How to Share content in meeting in Microsoft Teams

Desktop

Share content from your screen by selecting the Share content option. The meeting controls are located in the meeting room. If you would like to display a whiteboard or a PowerPoint file at the same time, you may want to display the whole screen, a window, or the entire PowerPoint file, for example.

Notes: 

• In order to share your screen with another user using Teams on the web, you will need to make sure that your computer is configured to run the latest version of Google Chrome or Microsoft Edge on it so that you can do so.
• By selecting the Share content button on the Teams on the web page, you will be able to share content on the web using Teams on the web.

  

• Users of Linux are not able to share windows with other users.

In the meeting controls, choose Stop sharing when you are done sharing and close the meeting.

Share content on a Mac

You must grant Team permission to record your computer screen before you can share your screen with other Team members. This permission is needed if you are using a Mac to share your screen with other Team members.

1. When you first try to share your screen, you will be prompted to grant permission to the app. From the prompt, click the option to open the System Preferences.

   If you miss the prompt that appears when you were supposed to execute the command then or if you are unable to execute the command for any reason, then you will be able to execute it by heading to Apple’s Menu > System Preferences, and then typing the command there to execute it.

2. Select Microsoft Teams from the screen recording options under Screen Recording.

   

3. Try sharing your screen again in your meeting when you return to it.

Include computer sound

Through Teams, you are able to share your computer sound with meeting participants so that they can listen to what you are saying on your computer. The audio or video clip can be used as part of a presentation if you decide to use it as a part of it.

When you are in the settings for your meeting, you can find an option that allows you to share content, then choose the option to include computer sound (you will be able to find it by clicking the switch that is located at the top right corner of the Sharing options section in your meeting controls). In the meeting you will be able to hear everything that comes from your computer, which includes notifications coming from the computer, at the same time.

To learn more about sharing sound from your computer during a Teams meeting or live event, please read the article Share sound from your computer during a Teams meeting or live event.

Give and take control of shared content

Give control

As a meeting participant, you have the option of giving control to another person so that they can change a file, assist you with a presentation, or show something for you. It is up to both of you to decide what you want to share, and you can always take that control back if you need to.

1. The sharing toolbar can be accessed by selecting Give control from the toolbar.
2. In order to give control to someone else, you will need to select their name.

You will receive a notification from Teams informing you that you have shared control with that person. If you share control with someone else, they will be able to make a selection, edit or modify the content of the shared screen at any time.

1. Select Take back control if you want to take control back.

Take control 

During the sharing process, you can request control over it by selecting the Request control option. Your request will then be approved or denied by the person sharing the information with you.

As long as you are in control of the shared screen, you will be able to make selections and edits as well as make other adjustments.

When you are finished sharing control, you should choose Release control once you are finished sharing control.

Zoom in to shared content

Are you looking for a more detailed view of the content that has been shared with you?

The different areas can be viewed by clicking and dragging the mouse.

You can get a closer look or a wider one by doing the following:

• The trackpad on your computer allows you to pinch up or down.
• For creating a plus sign or a minus sign, simply press the keyboard shortcut Ctrl+Plus sign or Ctrl+Minus sign.
• With your mouse, you will be able to scroll with the Ctrl key held down.

Pop out shared content in new window

Expand your view by popping out shared content in a separate window during your Teams meetings.

Shared content can be popped out by the following steps:

1. Using Teams for desktop, you will be able to join your meeting.
2. You can select Pop out from the meeting toolbar when another presenter is sharing content in the meeting window.

   

3. In order to close the pop-out, touch the X button on the top right of the pop-out so that the content will be returned to the main meeting screen.

Mobile

Share content

When the More options Share option is selected in your meeting control panel, you will be able to share content from your mobile device. The presentation can take a variety of forms, such as photos, videos, PowerPoint presentations or the entire screen.

At the bottom of your screen, you’ll see a Start presenting button. Now you’re ready to share your presentation. Once you have finished presenting, hit the Stop button to end the presentation.

Tip: It may not seem easy at first, but the opposite is true once you know how to navigate a PowerPoint presentation. You can simply swipe to move forward or backward in the presentation in the direction you want, or you can tap the buttons at the bottom of the screen to go back to the previous slide.

Zoom in to shared content 

Are you looking for a more detailed view of the content that has been shared with you?

The camera can be zoomed in or out by pinching in or out, or and it can be moved around by tapping and dragging.

Minimize shared content

It may be a good idea to minimize the content that the person who is sharing the content is sharing in order to better see the people in the meeting on your mobile device. You can do this by following these steps:

1. When a person shares a piece of content, they tap More actions under their name, which allows them to take additional actions.

   

2. In the menu on the left side of the screen, select Minimize content

   

By doing this, you will have a better chance to observe more of the participants in the meeting. There will still be a portion of the screen where you can see the shared content on your screen.

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.

The mobile device can be added as a companion device, which you can use for presentations, sharing live video, and much more if you are already in a meeting on your laptop, for instance. You must make sure that the devices you are using both have the Teams mobile app installed on them, so that you are able to add a companion device to your account. This means making sure you are signed into the Teams account on the devices you are using.

Adding a companion device to your meeting experience will allow you to do a lot of things, such as:

• Using mobile video, remote participants can get a complete overview of all the details that are outside of their field of view when they are participating remotely.
• If you would like to share your photo with everyone, you can take one or choose one from your camera roll.
• A presentation can be controlled using your phone.
• Share the screen of your mobile device with your friends.
• In a meeting, you can share a presentation if you can see it on your phone.

Tip: If you would like more information, you can check out Joining a Teams meeting from another device.

Add a companion device to a meeting

1. If you are in a meeting on another device and you want to open the Teams app on your mobile device, please follow these instructions.
2. In the upper part of your screen, you will see a message that some meetings are currently being held on another device. You will have the opportunity to join those meetings on this device if you wish, as well. To join, tap the Join button.

1. Then, you will have the option to add a device to this computer or to transfer data to this computer. Simply tap the Add this device button on the device’s screen to add it to your account.

As a result, if you join this way, we will mute both the mic and speaker of your companion device so that there is no echo effect caused.

You can start sharing something from the companion device when you are ready to do so. You can do so by tapping the Present button at the bottom of the screen once you are ready to go. In the meeting room, everyone will be able to see what you’re sharing on their other device, just as you will be able to see it on yours.

You can either click the Stop presenting button on the bottom of the screen or you can simply hang up if you wish to end your presentation. There will still be a way for you to take part in the meeting if your other device is connected to the meeting.

Frequently Asked Questions

Why can’t I share content on Teams meeting?