how to share presentation in microsoft teams

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.

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How to Present PowerPoint Slides in Microsoft Teams

Ready to elevate your virtual presentations in Microsoft Teams? Discover three distinct methods to deliver flawless PowerPoint presentations.

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.

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How to share your screen and PowerPoint in Microsoft Teams

Categories: Microsoft 365

Sharing your screen, presentations and whiteboards in Microsoft Teams is a great way to make your Teams meetings more effective. And fun… After all, who doesn’t like a cheeky post-meeting game of hangman to secure the office bragging rights for the day? 🏆

Microsoft Teams brought many teams together and has been the tool that brings projects from start to finish. But sometimes, clients will require our IT support services to show them the ropes - especially with sharing screens and PowerPoint presentations in Microsoft Teams. 

In this article I’ll show you precisely how you can do these things on Microsoft Teams:

• Share your entire desktop,
• Share a specific window,
• Share a PowerPoint presentation, or
• Share a whiteboard that your team can “collaborate” on 🙂

Sharing Screen Content in Microsoft Teams

You've got a handful of options at your disposal when you want to share content in a meeting, let’s get clear on what the options look like and the best scenario for each. 👇

Select the share your desktop option if you want to share your entire desktop screen in Microsoft Teams.

Note: This is the equivalent of having someone look over your shoulder and will include visibility of all your notifications, reminders, and other desktop activity.

Tip : Choose this option when you need to share multiple windows simultaneously. It’s a good idea to disable your notifications or set your computer to do-not-disturb mode first.

Select the share your screen option if you want to present one of your open windows in the Microsoft Teams app. An example might be a spreadsheet, webpage or word doc.

Note : This option will exclude notifications, reminders or desktop activity outside the shared window.

Tip : Choose this option if you only need to share one thing and want to keep the rest of your screen private.

Microsoft Teams have built in the capability of sharing your PowerPoint presentations. This interactive method of sharing allows your team to interact with your presentation by skipping forward and backwards through your slides, without disrupting your flow as the presenter.

Tip : Choose this option whenever you share a PowerPoint in Microsoft Teams and want your audience to be able to move through the presentation at their own pace.

Note : As the presenter, you can disable the ability for others to browse through the slides if you wish.

Each Teams meeting has a whiteboard where meeting participants have space to ink together. Select the share your whiteboard option if you want to open the virtual whiteboard that everyone can collaborate on in Microsoft Teams.

Tip: Choose this option if you want to brainstorm with your team and have your ideas attached to your meeting. Also great for a quick game of hangman, tic tac toe or dots and crosses. 🙂

How to share your screen in Microsoft Teams

• While in a meeting, chat or group chat click the share icon
• Choose if you’d like to share your entire desktop or just one specific window
• When you’re done sharing click the stop sharing Icon

How to share your PowerPoint presentation in Microsoft Teams

• Choose from one of your recently opened PowerPoint slide presentations. Alternatively, click Browse to navigate to your PowerPoint file
• Your team members will be able to navigate through your presentation by default. (Optional turn off this feature by clicking the eye icon to turn off participant navigation). And that's how to share PowerPoint on Teams
• And when you’re done sharing, click the stop sharing icon

How to share your whiteboard in Microsoft Teams

• Select the whiteboard option from the menu
• Everyone will be able to grab a pen and interact with the whiteboard

If you need further help with PowerPoint or any of the Microsoft 365 productivity tools, your friendly neighbourhood IT support guys are willing to help. 

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- Microsoft Teams Quick Start Guide for New Users

- Microsoft Teams for Beginners: 101

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On TEAMS while sharing a presentation, how can I see the participants at the same time?

While sharing my screen or presentation, I can not see the participants. How can I make it happen?

Thanks in advance.

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Welcome to the Microsoft Community forums!

Please kindly refer to the replies on this forum thread: Is it possible to share screen on Microsoft Teams and still be able to see chat and participants' cameras?

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Share an email in Outlook to Teams

You can share an email, including attachments, from Outlook to any chat or channel in Teams.

Note:  If the steps under this New Outlook tab don't work, you may not be using new Outlook for Windows yet. Select Classic Outlook  and follow those steps instead.

Note:  You can select the Share to Teams icon if you already added it to the reading pane.

Type the name of a person, group, or channel. You can also type a message.

Select the checkbox to include any attachments and then select Share .

A preview of the email will appear as a message in Teams. In Teams, select  More options    to view the entire message or to download it.

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Chat with others in Microsoft Teams

Note:  Some features detailed below are available as part of the public preview program and might undergo further changes before being released publicly. To get access to this and other upcoming features, switch to  Teams public preview .

Start a chat with another person

You can also start a one-on-one chat from someone's profile card. Open it by choosing their picture in a channel or finding their name using the Search box .

Start a chat with yourself

When you first use Teams, you'll see your name pinned to the top of your chat list. Use this space for drafts, to send messages and files to yourself, or to get to know chat features a little better.   

Start and name a group chat

A group chat includes multiple people in a conversation. Create a group chat the same way you start a one-on-one chat. 

Select the down arrow to the far right of the To field and then type a name for the chat in the Group name field.

Type in the names of the people you’d like to add in the To field.

This starts a new conversation. Everyone who has access to the group chat can send messages .

You can include up to 250 people in a group chat. 

Add people to the conversation

Type the names of the people you'd like to chat with. If it is already a group chat, you can also choose how much of the chat history to include.

Select  Add  to add them to the conversation. 

Note:  You can only include chat history when adding someone to an existing group chat, not a one-on-one. 

Teams saves the entire chat history, all the way back to the first message. If someone leaves the group,  their chat responses will remain in your chat history.

See who's in a group chat

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Want to learn more? See First things to know about chats  and First things to know about group chats .

Start a chat with another person

You’ll see your name pinned to the top of your chat list by default.

Start and name a group chat 

Create a group chat the same way you start a one-on-one chat.  

Compose and send your message.

Tap the names of the participants at the top of your screen.

Tap Group chat name .

Type a group name and then tap Save .

Everyone who has access to the group chat can send messages. 

Add people to the conversation 

To loop more people into the conversation:

Type the names of the people you'd like to chat with, choose how much of the chat history to include, then tap Done .

Note:  You can only include chat history when adding someone to a group chat (not a one-on-one).  

Teams saves the entire chat history, all the way back to the first message. If someone leaves the group  their chat responses remain in your chat history.

See who's in a group chat 

To see who’s in a group chat, tap the names of the participants at the top of your screen for a list of everyone’s names. 

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