Share content in a meeting in Teams

Share content in a meeting in Teams

To share your screen in a meeting, select Share Share screen button in your meeting controls. Then, choose to present your entire desktop, a window, a PowerPoint file, or a whiteboard.


Share tray in a Teams meeting

Share your...

If you want to...

Great when...

Desktop

Show your entire screen, including notifications and other desktop activity

You need to seamlessly share multiple windows

Window

Show just one window, and no notifications or other desktop activity

You only need to show one thing and want to keep the rest of your screen to yourself

PowerPoint

Present a PowerPoint file others can interact with

You need to share a presentation and want others to be able to move through it at their own pace

Whiteboard

Collaborate with others in real time 

You want to sketch with others and have your notes attached to the meeting

When you're done sharing, go to your meeting controls and select Stop sharing.  

Note: If you're using a Mac, you'll be prompted to change your privacy settings before you're able to share your screen. Also, window sharing isn't available for Linux users.

Include system audio

Sharing your system audio lets you stream your computer audio to meeting participants through Teams. You can use it to play a video or audio clip as part of a presentation.

To share your system audio, select Share  Share screen button  in your meeting controls and then Include system audio. When you share, all your system audio, including notifications, will be included in the meeting. For more on sharing system audio, check out Share system audio in a Teams meeting.

Note: For now, we only support sharing system audio on Windows devices.

Share PowerPoint slides in a meeting

If you choose to share a PowerPoint file in a meeting, participants will get some special capabilities:

  • They'll be able to move around to different slides without interrupting the main presentation.

  • They can sync their view back to the presenter's view with one click.

  1. Select Share Share screen button in your meeting controls.

  2. In the PowerPoint section, select the file you want. Select Browse to find a different file.

    Notes: 

    • 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. Their access permissions to the file outside of the meeting won't change.

    • If you select Browse and choose to present 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. If you're presenting in a private meeting, the file is uploaded to your OneDrive, where only the meeting participants will be able to access it.

Give and take control of shared content

Give control

If you want another meeting participant to change a file, help you present, or demonstrate something, you can give control to that person. You will both be in control of the sharing, and you can take back control anytime.

Note: When you’re sharing an app, only give control to people you trust. People you give control to may send commands that could affect your system or other apps. We've taken steps to prevent this but haven't tested every possible system customization.

  1. On the sharing toolbar, select Give control.

  2. Select the name of the person you want to give control to.

    Teams sends a notification to that person to let them know you’re sharing control. While you’re sharing control, they can make selections, edits, and other modifications to the shared screen.

  3. To take control back, select Take back control.

Take control

To take control while another person is sharing, select Request control. Then, the person sharing will approve or deny your request.

While you have control, you can make selections, edits, and other modifications to the shared screen.

When you’re done, select Release control to stop sharing control.

Zoom in to shared content

Want to get a better look at shared content?

Click and drag to see different areas.

And to zoom in or out, try the following:

  • Pinch in or out on your trackpad

  • Use the keyboard shortcuts Control + Plus sign and Control + Minus sign

  • Hold the Control key and scroll with your mouse

Note: Mac trackpads don't support zoom in meetings. If you're on a Mac, use one of the other options. If you're using Linux, giving and taking control of shared content isn't available at this time.

Share content

To share content from your mobile device, just select More options More options button > Share Share screen button in your meeting controls. You can choose to present a photo, video, PowerPoint, or your entire screen.

A menu in a meeting with options to start recording, place yourself on hold, call yourself, share, get a dialpad,  or turn off incoming video.         Sharing options, including sharing a PowerPoint, photo, video, or screen.

Share...

If you want to...

A photo

Take a photo to share or choose one from your gallery

Live video

Share live video from your camera

A PowerPoint

Present a PowerPoint file others can interact with

Your screen

Show your entire screen, including notifications and other activity

When you're ready to share, tap Start presenting at the bottom of your screen. Hit Stop presenting when you're done. 

Notes: 

  • To go forward and back in a PowerPoint presentation, swipe in the direction you'd like to go, or tap the forward and back buttons on the bottom of your screen.

  • Although whiteboard sharing isn't available on mobile yet, you can collaborate on a whiteboard shared from another device.

Zoom in to shared content

Want to get a better look at shared content?

Pinch in or out to zoom, and tap and drag to see different areas.

Use your phone as a companion device in a meeting

Join a meeting on more than one device for more collaboration and content-sharing options.

If you're already in a meeting on your laptop, for example, you can add your phone as a companion device to present files, share live video, and much more. Any device with the Teams mobile app can be added as a companion device—just make sure the devices you're using are signed in to the same Teams account.

There's a lot you can do when you add a companion device to your meeting experience:

  • Use mobile video to show things that are out of view for remote participants.

  • Take a photo to share with everyone, or pick one from your camera roll.

  • Use your phone to control a presentation.

  • Share your mobile screen.

  • If you can see it on your phone, you can share it in the meeting!

Add a companion device to a meeting

Open Teams on your mobile phone when you're already in a meeting on another device. 

You'll see a message at the top of your mobile screen with an option to join the meeting. Tap Join to add your phone as a companion device.

A banner in Teams saying that Weekly Design Sync - Tuesday is nearby with the option to join from your mobile device.

If you join this way, we'll mute your companion device's mic and speaker to avoid causing an echo effect.

When you're ready to share something from the companion device, tap Start presenting at the bottom of the screen. On your other device, you'll be able to see what you're sharing, just like everyone else in the meeting.

When you're finished, hit Stop presenting, or simply hang up. Your other device will still be connected to the meeting.

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