Share content in a meeting in Teams

To share your screen in a meeting, select the Share icon in your meeting controls.

Then, choose to present your entire desktop, a window, a PowerPoint file, or a whiteboard.

When you're done sharing, go to your meeting controls and select Stop sharing.  

Note: If you're using a Mac, you'll be prompted to change your privacy settings before you're able to share your screen.

Include system audio

Sharing your system audio lets you stream your computer audio to meeting participants through Teams. You can use it to play a video or audio clip as part of a presentation.

To share your system audio, select Share in your meeting controls and then Include system audio.
When you share, all your system audio, including notifications, will be included in the meeting. For more on sharing system audio, check out Share system audio in a Teams meeting.

Note: For now, we only support sharing system audio on Windows devices.

Share PowerPoint slides in a meeting

If you choose to share a PowerPoint file in a meeting, participants will get some special capabilities:

• They'll be able to move around to different slides without interrupting the main presentation.

• They can sync their view back to the presenter's view with one click.

1. Select Share in your meeting controls.

2. In the PowerPoint section, select the file you want. Select Browse to find a different file.

   Notes: 

   • The PowerPoint section lists the most recent files you've opened or edited in your team SharePoint site or your OneDrive. If you select one of these files to present, all meeting participants will be able to view the slides during the meeting. Their access permissions to the file outside of the meeting won't change.

   • If you select Browse and choose to present a PowerPoint file that hasn't been uploaded to Teams before, it will get uploaded as part of the meeting. If you're presenting in a channel meeting, the file is uploaded to the Files tab in the channel, where all team members will have access to it. If you're presenting in a private meeting, the file is uploaded to your OneDrive, where only the meeting participants will be able to access it.

Give and take control of shared content

Give control

If you want another meeting participant to change a file, help you present, or demonstrate something, you can give control to that person. You will both be in control of the sharing, and you can take back control anytime.

Note: When you’re sharing an app, only give control to people you trust. People you give control to may send commands that could affect your system or other apps. We've taken steps to prevent this but haven't tested every possible system customization.

1. On the sharing toolbar, select Give control.

2. Select the name of the person you want to give control to.

   Teams sends a notification to that person to let them know you’re sharing control. While you’re sharing control, they can make selections, edits, and other modifications to the shared screen.

3. To take control back, select Take back control.

Take control

To take control while another person is sharing, select Request control. Then, the person sharing will approve or deny your request.

While you have control, you can make selections, edits, and other modifications to the shared screen.

When you’re done, select Release control to stop sharing control.

Zoom in to shared content

Want to get a better look at shared content?

Click and drag to see different areas.

And to zoom in or out, try the following:

• Pinch in or out on your trackpad

• Use the keyboard shortcuts Control + Plus sign and Control + Minus sign

• Hold the Control key and scroll with your mouse

Note: Mac trackpads don't support zoom in meetings. If you're on a Mac, use one of the other options.

Take meeting notes in Teams

Meeting notes are a great place to capture and share notes before, during, and after a Teams meeting.

A few things to keep in mind:

• Only people in the same org as the meeting organizer will be able to start or access meeting notes.

• Meeting notes aren't available in meetings with more than 20 people.

• Only people who are invited to a meeting before notes are created will have access to them. People invited later won't have access.

Before the meeting

To take notes before a meeting, go to Calendar, select the meeting, and then Chat with participants. Select the Meeting Notes tab, then Start taking meeting notes.

Add the agenda or other important discussion points. @mention people to get their attention or assign action items.

Note: Pre-meeting notes are currently only available for meetings that don't take place in a channel. If you click Chat with participants in a meeting that takes place in a channel, you'll be taken to that channel.

During the meeting

Once you’re in the meeting, go to More options > Show meeting notes in your meeting controls. If you have not taken any notes yet, select Start taking meeting notes.

Otherwise, start typing your notes. Use the controls at the top of the panel to format and lay out the text. To add a new note, select Add a new section here. Use @mentions to draw someone's attention to a specific note or assign an action item.

Note: When you first add a note, a message will be posted on your behalf in the meeting chat. 

In a recurring meeting, the notes persist from meeting to meeting. Each meeting becomes a new section in the notes.

After the meeting

If you want to access notes from a channel meeting, go to the channel where the meeting occurred and find the meeting. Beneath it, select Show notes in fullscreen.

If you want to access notes from a private meeting, go to Chat  , find the meeting chat in your chat list, and select Show notes in fullscreen.

The meeting notes open in a Wiki tab that you can read or add to. Edit and format the tab just like you would any other Wiki tab.

Blur your background in a Teams meeting

Note: Background blurring might not prevent sensitive information from being visible to other meeting participants.

To start a meeting with background blur, move the blur slider—the one to the right of the video slider—to the right on the Choose your audio and video settings screen when you’re joining the meeting. FYI, this only works for scheduled meetings.

To turn on background blur during a meeting, click More options > Blur my background.

Participant Views

Switch between people and content

When someone's sharing a presentation, you can switch between viewing that content and watching the people in the room by simply clicking on the video you're interested in. Try this when there's a presentation taking place in a meeting room and you want to see who's talking and note their body language. 

Pin a video

To focus on a particular video, right click and select Pin. The video will be pinned to your view regardless of who's talking. You can pin as many videos as will fit on your screen. If you change your mind, right click again and hit Unpin.

Reframe a video

Teams crops some videos to make them fit your screen better. If you want a different view of a particular video—for example, if someone’s cropped out of the video or it only shows part of their face—right click and select Fit to frame to see the entire video.

Select Fill frame to see a closer, cropped view.

Manage audio settings in a Teams meeting

If people in a meeting can't hear you, you might be muted or you might not have configured your mic correctly.

To change your speaker, microphone, or camera settings when you’re on a call or in a meeting, select More options  > Show device settings in your meeting controls. Then, select the speaker, microphone, and camera options you want.