In a Microsoft Teams meeting, you can share your desktop, a specific app, a whiteboard, or a presentation if you are an Organizer, Co-Organizer, or given a presenter role.  Below, you will learn how to provide those sharing permissions to attendees and how to share content during a Teams meeting.




How to Enable Presenting for Other Users:

  1. Before the Meeting:

    • When scheduling a Teams meeting, access the 'Meeting options' (select an image to view).

      Teams Calendar EventO365 Calendar Event
      (after event is created/sent)
      In Meeting


    • Under 'Who can present?', choose one of the following:

      • Only organizers and co-organizers (default)- Only those who have created a meeting and those made co-organizers will be able to present content.

      • People in my org and guests - This will allow participants from UF and guests to present content.

      • Specific people – Select the individuals you want to allow to present. (only those invited will be available)

      • Everyone – Allows all participants to present.

    • Click Save.

  2. During the Meeting:

    • In the meeting toolbar, click 'People'.

    • Hover over the participant’s name, click the three dots, and select 'Make a presenter'

    • To remove presenting rights, repeat the steps and choose 'Make an attendee'.




To share your content, please follow these steps:

  1. In your meeting controls, select the 'Share' button next to the Leave button.
  2. If you need to share any sound during your content share, select the 'Include sound' toggle.
  3. Next, select what you want to share:
    • Screen lets you show everything on your screen.
    • Window lets you share an open window on your screen, like a browser page or application.
    • PowerPoint Live lets you share a PowerPoint presentation without having to launch PowerPoint.
    • Microsoft Whiteboard lets you share a collaborative whiteboard.
  4. After you select the content that you want to share, a red border will surround this content that everyone can see.
  5. To stop sharing your content, select the red 'Stop sharing button' at the top of your screen.
  6. The 'Stop sharing' button can also be found within the meeting toolbar if you have hovered your mouse over the 'You're sharing your screen' area.


Meeting participants won't see your notifications while you're presenting.


Tips:

  • If you are not sharing a video, do not select the 'Optimize' button in the meeting toolbar. This may distort still text and images while sharing content.
  • If you are using Windows 11, you may share from your Taskbar without clicking on the Share button in the toolbar.  Hover over any open program that is open in the taskbar, in the preview window of that application, select 'Share this window', and click the green 'Share' button. The short video below shows this process.


If you have any questions or issues, contact Academic Technology Support

419-434-4357 option 2

helpdesk@findlay.edu