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How to Present PowerPoint Slides in Microsoft Teams

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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

May 9, 2024

Teams enhancements to the Presenter window while screensharing

Teams Public Preview team

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Hi, Microsoft 365 insiders! We’re excited to announce new enhancements to the Presenter window you can use while screensharing. 

Have you ever wanted to see what’s happening in a meeting when you’re sharing your screen? Now you can with the new Presenter window. It shows up to four meeting participants, both video and audio, as well as active speakers, raised hands, reactions, and a preview of shared content.

Meeting notifications are also easier to see, appearing in the center of your screen so you can act on them.

These enhancements help you stay aware of what’s happening in your meeting and make it easier to engage with other attendees while you’re screensharing. You can also manage actions in your meeting such as lowering raised hands and muting participants.

How it works  

• Join a Teams meeting.

• If you’re sharing your screen or window and have your camera turned on, you can expand the self-video tile at the bottom of the presenter window by clicking the arrow button. After it’s expanded, you can minimize the self-video tile again to free up space on the shared screen.
• If you’re using presenter modes while sharing your screen, the self-video tile gives you the option to change the presenter layout during the screen share.

Availability 

To use this feature, you must be a member of the Teams Public Preview or Microsoft 365 Targeted release and use the new Teams client for Windows or macOS. Other meeting participants aren’t required to be members of the Teams Public Preview. 

To enable your Teams client for the Public Preview, IT administrators must enable  Show preview features  in their update policy.  Learn more  

For Targeted release, global admins can go to the Microsoft 365 admin center and give access to a select set of individuals or the entire organization.  Learn more  

Feedback 

We want to hear from you! Select  Settings and more   >   Help  in the top right corner of the Teams app, and then select either  Give feedback  or  Suggest a feature  to share your thoughts about this feature.

Sorry, JavaScript must be enabled to use this app.

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How to Properly Share Your Screen with Microsoft Teams

One of the most useful features of  Microsoft Teams  is the ability to share your screen with others.

This is an effective way to collaborate, demonstrate, or provide support to those you work with.

The key to effective screen sharing is understanding that what you see is not always what those you are sharing your screen with see.

What may look perfectly legible on your screen may be too small to read on the viewer’s screen.

Even when sharing a specific window, some parts of the application may be too small to read.

Let’s look at the difference between sharing your Desktop and sharing a specific window, and at the same time look at some settings you may want to consider changing to preset your screen in the best possible way.

Watch video tutorial

In this tutorial:

• Starting the Meeting
• Time to Share Our Screen
• Sharing the Desktop
• Changing the Scaling of Your Display Settings
• Using the Windows Magnifier
• Sharing an Application/Window
• The Problem with Shared Windows
• Sharing a PowerPoint Presentation
• Using Presentation Annotations
• Including System Audio
• Presenting a PowerPoint Show via Teams
• Be Mindful of Your Webcam
• Main Points

If you haven’t seen my earlier post on Teams that covers all of the major program features, click the image to the right to view the post

How to Use Microsoft Teams Effectively – Your COMPLETE Guide

For this demonstration, we will play the part of a team member at the office using a large display while another team member is working remotely on their small laptop or tablet.

We’re looking at our large desk display where we have logged into Teams and are about to start a new video chat session.

We click the “ Meet ” button in the upper-right…

… which opens the window that allows for us to pre-select our sound, camera, and microphone behavior.

We click the “ Join Now ” button ( lower-right ) to start the meeting.

This meeting will be visible to all members of the selected channel.  They can join if they wish.

The other team members of the selected channel will see that a video chat has started and then can click the “ Join ” button to enter the meeting.

Once they have joined the meeting, they will see my profile picture since I do not have my camera turned on, nor am I sharing any part of my screen.

From my perspective, I can see those who have joined the meeting.

We want to show our team members several documents we have been collaborating on, such as Excel spreadsheets, Word documents, and PowerPoint presentations.

To share your screen, click the  Share Content  button ( or press  CTRL-Shift-E ) in the upper-right.

This will change the bottom of your screen to display a thumbnailed list of windows and applications you can share.

We have the following options for sharing:

• Share the entire Desktop. This allows for the viewing of anything and everything you have open.
• Share a specific window ( e., application ). This is the only viewable content, regardless of position or layering amongst other windows.
• Share a whiteboarding application.
• Share a PowerPoint file in Presentation Mode ( more on this feature later ).

NOTE:  The application or file you want to share must be open before it will be selectable from this thumbnail list.  If you do not see the needed item, open the file or application, and return to this list for an update.

When you are sharing your Desktop, you see a red border surrounding the screen.

This is the view that shows everything you can see on your screen to your audience.

If I open a Word document and make the Word application full screen, it looks good to me on my giant display.

However, it is almost unreadable to my viewer on their smaller screen laptop or tablet.

Other types of files, like PowerPoint slides, may be acceptable due to their normally large fonts.

PowerPoint slides tend to be the exception, not the rule.

Imagine trying to read this Excel spreadsheet that someone is screen-sharing with you.

Even if the user were to zoom into the content portion of the spreadsheet, the Ribbon controls remain unreadable.

If you were training someone in the use of the application, they would have a difficult time seeing which buttons you are selecting.

One way to combat the problem of “tiny screen” on the viewer’s display is to increase the scaling percentage in the  Windows Display Settings .

To do this, right-click an empty portion of the  Desktop  and select  Display Settings .

In the  Scale and Layout  section, experiment with larger percentage values in the “ Change the size of the text, apps, and other items ” control.

You may need to try several zoom factor percentages to strike a balance between readability and usability.

NOTE: Some applications will require a restart before the new scaling settings take place.

If you want to temporarily zoom into an area of the screen without altering your display settings, you can use the  Windows Magnifier .

The  Windows Magnifier  can be activated by pressing the  Windows-Plus  key combination.

The screen will be enlarged to 200%.  Increases in the zoom factor can be achieved by repeated pressing of the WINDOWS-Plus keys.

You can scroll around the environment by moving the mouse to the edges of the screen.

To return to a normal zoom factor, press the  Windows-Minus  key combination.

NOTE: Try not to overuse this feature as it may induce seasickness in your audience.

If you wish to restrict the audience’s view to a specific window, select the application from the  Window  section of thumbnails.

This will display the window in a full-screen mode on the viewer’s display even if the window is not full screen on your display.

Having your application’s window in a reduced-size window is another way to display the application in a zoomed state.  The smaller the window is, the more it must be enlarged to fill the viewer’s display.

Keep in mind, there is a practical limit to this trick.  At some point, the window becomes too small to be useful.  Experiment with various window sizes to see what works best.

Switching to a Different Window

Because you are sharing a single, specific window, if you switch to a different window, the viewers will continue to see your shared window even if the newly selected application’s window covers the shared window.  ( World record for most times the word “window” was used in a single sentence. )

Minimizing the Shared Window

If you are sharing a single window, and you minimize that shared window, you will see a message in the lower-right informing you that your sharing session has been paused but will return upon restoration of the minimized window.

The viewers will continue to see a “frozen” version of the window as it appeared the moment it was minimized.

There is a slight downside to sharing a specific window.

Some applications that open secondary windows when certain features are activated will fail to display the secondary window.

The  Conditional Formatting  tool in Excel is a prime example of this issue.

Most user’s PowerPoint slides use larger than average font sizes ( unless you’re one of those users that packs so much information into a slide that you turn the slide into an eye test.  Don’t be that person. )

It’s easy to read the slide in both normal view and presentation view.

Starting the Slide Show in Presentation Mode

If you don’t want your audience to see all your PowerPoint slides before the presentation, one trick is to start the presentation before you share the window.

With the presentation running, you can select the window for the  Presentation View  as the shared window.

Playing Embedded Videos

If your slides contain embedded videos, your audience will be able to see the videos as well.

BE ADVISED:  The sound of the embedded video is muted by default.  To have the system audio played with the embedded video, hover towards the top-center of the screen to display the presentation controls.  Toggle the “Include system audio” control to share the audio.

One of the advantages of sharing a PowerPoint window is that you can utilize the in-built annotation tools located at the bottom-left of the presentation screen.

If you apply markups to the slide during the presentation, your audience can see those annotations as well.

If you know that you will require the audio of your host computer to be audible on the viewer’s computer, you can toggle the “ Include Computer Sound ” option before sharing the Desktop or application.

Another option for sharing a PowerPoint presentation is by using the Teams application to broadcast your slideshow.

In the thumbnails area for items to share, we have a section labeled  PowerPoint .

This displays a list of the most recently used PowerPoint files along with the ability to browse your local computer or OneDrive account for any other PowerPoint file.

By selecting a presentation from here, the Teams applications acts as a PowerPoint viewer for the audience.

This is how it looks to the presenter…

… and this is how it appears to the audience.

By default, the audience members can move forward and backward through the slides using the navigation buttons.

If you do not want the users to have this ability, you can toggle the feature to an  OFF  state and the navigation buttons will be deactivated.

Using this method of presentation provides a convenient way for other participants to take control and present.  It makes for easier collaboration.

NOTE:  Running presentations in this manner does not allow for the use of the annotation tools (seen earlier) or the playing of embedded media.

Always be aware that even if you are sharing your screen or displaying a presentation, your webcam will be displaying your video feed in a thumbnail.  Be mindful of your activities.

You can deactivate your webcam feed by toggling the video feature ( upper-right ).

To stop the presentation, click the “ Stop Presenting ” button.

When sharing your screen while using Teams, remember these ideas:

• When sharing your Desktop, adjust your screen resolution to ensure your audience can read your text.
• Adjust the size of your shared window if you are sharing only a window to ensure your text is of a readable size.
• Use the Share PowerPoint to take advantage of the broadcasting interface included in Teams.

Leila Gharani

I'm a 6x Microsoft MVP with over 15 years of experience implementing and professionals on Management Information Systems of different sizes and nature.

My background is Masters in Economics, Economist, Consultant, Oracle HFM Accounting Systems Expert, SAP BW Project Manager. My passion is teaching, experimenting and sharing. I am also addicted to learning and enjoy taking online courses on a variety of topics.

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How to share your screen in microsoft teams.

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Table of contents, how to screen share in microsoft teams on desktop, how to screen share in microsoft teams on mobile.

Microsoft Teams makes it easy to share your desktop or mobile device's screen in your online meetings. You can even choose between sharing your device's entire screen or just a specific app window. Here's how.

Related: What Is Microsoft Teams, and Is It Right for My Business?

• Share Your Screen in Microsoft Teams on Desktop
• Share Your Screen in Microsoft Teams on Mobile

On a Windows, Mac, Linux, or Chromebook computer, you can use Teams web version or the app to share your screen in a meeting.

To start, first, launch Microsoft Teams on your computer and join a meeting.

In the meeting, at the top of the Teams interface, click the "Share Content" option (an up-arrow icon).

You will see a "Share Content" section to the right of the Teams interface. To share your computer's entire screen, then in this section, click "Screen." To share a specific app's window, click the "Window" option instead.

If you select the "Screen" option, Teams will start presenting your desktop's screen in the meeting. You will see a red border around your screen indicating the screen is being shared.

On Linux, you will not see the red border around your screen when it's shared. You also can't share a specific app's window on Linux.

If you choose the "Window" option, select the app window that you'd like to share.

When you've finished your meeting and you want to stop screen sharing, then at the top of the Teams interface, click "Stop Presenting."

And that's all there is to screen-sharing in Teams on desktop. Very useful!

Like Teams, you can also share your screen in Zoom and Google Meet meetings .

Related: How to Share Your Screen in a Zoom Meeting

On an iPhone, iPad, or Android phone, you can use the official Teams app to share your phone's screen in your online meetings, similar to sharing mobile screens in Skype .

To do so, first, launch the Microsoft Teams app on your phone. In the app, join the meeting where you'd like to present your phone's screen.

In the meeting, from the bottom bar of the Teams app, select the three dots.

From the three-dots menu, select "Share."

Choose the "Share Screen" option. To include the audio in your screen share, toggle on the "Audio" option.

If you're on Android, you will see a "Display Over Other Apps" page. Here, find "Teams" and tap it. Then enable the "Allow Display Over Other Apps" option.

If you're on an iPhone or iPad, tap the "Start Broadcast" option.

Tap the back button to get back to the Teams screen. There, in the prompt that opens, select "Start Now."

A red border will appear around your phone's screen, which indicates your screen is currently being shared. To stop sharing your screen, tap "Stop Presenting."

And that's how you make explaining various concepts and ideas easier by sharing your screen with Microsoft Teams!

Did you know you can use a whiteboard in a Teams meeting ?

Related: How to Use a Whiteboard in a Microsoft Teams Meeting

• Microsoft Office
• Microsoft Teams

Control, move, and resize your display with Presenter modes

Note:  Presenter mode customization is 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 . 

Presenter modes for screen and window sharing merge content and video on the meeting stage. Presenters can now customize how their content will be oriented on screen. In Standout, Reporter, and Side-by-side mode, they can choose to appear on the left or right and adjust their video feed size to better fit their presentation.  

Customize Presenter modes 

Presenters can control how their content is displayed on screen . Customize the presentation layout in Standout, Reporter, and Side-by-side modes. 

1. Before starting the presentation, select  Customize  and choose a background image. 

2. After customizing the look and layout, start the presentation and select a screen or window to share. 

3. The presenter toolbar will appear at the top of the screen. This toolbar is only visible to the presenter. Here, presenters can select and change presenter mode layouts, give control to another person, and enable sound.  

Reporter presenter mode

Standout presenter mode

Side-by-side presenter mode

Customize video display 

1. Use the top bar buttons in the preview window to direct where videos will appear in relation to the content.  

2. Shift videos to the left or right sides of the screen or window using the Position buttons. 

3. Enlarge or reduce video size using the Size slider. Slide the circle to the left to reduce the size of a video, or to the right to enlarge the size of a video. 

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Knowledge Base

To enhance security and transparency during remote support sessions, TeamViewer has introduced Screen sharing indicator, a new feature that provides users on the receiving end with a clear indication when a supporter is connected to their device . With this feature, users will see an orange frame around their screen, along with a prominent End session button at the top, ensuring they have full control and can easily terminate the session if needed.

What does Screen sharing indicator do

When a supporter establishes a remote connection to your device using TeamViewer, you will see an orange frame around your screen . This frame indicates which screen is currently being viewed by the supporter. This is especially useful if you use multiple monitors on your device.    

How to use the “End session” button

At the top of the screen, within the orange frame, you will find a prominent and easy-to-reach End session button . Should you need to stop the session at any point, you can simply click this button to immediately terminate the connection.

Why you should use it

Screen sharing indicator provides users with increased transparency and control during remote support sessions. This ensures that users are always aware of when a supporter is connected to their device and gives them the ability to end the session at any time.

How to enable or disable the Screen sharing indicator across your devices (only for licensed users) 

Manage the screen sharing indicator via teamviewer policy.

You can enable or disable the Screen sharing indicator via TeamViewer policy:

• Add the policy setting Screen sharing indicator to your existing (or newly created) policy.
• Turn the Enable toggle on.
• (Optional) Turn the Enforce toggle on, if you want to enforce the Screen sharing indicator policy on your users’ devices.

To learn how to set up a TeamViewer policy, please read this article .

Enable or disable the Screen sharing indicator manually

You can also enable or disable the Screen sharing indicator via the TeamViewer settings in case no policy is set up and enforced :

• Open the TeamViewer full client.
• Go to Settings (⚙) .
• Within the Device section , go to Advanced settings .
• Go to Open advanced settings .
• Within the Advanced settings for connections to other computers section, untick Show screen sharing indicator .