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  3. Microsoft Teams – Show Content During Teams Meetings

Microsoft Teams – Show Content During Teams Meetings

In a Teams class or meeting, you can share content on your screen with the other students or meeting participants. The best sharing option will vary based on the type of content you are sharing.

Only Presenters or Meeting Organizers can share content.

You can adjust meeting roles on the fly from the Participants section.

To share you screen or content, click the Share Content icon on the meeting toolbar.

macOS Screen Sharing Permission

macOS users can follow these instructions to grant Teams permission to share screen content.

Choose What to Share

When you click the Share Content icon, Teams offers several different options for what to share.

Sharing a Desktop

Meeting Participants See Everything You See

Before sharing your desktop, consider closing programs that display notifications, or use your computer’s Do Not Disturb option.

This is critical if notifications you receive may contain confidential information. 

When sharing your Desktop, a red box wraps around the edges of the shared screen. Any application or window visible to you within this red box is also being shared to meeting participants. 

Sharing a Window

Meeting Participants See Only the Shared Window

Even if you minimize the shared window or swap to a different one, participants will continue to see the shared window.

When sharing a Window, a red box wraps around the edges of the shared application.

Sharing a PowerPoint

While you can present a PowerPoint by sharing your Desktop or the PowerPoint window, Microsoft also allows you to share a PowerPoint directly to your meeting.

Below the PowerPoint option, you will see some thumbnails for recently opened PowerPoint files. If a file is missing from this list, you can click Browse to upload a file from your computer or Microsoft OneDrive.

After sharing a PowerPoint, new options will appear in the meeting toolbar. Move to the next or previous slide by clicking the forward (>) or backward (<) buttons. You can also toggle the eyeball icon to allow or prevent participants from moving through your slides at their own pace.

Sharing the PowerPoint Window instead of the PowerPoint App

If you depend on PowerPoint Notes, or generally prefer the Presenter view in PowerPoint, open your presentation, share the PowerPoint Window, and start presenting instead.

 Click here for a video describing why you might share PowerPoint this way.

Sharing Microsoft Whiteboard

Microsoft Whiteboard allows you and meeting participants to draw, write, and more on a shared virtual whiteboard. Everyone in the meeting can write, edit, or delete content from the Whiteboard.

The Whiteboard is Not Included in the Meeting Recording

When the Whiteboard is shared from the tray, it is not recorded when you record a meeting in Teams.

Presenter Modes

Desktop App only, Camera Required

To choose a presenter mode, you must be using the desktop version of Teams (rather than in-browser or mobile) and have a camera enabled and turned on.

When presenting content while also showing your camera feed, Teams lets you choose between four presenter modes.  Each mode offers a different layout of your camera feed and the presented content.

Choosing a Presenter Mode

  1. After your meeting starts, click on “Share Content” in the top right corner of Teams.  This will show presenter modes and other content sharing options.
  2. Under Presenter mode, choose the mode that you want.  For a list of the available modes and what they each do, see the next toggle.
  3. Optionally, select “Customize” and choose a background image.
  4. Finally, choose a screen, window, or other content to share.

Available Presenter Modes

In addition to the default, camera-less mode, the following presenter modes are available:

Standout presenter mode

Presenter portrait is superimposed transparently over the corner of the presentation.

Side-by-side presenter mode

Presenter portrait is placed to the side of the presented content.

Reporter presenter mode
Presenter portrait is placed to the side and behind the presented content.


Sharing System Audio

Sharing a Video or Song During your Meeting or Class?

Considering sharing a direct link to this YouTube videos or other readily available and accessible content instead.

Windows Users

When selecting which content to share, Windows users can click the Include system audio checkbox to share system audio. Meeting participants will only hear songs or videos playing on your system if this option is enabled.

Set your volume appropriately so that meeting participants can hear your shared audio. 

macOS Users

Unfortunately, it is not currently possible to share System Audio on macOS computers.

Improving Sound Quality

Interference by other sounds reduces the sound quality (often causing it to fade out for a moment). You can preserve the quality in these two ways:

  • Ensure Participants are Muted
    • You can manually mute all participants by clicking the participants icon in your Teams Toolbar, and click Mute All. Be sure not to mute yourself.
    • Alternatively, just ask participants to mute themselves. You can right click individual participants to mute them, as necessary.
  • Reduce Background Noise
    • Set up your microphone away from your keyboard and mouse.
    • Avoid shuffling papers, clicking pens, or creating other noises near your mic.
  • Enable or increase Noise Suppression in Teams

Stop Sharing

You can stop sharing a PowerPoint or Whiteboard by clicking Stop Presenting.

For all other content, click the Stop Sharing button.

Permit a Participant to Share Content

By default, only those with the Presenter or Organizer roles are permitted to share content. Organizers can adjust meeting options ahead of time to permit attendees to share content as well.

Allowing Participants to Share Content on the Fly

During a meeting, you can allow an Attendee to share content by promoting them to a Presenter.

Find them in the Participants list, then click the 3-dot menu next to their name, and select Make a presenter. 

Disallow Participants from Sharing Content

After someone is done presenting or sharing screen content, you may wish to change their role back to Attendee.

Find them in the Participants list, then click the 3-dot menu next to their name, and select Make an attendee.

Updated on September 13, 2021

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