before you begin, ensure that you have the latest version of the Microsoft Teams desktop app installed on your computer.

Sharing Your Entire Desktop

  1. Join or start a Microsoft Teams meeting.
  2. In the meeting controls, locate the “Share” button (it looks like a rectangle with an upward arrow) and click on it.
  3. From the sharing options, select “Desktop” to share your entire screen.
  4. If prompted, grant the necessary permissions for Teams to access your screen.
  5. Your desktop will now be visible to all meeting participants.

Sharing your entire desktop is useful when you need to demonstrate a process that involves multiple applications or when you want to provide an overview of your workspace.

Sharing a Specific Window or Application

If you only need to share a particular window or application, follow these steps:

  1. Join or start a Microsoft Teams meeting.
  2. In the meeting controls, click on the “Share” button.
  3. From the sharing options, select “Window.”
  4. A list of open windows on your computer will appear. Select the window you want to share.
  5. The selected window will now be visible to all meeting participants.

Sharing a specific window is beneficial when you want to focus on a particular application or document without revealing your entire desktop.

Sharing a PowerPoint Presentation

Microsoft Teams allows you to share PowerPoint presentations directly from the app, enabling you to present your slides and take advantage of additional features like annotation tools and presenter view.

  1. Join or start a Microsoft Teams meeting.
  2. In the meeting controls, click on the “Share” button.
  3. From the sharing options, select “PowerPoint.”
  4. Browse and select the PowerPoint file you want to share.
  5. The PowerPoint presentation will open in a separate window, and you can navigate through the slides as usual.

Sharing a Microsoft Whiteboard

Microsoft Whiteboard is a digital canvas that allows you to collaborate with others in real-time. You can share a Whiteboard during a Teams meeting to brainstorm ideas, sketch diagrams, or take notes together.

  1. Join or start a Microsoft Teams meeting.
  2. In the meeting controls, click on the “Share” button.
  3. From the sharing options, select “Whiteboard.”
  4. A new Microsoft Whiteboard session will open, and you can start collaborating with meeting participants.

Including Computer Audio

In some cases, you may want to share audio from your computer along with your screen. This is particularly useful when presenting videos, audio clips, or any content that requires sound.

  1. After selecting the content you want to share (desktop, window, PowerPoint, or Whiteboard), look for the “Include computer sound” option.
  2. Toggle the switch to enable computer audio sharing.
  3. Meeting participants will now be able to hear the audio from your computer.

Note: Ensure that your computer’s audio output is set correctly, and adjust the volume levels as needed.

Managing Sharing Permissions

During a Teams meeting, you can control who has permission to share their screen. By default, only the meeting organizer and presenters can share their screens.

  1. Join or start a Microsoft Teams meeting.
  2. In the meeting controls, click on the “Show participants” button.
  3. In the participants panel, locate the “Share” options.
  4. You can choose to allow everyone to share their screen or restrict sharing to specific participants.

Best Practices for Effective Screen Sharing

To ensure a smooth and professional screen sharing experience, consider the following best practices:

  • Close unnecessary applications: Before sharing your screen, close any applications or windows that you don’t need to share to avoid distractions and maintain privacy.
  • Adjust your screen resolution: If you’re sharing your screen with participants who have different screen resolutions, consider adjusting your resolution to a lower setting for better compatibility.
  • Use a wired internet connection: For optimal performance and stability, use a wired internet connection instead of Wi-Fi, if possible.
  • Mute notifications: Disable any pop-up notifications or alerts that may appear on your screen during the sharing session to avoid interruptions.
  • Practice beforehand: If you’re presenting important content, practice screen sharing and navigating through your materials beforehand to ensure a seamless delivery.

By following these step-by-step instructions and best practices, you can effectively share your computer screen in Microsoft Teams video calls, enhancing collaboration, productivity, and engagement with your colleagues or clients.