Guide overview
This guide will explain:
- how to screen share in a Teams video meeting and what can be shared
- taking or giving control of the screen
- zooming in on content
- recording shared content
If you have never set up a Microsoft Teams video call before, please first access the guidance on the following help page: creating video meetings in Microsoft Teams.
Please note that this article provides example guidance only. The ability to access features and functionality depends on users permissions / roles in Teams and individual user’s operating systems and devices. Please see Microsoft support pages for further guidance by clicking on the following link; share content in Teams. Please contact us at help@hyms.ac.uk if you continue to encounter issues.
How to screen share in a Teams video meeting and what can be shared
When in a video meeting, click on the screen share icon on the call menu bar to share content.
- your desktop (useful if you want to share views of multiple items you are accessing – browser windows, your desktop, and files etc.,).
- a browser window only (useful for sharing a view on one item you are accessing – a browser window, a file you have open etc.,).
- a PowerPoint file only (shared in Teams already, open on your device or one you want to upload and share).
- a Whiteboard (the Windows Microsoft Whiteboard app). This is useful for collaborating with others in real time and allows users to all ‘write’ on a whiteboard canvas.
- additionally share your computer sound (useful to play a video or audio clip as part of a presentation).
To stop sharing, navigate back to the meeting tool bar and select stop sharing.
Please access the following link to the Microsoft support pages for further guidance on sharing content; share content in Teams.
PowerPoint
The PowerPoint section lists the most recent files you’ve opened or edited in your team SharePoint site or your OneDrive. If you select one of these files to present, all meeting participants will be able to view the slides during the meeting.
If you select browse and choose a PowerPoint file that hasn’t been uploaded to Teams before, it will get uploaded as part of the meeting.
If you’re presenting in a channel meeting, the file is uploaded to the Files tab in the channel, where all team members will have access to it.
Please access the following links to the Microsoft support pages for further guidance on using PowerPoint slides; PowerPoint slides in Teams.
Whiteboard
Please access the following links to the Microsoft support pages for further guidance on using the Microsoft Whiteboard: use Whiteboard in Microsoft Teams.
Include computer sound
You can stream your computer audio to meeting participants through Teams (useful for playing a video or audio clip).When you share, all your system audio, including notifications, will be included in the meeting. Please access the following link for further guidance from the Microsoft support page: share computer sound in a Teams meeting.
Taking or giving control of the screen
If you share a PowerPoint file in Teams it is possible for participants to move through slides at their own pace, sync their view back to the presenter’s view and click on take control to take over presenting. Users can switch who is presenting by clicking on give/ take control. Whoever is currently presenting will end the presentation by clicking on stop presenting. Clicking on the eye symbol prevents users going through slides at their own pace (click on the image to enlarge the view).
The ability to share control of content is dependent on users role / permissions in Teams, as well as individual system / device specifications. Please see the Microsoft support pages for further guidance. Please also only allow users you trust to have control of your content – especially when giving control over to your browser / desktop files and applications.
Zooming in on content
It is possible to zoom in and out of content.
- Click and drag to see different areas of content.
- To zoom in or out; pinch in or out on your trackpad or use the keyboard shortcuts; control + plus sign and control + minus sign. Hold the control key and scroll with your mouse.
Recording shared content
Meetings can be recorded by selecting the start recording option from the meeting tool bar. Shared content can also be recorded (some exceptions may apply).
Please access the following link for further guidance from the Microsoft support page; recording meetings in Teams.