Nowadays, working from home is very common and popular. Microsoft Teams is one of those platforms that a lot of companies have adopted for chat, video calls and calendar synchronization. Crucially, Microsoft Teams offers a lot of different features when it comes to business meetings and in this article we’ll show you how to share your screen on Microsoft Teams.
Why would you need to share your screen during a meeting? This is very simple! Sometimes live meetings are not an option but you need to present some data, instruction, or documentation. You need to be able to show your screen to your colleagues.
If you work in a small office, you might not have this issue, but big companies might have teams based in different cities, or even countries, that need to collaborate on projects.
Ideally, you want to make sure that your teams have all the best tools for working together to fill the distance gap. Microsoft Teams provides all employees with the perfect tools!
In this guide you’ll find:
- Microsoft Teams: Share Screen During a Meeting
- Microsoft Teams: Share Screen Outside of a Meeting
- Microsoft Teams: Remote Control
Microsoft Teams: Share Screen During a Meeting
Let’s assume you’re in a meeting. You’ve been giving instructions to your colleagues, but there’s something on your screen that you really want to show them. Well, it couldn’t be any easier: Microsoft Teams allows you to quickly share your screen!
First of all you’ve got to locate the ‘Share Content’ button in the panel at the top of the meeting window. Alternatively, you can also use the keyboard shortcut by ‘hitting Ctrl+Shift+E.
Once you’ve clicked the ‘Share Content’ button, a new panel will appear on screen. At this point you’ll be able to decide what to share with your colleagues.
To share the whole desktop, choose the first option on the left. In this case, everything that appears on your screen will be seen by the other individuals in the meeting.
Alternatively, share one window only. The pop-up panel shows all windows open on your computer and you can decide the one that you want to show to everybody. Mind that when you decide to show a window only, everything you can do on your computer will be limited to that window and nobody will be able to see anything else on their own screens.
At this stage, you can also decide to share the audio of your computer.
So, let’s assume that you’re about to present on PowerPoint and your presentation includes audio files – you want to make sure to check the ‘Include computer sounds’ box.
Once you’ve selected the right window to share, your content will immediately be shared with the others and they’ll be able to see your screen.
Microsoft Teams: Share Screen Out of a Meeting
We’ve just shown you how to share screen on Microsoft Teams during a meeting. However, few people know that you can also share your screen when out of the meeting. Yes, that’s right! You don’t need to be in a meeting to share your screen in Microsoft Teams.
The procedure is pretty much the same. When you’re in a chat channel or private conversation, you can decide to share your screen and all you have to do is click the ‘Share Content’ button in the top right corner of your screen.
At this point, a new panel will appear on screen. You’ll be able to select the content to share with the other people in the chat. As demonstrated earlier, it can be the whole screen or just a window.
Be aware that when you’re not in a meeting, you cannot share your computer audio.
Once you’ve selected the content that you want to share with others, your computer will automatically start to share the information with your colleagues and you can show them all around your files.
Microsoft Teams: Remote Control
One of the greatest features offered by Microsoft Teams is the remote control. This means that during a call or a meeting, while someone is presenting, they can give you control of their screen. This way, you’ll be able to access and control their computer. So, if you want to show the colleague how to do something or you want to take control of some technical procedure, you can.
Doing it is very easy. In fact, the presenter only has to click ‘Give Control’ in the panel on top of the screen. A dropdown list will show all the people in the meeting, they click the name of the person they want to take control, and that person will be able to move their cursor all around the screen.
It’s probably good to know that you can also request access to someone else’s computer during a meeting. If you’re not screen sharing, you will find the ‘Request Access’ option in the same panel on top of the screen. If you click it, the presenter will receive a request on screen. Once the request is approved, you’ll be able to control their desktop.
We’ve just seen how to share screen on Microsoft Teams and we’ve found out that sharing your screen is very easy and can also be very helpful sometimes. In fact, sharing the screen gives you the opportunity to present and share data and important guidelines with your colleagues, even when live meetings are not possible.
Microsoft Teams is a great platform that offers a huge variety of features. If you want to install Microsoft Teams on your computer, you can download it here!Be aware that a few different versions of Microsoft Teams are available online. You can choose the right one to suit you according to the features that you’ll need. Make sure to compare all Microsoft Teams options on the official website. The good news is that the option to share screen during video calls is available for every version. This means that even the free version of Microsoft Teams allows you to share the screen. We recommend you test Microsoft Teams now. You won’t regret it!