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7 things to know about screen sharing in Microsoft Teams

Quick tips
  • Don’t share your entire screen if you’re only presenting a specific program or document.
  • Use the whiteboard for brainstorming sessions or annotate in real time while sharing your screen.
  • Decide whether you want to share your computer’s audio along with your screen. This can be useful for presentations with sound effects or videos.

1. What happens when you share your screen

Like other applications, screen sharing in Microsoft Teams allows you to share your screen with others. After pressing the screen share button, you will be asked to choose whether you want to share your screen or window.

2. What can be shared across teams

In Microsoft Teams, you can share your desktop, a single window, a presentation, or a whiteboard.

What can be shared across teams

When you share your desktop, everything in the foreground of your screen is visible to others. However, if you switch to the Window option, you can focus your attention on one window.

3. How to check what’s being shared

Your currently shared screen in Teams will have a red border around it.

How to know what's being sharedHow to know what's being shared

4. How to share system audio when sharing screen

Whether you’re playing a video or an audio file, other participants cannot hear the audio by default.

To share system audio, click the icon share screen during a call > check the box next to it Include system sound.

How to share system audio when sharing your screenHow to share system audio when sharing your screen

5. How to stop sharing in MS teams

On desktop

You will see a floating window with a cross in the lower right corner of the options toolbar > tap the stop screen sharing icon.

How to stop sharing in MS teamsHow to stop sharing in MS teams

On the cell phone

Run Teams app > tap Stop presenting button at the bottom.

6. How to switch between Windows systems when sharing your screen

There are two ways to switch between multiple windows when sharing your screen.

Method 1: If you have selected Window mode, you need to stop sharing. Then select the window you want to share again.

Method 2: If you have selected desktop mode, you can easily switch between any windows and participants can see it.

7. How to prevent others from sharing your screen

The default setting grants presenter privileges to all participants, giving them the same capabilities as the organizer.

On desktop

To change the participant role to Attendee on the computer, click the button Participantsicon > click three dots icon next to participant name > select Make a participant.

participants to participant on the computerparticipants to participant on the computer

On the cell phone

Step 1: During a meeting, tap participants icon.

Step 2: Touch and hold name and surname of the participant.

Step 3: Finally, select Make a participant.

If you have any questions that we haven’t answered, please see the Frequently Asked Questions section below.

Frequently asked questions

1. Does the camera stay on when you share your screen?

No, the camera does not turn on automatically when you share your screen in Microsoft Teams. You can control the camera and screen sharing independently.

2. How many people can share the screen at the same time?

Only one person can share their screen at a time during a Microsoft Teams meeting. This prevents confusion and ensures that everyone can focus on the same content.

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