A Complete Guide: How to Share a Screen in Microsoft Teams

Businesses and teams were already warming to the idea of a remote working feature, but the COVID-19 pandemic accelerated the trend, making remote collaboration tools like Microsoft Teams, Slack, and Zoom an indispensable part of the “office.”

But, as more teams spend time working from home, remote collaborating on important projects becomes unavoidable. Teams need to use all the remote work tips and tricks they can to stay as productive as possible.

The combination of video calling and screen sharing comes as close to replicating in-person collaboration as you’re likely to get today. By sharing your screen, you can visually communicate to someone anything that’s on your screen. In this guide, we’ll cover how to share a screen in Teams.

Whether it’s showing how to use some software or application, giving a presentation, replicating a bug, demonstrating a new feature or product, illustrating a solution, or even delivering training – screen sharing can drastically enhance and augment your collaboration over Microsoft Teams.

How to Share Your Screen on Microsoft Teams

Step #1: Launch Microsoft Teams and join a meeting

Step #2: Click on the Share icon in the call menu to launch your screen-sharing options

Share icon to start sharing a screen in Microsoft Teams

Step #3: Pick a Workspace you want to share

Now, a quick explainer before we proceed.

Microsoft Teams share-screen feature has the handy capability to allow you to select only specific interfaces to be shared. It will allow you to choose specific applications, desktop views, browser tabs, or even Microsoft Teams extensions to share.

Let’s see it in action.

So, when you click the share screen icon, it will open a section at the bottom of the screen. You’ll see that here are options to select:

  • Desktop to show your computer’s desktop (everything that’s on your desktop, Screen#1 for first monitor, Screen#2 if you have a second monitor)
  • Window to show a specific app that you currently have on desktop (for example opened pages in Chrome, opened Teams application, Excel…)
  • PowerPoint shows your presentation
  • Browse lets you find the file you want to show that is saved on your computer (as PDF, images, documents)

Desktop Window Power Point Browse share screen in Microsoft Teams meeting
For some types of meetings, there are other options available as well, such as Microsoft Whiteboard and Freehand by Invision. They are useful in collaboration because they allow participants to write, sketch, draw on a shared digital canvas. Almost like you’re having a meeting in the office!

To improve your presentations, check out these specific Microsoft Team app integrations that can provide special interactions with screen sharing.

Step #4: Select a Workspace to start sharing your screen

You are now sharing your screen with other participants. On some sharing options, you will see a red border around the shared media. That’s how you know which part of your screen you’re sharing, and which not.

The most common case is when you choose Window as sharing option and get confused why your teammates don’t see folders that you’re opening in another window. Well, that’s the perfect example of when to use Desktop as a sharing option. Just remember to close those windows you don’t want others to see. 😉

Depending on the device or type of meeting, you will see a ribbon telling you your screen is being shared and offering different options. If the ribbon disappears, move your mouse and it will show.

Stop presenting showing screen in Microsoft Teams

You can allow another member of the meeting to take control of the screen so they can move their cursor and click on the screen that you are originally sharing.
take control of the screen Microsoft Teams meeting

Step #5: Stop presenting ends your screen sharing

Stop sharing your screen stop presenting Microsoft Teams meeting

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“Oh, yes, here’s the document on that process I’ve mentioned!” – is common in meetings.

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