How to Share Your Screen in Microsoft Teams

Why Share Your Screen?

Screen sharing lets you show others exactly what you see on your computer. Useful for:

• Presenting documents or slides
• Demonstrating software or processes
• Collaborating on documents in real-time
• Troubleshooting issues with IT support
• Training colleagues on new systems

Starting Screen Share in a Meeting

Find the Share Button

• Join or start a Teams meeting
• Look at the meeting toolbar (usually at the top of the screen)
• Click the Share button (rectangle with arrow icon)

If you do not see the toolbar, move your mouse to the top of the meeting window.

Sharing Options

When you click Share, you will see several options:

Screen (Entire Display)

Shows everything on your selected monitor:

• Use when: You need to switch between multiple applications
• Caution: Others see everything, including notifications and desktop icons

Window (Specific Application)

Shows only one application window:

• Use when: You want to focus on one program
• Benefit: Other windows and notifications are hidden
• Note: If you minimise the window, sharing pauses

PowerPoint Live

Share PowerPoint files directly through Teams:

• Use when: Presenting slides
• Benefits:

- Viewers can move through slides at their own pace - You see presenter notes - Better performance than screen sharing

Microsoft Whiteboard

Open a digital whiteboard for collaborative drawing and brainstorming.

Browse (Files)

Share files from OneDrive or your computer directly.

Step-by-Step: Share Your Screen

Share Entire Screen

• Click Share in the meeting toolbar
• Under "Screen", select your monitor (if you have multiple)
• Your screen is now being shared
• A red border appears around your screen to remind you

Share a Specific Window

• Click Share in the meeting toolbar
• Under "Window", select the application you want to share
• Only that window is visible to others

Share PowerPoint Live

• Click Share in the meeting toolbar
• Click PowerPoint Live
• Select a recent presentation or click Browse to find your file
• The presentation opens in Teams with presenter controls

During Screen Share

Presenter Toolbar

While sharing, a small toolbar appears at the top:

• Give control: Let someone else control your screen
• Stop sharing: End the screen share
• Presenter mode: Switch between sharing options

Include Computer Sound

If sharing a video or audio:

• Before sharing, toggle on Include computer sound
• This shares your computer audio with participants

Stop Sharing

To stop screen sharing:

• Click Stop sharing in the presenter toolbar, or
• Click the Share button again and select Stop sharing

Give Control to Others

Let someone else control your screen (useful for IT support):

• While sharing, click Give control in the toolbar
• Select the person's name
• They can now control your mouse and keyboard
• Click Take back control when finished

Screen Sharing Tips

Before Sharing

• Close unnecessary applications and browser tabs
• Turn off notifications (Focus Assist in Windows)
• Tidy your desktop if sharing entire screen
• Check sensitive information is not visible

During Sharing

• Zoom in on important content (Ctrl + scroll wheel)
• Highlight your cursor if available in your settings
• Speak clearly about what you are showing
• Pause before switching between windows

For Better Performance

• Share a window instead of entire screen when possible
• Close unnecessary applications to free up resources
• Use a wired internet connection for smoother sharing

Common Issues

Cannot Find Share Button

• Make sure you are in an active meeting
• Move your mouse to reveal the toolbar
• Check if your organisation has restricted screen sharing

Participants Cannot See My Screen

• Confirm you clicked the correct screen/window
• Check you did not minimise the shared window
• Ask participants to confirm on their end

Sharing Is Laggy

• Close unnecessary applications
• Use window sharing instead of screen sharing
• Check your internet connection
• Consider sharing a PowerPoint via PowerPoint Live instead

No Audio from Shared Video

• Enable Include computer sound before sharing
• Check your computer volume is not muted
• Some system sounds may not share

Mobile Screen Sharing

On Teams mobile app:

• Tap the three dots menu during a meeting
• Tap Share
• Choose Share screen
• Confirm the system prompt
• Your phone screen is shared (be careful of notifications)

Security Considerations

• Be aware that others can see and potentially screenshot your screen
• Do not share screens with sensitive information you would not want recorded
• When giving control, only give it to trusted individuals
• Remember the red border indicates you are sharing

Need Help?

For Teams support or video conferencing setup, contact helpdesk@netlumait.com.au or call 1300 521 162.