Present content in Microsoft Teams meetings (2024)

Start presenting content

To present content in a meeting, selectShare Present content in Microsoft Teams meetings (1) in your meeting controls. Then,choose to present your entire screen, a window, a PowerPoint file, or a whiteboard.

Note:If you're using Teams on the web, you'll be able to share your screen only if you're using Google Chrome or the latest version of Microsoft Edge. Screen sharing isn't available for Linux users.

Share your...

If you want to...

Great when...

Desktop

Show your entire screen, including notifications and other desktop activity.

You need to seamlessly share multiple windows.

Window

Show just one window, and no notifications or other desktop activity.

You only need to show one thing and want to keep the rest of your screen to yourself.

PowerPoint Live

Present a PowerPoint file others can interact with.

You need to share a presentation and want others to be able to move through it at their own pace.
For info on PowerPoint sharing, see Share PowerPoint slides in a Teams meeting.

Whiteboard

Collaborate with others in real time.

You want to sketch with others and have your notes attached to the meeting.

When you're done sharing, select Stop sharing in your meeting controls.

To turn off screensharing if your screen locks:

  1. In Teams, select Settings and more Present content in Microsoft Teams meetings (2)> Settings Present content in Microsoft Teams meetings (3)>Privacy Present content in Microsoft Teams meetings (4).

  2. Turn theTurn off my camera and mic when my screen locks toggle on.

  3. Restart Teams to activate this setting.

Presenter controls

While you're sharing content, use the controls in the presenter toolbar to keep your presentation engaging and running smoothly. The presenter toolbar is only visible to the person presenting.

To bring the presenter toolbar onscreen:

  • Move your cursor to the screen sharing indicator at the top of your shared screen.

    Present content in Microsoft Teams meetings (5)

    This will drop down the presenter toolbar.

  • The toolbar will stay in place for a few seconds until you're done adjusting the controls. Then, it'll disappear from view.

  • To keep the presenter toolbar from disappearing, select Pin toolbar Present content in Microsoft Teams meetings (6).

Move the presenter toolbar

To keep the presenter toolbar from blocking important content on your screen, move it to any area on the screen you're sharing.

To move the presenter toolbar:

  1. Select and hold the toolbar drag handle

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    .

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  2. Drag it anywhere on your screen.

  3. Release the drag handle when you've placed it in the right area.

Tip:You can also move the toolbar by clicking and holding any area on the toolbar that isn't interactive (e.g., in between presenter controls) and dragging it.

Control your camera and mic

Turn your camera and mic on or off while you're presenting by selecting Camera Present content in Microsoft Teams meetings (9)or Mic Present content in Microsoft Teams meetings (10)on the presenter toolbar.

Give and take control of shared content

Give control

If you want another meeting participant to change a file, help you present, or demonstrate something, you can give control to that person. While someone has control, they can make selections, edits, and other modifications to the shared screen.

You'll both be in control of the sharing, and you can take back control anytime.

Caution:When you’re sharing an app, only give control to people you trust. People you give control can send commands that could affect your system or other apps. We've taken steps to prevent this but haven't tested every possible system customization.

  1. Start sharing your screen.

  2. Select Give control Present content in Microsoft Teams meetings (11). in the presenter toolbar.

  3. Select the person you want to give control to. Teams will notify themthatyou’re sharing control.

  4. Select Take backto take back control.

Take control

To take control while another person is sharing:

  1. Select Request control. The person sharing can approve or deny your request.

  2. Make selections, edits, and other modifications to the shared screen while you have control.

  3. Select Release control to stop sharing control.

Optimize for video

Prevent choppiness or lag when you're sharing high-motion content by optimizing video.

To optimize video, select Optimizein your presenter toolbar.

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Change your layout

When you're sharing content, you can choose from several different layouts to help make your presentation more engaging.

To change your layout while you're sharing your screen:

  1. Turn your camera on.

  2. Select Layout from the presenter toolbar.

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  3. Select the layout you want to use:

  • Content only: Participants will see the content you're sharing in the main Teams window. They'll still be able to see your video feed next to the content.

  • Standout: This produces an effect on your background that blocks it and helps you stand out in your video feed.

  • Side-by-side: This view will place you and another participant side-by-side in the meeting window. This helps draw focus to you and other participants who are speaking during the meeting.

  • Reporter: This layout isolates you fromyour video feed and places you in front of the content you're sharing, just like a reporter in front of a scene.

Annotate content

Make annotations over the content you're sharing by selecting Annotate Present content in Microsoft Teams meetings (14)in the presenter toolbar.

When you select Annotate Present content in Microsoft Teams meetings (15), whatever is on your screen will be locked in while you and other participants can draw or add notes over the content. To stop annotating, select Annotate from the toolbaragain.

To learn more, see Use annotation while sharing your screen in Microsoft Teams.

View participants

After you start presenting, a minimized view of the meeting window will appear next to your shared content.

To see the other participants in your meeting, select People Present content in Microsoft Teams meetings (16)from the presenter toolbar. This will bring your main Teams window to the front of your screen with the Participants pane open.

Stop sharing

Select Stop sharing in the presenter toolbar to stop sharing your screen and return to the main Teams meeting window.

Zoom in to shared content

To get a better look at shared content, click and drag it to see different areas. To zoom into or out of content someone's sharing during a meeting or call,use the buttons at the lower left of your meeting window:[+] to zoom in and [-] to zoom out.

You can alsotry the following:

  • Pinch in or out on your trackpad.

  • Use Teams keyboard shortcuts.

  • Hold the Ctrlkey and scroll with your mouse.

Note:Mac trackpads don't support zoom in meetings. If you're on a Mac, use one of the other options. If you're using Linux, giving and taking control of shared content isn't available at this time.

Open shared contentin new window

Expand your view by openingshared content in a separate window during your Teams meetings.

To openshared content:

  1. Join your meeting from Teams for desktop.

  2. When another presenter shares content in the meeting window, select Open in new window Present content in Microsoft Teams meetings (17)from the meeting toolbar.

  3. To minimize content, select Xto close the window.

Share content

To share content from your mobile device:

  1. TapMore options

    Present content in Microsoft Teams meetings (18)

    > Share

    Present content in Microsoft Teams meetings (19)

    in your meeting controls.

    Present content in Microsoft Teams meetings (20)
  2. Choose the type of content you want to share.

    Present content in Microsoft Teams meetings (21)

Choose...

If you want to...

Share PowerPoint

Present a PowerPoint file others can interact with. Choose the PowerPoint you want to share; when you select one, sharing will start automatically.

Share Photo

Take a photo to share or choose one from your gallery. Choose the photo you want to share and select Start presenting when you're ready to share.

Share video

Share live video from your camera. Tap Start presenting when you're ready to share.

Share screen

Show your entire screen, including notifications and other activity. You'll be prompted to tap Start Broadcast when you're ready to share.

Note:Turn on the Audio toggle to share audiofrom the content on your screen.

Share Whiteboard

Share or create a collaborative Whiteboard. Whiteboard content will share automatically.

Tap Stop presentingor Stop sharing when you're done.

Tip:To go forward and back in a PowerPoint presentation, swipe in the direction you'd like to go, or tap the forward and back buttons on the bottom of your screen.

Note:If your role changes from presenter to attendee during a meeting and you're presenting, screensharing will stop.

Zoom in to shared content

Want to get a better look at shared content?

Pinch in or out to zoom, and tap and drag to see different areas.

Note:Zoom isn't currently supported when you're sharing photos and videos.

Minimize shared content

You may want to minimize the content someone is sharing in order to better see the people in the meeting on your mobile device. Here's how:

  1. Tap More actions

    Present content in Microsoft Teams meetings (22)

    next to the name of the person doing the sharing

    Present content in Microsoft Teams meetings (23)
  2. TapMinimize content from the menu

This will give you a better look at more of the people in the meeting. You'll still see the shared content on the lower portion of your screen.

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Use your phone as a companion device in a meeting

Join a meeting on more than one device for more collaboration and content-sharing options.

If you're already in a meeting on your laptop, for example, you can add your phone as a companion device to present files, share live video, and much more. Any device with the Teams mobile app can be added as a companion device—just make sure the devices you're using are signed in to the same Teams account.

There's a lot you can do when you add a companion device to your meeting experience:

  • Use mobile video to show things that are out of view for remote participants.

  • Take a photo to share with everyoneor pick one from your camera roll.

  • Use your phone to control a presentation.

  • Share your mobile screen.

  • If you can see it on your phone, you can share it in the meeting!

Tip:For more details, see Join a Teams meeting on a second device.

Add a companion device to a meeting

  1. Open Teams on your mobile phone when you're already in a meeting on another device.

  2. You'll see a message near the top of your screen informing you that you're currently in a meeting on another device, and asking if you want to join it on this one, too.TapJoin.

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  3. You'll then see two options: Add this device, and Transfer to this device. TapAdd this device.

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If you join this way, we'll mute your companion device's mic and speaker to avoid causing an echo effect.

When you're ready to share something from the companion device, tap Start presenting at the bottom of the screen. On your other device, you'll be able to see what you're sharing, just like everyone else in the meeting.

When you're finished, tapStop presenting, or simply hang up. Your other device will still be connected to the meeting.

Present content in Microsoft Teams meetings (2024)

FAQs

How to present in a Teams meeting? ›

Present your slides

If you're already in a Teams meeting, select Share and then under the PowerPoint Live section, choose the PowerPoint file you're wanting to present. If you don't see the file in the list, select Browse OneDrive or Browse my computer.

How do I share content in a Teams meeting? ›

In Microsoft Teams, you can show your desktop, a specific app, a whiteboard, or a presentation in a meeting.
  1. Select Share content. ...
  2. Select what you want to share: ...
  3. After you select what you want to show, a red border surrounds what you're sharing. ...
  4. Select Stop sharing to stop showing your screen.

How to present documents in Microsoft Teams meeting? ›

To share documents on Microsoft Teams:
  1. Open the document such as PowerPoint, Excel, or Word.
  2. Join or start a meeting.
  3. Click 'Share' at the bottom of the screen.
  4. Select 'Desktop' to share the entire screen or 'Window' to share a specific application window.
  5. Click 'Share' and the participants will see your document.

How to share content on Microsoft Teams and still see participants? ›

Your single screen needs to be used for sharing content and seeing the participant videos. The best approach is to share a window of content instead of the full screen. This allows you to still see the Teams app with the participant videos. For more information: https://www.thinkoutsidetheslide.com/how-to-see...

How to present better on Teams? ›

Fillers: Are you overusing sounds like “um” or “ah”, or words like “basically” or “like"? Reducing these filler words can help your presentation flow better. Pace: Should you try slowing down or speeding up your delivery? Studies have shown that 80 to 160 words per minute is best for listener comprehension.

How to present confidently on Teams? ›

When you do it well, a team presentation can be very powerful, so here are three tips to help.
  1. Agree all the team roles well in advance.
  2. Rehearse your presentation as a team, not individually.
  3. Take responsibility for your presentation as a team. Own it.

How to present a PDF in a Microsoft Teams meeting? ›

By default, Teams and channels is selected to choose a PDF file. If you want to choose a PDF that is not on your Teams and Channels, click the drop-down menu and choose a PDF from your OneDrive account, or upload a PDF from your computer, and then click Share.

Why is Teams not letting me share content? ›

Go to Teams settings by clicking on your profile picture in the top-right corner and selecting Settings. Then, go to Devices and make sure your camera and microphone are selected correctly. You can also disable and re-enable the "Allow screen sharing" option.

How do you present a Word document in a meeting? ›

In Word, open the document you want to share. Click File > Share > Present Online. Under Present Online, choose Office Presentation Service. If you want attendees to be able to download a copy of the document, click the box next to Enable remote viewers to download the document.

How do I present an Excel file in Microsoft Teams meeting? ›

Starting an Excel Live session
  1. Open Microsoft Teams for desktop or web.
  2. Join an existing meeting or start a new one with your team members. ...
  3. Select Share and scroll down to the Excel Live section.
  4. Select the Excel workbook you'd like to collaborate in during your meeting.

How do you present on Teams and see notes? ›

On the View menu, click Presenter View. You'll see the main slide that you're presenting, a preview of the next slide, and any notes you've added for the current slide below the preview of the next slide. Your audience will only the slides that you're presenting in your presentation, and not your notes.

How do you share content on Teams? ›

on the meeting toolbar and choose what you want to show:
  1. Select Desktop to share exactly what you see on your desktop. ...
  2. If you only want to show to one thing, select a Window.
  3. To share a presentation, selectPowerPoint. ...
  4. Select Whiteboard to open the app and work on a canvas with your classmates.

Can two people share content on Teams? ›

It does offer screen sharing, and allows multiple people to share screens at the same time, but if you want to share screens showing different apps and information simultaneously, you'll need a workaround. Microsoft Teams' screen sharing feature enables users to share any open app window or full screen in a meeting.

How to do presentation mode in Teams? ›

Use a presenter mode
  1. After your meeting starts, at the upper-right corner of Teams, select Share content. ...
  2. Under Presenter mode, choose the mode that you want. ...
  3. Before starting the presentation, select Customize and choose a background image.

How do you show in Teams you are in a meeting? ›

Teams will automatically set the status in some cases, like when you're on a call. To change your status, go to your profile at the top of Teams and select a status from the list.

How do I allow everyone to present in a team meeting? ›

Select the policy that you want to edit or create a new one. Navigate to the Content sharing section. Select your desired values for Who can present, Participants can give or request control, External participants can give or request control (described in the following sections). Select Save.

How do you make someone a presenter in Teams before the meeting? ›

1. Go to Calendar ,click on the meeting, and select Meeting options. Use the dropdown menu for Who can present? to select a new presenter. Note: If the meeting is recurring, any change you make in Meeting options will apply to all meeting occurrences.

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