Microsoft Teams: Share Content in a Meeting

Overview

This article explains how to share your screen, applications, files, and other content during a Microsoft Teams meeting or call. It also covers presenter modes, annotations, and collaboration features available while sharing content.

Prerequisites

Before you begin, ensure you have:

  • A Northwood Tech account.
  • Access to Microsoft Teams.
  • A supported web browser or the Microsoft Teams desktop application.
  • An internet connection.
  • An active Microsoft Teams meeting or call.

What Can You Do with Content Sharing?

Microsoft Teams allows you to share content with meeting participants to improve collaboration and presentations. You can:

  • Share your entire screen.
  • Share a single application window.
  • Share PowerPoint presentations and supported files.
  • Share computer audio.
  • Use Presenter Modes.
  • Annotate shared content.
  • Give another participant control.
  • Zoom in on shared content.

💡 Tip: Share a single application instead of your entire screen whenever possible to avoid displaying unrelated information.

Instructions

Share Your Screen

Share your entire screen or a specific application with meeting participants.

  1. Join or start a Microsoft Teams meeting.
  2. Select Share from the meeting toolbar.
  3. Select one of the following:
    • Screen to share your entire desktop.
    • Window to share a single application.
    • PowerPoint Live to present a PowerPoint presentation.
    • Browse to share a supported file.
  4. Your selected content begins sharing immediately.
📝 Note: Closing a shared application automatically ends sharing for that application.

Share Computer Audio

Include your computer's audio when sharing videos or other multimedia.

  1. Select Share.
  2. Turn on Share Sound.
  3. Select the screen or application you want to share.
💡 Tip: Enable Share Sound before selecting your screen or application to ensure participants hear audio from your computer.

Use Presenter Modes

Presenter Modes allow your camera to appear alongside your presentation.

  1. Select Share.
  2. Under Presenter Mode, choose your preferred presentation style.
  3. Available options may include:
    • Reporter
    • Standout
    • Side-by-side
  4. Select the content you want to present.
⭐ Best Practice: Use Presenter Modes during presentations to keep participants engaged by displaying both you and your shared content.

Use the Sharing Toolbar

The Sharing Toolbar provides quick access to meeting controls while sharing content.

After you begin sharing:

  1. Look for the red border around the content you're sharing.
  2. Use the Sharing Toolbar to:
    • Stop sharing.
    • Turn your microphone on or off.
    • Turn your camera on or off.
    • Share system audio.
    • Open Chat.
    • View meeting participants.
    • Access additional meeting controls.
  3. If the toolbar minimizes, hover over it to expand it.
  4. Drag the toolbar if you want to reposition it at the top of your screen.
💡 Tip: A red border around your screen or application indicates that your content is currently being shared.

Annotate Shared Content

Use annotation tools to collaborate with meeting participants.

  1. Select Annotate from the Sharing Toolbar.
  2. Choose one of the available annotation tools, such as:
    • Laser Pointer
    • Pen
    • Highlighter
    • Shapes
  3. Mark up the shared content as needed.
  4. Select the Trash icon to remove all annotations.
  5. Select Annotate again to exit annotation mode.
📝 Note: Annotation tools may vary depending on the type of content you're sharing.

Give Control to Another Participant

Allow another meeting participant to interact with your shared content.

  1. While sharing your screen, select Give Control.
  2. Choose the participant you want to give control to.
  3. The selected participant can now interact with the shared screen or application.
  4. Take back control when you are ready.
⚠️ Important: Participants can only interact with the content you are actively sharing. They cannot access anything outside the shared screen or application.

Share PowerPoint Presentations

When sharing a PowerPoint presentation, Teams provides additional presentation tools.

You may be able to:

  • Navigate between slides.
  • Prevent participants from moving through slides independently.
  • Use Presenter View.
  • Change presentation layouts.
  • View speaker notes (Presenter View only).
💡 Tip: Using PowerPoint Live provides a better presentation experience than sharing your entire screen.

Zoom Shared Content

Zoom in on shared content to make it easier to read.

  1. Select + to zoom in.
  2. Select − to zoom out.

You can also:

  • Hold Ctrl and scroll the mouse wheel.
  • Hold Ctrl and press + or −.

While zoomed in, click and drag to move around the shared content.

💡 Tip: Zooming changes only your view of the shared content. It does not affect what other meeting participants see.

Troubleshooting

I don't see the Share button

  • Verify you've joined the meeting.
  • Confirm you're using Microsoft Teams.
  • Some meeting roles may not have permission to share content.

Participants can't see my screen

  • Verify you've selected the correct screen or application.
  • Look for the red border around the content you're sharing.
  • Stop sharing and start again if necessary.

Participants can't hear my video or presentation

  • Turn on Share Sound before selecting your screen.
  • Verify your computer volume is turned up.

My screen sharing is slow or lagging

  • Close unnecessary applications.
  • Verify your internet connection.
  • Share a single application instead of your entire desktop.
  • Confirm you're sharing the correct application.

I accidentally shared the wrong screen

  • Select Stop Sharing.
  • Start sharing again.
  • Choose the correct screen or application.

I'm still experiencing issues

  • Restart Microsoft Teams.
  • Install any available Windows and Microsoft Teams updates.
  • Submit a Service Desk ticket if the issue persists.
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