presentation rights teams

Vesa Nopanen – My Metaverse Day

Mr. Metaverse welcomes you to my Metaverse day to explore the Future Work.

The Ultimate How To Guide for Presenting Content in Microsoft Teams

Sharing / presenting content in Teams meeting is at the same time simple but is also has some options available that may not be known enough by everyone. This guide lets you get started and dive deeper what happens when you share your window, document or desktop in Microsoft Teams.

This article will be updated when there are new features or based on feedback.

Updated 22.3.2021 Presenter View section.

Community: I am happy to add Mac and iOS screenshots into the article as well if someone is willing to collaborate & provide them. 😎💪

Teams Desktop: sharing a screen (Windows)

Opening the sharing with Microsoft Teams Desktop (in the New Meeting experience mode).

This opens the Share Tray. From it you can choose to start sharing

• Your Desktop (Screen share)
• Specific application (Window)
• Whiteboard application: either Microsoft Whiteboard (natively with Microsoft 365) or available 3rd party Whiteboards
• PowerPoint document

TIP: When you choose to share something using Teams Desktop you can choose to include your computer sounds to meeting. This is a must-have option if you are playing music or video to your participants. You can not toggle this on later – you need to choose this when you start sharing.

When you choose to include computer sound included with the sharing you need to have configured the speaker for computer and Teams meeting to be the same one.

If you have multiple monitors available for your Microsoft Teams you can choose any of those displays.

And you have the sharing open. Shared area is marked with red rectangle around it. You will find the more smaller Teams meeting control window in one of your desktops – and if you have the camera on it will show the video.

But more importantly you can use that small window to control camera, audio or sharing (ending it with one press). Or you can click on the small window (not on meeting toolbar) and it will expand back to the full size.

You can use that same icon to stop sharing in the expanded window.

Tip: If you have two screens available you should consider presenting your PowerPoint presentation so that you share the external screen and project your presentation there (PowerPoint – Slide Show – Monitor). Share that external screen to Teams meeting so you can be sure that whatever you show in that screen it is shown to attendees. Just check that your second screen is not a ultra-wide display or 8k (or preferably even 4k) because the content is going to be tough to read and view by attendees. FullHD screen works the best here.

Tip2: when you are presenting PowerPoint in external screen (and sharing that to Teams meeting) do they advantage of inking and pen if you are using a device with touch screen (like Surface)!

Tip3: if you have an embedded video in your PowerPoint and you use screen/display sharing to present it to the audience: Don’t forget include computer sound with your share!

Teams Desktop: sharing a PowerPoint

You can choose from your recent PowerPoint documents in the list

• A PowerPoint document you opened or edited in Microsoft Teams (in a team you belong to) or in your OneDrive
• Browse for more

This list of sharing PowerPoints is causing often some big questions. PowerPoints will appear in the list once you edit or open the PowerPoint presentation in Teams or OneDrive (there may be some short delay). Generally it applies to the next meeting you join. Make sure you prepare for the meeting by opening the document in advance. Simply uploading a presentation to OneDrive or Teams does not bring it to the list – you need to open/edit it as well.

Browse-option lets you choose a PowerPoint from your OneDrive or from your computer.

What this one lacks is the ability to choose a file from a team you belong to.

TIP: Use OneDrive syncing to have an easy access to files in the most relevant teams you belong to .

Once you are sharing the PowerPoint you can see it in the presenter view mode! This feature is generally available ! This makes it easy to do presentations using Teams – without having to have a PowerPoint desktop app open at the same time. Seems to work only on Teams Desktop with new meeting experience mode at the moment.

The presented area (PowerPoint) is shown surrounded with a red rectangle.

Updated 22.3.2021. There are other controls in this as well for jumping between slides and accessibility controls.

I have a another article diving deeper to Presenter view in here !

NEW: PowerPoint Live has now laser pointer and inking capabilities. Read about them here !

Once the presentation is shared you can move back and forth easily with arrows in the screen.

Note: there is the “eye” icon. If you press that one it locks the PowerPoint for the participants so that they see the same slide as you do: they can not browse the deck on their own. This is called private viewing disable (arrows for other participants will be disabled). Private viewing is enabled on default.

Note: if you are a presenter in the meeting where a PowerPoint is shared to you can take control of the shared PowerPoint to advance slides. This does not ask for any confirmation and the feature is really useful when you have multiple presenters who use the same slide deck. Just be careful that everyone else are not presenters – or they know not to touch it.

You will get a warning that someone has taken the control and can easily take it back.

Whoever is in control of the presentation has also the control to disable/enable private viewing mode. As can be seen in the picture above (with Take control) the eye is missing and arrows are greyed out: this means someone else than you have the control and they have disable the private viewing.

Note: When you share PowerPoint to a meeting this way participants can click links you have in your presentation. Thank you Joe for this reminder!

If you add a online video to your presentation your participants can activate that on their own as well. It is good also to note that if you hit “play” it doesn’t reflect to attendees (=they need to play the video themselves)

Teams Desktop: sharing a Whiteboard

When you choose Microsoft Whiteboard from the Share Tray you are taken directly to the Whiteboard view. Everyone who is in the same organization as you are (the situation in January 2021) can co-author the Whiteboard with you. Once you are done you can Stop presenting (middle top screen) or share something else.

Teams web client: sharing a screen (Microsoft Edge)

Sharing looks a bit different when you are using Teams web client. Sharing is available in (new) Microsoft Edge and Google Chrome browsers. The toolbar is hovering on top of the meeting. From the toolbar you can open the share tray.

When you have the share tray open you can choose to share something of following

• Desktop (Screenshare)
• A specific PowerPoint document
• Whiteboard: either Microsoft Whiteboard or Freehand (3rd party).

• Entire screen
• Application window (a specific application only)
• With Microsoft Edge you have option to choose a selected, specific, tab

When(if) you have multiple monitors it is easiest to just share a one of them: it makes the sharing really simple and easy to manage: anything on that display is shared.

If you don’t have multiple monitors then you might want to just share a single application.

This is useful when you want to show something specific that runs in it’s own application but you can not share anything else on your screen.

Note: Teams is not in the list (not even on blurred ones) and nor is Spotify or ToDo. Not every application can be shared with this.

Note2: you can not share desktop audio to the meeting using Teams web client.

And the last option is to share a selected Edge tab – and if you have multiple Edge profiles open you can share from any of those by clicking the desired Edge active and choosing the tab.

In my example I chose to share one of my screens. You don’t get much feedback – you just click on the screen and hit Share. In one of your screens you will have this toolbar:

You can end sharing using either that toolbar or you can navigate to your web Teams meeting and choose Stop sharing from the toolbar there.

Teams web client: sharing a PowerPoint

This list of sharing PowerPoints is causing often some big questions. PowerPoint presentations will be in the list once you edit or open the PowerPoint presentation in Teams or OneDrive (there may be some short delay). Generally it applies to the next meeting you join. Make sure you prepare for the meeting by opening the document in advance. Simply uploading a presentation to OneDrive or Teams does not bring it to the list – you need to open/edit it as well.

Note: there is the “eye” icon. If you press that one it locks the PowerPoint for the participants so that they see the same slide as you do: they can not browse the deck on their own. This is called private viewing disable. Private viewing is enabled on default.

Whoever is in control of the presentation has also the control to disable/enable private viewing mode.

Teams web client: sharing a Whiteboard

Sharing a Whiteboard is initiated simply by choosing Microsoft Whiteboard (or Freehand or other available 3rd party application) from the share tray.

I have found out that sometimes when you start sharing Microsoft Whiteboard to the meeting using Teams web client it doesn’t do anything. The solution is to try again.

Once the Whiteboard opens you can work on it normally – or choose to open it in the Whiteboard app to have a broader set of tools available.

When you are done you can choose the “Stop presenting” that is hovering on the left bottom area (left of meeting toolbar).

Teams mobile: sharing a screen

Were you aware that you can also share content using your mobile device? I have examples and screenshots using a Android device but these also work with iOS – the user interface might be slightly different.

You initiate the sharing via … menu selection in the mobile to open the list of options

You choose Share and you get to choose what to share

Yes – you can share your mobile device screen to the meeting. This is really useful if you have a application you want to show or train to others.

You may have to adjust settings to turn on allowing Teams to display over other apps.

After that one you may have reshare the screen. And you get the next warning.

And your screen is now shared. You can see the red block that lets you know what are of your mobile device screen has been shared.

And if you pull down notifications area you have option to return to Teams meeting (if you have been using some other app) and there is also the notification that you are sharing your screen.

When you are done sharing you can return to Teams meeting and then choose to Stop presenting.

Teams mobile: sharing a PowerPoint

Sharing a PowerPoint works really well on Teams mobile! It is in fact even better than the version in other clients.

You start by imitating the sharing (as with screen share) and choosing the PowerPoint instead. You get a screen:

From this screen you can choose to browser thought

• A PowerPoint presentation from any Team and channel you belong to!
• Choose a PowerPoint presentation you opened or edited most recently (as you notice compared to other examples that this isn’t 1:1 in sync.. There are differences so that is why I am really happy that you can browse through Teams for sharing)

Once you have selected the PowerPoint to present it is very straight forward from that moment.

Using Teams mobile you can also take control of a PowerPoint someone else is presenting (if you are a presenter in the meeting). This means that you can participate in a multi-presenter meeting quite easily by using just your mobile device and Teams!

You will get a warning before you take the control – in case you pressed Take Control accidentally.

Teams mobile: sharing a photo or video

Follow the steps laid out earlier and instead of screen or PowerPoint you select this time a picture (from device’s picture gallery) or a video (using device’s video camera). Since sharing a picture is very straight forward I use the video instead as example.

You get to see a preview of video first. You can switch to other camera (front/back usually) & position the device properly and once you are ready you just hit Start presenting .

And when you are done you can press on “Stop presenting” to end your video feed.

This video is different from showing your own video using Camera icon the meeting toolbar. Instead of being a attendee video this one is shown in the shared area for every participant in the meeting. This is useful when you have something in the same room/space that you want to share to others in the meeting. Possible use cases: a model on table, physical whiteboard, view from the window, interviewing someone, view in the outside, …

Best practices from my experience

The way I use to share content when in Microsoft Teams meetings is

• I share one of my screens (I have three screens so this is a natural choice for me). This way I know what is being shared all the time since I always share the same screen (the one in the middle, my camera is on top of that screen). Be careful what you drag to the shared screen. This is the way I share my PowerPoint presentations (projecting the presentation to the shared screen)
• If you have a touch-screen device (like Surface-laptop) you should use pen/inking to enhance the presentation experience. This also works when you are sharing the external screen & presenting from touch-screen device: make your presentation stand out!
• Prepare the content you share in advance. Open PowerPoints, apps, browsers etc so you don’t have to spend any time with them when you are live.
• Share your screen early rather than later. This will give you time to reshare.
• When doing a presentation with multiple persons using just the PowerPoint deck share it directly to Teams meeting so you can switch between speakers easily. With the new Presenter view -support this is now a good option.
• Make use of Teams features: Put everyone but real presenters else as attendee so they can’t start sharing their screen accidentally – and you can hard mute them as well. Use meeting options -setting before they join in.
• When people complain they don’t see the share: check that you are actually sharing your screen. If someone is seeing your share and some others not: those who can’t see your share need to leave and rejoin the meeting. Sometimes restarting your sharing can fix that issue too but usually the issue is in the participant end.
• I rarely use application / window -sharing.
• Sharing a video in Teams meeting (or in Live event) is usually ok but you can expect some quality drop – especially if you have a lower bandwidth. Have a backup link to the video available. People seem to struggle more with videos embedded inside a PowerPoint.
• Use Windows Focus Assist and Teams Do Not Disturb mode so you don’t get any unwanted popups on your shared screen. Microsoft Teams will also have a upcoming feature (currently usable in public preview) that let’s users to choose if Teams notifications do their own “toast” (pop-up banner) or do they go directly to Windows notification area (honoring the Focust Assist setting).
• Use Teams Desktop version + new meeting experience when possible. Check that you have the latest version.

More information or different view into this?

Check out Microsoft Support article about Sharing content in Microsoft Teams meetings .

I hope you have enjoyed this guide and it has provided to be useful. Please do drop a comment from below if you have any questions or you want to send me greetings!

Sharing is Caring! #CommunityRocks

Aiheeseen liittyy.

Published by Vesa Nopanen

Vesa "Vesku" Nopanen, Principal Consultant and Microsoft MVP (M365 and AI Platform) working on Future Work at Sulava. I work, blog and speak about Future Work : AI, Microsoft 365, Copilot, Microsoft Mesh, Metaverse, and other services & platforms in the cloud connecting digital and physical and people together. I have about 30 years of experience in IT business on multiple industries, domains, and roles. View all posts by Vesa Nopanen

5 thoughts on “ The Ultimate How To Guide for Presenting Content in Microsoft Teams ”

• Pingback: Dew Drop – January 18, 2021 (#3361) – Morning Dew by Alvin Ashcraft
• Pingback: [m365weekly] #19 – M365 Weekly Newsletter
• Pingback: PowerPoint Live / Presenter View in Microsoft Teams – Vesa Nopanen – My Teams & Microsoft 365 Day
• Pingback: PowerPoint Live / Presenter View in Microsoft Teams - Tech Daily Chronicle
• Pingback: Microsoft Tech News and Product Updates: 4/26/2021 – Mr. Wombat

Leave a comment Cancel reply

This site uses Akismet to reduce spam. Learn how your comment data is processed .

• Already have a WordPress.com account? Log in now.
• Subscribe Subscribed
• Copy shortlink
• Report this content
• View post in Reader
• Manage subscriptions
• Collapse this bar

How To Give Control in Teams to Switch Presenter

Microsoft Teams continues to add new features and ways to engage meeting attendees. Sometimes when you’re a presenter in a Teams meeting, you’ll want to allow someone else to present or give control to someone else in the meeting. We’ll run through the different ways to present and how to give control in Teams to someone else.

The information below applies to all Microsoft Teams meetings, including breakout sessions and webinars. Some features, like PowerPoint Live, are only available while using the desktop version of Teams and cannot be accessed if you’re running Teams in a web browser.

Sharing Content in a Teams Meeting

When you’re in a Teams meeting and select the Share button, you can choose to share content in different ways:

• Share your screen : This option will allow meeting attendees to see anything that’s on the monitor you select.
• Share a specific window : This option will only allow attendees to see the specific window you choose to share.
• Create a Whiteboard : This option will launch the Whiteboard app so meeting attendees can collaborate. 
• Share a PowerPoint : Select a specific PowerPoint file to present to meeting attendees.

When you choose to share a PowerPoint presentation (rather than sharing the specific window the PowerPoint is in), meeting attendees will get a few extra features, and so will you.

When you share a presentation using PowerPoint Live, attendees will be able to move through the slides in your presentation at their own speed. Don’t worry—meeting attendees won’t control what other attendees see. You’ll still be in control of your presentation . However, if an attendee wants to skip a few slides ahead to see what’s coming, they can. When they’re ready, there’s a sync button which will sync them up with the presenter.

If you don’t want attendees to move through the presentation on their own, you can toggle that feature off by selecting the eye icon on the control panel that appears on the presentation.

When you share a presentation via PowerPoint live, you’ll be able to see your notes, slides, and the audience while you present. This is a feature that Teams users have been clamoring for, and we’re thrilled to see that Microsoft listened.

You’ll also get access to multi-colored laser pointers, pens, and highlighters to aid in your presentation.

Roles in Teams Meetings

First, let’s get clear about the various roles available in Teams meetings. The person who creates the link to join the meeting is the organizer. That person has ultimate control and can do things that no other attendee can do like manage breakout rooms .

The organizer can designate other meeting attendees as presenters. Only the organizer and presenters can share content during the meeting. Besides the organizer and presenters, everyone else in the meeting is called an Attendee.

The organizer can set presenters in advance of the meeting or on the fly during the meeting. To set presenters in advance of the meeting, the meeting organizer should select the Meeting Options link in the calendar invitation for the meeting.

A web page will open where you can choose who will be able to present during the meeting.

If you choose Specific people , next type in the names of the people who you want to be Presenters.

How To Promote an Attendee to Presenter in Teams

If you’re the meeting organizer, it’s easy to promote a meeting attendee to presenter during the meeting itself.

• Find the attendee in the participant list.
• Select the More options (three dots) link next to the attendee’s name.

• Select Make a presenter .

Now that person will be able to share content during the meeting.

Presenting vs. Taking Control

It’s important to understand the distinction between presenting in a Teams meeting and taking control of shared content.

Apps like GoToMeeting and Zoom have ways for meeting attendees to take control of another attendee’s computer. This usually happens in remote support sessions. So far, Microsoft Teams has not provided that functionality. However, Teams does allow presenters to give limited control to another attendee, and attendees can request control from presenters.

Obviously, you should only give control in Teams to someone you trust.

How To Give Control in Teams

In Microsoft Teams, if you want someone else in your meeting to edit a file you’re sharing or take over your presentation, you can give control to that person. It’s like adding a second, simultaneous presenter. You’ll both be able to control what’s being shared. You can take back control any time you want.

You can only give control to someone else in your Teams meeting when you’re presenting. Mouse over the content you’re sharing to activate the sharing toolbar and select Give control .

From there, select the person you want to give control to. The person you want to give control to will receive a notification letting them know that you want to share control of the presentation with them. When you share control with someone else, they’ll be able to make edits and other changes to the shared screen.

If you want to take control back from them, simply select the Cancel Control button.

How To Request Control in Teams

Requesting control while someone’s presenting in Teams works similarly. Simply select the Request control button. The presenter can then choose to Allow or Deny your control request.

When you no longer want control, you can select the Release control button.

Get Comfortable with Microsoft Teams

Love it or hate it, it doesn’t look like Microsoft Teams is going away any time soon. If your employer uses Teams, it’s worth learning a few Teams tips and tricks to get more comfortable with all its features. 

You can read about several ways to run polls in Teams meetings or learn how to hide your mess by changing your background in Teams.

Maggie Marystone is a freelance technology writer, human rights worker, and storyteller based in Chicago. Read Maggie's Full Bio

Read More Posts:

How to Present PowerPoint Slides in Microsoft Teams

Your changes have been saved

Email is sent

Email has already been sent

Please verify your email address.

You’ve reached your account maximum for followed topics.

Why Checkboxes Are Excel's Most Underrated Feature

Yes, you can convert pdf to excel—without third-party software, i've found the perfect to-do list app for my needs: here's why it's amazing.

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
• Microsoft Teams
• Microsoft PowerPoint

Apr 6, 2021

Try presenting in Teams meetings from PowerPoint

• Add our blog to your RSS feed reader" href="/rss/blog.xml" data-bi-name="RSS Subscription" data-bi-id="rss_feed" data-bi-bhvr="120" data-bi-socchn="RSSSubscription" title="Microsoft 365 Insider Blog RSS" target="blank" class="d-inline-block">

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.

This browser is no longer supported.

Upgrade to Microsoft Edge to take advantage of the latest features, security updates, and technical support.

Manage the meeting presentation experience for sensitive Teams meetings

• 5 contributors
• Applies to: Microsoft Teams

Using Teams admin policies, sensitivity labels, and templates, you can control a wide variety of settings that determine the in-meeting experience for participants, including:

• Who can present and who can give or request control
• How content is shared and what collaboration tools are available
• Attendee video, audio, and reactions

Meeting organizers can specify many of theses settings when they create the meeting, but you can enforce specific options for different users and groups in your organization by using admin policies, or for different types or meetings by using sensitivity labels and templates. This can help you meet your compliance needs for different types of meetings and meetings where sensitive information is being shared.

Meeting settings in sensitivity labels and custom meeting templates require Teams Premium.

Manage who can present

The following table shows where settings are available to manage who can present in meetings:

By using these controls, you can limit who is able to share content on screen in meetings.

Default value for who can present in meetings

The Teams admin meeting policy Who can present has the following options:

• Only organizers and co-organizers
• People in my org and guests

This setting doesn't enforce the value, but rather specifies the default for new meetings created by users. Users can override this setting and choose any of the other options unless a specific value is enforced by a sensitivity label.

The default value of Everyone allows anyone to present in a meeting by default. If you have compliance requirements in your organization around who can present in meetings, consider changing this value to People in my org and guests or Only organizers and co-organizers to provide a more secure default for users.

To set the Who can present policy

In the Teams admin center, expand Meetings , and then select Meeting policies .

Select the policy that you want to modify.

Under Meeting join & lobby , select a value for Who can present .

Select Save .

Manage who can present by using sensitivity labels

Meeting organizers can choose from the following options for who can present in a meeting:

• Only me and co-organizers
• Specific people

The default value shown when a user creates a meeting is specified by the Who can present policy mentioned above.

You can restrict this setting by using a sensitivity label. For sensitive or highly sensitive meetings, consider restricting this setting to Only me and co-organizers or Specific people by using a sensitivity label.

Teams admin policy: Participants can give or request control

By default, meeting participants can give control of their shared screen to another participant in the meeting. This is controlled by two Teams admin meeting policies:

Participants can give or request control - This setting determines whether the user with this policy can give control of their shared desktop or window to other meeting participants. It's On by default.

External participants can give or request control - This setting determines a guest or anonymous participant can be given control of an internal user's shared screen. It's Off by default.

Depending on the compliance requirements of your organization, you can change these settings for some or all of your users.

To configure who can give control of a shared screen

Under Content sharing :

To prevent participants from giving control of a screen share to others, set Participants can give or request control to Off .

To prevent external participants from being given control of a screen share, set External participants can give or request control to On .

Manage which content and video is shared with attendees

In meetings where sensitive information is being shared, it can be important to minimize the risk of sharing inappropriate information.

The following table shows settings that can help manage what content and video is shared on screen in meetings.

Screen sharing is a teams admin policy. With this policy, you can control if meeting attendees can share their entire screen or only a single application. Sharing the entire screen can be convenient, but it can increase the chances of accidentally sharing inappropriate information such as an email or open document. Consider if you want to restrict sharing to a single application for users or departments that often present sensitive information. You can also turn off screen sharing entirely with this policy. For more information, see Manage meeting policies for content sharing .

Manage what attendees see is an option available to meeting organizers that can also be set by using a template. When this option is enabled, meeting organizers can control what content is shared on screen and who's video is visible. Organizers must intentionally bring shared content and video on screen before attendees can see it. This can help minimize the risk of sharing inappropriate content in a meeting. Consider if you want to enable or enforce this experience for sensitive meetings by using a meeting template. For more information, see Manage what attendees see in Teams meetings .

Manage presentation tools

Teams offers several presentation tools that allow for interactive participation of meeting attendees. The following table shows features that can help manage these tools.

Each of these features can be managed through admin policies, but not through templates or sensitivity labels, nor by the meeting organizer. As such, they can be applied to users or groups, but not to specific meetings. For more information, see Meeting policy settings - Content sharing .

If you have meetings where sensitive information is being shared, you may want to disable Whiteboard and shared notes to avoid having sensitive information added to them.

PowerPoint Live allows attendees to navigate forward and back in a PowerPoint presentation being shared on screen. This may allow attendees to see sensitive information before it's presented by the organizer.

Consider if there are users or groups in your organization who shouldn't use these features to avoid sharing sensitive information.

Manage how meeting attendees interact

The following table shows features that can help manage how meeting attendees interact during a meeting.

Attendee audio and video can make it easy for attendees to communicate during a meeting. These can both be controlled by the meeting organizer or by a meeting template. Depending on the type of meeting, you may want to allow or restrict these capabilities.

For meetings that are presentations with minimal interaction from attendees, turning video and audio off can minimize distractions.

When recording meetings, video from participants might be considered personal data and infer regulatory requirements.

If you choose to turn off reactions, remember that this will disable the hand-raise feature. (For presentation-style meetings, the Q&A feature may allow the needed interaction for attendees to ask questions.)

Related topics

Configure Teams meetings with three tiers of protection

Manage access to Microsoft Whiteboard for your organization

Was this page helpful?

Additional resources

Byte Bite Bit

How to Present PowerPoint in Teams: A Step-by-Step Guide for Professionals

When it comes to presenting PowerPoint slides in a Microsoft Teams meeting, many of us have encountered a mix of curiosity and confusion. We’ve all been there—scrambling to share content seamlessly while keeping our audience engaged. Using PowerPoint Live in Teams is a game-changer that elevates your presentation experience with interactive features and personalized viewing options . Imagine being able to annotate, navigate, and even translate slides effortlessly. It’s like having a magic wand for your presentations.

This is a sample bold text.

Let’s face it, presenting isn’t just about sharing your screen anymore. We need tools that can keep up with the dynamic nature of our meetings. Whether you’re opting to share your entire screen or just the slide show window, each method offers its pros and cons. PowerPoint Live stands out by offering not just basic sharing but also the ability to zoom in on content and even open slides in new windows. Our objective is to make your next presentation a breeze, with fewer “technical difficulties” and more “wow moments.”

One of the coolest features of presenting in Teams using PowerPoint is the seamless integration. You’re already in a Teams call, so why not maximize its capabilities? Simply hit the Present in Teams button, and you’re ready to captivate your audience. This user-friendly approach streamlines the process and helps you focus on what truly matters—delivering impactful content.

• 1.1 Utilizing PowerPoint Live for Impactful Presentations
• 1.2 Facilitating Interactive Sessions with Microsoft Teams
• 1.3 Leveraging Videos and Animations to Captivate the Audience
• 2.1 Real-Time Co-Authoring and Sharing Features
• 2.2 Inclusive Communication with Various Teams Features
• 3.1 Boosting Productivity with Microsoft Teams Meeting Options
• 3.2 Securing Meetings and Managing Network Resources

Maximizing Engagement in Teams Meetings

Effective Teams meetings require dynamic presentations, interactive sessions, and captivating multimedia content. Below are strategies to achieve these goals.

Utilizing PowerPoint Live for Impactful Presentations

PowerPoint Live in Microsoft Teams is our secret weapon for creating impactful presentations. With it, we can effortlessly share our PowerPoint files directly within the Teams interface.

Audience view becomes interactive: they can navigate through slides at their own pace while we remain in control in presentation mode . This dual functionality keeps things flexible and engaging.

Incorporating animations and transitions enhances the visual appeal, making our presentations far more interesting. To keep the audience engaged, we can also annotate directly on slides, drawing attention to key points.

Facilitating Interactive Sessions with Microsoft Teams

Beyond just presenting slides, interaction plays a crucial role in engaging our participants. Utilizing the Teams chat feature, we can invite real-time questions and comments, which keeps the meeting lively and interactive.

Polling is another great tool we use. By asking for audience reactions through quick surveys, we can gauge their understanding and keep them involved.

With the raise hand feature, audience members can signal their desire to speak without disrupting the flow, making our Teams meetings orderly yet interactive.

Leveraging Videos and Animations to Captivate the Audience

Using videos in presentations can significantly boost engagement. Embedding compelling videos within our PowerPoint slides captures the attention and provides a break from static content.

Adding animations not only makes our slides visually appealing but also helps in emphasizing important points. Custom animations for text and images can make the content more digestible.

We ensure to use these multimedia elements judiciously to avoid overwhelming our audience, maintaining a balance that keeps them captivated without distracting them from the main content.

Enhanced Collaboration through Teams Tools

To effectively present PowerPoint in Microsoft Teams, leveraging collaboration tools is crucial. These tools facilitate real-time engagement and inclusive communication, making sure everyone is on the same page.

Real-Time Co-Authoring and Sharing Features

Teams Meeting and Microsoft 365 allow for seamless collaboration on presentations. We can co-author PowerPoint slides in real-time, ensuring our content is always up-to-date. Through OneDrive or SharePoint , we can easily share our PowerPoint files.

The File tab in Teams offers a central location for all shared documents. This means we no longer need to email files back and forth. It also maintains version history, so we can revert changes if needed. Co-presenting becomes straightforward with the share feature in Teams, letting us hand over control to another presenter effortlessly.

Inclusive Communication with Various Teams Features

Ensuring inclusive communication is essential for effective collaboration. Teams supports accessibility features like high contrast view and screen readers , making content accessible to everyone. We can use SharePoint sites to store and organize resources, and collaborate using the chat and discussion forums.

During a presentation, Inclusive communication tools allow us to cater to diverse needs. For instance, while presenting in Teams, we can highlight key points using bold text and bullet points for clarity. Integrating files from SharePoint or OneDrive ensures everyone has the latest material, fostering a cooperative environment.

Utilizing these robust tools in Teams helps us present more effectively while ensuring inclusivity and collaboration.

Advanced Teams Meeting Management

Hosting effective and secure Microsoft Teams meetings involves several advanced techniques, from leveraging productivity tools to ensuring stringent security measures.

Boosting Productivity with Microsoft Teams Meeting Options

We’ve all been there—juggling between screens or apps while presenting. Simplify this by using Teams’ native PowerPoint Live to present directly from the Teams app. Use the “Presenter View” to see your notes while attendees see the slides, enhancing your delivery.

Enable dynamic camera control for better engagement. Adjust or spotlight specific participants, ensuring key contributors stay visible. Coupled with the “Together Mode,” it creates a more interactive experience.

Also, you can share computer sound during presentations. This is perfect for embedded videos or audio clips. Just click “include computer sound” before sharing.

When multitasking is needed, manage different views efficiently. Split your display between the presentation and other Teams tools, like chat or participant lists. Keep interactions smooth without switching tabs, maintaining focus on the presentation.

Securing Meetings and Managing Network Resources

Security is paramount in a digital workspace. Ensure all our Teams meetings are secure by requiring attendees to authenticate before joining. This restricts access to authorized personnel only.

Enable the lobby feature to screen participants. We can admit or decline guests as appropriate, keeping the meeting secure and private.

To secure your device , always run the latest antivirus software and use strong passwords for Teams access. Implement end-to-end encryption for sensitive discussions.

Managing network bandwidth is crucial for Teams on the web or extensive meetings. Reduce camera resolution or encourage voice-only participation in large groups. Monitor your network’s performance and prioritize essential services to maintain a stable connection.

If bandwidth becomes an issue, suggest turning off the camera for non-speaking participants. This strategy reduces load, maintaining the quality for the hosts.

These measures guarantee a productive and secure Microsoft Teams meeting environment, ensuring we utilize our resources effectively.

Related posts:

• How to Add Music to PowerPoint: A Step-by-Step Guide for Seamless Presentations
• How to Insert GIF into PowerPoint: A Step-by-Step Guide
• How to Present PowerPoint with Notes: Master Speaker Tips
• How to Create an Org Chart in PowerPoint: Step-by-Step Guide for Beginners
• How to Wrap Text in PowerPoint: A Step-by-Step Guide
• How to Change Font on All Slides in PowerPoint: A Step-by-Step Guide
• How to Use Slide Master in PowerPoint: Streamline Your Presentation Design
• How to Present PowerPoint with Notes: Expert Tips for Seamless Delivery
• How to Indent Bullet Points in PowerPoint: A Step-by-Step Guide
• How to Add Watermark to PowerPoint for Professional Presentations
• How to Add a Row to a Table in PowerPoint: Step-by-Step Guide
• How to Create a Flow Chart in PowerPoint: Step-by-Step Guide

Leave a Comment Cancel reply

Save my name, email, and website in this browser for the next time I comment.

Team Presentation Theory: The Five Formats

Wednesday, Aug 21, 2024 • Jeremiah Valentine : [email protected]

Team Presentations are routinely used in academia. However, there is a significant lack of published research outlining a framework for team presentation strategies and techniques that can be applied to students, faculty and business professionals. 

Dr. Daniel Usera, Clinical Marketing Professor, walks readers through the dynamic task of presenting as a team with different examples . W hile comparing and contrasting different styles that are well explained and easy to understand. The article instructs and informs readers about transitions styles and presentation styles. 

Initially, he highlights the speech writing five-point outline. Typically starting with an introduction, three main points, and a conclusion. After highlighting topics, he explains various speaker's roles. T he opener who delivers the introduction, each following speaker presents a main point, and a closer who finishes with the conclusion. 

Each group member should access and lean into their strengths during the presentation to complete the experience. Usera mentions in the article that speaker roles should depend on talent, subject matter experience, and the size of the team. To facilitate a team ’ s transitional periods between speakers, Usera spotlights four different options which are Hosted, Un-hosted, Overhand, and Topical transitions. 

Two students pitch during a group pitching event on Dec. 13, 2022.

Transitions

Hosted Transitions

A host conducts the handoff between two team members

Un-hosted Transitions

Transitioning speakers conduct their hand-off without a host

Overhand Transitions

Preceding speaker says the transitions statement before handing off the microphone or microphone

Topical Transitions

The next point is set up without a hand-off

The article f o cuses on presentation styles and how teams interact internally during a presentation . Usera presents 5 different presentation options including Hosted, Relay, Hybrid, Popcorn, and Duo. Each format can utilize the same material while presenting a different way . 

Team Presentation Formats

Hosted Format

Relies on one speaker to open and end the presentation and conduct transitions between main point speakers (uses hosted transitions)

Relay Format

Spreads speaking responsibilities equally between all group members

Three Advantages: most common and natural format that audiences might expect speakers to use ; one speaker is not emphasized over the rest; un - h osted transition style can be quicker than hosted ones

Hybrid Format

Uses the same speaker to open and close while executing un -h osted transitions

Benefits of Hybrid method

Opener/closer engage the audiences with their strong speaking skills establishing a connection and credibility

Reengaging with the audience can create a memorable ending

Popcorn Format

Creates a more conversational and casual presentation

All speakers can participate in the introduction, main points, and conclusion

No distinct speak roles; can be completely improvised 

For teams of two; both speakers conduct the introduction, main points and the conclusion

The duo format allows group members to take turn s speaking throughout the presentation, moving through topics rather than speakers

Risks Associated 

Requires additional coordination or rehearsal

Can be imbalanced towards one team member over the other

The presentation styles can be used dynamically , a llowing a team to keep the audience engaged with different topics, multiple speakers and keeping a constant pace throughout the presentation. Usera mentions, “ An essential strategic decision that all teams must make is how they deploy their speaking talent. The five team presentation formats offer different approaches and trade-offs to this question. ” Talent and strengths should be considered as a team choose s a format to work with. 

Dr. Usera, Clinical Associate Professor of Marketing at The University of Texas at Arlington, published this article titled “ Team Presentation Theory I: The Five Formats ” in the Business and Professional Communication Quarterly academic journal in January 2024.

News & Events

• College of Business News
• The Business Maverick
• Business Week

• Live Virtually

Executive Presentation Training Programs

Master the Art of Exceptional Presentations

For decades, Speakeasy has been at the forefront of transforming leaders into captivating speakers. Our executive presentation training programs are meticulously crafted to give professionals the tools they need to create compelling narratives, design powerful presentations, and deliver them with unmatched conviction.

With a focus on storytelling techniques, impactful slide design, executive presence , and assertive delivery, we bring out the unique speaker in every leader. We go beyond just technique – we help you find your voice, and ensure it resonates in any boardroom.

Increased confidence among presenters when using a well-designed slide - TechSmith

More persuasiveness for presentations paired with visual aids over those without. - Management Information Systems Research Center

of employed Americans believe presentation skills are critical for workplace success. - Prezi

Flexible Program Options for Any Schedule

At Speakeasy, we understand that life is filled with diverse commitments and schedules can vary greatly. That’s why we offer a comprehensive array of programs to accommodate every professional’s unique circumstances. Whether you prefer the traditional in-person classroom experience, the convenience of live online virtual sessions, or the autonomy of self-administered digital courses, we have the perfect fit for you.

What to Expect From Executive Presentation Training

A commanding presentation can be the defining factor in clinching deals, influencing stakeholders, and propelling your career forward. Here are five compelling reasons to invest in executive presentation training:

• Enhanced Presentation Skills: Our training polishes your ability to design striking slides, narrate compelling stories, and deliver with a clear, confident voice.
• Masterful Storytelling: Learn the techniques to weave stories that engage, captivate, and drive your message home.
• Robust Audience Engagement: Grasp how to read and respond to your audience, ensuring active participation and lasting impact.
• Strategic Slide Design: Make every slide count. Learn the art of creating visual aids that complement and amplify your message.
• Preparedness for Varied Scenarios : Be it boardrooms, webinars, or international

Let Us Match You With An Executive Presentation Training Program

Hear success stories.

Discover the Speakeasy Difference

At Speakeasy Inc., we’re dedicated to helping high-potential professionals rediscover the art of conversation, create lasting connections, and elevate their personal communication style. In today’s fast-paced digital world, authentic, face-to-face communication is more important than ever before. Here’s why you should choose Speakeasy:

Expertise in Communication

Our team of experienced coaches are passionate about communication and its power to transform lives. We bring together the latest research and time-tested techniques to help you become a confident, engaging, and influential communicator in any situation.

Personalized Approach

We understand that each individual has unique strengths and areas for improvement when it comes to communication. That’s why our programs are tailored to your specific needs, ensuring that you receive the guidance and support necessary to achieve your personal and professional goals.

Interactive Learning Environment

We believe that the best way to learn is by doing. Our immersive workshops and one-on-one coaching sessions provide ample opportunities for you to practice and refine your communication skills in a supportive, feedback-driven environment.

FAQs About Speakeasy Executive Presentation Training Programs

What exactly is covered in the executive presentation training, how does speakeasy's approach stand out from the crowd, who is the ideal candidate for this training, what key skills can i expect to develop through this training, how is the training delivered are there virtual options available, start speaking the language of success today.

Ready to transform your organization’s communication skills and drive business success? Connect with us below and let our expert coaches help you chart the path to exceptional communication with our tailored executive coaching programs.

• Name (First & Last) *
• Company Name *
• Business Title *
• Mobile Number
• Email Address *
• What is the best way to contact you? Select Text Phone Call Email Message in a bottle
• How did you hear about us? * Select Internet Search Recommendation Business Forum Social Media Online Advertisement Other Advertisement Other Let us know how we can help you! If you are here from a referral please include who referred you in your message as well. We looking forward to working with you on your communication journey!
• Consent Notice * I agree. By submitting this form, you consent to having a Speakeasy consultant contact you via email, phone call, or SMS for business purposes only. 

Privacy Overview

Restrict access to presentations with Information Rights Management in PowerPoint

Information Rights Management (IRM) helps you prevent sensitive information from being printed, forwarded, or copied by unauthorized people. The permissions are stored in the presentation where they are authenticated by an IRM server.

Using IRM in Microsoft 365, you can rights manage XML Paper Specification (.xps) files and the following file types:

Presentation     .ppt

Presentation    .pptx

Macro-enabled presentation    .pptm

Template    .pot

Template    .potx

. Macro-enabled template    potm

Show    .pps

Show    .ppsx

Macro-enabled show    .ppsm

Office theme    .thmx

When these file types are attached to a rights-managed e-mail message in Outlook, they will automatically be rights managed as well.

When you attach a message (.msg) file to a rights managed e-mail message, the attached message is not rights managed. IRM does not rights manage .msg file types.

Configure your computer to use IRM

To use IRM in Microsoft 365, the minimum required software is Windows Rights Management Services (RMS) Client Service Pack 1 (SP1). The RMS administrator can configure company-specific IRM policies that define who can access information and what level of editing is permitted for an e-mail message. For example, a company administrator might define a rights template called "Company Confidential," which specifies that an e-mail message that uses that policy can be opened only by users inside the company domain.

Download permissions

The first time that you try to open a presentation with restricted permission, you must connect to a licensing server to verify your credentials and to download a use license. The use license defines the level of access that you have to a file. This process is required for each file that has restricted permission. In other words, content with restricted permission cannot be opened without a use license. Downloading permissions requires that Microsoft 365 send your credentials, which includes your e-mail address, and information about your permission rights to the licensing server. Information contained in the presentation is not sent to the licensing server.

Restrict permission to content in files

IRM lets you apply restrictions on a per-user, per-file, or per-group basis (group-based permissions require Active Directory directory service for group expansion). For example, in a document Ranjit creates, he might give Helena permission to read but not change it. Ranjit can then give Bobby permission to edit the document. Ranjit might also decide to apply a five-day limit to both Helena's and Bobby's access to the document. 

Save the presentation.

Go to File > Info .

Select Protect Presentation , point to Restrict Permission by People , and then select Restricted Access .

In the Permissions dialog box, select Restrict permission to this presentation , and then assign the access levels that you want for each user.

Your choices might be limited if an administrator has set custom permission policies that individuals cannot change.

Permission levels

Read      Users with Read permission can read a presentation, but they don't have permission to edit, print, or copy it.

Change      Users with Change permission can read, edit, and save changes to a presentation, but they don't have permission to print it.

Full Control      Users with Full Control permission have full authoring permissions and can do anything with the presentation that an author can do, such as set expiration dates for content, prevent printing, and give permissions to users. After permission for a presentation has expired for authorized users, the presentation can be opened only by the author or by users with Full Control permission to the presentation. Authors always have Full Control permission.

To give someone Full Control permission, in the Permissions dialog box, select More Options , and then in the Access Level column, select the arrow, and then select Full Control in the Access Level list.

After you assign permission levels, select OK .

The Message Bar appears, which indicates that the presentation is rights-managed. If you must make any access permission changes to the presentation, select Change Permission .

If a presentation that has restricted permission is forwarded to an unauthorized person, a message appears with the author's e-mail address or Web site address so that the individual can request permission for the presentation.

If the author chooses not to include an e-mail address, unauthorized users get an error message.

Set an expiration date for a file

Open the file.

Select Protect Presentation , point to Restrict Permission by People , and then Select Restricted Access .

In the Permissions dialog box, select the Restrict permission to this presentation check box, and then select More Options .

Under Additional permissions for users , select the This presentation expires on check box, and then enter a date.

Select OK twice.

Use a different Windows user account to rights-manage files

Open the document, worksheet, or presentation.

Select Protect Presentation , point to Restrict Permission by People , and then select Manage Credentials .

Do one of the following:

In the Select User dialog box, select the e-mail address for the account that you want to use, and then select OK .

In the Select User dialog box, select Add , type your credentials for the new account, and then select OK twice.

View content with restricted permission

To view rights-managed content that you have permissions to by using Microsoft 365, just open the presentation.

IRM in Office for Mac provides three permission levels.

Read    Read

Change    Read, edit, copy, save changes

Full Control    Read, edit, copy, save changes, print, set expiration dates for content, grant permissions to users, access content programmatically

Do any of the following:

Set permission levels manually

On the Review tab, under Protection , select Permissions , and then select Restricted Access .

If this is the first time that you are accessing the licensing server, enter your user name and password for the licensing server, and then select the Save password in Mac OS keychain check box.

Note:  If you do not select Save password in Mac OS keychain , you might have to enter your user name and password multiple times.

In the Read , Change , or Full Control boxes, enter the e-mail address or name of the person or group of people that you want to assign an access level to.

The Message Bar appears and displays a message that the document is rights-managed.

Use a template to restrict permission

An administrator can configure company-specific IRM policies that define who can access information permissions levels for people. These aspects of rights management are defined by using Active Directory Rights Management Services (AD RMS) server templates. For example, a company administrator might define a rights template called "Company Confidential," which specifies that documents that use that policy can be opened only by users inside the company domain.

On the Review tab, under Protection , select Permissions , and then select the rights template that you want.

Change or remove permission levels that you have set

If you applied a template to restrict permission, you can't change or remove permission levels; these steps only work if you have set permission levels manually.

On the Message Bar, select Change Permissions .

In the Read , Change , and Full Control box, enter a new e-mail address or name of the person or group of people that you want to assign an access level to.

To remove a person or group of people from an access level, select the e-mail address, and then press DELETE .

Set an expiration date for a restricted file

Authors can use the Set Permissions dialog box to set expiration dates for content.

Select More Options , and then select This document expires on , and then enter the date .

After permission for a document has expired for authorized people, the document can be opened only by the author or by people with Full Control permission.

Allow people with Change or Read permission to print content

By default, people with Change and Read permission cannot print.

Select More Options , and then select Allow people with Change or Read permission to print content .

Allow people with Read permission to copy content

By default, people with Read permission cannot copy content.

Select More Options , and then select Allow people with Read permission to copy content .

Allow scripts to run in a restricted file

Authors can change settings to allow Visual Basic macros to run when a document is opened and to allow AppleScript scripts to access information in the restricted document.

Select More Options , and then select Access content programmatically .

Require a connection to verify permissions

By default, people have to authenticate by connecting to the AD RMS server the first time that they open a restricted document. However, you can change this to require them to authenticate every time that they open a restricted document.

select More Options , and then select Require a connection to verify permissions .

Remove restrictions

On the Review tab, under Protection , select Permissions , and then select No Restrictions .

In the dialog box, select Remove Restrictions .

Related Topics

Restrict permission to content in a file

Add credentials to open a rights-managed file or message File formats that work with IRM

In the iOS versions of Microsoft 365, any IRM-protected files that you receive will open if you are signed in with an account that has permissions to the file. When you open an IRM-protected file you will see an information bar at the top that offers to let you view the permissions that have been assigned to this file.

If you're an Office 365 Subscriber with Azure Rights Management and your IT-department has defined some IRM templates for you to use, you can assign those templates to files in Office on iOS.

Note:  If the Restrict Permissions button is not enabled in your app, open any existing IRM-protected document to initialize it.

In the Android versions of Microsoft 365, any IRM-protected files that you receive will open if you are signed in with an account that has permissions to the file. When you open an IRM-protected file you will see an information bar at the top that offers to let you view the permissions that have been assigned to this file.

Information Rights Management (IRM) helps do the following:

Prevent an authorized recipient of restricted content from forwarding, copying, changing, printing, faxing, or pasting the content for unauthorized use

Restrict content wherever it is sent

Provide file expiration so that content in documents can no longer be viewed after a specified time

Enforce corporate policies that govern the use and dissemination of content within the company

IRM can't prevent restricted content from being:

Erased, stolen, or captured and transmitted by malicious programs such as Trojan horses, keystroke loggers, and certain kinds of spyware

Lost or corrupted because of the actions of computer viruses

Hand-copied or retyped from a display on a recipient's screen

Digitally photographed (when displayed on a screen) by a recipient

Copied by using third-party screen-capture programs

Need more help?

Want more options.

Explore subscription benefits, browse training courses, learn how to secure your device, and more.

Microsoft 365 subscription benefits

Microsoft 365 training

Microsoft security

Accessibility center

Communities help you ask and answer questions, give feedback, and hear from experts with rich knowledge.

Ask the Microsoft Community

Microsoft Tech Community

Windows Insiders

Microsoft 365 Insiders

Was this information helpful?

Thank you for your feedback.