Last Updated July 1, 2025

Sharing your Screen in Microsoft Teams

  1. In your meeting, click the “Share” button in the top right. Depending on your screen size, the button may appear as just an icon or with the word “Share” underneath. Both versions function the same way.

image-20250701-135236.png

  1. A “Share content” pop-up will appear, prompting you to choose what you would like to share. If you plan to share audio, such as a video or music, toggle on “Include sound” at the top of the window. Then you can select what you would like to share, be it your whole screen, a specific window, or a file from Microsoft PowerPoint or Excel.

    • Screen: Shares everything visible on your screen, except for the Presenter Control Toolbar (pictured in step 3). It’s ideal when you want your audience to see all activity on your desktop.

    • Window: Lets you choose a specific open window to share. Only the selected window will be visible to your audience, even if you switch to another program.

    • PowerPoint Live: Allows you to present a PowerPoint file with interactive features like annotations and audience slide navigation. You can turn off audience slide navigation if needed. PowerPoint Live also supports screen readers for accessibility.

    • Excel Live: Lets everyone in the meeting work on an Excel file together in real time. Participants can explore the file on their own and sync back to your view when needed.

image-20250701-160242.png

  1. Once you have selected the appropriate option for your use, you should see a red box appear around the content that you are sharing. You also may see the Presenter Control Toolbar, pictured below. This gives you quick and easy access to the tools you can use when presenting. If the toolbar doesn’t appear, move your mouse to the top-center of your screen to reveal it.

image-20250701-160432.png

  1. When you are done sharing, click “Stop Sharing” in the Presenter Control Toolbar. Alternatively, go back to your meeting window and click “Stop Sharing” in the meeting window, which will be in the same location as when you initially shared your screen (see image below).

image-20250701-183215.png


There are many other options available to you when sharing your screen with Microsoft Teams. For further information on the options listed above as well as other features, please see the following articles from Microsoft Support:



Attention Mac Users:

If this is your first time sharing your screen in Teams on a Mac, you’ll need to grant permission:

  1. Open System Settings.

image-20241029-190926.png

  1. Go to “Privacy and Security.”

image-20241029-191044.png

  1. Scroll down and select “Screen & System Audio Recording.”

image-20241029-191231.png

  1. Find “Microsoft Teams” and toggle it on.

    • If you are using a web browser instead of the Teams app, toggle on your browser instead.

image-20250701-135115.png

  1. Quit and restart the app or browser after making these changes.