how to share a presentation in microsoft teams

How to Present PowerPoint Slides in Microsoft Teams

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A successful PowerPoint presentation extends beyond just the content—its delivery is just as important, especially in a virtual space like Microsoft Teams.

In Microsoft Teams, you can choose to present your slide deck by sharing your entire screen, PowerPoint window, or using the Microsoft Teams' PowerPoint Live feature. Let's explore how you can use each of these three methods and discuss their pros and cons.

Method 1: Share Screen

Sharing your screen in Microsoft Teams is pretty easy and straightforward. It's best to minimize or close unnecessary tabs before joining the Microsoft Teams meeting to avoid exposing sensitive information. Once you're confident in your screen's content, follow the steps below:

• A red border appears around your desktop, indicating you're sharing your screen.

• Present your PowerPoint slideshow.

Sharing your screen is a straightforward method, especially when you want to present other documents besides your PowerPoint slideshow. However, the downside is that you may accidentally reveal sensitive information.

Method 2: Share PowerPoint Window

If you want only to present your PowerPoint slide deck, it's best to share just that window. Here's how:

• A red border will appear around your PowerPoint window, indicating you're sharing just that window.
• Launch your slides in slideshow mode and start presenting.
• Open the Microsoft Teams window and click Stop sharing when you're done presenting.

Sharing just your PowerPoint window prevents accidental display of sensitive desktop content. Even if you switch windows, viewers only see the PowerPoint presentation.

However, this method also has its limitations. One of the main limits is that you can't view your PowerPoint speaker notes without the audience seeing them as well. You also can't access Microsoft Teams features like the chat and reactions during your presentation.

Additionally, If your network connection has low bandwidth or slow upload speed , sharing your screen can result in a blurry and stuttering presentation for the audience. Thankfully, the PowerPoint Live feature provides the solution to these issues.

Method 3: Use PowerPoint Live

Presenting with the PowerPoint Live feature is easy and provides additional benefits. Your audience only sees the slides, while you get to see all the extra controls that come with the presenter view. When using the presenter view in your presentation, you have a few helpful tools at your disposal:

• You can easily adjust the font size of your slide notes to make them more readable.
• To navigate between slides, simply click on the corresponding thumbnail.
• You can use the laser pointer, pen, or highlighter tools to draw attention to specific areas of a slide.
• Use the Standout layout to place your camera feed on the slide without the background.
• Use the Cameo layout to insert yourself into the slide, provided you've set up Cameo to record customized camera feeds .

Here's how you can use PowerPoint Live to share your presentation:

• When it's your turn to present, click Share .

• When you're done presenting, click Stop sharing in the top toolbar.

The PowerPoint Live feature tackles the limitations of sharing your entire screen or PowerPoint window. It also comes with really cool features like co-presenting and allowing attendees to click on links in the presentation.

Your Audience's View When Using PowerPoint Live

In addition to the main slide view, your audience also has access to the slide navigation, grid, and more options controls (the three dots icon below the slides).

This means they can navigate the slides at their own pace and change specific slide settings to suit their preference without affecting your view and that of others. If you find this non-ideal for delivering an engaging presentation , you can disable the audience's navigation control. To do so, enable Private view in the top toolbar.

By default, each meeting attendee joins as a presenter. This means they can share their own content or control someone else's presentation. If that's not what you want, you can change each person's meeting roles in Microsoft Teams to prevent it.

Deliver a Seamless Presentation Experience in Microsoft Teams

Presenting your PowerPoint slides in Microsoft Teams might seem tricky at first, but once you get the hang of it, it's a piece of cake. Practice makes perfect. So before your next Teams presentation, familiarize yourself with your chosen method to ensure an effective delivery.

• Productivity
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• Microsoft PowerPoint

Home Blog PowerPoint Tutorials How to Share a PowerPoint Presentation on Microsoft Teams

How to Share a PowerPoint Presentation on Microsoft Teams

In recent years many remote meeting tools like Microsoft Teams and Zoom have become the norm for regular remote meetings. If you’re new to Microsoft Teams, the chances are you are still finding your way around various options. One of the most common questions a Microsoft Teams newbie might ask is how to share PowerPoint on Teams.

What is Microsoft Teams?

Microsoft Teams is a messaging app by Microsoft for online collaboration and remote meetings that comes integrated with Microsoft 365. It provides a real-time workspace where end users can collaborate via chat, Teams Channels, Live calls, etc. Microsoft Teams also integrates with other Microsoft products like PowerPoint and OneDrive, enabling instant file sharing via the cloud.

Why use Microsoft Teams to Present Your PowerPoint Presentations?

Many organizations use Microsoft Teams for online collaboration and remote meetings. Organizations with integrated Microsoft products like its Windows operating system, Microsoft Office, and Azure Active Directory prefer Teams as the primary internal and external communication app. Organizations use Microsoft Teams to provide secure accounts to employees, with two-factor authentication and data encryption. These accounts are integrated into the Active Directory, providing scalability and control for IT administrators to offer people within an organization an online collaboration platform that can be securely used within the limits of the organization’s data protection policies.

While there are many alternatives to Microsoft teams, such as Zoom and Google Meet, the integration of teams with other Microsoft products, such as Azure, Microsoft Office apps, and OneDrive, makes it attractive within a secure enterprise environment.

How to Present PowerPoint in Teams?

How to present your PowerPoint slides on Microsoft Teams, let us tell you there are at least two methods for sharing presentations. This includes sharing a PowerPoint file directly and presenting your slide deck before one or more meeting participants, or perhaps PowerPoint templates or Google Slides templates to help a colleague design a slide deck.

How to Attach and Share Your PowerPoint Slides on Teams

To share a PowerPoint file on teams, go to an ongoing conversation or meeting window and click Attach files . This will provide you with the option to either fetch a file via OneDrive or from your device. This option can be used for sharing PowerPoint files and other types of files, such as documents, spreadsheets, videos, compressed files, etc.

When sharing a file, you can add a message optionally before hitting Send .

The recipient and the sender can download the file, open it in a browser, or copy the file link for further sharing.

How to Present Your PowerPoint Slides on Teams

Method #1: use the share button in powerpoint.

You can also directly present your slide deck via Microsoft Teams by sharing your screen to start a Live presentation during a remote meeting instantly. Suppose your organization uses Microsoft Teams regularly. In that case, the chances are you will be using it for presentations during remote meetings; therefore, it’s essential to know how to use the screen-sharing option to present online.

Method #2: Share Screen to Present a PowerPoint Presentation

Another way to present a PowerPoint presentation on Teams is by sharing the screen with your audience. If you share your screen, this will show the audience whatever is visible on the entire screen on your device.

Pros of sharing your screen with the audience to present a presentation:

• It is easier to activate
• You can easily switch to other windows besides the PowerPoint presentation and also share them with the audience

Cons of sharing your entire screen on Teams for presenting:

• If you have confidential data in other windows, you may want to avoid switching the windows and keep only the Slideshow window in front.
• You may accidentally switch to other windows, and your audience can lose focus of the presentation.

Method #3: Share PowerPoint Window to Present Your Slides

If you intend to hide parts of your screen, you can simply share the relevant PowerPoint window so that your audience can only view the presentation. During a Live call, click the Share button and select your screen or window to share.

5 Features to Make the Most from Your Microsoft PowerPoint Presentation Sharing in Teams

Microsoft Teams offers a wide array of features that make it a robust remote meeting and online collaboration app since it leverages the full force of Microsoft 365 and other Microsoft products.

1. Translate Slides into a Different Language

This is a private feature that individuals can use to translate slides in their language instantly. As a presenter, you can ask your audience to use this feature if they deem it convenient to help bridge a gap that might exist due to a language barrier.

Slides can be viewed in a different language via More actions > Translate Slides . From the drop-down list, you can pick a preferred language.

2. Use Live Captions

Microsoft Teams supports Live Captions / Closed Captions (CC) to help persons with disabilities, including those suffering from hearing impairment. Closed Captions can also be helpful for people to translate or view text in a preferred language.

Turn on Live Captions: To enable Live Captions on Teams, go to More options > Turn on live captions . Translate Spoken Language: To translate Live Captions, go to Captions settings > Change spoken language .

Turn Off Live Captions: You can turn off Live captions anytime via More actions > Turn off live captions .

3. View Slides in High Contrast

Viewing slides in high contrast on Teams can have several benefits. For example, it helps you focus on the content and is also helpful for people with visual impairment. To configure your slides to appear in high contrast, follow the steps below:

1. Launch your PowerPoint presentation.

2. Click on the Present tab at the top of the window.3. Go to More action > View slides in high contrast .

4. Annotate your Slides in Real Time

Like any standard remote meeting app, Microsoft Teams also provides a number of handy annotation options to help you make the most out of your PowerPoint presentations. You can click on Start annotation when sharing your full screen during presentations to start annotating slides.

Powered by Microsoft Whiteboard, this powerful feature enables one or more meeting participants or the presenter to annotate presentations. It can also be a helpful feature when you’re looking to collaborate online during a Live presentation.

5. Pop Out the Window

You can separate the presentation window from the Teams window to make it easier to work with the two. This feature can be handy when working with multiple monitors or separating the two windows from uncluttering your screen. You can use this option by clicking on the Pop-out option from the toolbar during a screen-sharing session.

How to Stop Presenting on Teams

When presenting your slide deck, you can also present your PowerPoint presentation using any view, be it as a SlideShow or in Normal view. Once you’re done presenting, click Stop Presenting to conclude your session. Furthermore, you can also choose to enable or disable your camera and computer sound when presenting your slides.

To turn off screen sharing during a remote meeting, you can click Stop Sharing .

Present in Teams Button in PowerPoint is Missing. How to Fix it?

Some users might have used the Present in Teams option to share a PowerPoint presentation during a meeting. Suppose you are wondering why the Present in Teams button in PowerPoint Presentations is missing. In that case, this option isn’t available for anyone using the free version of Teams, as only users with a paid subscription, such as a Business Standard or Business Premium Plan. Furthermore, you must share your PowerPoint presentation with OneDrive to use this option. To use the Present in Teams option, upload your PowerPoint presentation to OneDrive. You can do this via File > Save As > OneDrive .

Once done, the Present in Teams button will become available to instantly launch your presentation for sharing during a Teams call.

5 Tips to Make your Presentation a Success on Microsoft Teams

Presenting PowerPoint in Teams can require being mindful of a number of things. This includes accounting for brevity to ensure your presentation does not take more than its designated time, using slides that are suitable for remote meetings. Below is a list of 5 tips to make your presentation successful using Microsoft Teams.

1. Check Your Audio and Video Settings

One of the most annoying problems faced during remote meetings is technical failures such as no or low audio quality. This becomes even more annoying when the meeting organizer or a presenter during their session faces the issue, wasting precious time. This is why you must check your audio and video settings beforehand to ensure everything works correctly. If you need to play a video during your session, make a test call with a colleague and get feedback if the sound and video quality are up to the mark.

2. Make Sure Your Slides are Clear and Concise

Presentations delivered via Microsoft Teams will often take place during scheduled remote meetings. This means that you will have to account for the designated time given for your session, which is why you must ensure that your slides are clear and concise.

3. Use Animations and Transitions Sparingly

Since remote meetings will be attended by participants using different types of computers and mobile devices, some animations and transitions might not be suitable. This is because they can cause Teams to slow down, or the slides might not display appropriately via screen sharing. For example, 3D animations , GIF animations , and objects with elaborate PowerPoint animated sequences might cause issues when displayed via Teams. 

4. Keep Your Slides on Topic

One of the banes of remote meetings is how a discussion can go off-topic very quickly. This is why it’s best to ensure that your slides remain focused on the topic and additional discussions are discouraged during the presentation session.

5. Use Team Members’ Names Sparingly to Call Out Specific Points

Calling out team members for their opinion or advice during a remote meeting can quickly lead to a very lengthy and off-topic discussion. This is why it’s best to call out team members’ sparingly. If you have been using Teams or other remote meeting apps long enough, you would have learned by now that for some topics, it’s best to ask participants to schedule a separate meeting so that the ongoing discussion remains on track.

Other Issues to Troubleshoot while presenting a PowerPoint presentation on Microsoft Teams

Someone has already set up Teams for your organization’s error

If you’re using a premium subscription for Microsoft Teams managed by your organization’s IT team, you might get an error when logging in to Teams. In such a case, you might get the following error:

“Someone has already set up Teams for your organization.”  

If you see the error message mentioned above, this means that your account isn’t ready yet, and you need to contact your organization’s IT team to ask when your account might be ready for use.

We’re sorry–we’ve run into an issue error.

Another prevalent issue is when the following error message appears:

“We’re sorry–we’ve run into an issue.”

This is a generic message, and usually, it can be resolved by clicking the Restart button that appears below the error. In case the issue isn’t resolved after restarting the Teams app, ensure your Internet connection is working. More often than not, the issue is associated with the Internet connection. If the issue persists, you can clear your cache , reinstall Teams or contact your IT support team. The error can also occur if there is an outage affecting Microsoft products or if there is a configuration issue for Microsoft 365 accounts associated with your organization.

Final Words

Using Microsoft Teams to share a presentation file is easy enough. However, when presenting a PowerPoint presentation in Teams, you must decide how to present your slide deck. If you need to switch back and forth between your slides and another document, spreadsheet, or browser window, it might be best to share your entire screen. However, if you wish to focus only on the slide deck, sharing your Window can help you avoid sharing the rest of your screen with the audience.

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Apr 6, 2021

Try presenting in Teams meetings from PowerPoint

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Hello Office Insiders, I’m Lishan Yu, a program manager on the PowerPoint team. You might have heard that we announced the PowerPoint Live in Teams feature at Microsoft Ignite last month. Today, I’m excited to show you how to check out this new experience, and start presenting in Teams meetings from PowerPoint.

Presenting in Teams meetings

Presenting in a meeting used to be as simple as clicking Slide Show in your PowerPoint deck. Nowadays, even though you may not be in the same room as your audience, we believe your flow to present should be as easy and intuitive – clicking the Present in Teams button in PowerPoint is the only step you need to take to present the deck in your Teams meeting!

How it works

Give the feature a try next time you need to present in a Teams meetings:

• Join a Teams meeting or an ad-hoc Teams call.
• Open your presentation in PowerPoint for Windows.
• Click the Present in Teams button in the top right corner.

Scenarios to try

Ready to take the PowerPoint Live feature for a spin? Try some of the scenarios below.

As a presenter :

• After clicking the Present in Teams button in PowerPoint, notice that you can see both the chat and your content at the same time in Teams (and don’t feel like you’re missing out on the discussion).
• Take advantage of features like grid review and slide notes to present more effectively.

As an audience member :

• If you joined late, move back through the deck and quickly catch up without having to ask the presenter to stop and recap what was already shared.
• Interact with and experience the richness of the content being presented such as better video quality, live web links, and more.
• Make any adjustments you need to more fully enjoy the presentation (i.e., use high-contrast mode).

Requirements

In order to try out the feature, you will need to:

• Have the latest Teams desktop app installed.
• Store the presentation on OneDrive for Business or SharePoint.
• Join a Teams meeting before clicking the Present in Teams button in PowerPoint for Windows.
• Be using an Office 365 E3/A3, Office 365 E5/A5, or Microsoft 365 for Government license. 

Availability

This feature is rolling out over the next several days to Insiders running Beta Channel Version 2104 (Build 13926.20000) and later.

We’d love your feedback, so please let us know how you think. To get in touch, do either of the following:

• Inside the app, select the Help button in the top-right corner of the app.
• Respond to this post or tweet at @OfficeInsider .

Learn what  other information you should include in your feedback  to ensure it’s actionable and reaches the right people. We’re excited to hear from you!

Sign up for the Office Insider newsletter and get the latest information about Insider features in your inbox once a month!

Sorry, JavaScript must be enabled to use this app.

Nate Chamberlain, Microsoft MCT

Microsoft 365 training and content for modern digital workplaces

How to share your screen during a Microsoft Teams meeting

The process used when sharing your screen in Teams depends on whether you’re using the Teams desktop app or web app. I’ll cover both methods in this post, and provide a video demonstration for each.

Share your screen using the Microsoft Teams desktop app

Using the desktop app (installed on your machine), you can share your screen during a meeting in just a few clicks:

• Once inside the meeting, select the Share icon (rectangle with an arrow) in the upper right corner next to the Leave button.
• Screen (one of your monitors and everything you see on it, even if you change windows/apps)
• Window (one specific window or app – prevents accidentally sharing things like your email)
• If you’ll be sharing video audio or music, toggle the button to include computer sound
• When finished sharing, use the same Share button to stop sharing.

If you’ll be sharing a PowerPoint presentation, consider using PowerPoint Live as opposed to just screen sharing the full-screen presentation. This enables your attendees to benefit from individual features that won’t affect others including:

• Moving forwards and backwards through slides for a refresher or more time to consume the content
• Changing slides to high contrast for better visibility
• Translating slides to a language of choice
• Click on links directly on slides (such as social media, references, survey, or company hyperlinks)

Watch the desktop version video demonstration to see these steps performed, including PowerPoint Live:

Share your screen using the Microsoft Teams web app

The web app is entirely browser-based, meaning you don’t need to have anything installed on your device to use it. You can access it anytime from any device with web access by navigating to https://teams.microsoft.com in your browser of choice.

In the web app, you can share your screen during a meeting by following these steps:

• Once inside the meeting, select the Share icon (rectangle with an arrow) from the lower central area menu. If the menu has disappeared, simply move your cursor around the meeting space to make it reappear.
• Entire screen : A whole monitor/screen and everything that becomes visible on it.
• Window : A single app or window (prevents accidentally sharing things like your email)
• Microsoft Edge tab : A single browser tab (similar to the app/window option, this prevents accidentally switching to a sensitive app or tab)
• If you’ll be sharing video audio or music, check the box to Share system audio
• PowerPoint (PowerPoint Live): Select a recent presentation, or click Browse to find a presentation and utilize this feature.
• When finished sharing, use the same Share button to stop sharing or one of the Stop sharing dialogs you may see.

Watch the web version video demonstration to see these steps performed, including PowerPoint Live:

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How to Share Your Screen in Microsoft Teams

Only available on the desktop app

Microsoft Teams has a robust screen-sharing and presentation tool. You can share your entire desktop screen or a specific application in video calls or conference meetings. We’ll show you how to share your screen on Teams for Windows and macOS.

Microsoft Teams Presenter Modes Explained

Microsoft Teams has three presenter modes: Standout , Side-by-side , and Reporter . Sharing your screen with “Presenter modes” allows meeting participants to see you (the presenter) and your screen. Use presenter mode when sharing your screen in a work or school presentation.

Standout Mode

In Standout mode, meeting participants see you or whoever’s speaking in the bottom corner of the presentation. The screen or app window you’re sharing becomes the presentation background.

Side-by-Side Mode

This mode puts you (the presenter) and the content of your screen in a side-by-side grid layout.

Reporter Mode

Teams puts you (the presenter) and your shared screen on a custom background.

Share Your Screen in Microsoft Teams (Windows)

Microsoft Teams has two versions for Windows devices. We’ll show you how to share your screen in “Teams for Home/Small Business” and “Teams for Work/School.”

If you’re wondering about the differences, Teams for work/school has presenter modes while Teams for home/small business doesn’t.

Share Screen in Teams for Home/Small Business

• Open the meeting window and select Share (or Share content ) in the meeting controls.

• Toggle on Include computer sound to share your computer’s audio and display. Leave the option disabled if you don’t want to share your computer’s audio.

• Choose Screen to share everything on your computer’s display in the meeting. Alternatively, select Window to share a specific app.

To share an app, select the app window to proceed. Window sharing isn’t available on the Microsoft Teams Linux app—Linux users can only share their entire desktop screen.

Microsoft Teams adds a red border around your computer’s display or the app you’re sharing. You won’t see this red border on a Linux computer.

When sharing your entire screen, meeting participants see everything on your display except app and system notifications.

Share Screen in Teams for Work/School

• Open the meeting window and select Share or press Ctrl + Shift + E .

• Toggle on Include computer sound to allow Teams to capture your device’s audio.

• Select your preferred presenter mode if you’re making a presentation. If you choose the Side-by-side or Reporter mode, select Add background to choose or customize your presentation background.

• Choose if you want to share your entire screen or a specific window.

Pro Tip: To quickly share an app in a meeting, hover your cursor on the app icon on the taskbar and select Share this window .

• You’ll see a red border around your screen or the app you’re presenting. Select the top of your computer’s screen to reveal the presenter toolbar.

• Select the Pin icon in the right corner to keep the toolbar on your screen while presenting.

On the toolbar, you can stop presenting, switch presenter modes, and give control to another participant in the meeting.

Share Your Screen in Microsoft Teams (Mac)

On Mac computers, you must grant Microsoft Teams access to record your screen and audio to use screen-sharing in meetings.

• Select the Share icon in the meeting window or press Command + Shift + E .

• Select Open System Settings (or Open System Preferences ) on the “Screen Recording” window to proceed.

You can also grant Teams screen recording permission from your Mac’s system settings. Head to System Settings (or System Preferences ), select Privacy & Security on the sidebar, and choose Screen Recording .

• Toggle on Microsoft Teams to grant it access to record the content of your screen.

• Use Touch ID or select Use Password and enter your Mac’s password to proceed.

• You’ll get a prompt to close and reopen Microsoft Teams. Select Quit & Reopen and proceed to the next step when your Mac reopens Teams.

• Restart or join your meeting and select Share in the upper-right corner to share your screen.

• Choose your preferred present mode and toggle on Include computer sound to also share your computer audio.

• Select a screen-sharing option— Screen shares your entire screen while Window shares a specific app/window.

Stop Sharing Your Screen in Teams

Open Teams and select the Stop sharing icon to stop sharing your screen.

Alternatively, press Ctrl + Shift + E on your keyboard to stop sharing your screen. Use the Command + Shift + E keyboard shortcut to stop screen-sharing on your Mac computer.

You can select Stop presenting in the presenter toolbar to stop sharing your screen or window.

Can’t Share Your Screen in Teams? Try These Quick Fixes

Are you having trouble sharing your screen in Teams? Does Microsoft Teams display a black or blank screen when presenting in meetings? The troubleshooting methods below could fix the issue.

1. Update Microsoft Teams

Screen sharing might malfunction in older versions of Microsoft Teams. Update the app to the latest version and try sharing your screen again.

Open Microsoft Teams, select the three-dot icon next to your profile icon/picture, and select Check for updates .

Wait for Teams to install available updates and select Please refresh now to restart Microsoft Teams.

To update Teams for Home or Small Businesses, select the three-dot menu icon , choose Settings , and select About Teams .

Microsoft Teams will automatically download the latest version available for your computer.

2. Force Stop and Restart Teams

Force close and reopen Teams if the app’s screen-sharing functionality doesn’t work on your computer.

In Windows, press Ctrl + Shift + Esc to open the Task Manager, right-click Microsoft Teams , and select End task .

If you use a Mac, press Command + Option + Esc to open the “Force Quit Applications” window. Select Microsoft Teams and select Force Quit to terminate the Microsoft Teams app.

3. Clear Microsoft Teams Cache

Corrupt Microsoft Teams cache files can also lead to various problems in the app. Clear Teams cache if it crashes or fails to share your screen—deleting Teams cache won’t delete the app data. Refer to our tutorial on clearing Microsoft Teams cache for step-by-step instructions.

4. Reboot Your Computer

Rebooting your computer can also get Teams screen sharing functionality working correctly again. We also recommend updating your computer’s operating system to the latest version.

Share Screen in Microsoft Teams Meetings

Screen sharing in Microsoft Teams is exclusive to the desktop apps. You can’t share your screen from Teams web or mobile (Android or iPhone) apps. However, if you’re a meeting attendee, you can view a screen-sharing presentation from any device.

Sodiq has written thousands of tutorials, guides, and explainers over the past 4 years to help people solve problems with Android, iOS, Mac, and Windows devices. He also enjoys reviewing consumer tech products (smartphones, smart home devices, accessories, etc.) and binge-watching comedy series in his spare time. Read Sodiq's Full Bio

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Microsoft Teams makes it easy to share your desktop or mobile device's screen in your online meetings. You can even choose between sharing your device's entire screen or just a specific app window. Here's how.

Related: What Is Microsoft Teams, and Is It Right for My Business?

• Share Your Screen in Microsoft Teams on Desktop
• Share Your Screen in Microsoft Teams on Mobile

On a Windows, Mac, Linux, or Chromebook computer, you can use Teams web version or the app to share your screen in a meeting.

To start, first, launch Microsoft Teams on your computer and join a meeting.

In the meeting, at the top of the Teams interface, click the "Share Content" option (an up-arrow icon).

You will see a "Share Content" section to the right of the Teams interface. To share your computer's entire screen, then in this section, click "Screen." To share a specific app's window, click the "Window" option instead.

If you select the "Screen" option, Teams will start presenting your desktop's screen in the meeting. You will see a red border around your screen indicating the screen is being shared.

On Linux, you will not see the red border around your screen when it's shared. You also can't share a specific app's window on Linux.

If you choose the "Window" option, select the app window that you'd like to share.

When you've finished your meeting and you want to stop screen sharing, then at the top of the Teams interface, click "Stop Presenting."

And that's all there is to screen-sharing in Teams on desktop. Very useful!

Like Teams, you can also share your screen in Zoom and Google Meet meetings .

Related: How to Share Your Screen in a Zoom Meeting

On an iPhone, iPad, or Android phone, you can use the official Teams app to share your phone's screen in your online meetings, similar to sharing mobile screens in Skype .

To do so, first, launch the Microsoft Teams app on your phone. In the app, join the meeting where you'd like to present your phone's screen.

In the meeting, from the bottom bar of the Teams app, select the three dots.

From the three-dots menu, select "Share."

Choose the "Share Screen" option. To include the audio in your screen share, toggle on the "Audio" option.

If you're on Android, you will see a "Display Over Other Apps" page. Here, find "Teams" and tap it. Then enable the "Allow Display Over Other Apps" option.

If you're on an iPhone or iPad, tap the "Start Broadcast" option.

Tap the back button to get back to the Teams screen. There, in the prompt that opens, select "Start Now."

A red border will appear around your phone's screen, which indicates your screen is currently being shared. To stop sharing your screen, tap "Stop Presenting."

And that's how you make explaining various concepts and ideas easier by sharing your screen with Microsoft Teams!

Did you know you can use a whiteboard in a Teams meeting ?

Related: How to Use a Whiteboard in a Microsoft Teams Meeting

• Microsoft Office
• Microsoft Teams

Think Outside The Slide

How to see the participants in a Teams meeting when you are sharing your screen or content

One of the top requests of Teams meeting presenters is the ability to see the participant’s videos when they are sharing their screen. Seeing the videos allows you to get visual feedback on your presentation, which is helpful to a presenter.

***2023 Update: Teams has recently changed the way you can see participants after sharing your slides or other content. I’ve posted a video showing the old way and the new way .***

Did you find this article using a Google search? Get more answers to your virtual presentation questions here and get updates of new articles and videos here .

If you have two screens

If you have two screens, the typical setup is that you have one screen with your webcam in or on it. This is the screen you will be looking at during the presentation and the one you want the meeting participant videos to be displayed on. This is usually referred to as the primary screen. The second screen is to one side and you won’t usually be focused on looking at it while presenting.

Open the Teams app on the primary screen. Open the content you want to share, whether that is PowerPoint slides, a browser window, an Excel spreadsheet, or any other content, on the second screen. If you are using PowerPoint, you can learn more about using Presenter View with two screens in my complete guide .

In the Teams app, share the second screen in the meeting. When you share content in Teams, it minimizes the controls to the lower right corner of the primary screen.

Click in the center of the minimized window, on the video or initials shown and the Teams app will be displayed full size again. Now you can see everyone who has their video turned on. You can also open the chat pane to keep up with the meeting chat.

To stop sharing the second screen, use the stop sharing button in the Teams control bar (the rounded rectangle with the “X” in it).

If you have one screen

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.

If you are sharing PowerPoint slides, use Reading View to show the Slide show in the PowerPoint window instead of the full screen ( this article explains how to see your notes and show the slides in Reading View ).

If you are sharing other apps, make the window less than full screen so you have space for the Teams app on the screen.

In the Teams app, share the window of content in the meeting. When you share content in Teams, it minimizes the controls to the lower right corner of the screen. As shown above for two screens, click in the center of the minimized window, on the video or initials shown and the Teams app will be displayed full size again. Now you can see everyone who has their video turned on and you can see the chat if desired. Here is an example of PowerPoint slides in Reading View beside the Teams app on a single screen when shared in a Teams meeting.

To stop sharing the window, use the stop sharing button in the Teams control bar.

Teams allows you to see participant videos while sharing content

When you are sharing content in a Teams meeting, open the full Teams app on your screen using the instructions above to see the participant videos and get feedback during your presentation.

1 or 2 screens? Teams, Zoom, or Webex? Windows or Mac?

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Where to go next –> More articles on virtual presenting –> Training for your team on presenting virtually –> More articles on virtual & hybrid sales presentations –> Training for your sales team

Dave Paradi has over twenty-two years of experience delivering customized training workshops to help business professionals improve their presentations. He has written ten books and over 600 articles on the topic of effective presentations and his ideas have appeared in publications around the world . His focus is on helping corporate professionals visually communicate the messages in their data so they don’t overwhelm and confuse executives. Dave is one of fewer than ten people in North America recognized by Microsoft with the Most Valuable Professional Award for his contributions to the Excel, PowerPoint, and Teams communities. His articles and videos on virtual presenting have been viewed over 4.8 million times and liked over 17,000 times on YouTube.

By Dave Paradi

Dave Paradi has over twenty-two years of experience delivering customized training workshops to help business professionals improve their presentations. He has written ten books and over 600 articles on the topic of effective presentations and his ideas have appeared in publications around the world . His focus is on helping corporate professionals visually communicate the messages in their data so they don't overwhelm and confuse executives. Dave is one of fewer than ten people in North America recognized by Microsoft with the Most Valuable Professional Award for his contributions to the Excel, PowerPoint, and Teams communities. His articles and videos on virtual presenting have been viewed over 4.8 million times and liked over 17,000 times on YouTube.

• Navigate your notes
• Basic tasks
• Create a new notebook
• Create a new page
• Create a notebook on SharePoint
• Save notes and notebooks
• Open a notebook
• Print a page of your notes
• Keyboard shortcuts
• Sticky Notes
• Take notes in a meeting
• Take handwritten notes
• Record audio or video notes
• Create a sticky note
• Create Quick Notes
• Take linked notes
• Search your notes
• Create or edit a link
• Change the default font
• Change the background color
• Change the line spacing
• Create a bulleted or numbered list
• Format a table
• Convert a table to an Excel worksheet
• Work with note containers
• Insert a table
• Insert a picture
• Insert scanned images
• Insert a screen clipping
• Add files to OneNote
• Add an Excel spreadsheet
• Add a Visio diagram
• Insert and calculate simple math equations
• Solve math equations
• Insert the current date and time
• Style your notes
• Convert your Ink to Text, Shape, and Math Equations
• Explore Full Page View
• Explore the Ink to Text Pen
• Ink faster with gestures
• Learn more about Drawing Tools
• Copy text from pictures and file printouts
• Crop a picture
• Group pictures together
• Share notes

Stop sharing a notebook

• Change permissions for a notebook
• Sync a notebook
• Send notes in email
• Export notes as a PDF
• Password protect notes
• See your sticky notes
• Create a new section
• Create a subpage
• Create Outlook tasks
• Rearrange section tabs and page tabs
• Search notes
• Apply a tag to a note
• Search for tagged notes
• Create an outline to structure notes
• Insert Outlook meeting details
• Manage unfiled notes
• Move a notebook in Windows
• Move a notebook to OneDrive
• Convert a notebook to a different format
• Rename a notebook
• Change the default version
• Delete a notebook
• Troubleshoot moving notebooks
• Resolve misplaced sections
• Find my lost notes
• Can't sync OneNote
• Recover deleted notes

How to share a OneNote notebook

Important: 

We have removed the ability to share single pages of notes. Please read below for more information about this feature deprecation and other ways to share a page .

Sharing a link to a section of your notebook means people you have shared with will be able to see your entire notebook. Be sure you're comfortable sharing the contents before sharing the link. If you change your mind, you can change permissions or stop sharing your notebook . 

Invite people to your OneNote notebook

You can invite people to see your notebook with an email message generated by OneNote. Only people who are invited will be able to open your notebook.

Select  Share from the upper right corner of the window, then Share Entire Notebook .

Tip:  To share a OneNote notebook, it must be saved in OneDrive or a SharePoint site. If you see "Please upload your notebook to share it", pick an account to share from.

In the box, type the names or email addresses of people or groups you'd like to share your notebook with.

In the ​​​​​​​drop-down box next to the names, choose whether the recipients can edit or can view your notebook.

Tip:  You can change the sharing permissions of existing members here too. Select next to the list of people already invited.

Add a personal note if you like and select  Send . The people you've selected will get an email invitation to open your notebook.

Note:  ​​​​​If you change your mind, you can change permissions or stop sharing your notebook . 

Get a sharing link to your OneNote notebook

You can generate a link to your notebook so others can view or edit it. If someone forwards the link to another person, they will also be able to see your notebook.

Select  Share from the upper right corner of the window, then Copy Link to Notebook .

If you're still using OneNote for Windows 10, just select  Share .

To share a OneNote notebook, it must be saved in OneDrive or a SharePoint site. If you see "Please upload your notebook to share it", pick an account to share from.

Choose  Copy link .

Tip:  Select  Link settings  to manage link access. If you change your mind, you can change permissions or stop sharing your notebook . 

OneNote for Mac offers you several options for sharing your notes, depending on whether you want others to be able to collaborate with you, or whether you just want others to be able to read your notes on their own.

Invite people to your Notebook

On the menu bar, click File , point to Share , and then do either of the following:

Click Invite People to Notebook to create an invitation to your current notebook that you can send to specific people you select. Enter the email addresses of the intended recipients and select the Can Edit checkbox if you want them to be able to make changes to your notebook. When you click Share , OneNote will send the invitation in your default email app.

Click Copy View and Edit Link to Notebook to create a sharing link that you can paste into any message, a document, or a file. People who click this link will be able to view and edit your notes.

Share notes for reading distribution

Click Copy View-Only Link to Notebook to create a sharing link that you can paste into any document or file. People who will click this link will be able to view your notes, but not edit them.

Click Send Page as Email Message to create an email that contains a snapshot of the current page in your notebook.

Click Send Page PDF to create an Adobe PDF (Portable Document Format) file snapshot of the current page in your notebook. This file will be sent as a read-only email attachment to specific people you select. Recipients of this file will be able to view and read it on any computer or mobile device they choose.

In OneNote for iPad or iPhone, you can send a page of notes in email or share an entire notebook.

Tap the Share icon in the upper-right corner of the notebook you'd like to share.

Choose whether to invite people or to copy the link to the notebook.

Invite People to Notebook : Type names or email addresses, choose whether recipients can edit the notebook, and tap Send . Only people on the mail can access your notebook.

Copy Link to Notebook : Choose View Only or View and Edit . The link is now ready for you to paste into an email. Anyone with this link can access your notebook.

You can't share a notebook from the Android, but you can send a PDF version of a single OneNote page as an email attachment.

To share a notebook, open your OneNote on PC, Mac or Web.

Invite others to view or co-author a notebook

Add a personal note if you like and select Send . The people you've selected will get an email invitation to open your notebook. If you change your mind, you can change permissions or stop sharing your notebook . 

Tip:  Select  Settings  to manage link access. If you change your mind, you can change permissions or stop sharing your notebook . 

Copy and then paste this link wherever your intended audience (for example, your blog readers) can see and click it to gain access to your notebook.

Note:  Anyone with the link address will be able to see your notebook. Be sure you're comfortable sharing the contents before sharing the link.

Page sharing feature removed

We have removed the ability to share a single page of notes from personal notebooks stored on OneDrive. Please read below for more information about this feature deprecation and the technical reasons behind it.

How this feature used to work

If your notebook was stored on your personal OneDrive account, you were previously able to share a single page of notes that others could view but not edit. To do this, OneNote created an anonymous, public link to a Web-based version of the selected page.

Some of our customers used this feature to share a read-only view of a single page of notes with their families, friends, colleagues, and collaborators — without giving others access to the full notebook that the page was stored in.

Why we’ve disabled single page sharing

Our customers have repeatedly asked for the ability to share any single page of notes from all versions of OneNote and across all platforms — including Windows, Mac, iOS, Android and Web. We’ve also received overwhelming feedback from customers who want the ability to give full editing permissions for single pages, as well as support for sharing single pages from notebooks stored on OneDrive for Business accounts and on SharePoint, not only on personal OneDrive accounts like before.

The previous single-page sharing implementation from personal OneDrive notebooks was our initial attempt to begin building out the larger feature set. However, this first step didn’t satisfy the needs of our customers and, compared to full notebook sharing, usage of the limited page sharing feature was very low. The technical path we need to take to build out the full OneNote page sharing experience requires us to deprecate the previous functionality until comprehensive work on these feature improvements can be completed.

What happens to page links that I’ve already shared with other people?

Any previously shared links to single pages of notes have now expired. Recipients of shared page links will no longer be able to view these pages, unless a recipient has been given access to the full notebook containing a previously shared page.

Notebook owners can restore access to any previously shared pages by newly sharing the full notebook with collaborators.

We apologize for any inconvenience that this feature deprecation may cause.

Note:  If you’d like to share your overall experiences with sharing notes in OneNote, please submit your feedback directly to our product team. Select the Feedback icon or  > Settings  > Feedback

Other ways to share a single OneNote page

Although you can no longer share a single page of notes from notebooks, there are some alternative ways to share part of your notes.

Using OneNote for Windows, you can:

Share a static copy . If you want to share a static copy of any page in your notebook, see send a snapshot of a OneNote page in email  with OneNote for Windows. 

Password protection . If you have some pages in your notebook you don't want to share with everyone, learn how to protect your notes with a password  with OneNote for Windows. 

Using OneNote for Windows, Mac or web:

Create a new notebook . By creating a new notebook just for sharing, you can manage access to your Notes. Create a new notebook  then Move or Copy  the page you want to share to it, then share the new notebook.

Change sharing permissions

Send OneNote notes in email

Move a OneNote notebook to OneDrive

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Share your screen in Microsoft Teams (free)

In Microsoft Teams (free), you can use screen sharing to present and collaborate with your family, friends, and Communities. Participants can select, edit, or make changes to their shared screen.

Screen share in a meeting or call 

At the bottom of the screen, select …

Select Share.

​​​​​​​If you want to share audio, choose Audio and select Share screen .

You can choose from:

Share photo - Choose a photo and select Start presenting

Share video - Uses live video from your phone that will share when you select Start presenting

Share screen - Choose if you want to share a single app or entire screen, and select Start presenting

Note:  Mobile doesn’t have an option to give or take control. 

Stop sharing 

To stop sharing your screen, select Stop sharing.  

Related links

What can I do during a meeting in Microsoft Teams (free)? - Microsoft Support 

Select Share to share your screen with participants in the meeting. 

To share sound from your device, select Include sound . 

Choose Add background to bring up a selection of choices. 

Choose from four different layouts: 

Content only-  Participants only see your content and video feed. 

Standout - This layout blocks your background and helps you stand out in your video feed.  

Side-by-side - You and another participant are placed side-by-side in the meeting window. 

Reporter - This layout isolates you from your video feed and places you in front of the content you’re sharing, like a reporter in front of a scene.  

 Select Screen or Window to start presenting.  

Select Stop sharing on the presenter toolbar when you’re finished presenting.  

Give or take control  

Give control to another meeting participant to assist in your presentation or to share their own demonstration.

Give control

Select Share to share your screen with participants in the meeting.

Select Give control from the presenter toolbar.

Select the person you want to take control. Teams will send them a notification.

Select Take back to return control to you.

Warning:  Only grant control of your app to individuals you trust. Those with control can issue commands that may impact your system or other applications.

Take control  

To take control while another person is sharing, select Take control .

The person sharing will approve or deny your request. Once approved, you can make selections, edits, and other modifications while sharing.

To stop sharing, select Release control .

Stop Sharing   ​​​​​​​

To stop sharing your screen, go to the presenter toolbar at the top of your screen and select Stop Sharing . 

What can I do during a meeting in Microsoft Teams (free)? - Microsoft Support  ​​​​​​​

For more help,  contact support  or ask a question in the  Microsoft Teams Community .

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