How to share your screen in Microsoft Teams

Sharing your screen helps you present slides, demo software, or troubleshoot together. Most issues happen when attendees don’t have permission to share, computer sound isn’t included, or macOS screen recording permissions are missing. The fix: make sure you’re a presenter, choose what to share (screen, window, or tab/PowerPoint), and turn on computer sound when needed.

Before you start

• Role matters: organizers and presenters can share by default; attendees may need to be promoted to presenter.
• macOS only: grant Teams Screen Recording permission in System Settings → Privacy & Security.
• Close confidential content and turn on Do Not Disturb to hide notifications while you present.

1) Share your entire screen (desktop/web)

1. In the meeting, select Share (rectangle with up arrow) on the toolbar.
2. Choose Screen (e.g., Screen 1).
3. (Optional) Turn on Include computer sound to share system audio.
4. Select Share.

When to use it: Best for full-desktop demos or switching between many apps.

2) Share a specific app window

1. Select Share → Window.
2. Pick the app window you want and select Share.

Why use it: Keeps everything else on your desktop private and reduces accidental pop-ups.

3) Share a browser tab

1. Select Share → Tab (Edge/Chrome).
2. Choose the tab → (optional) turn on Share tab audio → Share.

Tip: Tab sharing is optimized for smooth video playback inside that tab.

4) Present with PowerPoint Live

1. Select Share → PowerPoint Live.
2. Choose a recent file or Browse to upload one.
3. Present while viewing your notes and slide thumbnails privately.

Benefits: Viewers get crisp slides, you keep control, and participants can optionally move through slides (you can lock to presenter view if needed).

5) Include or manage computer sound

• Toggle Include computer sound before you start sharing, or on the sharing toolbar after you begin.
• Adjust your system volume so attendees hear clearly without echo.

6) Use Presenter mode (camera + content)

1. Select Share → choose a Presenter mode (Standout, Side-by-side, or Reporter).
2. Turn your camera on and start sharing.

Note: Presenter modes place your video alongside or over content for a polished look.

7) Give or request control

• Give control: On the sharing toolbar, select Give control → choose a participant.
• Request control: Select Request control and wait for approval.
• Stop control: Select Take back control when finished.

8) Share from the mobile app (iPhone/Android)

1. Join the meeting → tap More (⋯) → Share.
2. Choose Share screen (you may need to start device screen broadcast).
3. Switch to the app you want to show.
4. Tap Stop presenting in Teams to end.

9) Stop sharing

• On desktop/web, select Stop sharing on the floating toolbar.
• On mobile, return to Teams and tap Stop presenting.

Troubleshooting

• Share button is missing or disabled: You’re an attendee. Ask the organizer to make you a Presenter or change meeting options.
• Mac shows a black screen or won’t start sharing: Grant Teams Screen Recording permission, then quit and reopen Teams.
• No audio in the share: Turn on Include computer sound (or Share tab audio for browser tabs) and raise system volume.
• Viewers see a black screen with streaming services: DRM-protected content can’t be shared. Use slides or summaries instead.
• Laggy or choppy share: Close heavy apps, share a single window instead of the full screen, or lower display resolution.

FAQs

Can multiple people share at once?
Only one active screen share at a time. Presenters can take turns.

Can guests (outside my org) share?
Yes, if meeting policies allow and they’re set as presenters.

Does sharing show my notifications?
Yes. Turn on Do Not Disturb/Focus Assist to avoid pop-ups.

Can I share to a breakout room?
Yes—join that room and share from there.

Summary

1. Select Share and choose Screen, Window, Tab, or PowerPoint Live.
2. (Optional) Turn on Include computer sound.
3. Use Presenter mode for camera + content.
4. Give/request control when you need collaboration.
5. Stop sharing when finished.

Conclusion

Pick the sharing option that fits your scenario, confirm you have presenter permissions, and enable computer sound for videos. Use Presenter mode for a polished layout and PowerPoint Live for the smoothest slide experience. If sharing fails, check permissions, role, and audio settings—then retry.