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- Teams allows share screen, files and presentations in real time
- The Whiteboard feature improves collaboration with its interactive whiteboard
- Users can take or relinquish control during a presentation.
- Free versions also allow sharing content with specific permissions.
Microsoft Teams has become a fundamental tool for communication and collaboration in work and educational environments. Among its many features, share screen and files It is one of the most useful and used in virtual meetings or group chats.
In this article we explain in detail how to make the most of these features., whether you use Teams in Windows, Mac or its free version. We'll also teach you how to give or take control of the screen, use the collaborative whiteboard, and adjust key settings to avoid issues when sharing content.
How to share files in Microsoft Teams
Sharing files in Teams is as simple as attaching them from your device or from the cloud.You can send them directly in a chat, a team channel, or during a meeting.
These files can be stored on your computer, OneDrive, or any enabled channel. You can also decide whether to share the file as is or send a link to the same. This facilitates collaboration without having to forward multiple versions of the same document.
Presenting content in a meeting
To show something during a video call, the 'Share' control in the meeting toolbar is your best ally.From there, you can select whether you want to display your entire screen, a specific window, or specific files like PowerPoint or Excel.
Additionally, Teams allows you to share presentations with interactive features like annotations and whiteboards, making them ideal for training sessions or demonstrations.
Presenter controls in Teams
When you are the presenter, you have access to the moderator toolbar., which allows you to control the microphone, camera, give or take back control, chat, or even annotate on shared content.
To activate this bar, simply move your cursor to the top of the shared screen. It will appear floating and allow you to make quick adjustments without interrupting the presentation.
Some key features of this bar include:
- camera and microphone: turn them on or off instantly.
- Give in and regain control: perfect for real-time collaboration.
- Annotate: to highlight points or make quick drawings.
- Shared design and audio: better focuses the content and allows the inclusion of system sound.
Using Microsoft Teams on Mac
On Mac devices, screen sharing requires additional permissions due to operating system policies.The first time you try this, Teams will ask you to grant access to screen recording.
If the options don't appear automatically, you can go to Apple menu > System Preferences > Privacy & Security and activate Microsoft Teams in the screen recording section. Once this is done, you'll be able to seamlessly share windows, presentations, or your entire desktop.
Content sharing options
Teams offers multiple ways to share content depending on what you want to show.. These are the most common:
- Screen: your entire screen, useful for general demonstrations.
- Window: a specific application or document.
- PowerPoint Live: for interactive presentations.
- Microsoft whiteboard: a collaborative digital whiteboard accessible from multiple devices.
If you want to include the sound from your computer (such as when showing a video), activate the option “Include system sound” by sharing.
Zoom and view shared content
When another participant is sharing content and you need to see it better, you can zoom in in several ways. You have buttons in the top corner of the screen to zoom in or out.
You can also drag content to focus on a specific area or open it in a new window to better focus without distractions. Learn more about sharing files in Teams.
Take control of a shared presentation
During a session in which another person is sharing, it is possible to ask for controlThis is ideal for collaborating, editing live documents, or contributing your own data.
You just have to click on "Take control" and wait for the person sharing your screen to accept your request. You can then manage the shared screen as if it were your own.
When you're done, select the option “Release control” to return it to the original presenter.
Use free Teams to share your screen
In the free version of Teams you can also share screens and files., whether it's with colleagues, friends, or family. Participants will be able to view, edit (if you allow it), and collaborate in real time.
From a chat, click on "More options" and select “Share Screen” or choose one specific windowOther users will receive a notification to accept the shared content, and viewing will begin.
End screen sharing
You can stop sharing your screen at any time. simply by pressing the option “Stop sharing” from the meeting controls or from the top bar if you are presenting.
You can also end the session by leaving the meeting or closing the shared content in a separate window, if you had opened it that way.
Enable the Whiteboard feature in Teams
The collaborative whiteboard is available on most devices and platforms., including the web version, Windows, iOS, Android and Surface Hub.
To activate it, go to Teams admin center, search for Whiteboard, go to Settings, and turn it on for the entire team. Once enabled, clicking "Share" during a call will allow you to access Microsoft Whiteboard, select an existing one, or create a new one for the meeting.
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