Sharing your screen in a Teams meeting is one of the most useful things you can do during a call. Whether you are presenting a document, walking someone through a process or showing a client something on your screen, it is straightforward once you know where to look.
How to share your screen during a meeting
Once you are in a Teams meeting, look at the toolbar that appears at the top or bottom of the screen. Click the Share icon, which looks like a rectangle with an arrow pointing up. If you do not see it immediately, hover over the meeting window and it will appear.
A panel will slide up from the bottom showing your sharing options. You have a few choices.
Desktop shares your entire screen including everything visible on your monitor. Use this when you need to switch between multiple windows or applications during the call.
Window shares only a specific application you have open, such as a Word document or your browser. The person on the other end only sees that window and nothing else on your screen. This is the better option when you do not want others to see your other open tabs or applications.
PowerPoint Live lets you share a presentation directly from Teams without needing to open PowerPoint separately.
Click whichever option suits what you need and your screen will start sharing immediately.
Stopping the share
When you are done, click the Stop sharing button in the toolbar or click the share icon again to toggle it off.
If the other person cannot see your screen
Ask them to check their internet connection. Occasionally rejoining the meeting resolves display issues on their end. If you are sharing a specific window make sure that window is not minimised on your screen.
Getting comfortable with Teams takes a little practice but it quickly becomes second nature. If your team is new to Microsoft 365 and Teams, Recloud helps businesses get set up and confident with the tools as part of our onboarding process.
When to get help
If screen sharing consistently fails, if participants cannot see what you are sharing or if your meetings have ongoing quality issues, there may be a network or policy configuration that needs adjusting. Recloud can diagnose and resolve these issues.