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How do you add a shared display in Teams?

Published in Teams Meeting Features 4 mins read

In Microsoft Teams, adding a shared display, commonly known as sharing your screen or content, is a fundamental way to present information during a meeting. The primary method involves using the 'Share content' button within the meeting controls. Additionally, in certain contexts, you can utilize the View menu to activate a shared display mode.

Sharing Content via the 'Share Content' Button (Standard Method)

This is the most common and versatile way to add a shared display in a Teams meeting, allowing you to present your desktop, a specific application, or a presentation.

Steps to Share Your Screen or Content

  1. Join a Meeting: Ensure you are actively participating in a Microsoft Teams meeting.
  2. Locate 'Share Content': In the meeting controls bar, look for the 'Share content' button. This icon typically looks like an upward-pointing arrow or a rectangle with an arrow pointing out of it.
  3. Select Your Sharing Option: A pane will appear with various sharing choices:
    • Screen: Share your entire desktop. This is ideal for presenting multiple applications or switching between different programs seamlessly.
      • Tip: If you have multiple monitors, select which screen you wish to share.
    • Window: Share a specific open application window. This prevents participants from seeing other notifications or applications on your desktop.
    • PowerPoint Live: Share a PowerPoint presentation directly within Teams. This offers advanced features like presenter view, slide navigation, and real-time translation for attendees.
    • Microsoft Whiteboard: Collaborate in real-time on a digital whiteboard, ideal for brainstorming or drawing.
    • Browse: Upload and share a file directly from your computer or cloud storage (OneDrive/SharePoint).
    • Include computer sound: Check this box if you want to share audio from your computer (e.g., video clips, music) with meeting participants.
  4. Start Sharing: Click on the desired content you wish to share. A red border will appear around the shared content, indicating what participants can see.
  5. Stop Sharing: To end the shared display, click the 'Stop sharing' button in the meeting controls, or the floating sharing toolbar.

Best Practices for Sharing

  • Prepare Your Content: Before sharing, close any unnecessary applications or browser tabs to avoid distractions and maintain focus.
  • Test Beforehand: If possible, test your sharing setup with a colleague in a quick call before your important meeting.
  • Consider 'Window' Sharing: For focused presentations, sharing a specific window is often more effective than sharing your entire screen, as it helps prevent accidental exposure of sensitive information or notifications.
  • Engage Your Audience: Utilize features like PowerPoint Live's presenter mode to manage your presentation effectively and keep an eye on your audience.

Activating Shared Display Mode via the 'View Menu'

In a meeting, you can also utilize the View menu to add a shared display, which activates a dedicated shared display mode. This functionality can be particularly useful for optimizing how content is presented or viewed within specific meeting environments or configurations, focusing the meeting interface on the shared content.

Understanding Shared Display Options in Teams

Sharing Option Description Ideal Use Case
Desktop/Screen Shares everything visible on your selected monitor. Demonstrating multiple applications, switching between various programs.
Window Shares only a specific open application window. Presenting a single application, preventing accidental sharing of private info.
PowerPoint Live Shares a PowerPoint presentation directly within Teams, offering advanced presenter and attendee features. Formal presentations, webinars, large meetings with interactive elements.
Whiteboard Provides a collaborative digital canvas for drawing, brainstorming, and note-taking. Brainstorming sessions, collaborative problem-solving, teaching.
Include sound Ensures audio from your computer (e.g., videos) is transmitted to meeting participants. Playing videos, audio clips, or demonstrating applications with sound.

Troubleshooting Common Sharing Issues

  • No Red Border: If you initiate sharing but don't see a red border around your shared content, your screen might not be actively sharing. Double-check the 'Share content' button's status.
  • Blurry Content: Ensure your display resolution is optimized and your internet connection is stable. Lowering your resolution temporarily might improve clarity if bandwidth is an issue.
  • Audio Not Sharing: Verify that the "Include computer sound" option was checked before starting the share. You cannot add sound mid-share.
  • Performance Issues: Close any bandwidth-intensive applications running in the background (e.g., large downloads, streaming services) to improve sharing performance.

For more detailed information on sharing content in Microsoft Teams, you can refer to the official Microsoft Support documentation.