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About this lesson
Presenters in a Teams meeting have a number of choices on how to present content in the meeting. This lesson shows you how to share a desktop, window, or PowerPoint deck when presenting. You'll see how to give control of a desktop to another user as well as best practices for presenting a slide deck using Presenter View in PowerPoint.
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Sharing and Remote Control in Teams Meetings - Single Tenant.docx49.8 KB Sharing and Remote Control in Teams Meetings.pptx
574.9 KB Sharing and Remote Control in Teams Meetings - Shared Tenant - Solution.docx.docx
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Quick reference
Sharing and Remote Control in Teams Meetings
Sharing and Remote Control are commonly used by presenters in Teams meetings.
When to use
When presenting in Teams, you use Sharing to display content to the participants. A special feature of sharing is remote control which allows one person to control another person's desktop. Remote control is very useful when troubleshooting, or when a series of actions need to occur on a remote PC that is challenging for the user.
Instructions
When presenting in Teams, you can click the Share icon and share your desktop, a window, or PowerPoint deck.
The PowerPoint mode is a special presentation mode exclusive to Teams. In this mode, to share a deck from your PC, you must first upload it to Teams. You can also share other decks previously uploaded to Teams. You can easily navigate between slides in this mode. Even so, many people prefer the Speaker view built into PowerPoint which is not available in this mode. Still, it's easy to use and is perfect for smaller decks.
Sharing a window is a great way to show a word document, web site, or video. Many people can collaborate on a document in real time by opening a document in Teams, and sharing the window of the open document. Other users can use Teams to co-edit the document that is displayed. Meetings can involve lots of different people from different roles including people outside of your company. Sharing a window ensures that content from your desktop, or other open windows that may have privileged or private information is not shared with the participants.
Sharing the desktop is popular as it's easy and in many presentations, you may want to share content from several applications. In addition, you can show a PowerPoint in Presenter mode offering you the best experience as a presenter.
Hints & tips
- Before a meeting, if you plan to share your desktop, take a good look at your desktop icons, browser shortcuts and taskbar to ensure you do not inadvertently share privileged or private information.
- Practice presenting in presenter mode for PowerPoint. This one expertise can significantly improve your presentations.
- If the meeting continues after your presentation, be sure to stop sharing before you open other applications.
- Remote Control is a great feature when you need it. Remember that you can offer to navigate for a participant that is having trouble finding or executing a sequence of actions on their PC.
- 00:04 So here we are in Teams and Megan is logged in and
- 00:07 wants to share a slide deck with Irvin.
- 00:10 To do this, she'll click on meet now in the Team's chat and start the meeting.
- 00:17 Next, she'll simply invite Irvin to the meeting by clicking on his name and
- 00:21 saying ask to join.
- 00:24 In this case, we'll get the prompt on the same desktop that Megan is logged into
- 00:28 because of the demo environment,
- 00:29 but normally that would happen only on Irvin's desktop.
- 00:33 And now Irvin is in the meeting.
- 00:35 And now, Megan would like to share some content.
- 00:39 To do that she clicks on the Share icon at the bottom of the screen.
- 00:43 And now you'll see that there are multiple choices that appear.
- 00:47 The first one is a checkbox that says include system audio.
- 00:52 Megan would want to check this box if she plans on playing
- 00:54 a video perhaps from our website that has sound that she wants Irvin to hear.
- 01:00 Otherwise the choices are Desktop, Window and PowerPoint.
- 01:06 Often people will select Desktop to share because this makes it
- 01:09 easy to browse to websites and share multiple different kinds of content.
- 01:13 However, when you do this, be alert to the fact that other people can see your
- 01:17 desktop, so you want to be sure to have your personal email and
- 01:20 maybe not ready for business websites closed.
- 01:24 In this case, she's sharing her desktop with Irvin.
- 01:28 So she could, for example, open the pricing guidelines or UI spec or
- 01:32 browse to a website and then discuss it with other Team members.
- 01:36 A great feature of teams is the ability to give control of a desktop to another user.
- 01:41 To do this, you go to the top of the screen,
- 01:43 you'll see a special panel that comes down only when you're on desktop sharing mode,
- 01:48 you can stop presenting, include system audio.
- 01:51 We'll pin this to the top, so it doesn't go away and
- 01:54 then you can also give control to other presenters.
- 01:57 In this case, we'll give control to Irvin.
- 02:00 Let's see what that looks like.
- 02:02 Here you can see Irvin's desktop and on the left you can see Megan's desktop.
- 02:07 Notice the icon as Irvin is showing the location of the mouse that
- 02:11 Irvin is controlling.
- 02:14 It allows Google or browse to word and take a look at any documents he cares to
- 02:18 or launch applications and do troubleshooting.
- 02:22 When Megan wants to stop control she can go back to the control panel at the top
- 02:27 and simply say, Cancel Control.
- 02:29 When she's done presenting she simply clicks, stop presenting.
- 02:32 Going back to the other choices available for sharing, Window is also available for
- 02:37 sharing which, in the event of opening up a browser
- 02:40 can be a great way to go to explore web content.
- 02:45 You'll see PowerPoints listed here as well.
- 02:47 It's important to note that the PowerPoints you see
- 02:50 listed in this particular section are those PowerPoints which are available to
- 02:55 Teams meaning they've been shared in Teams already.
- 02:58 You will not see your PowerPoints available to your local desktop.
- 03:02 To find those you click on, Browse and upload the files.
- 03:07 For this reason, people will often demonstrate PowerPoint with Team meetings
- 03:11 using either desktop or Windows modes of sharing.
- 03:14 In this case, we'll open this PowerPoint and
- 03:16 explore the features that are available for sharing PowerPoints.
- 03:20 Here you can see the first slide which is being sent to all the other Team members.
- 03:24 As she advances the slides, everyone in the meeting will see the same slides.
- 03:29 An interesting feature built into Teams when the policy is permitted,
- 03:32 users can advance through the slides independently.
- 03:36 So people will have this same control and they can fast forward,
- 03:40 if you will, through the slide deck or return back to previous slides
- 03:44 without interfering with the actual navigation of the presentation.
- 03:48 By clicking this eye icon, she can prevent other people from doing that.
- 03:55 And of course, she could stop presenting when she's done.
- 03:58 And so here you can see the various ways to share, desktop, Window,
- 04:03 PowerPoint, and on the right are various applications that can also be used.
- 04:08 You'll see the Microsoft Whiteboard listed here, which when installed
- 04:11 allows you to use a Whiteboard like experience, which can be great
- 04:15 when you have people that can write on their screens, or otherwise ink enabled.
- 04:21 Now that you've seen all the great ways you can share content in Teams,
- 04:24 let me give you a pro tip on how to deliver PowerPoint presentations in a Team
- 04:28 meeting with style.
- 04:30 First the presenter will launch the PowerPoint on the desktop.
- 04:34 Before you do anything else, you go back to Teams and
- 04:40 then slick, share and the window that is hosting the PowerPoint.
- 04:45 You can see that the window is outlined in
- 04:47 red meaning that is what is being displayed.
- 04:50 From here, we're going to want to start the slide show, so we'll click on
- 04:56 slide show and then from beginning, and here's where the magic happens,
- 05:00 right click on the slide and select Show Presenter View.
- 05:04 This takes you to a special mode where what is being shown
- 05:08 in the Team meeting is on the left, but only you can see the next slide
- 05:13 which lets you make smooth transitions between slides.
- 05:16 And also speaker notes, which can be very important for
- 05:20 some presentations to help you stay on point or on script.
- 05:24 As you advance through the slides,
- 05:26 the stage of the Team meeting shows the slide that's displayed.
- 05:30 Another very useful feature that's not available on any other way
- 05:33 are these presenter tools.
- 05:35 You can for example, use the laser pointer to call out elements on your display,
- 05:40 a great way to keep visual interest and engage your audience.
- 05:44 In addition, there's a pen that lets you check
- 05:47 items as you flow through a presentation and a highlighter as well.
- 05:52 Next to the pin and laser pointer tools is, see all slides.
- 05:56 By clicking on this option,
- 05:57 you can jump from one slide to another by selecting it in the display.
- 06:02 Use the keyboard to navigate between the slides and
- 06:05 use the mouse to select the slide to display.
- 06:09 In this way, you can jump from one slide to another
- 06:12 without having to go through the intermediate slides.
- 06:16 Another great tool here is the zoom tool or magnifying glass.
- 06:20 This lets you focus attention on a specific item that can be smaller,
- 06:25 hard to see, really great way to bring attention to the details.
- 06:30 Take some time to get familiar with these tools,
- 06:32 as this is how you turn a good presentation into a great one.
- 06:36 In review, we've been talking about how to share content in Team meetings.
- 06:40 In the Team app and even the Web app, organizers and
- 06:42 presenters can click Share to present content.
- 06:45 You can choose between sharing your entire desktop,
- 06:48 a specific window or a special mode for PowerPoint presentations.
- 06:54 Often sharing a window with PowerPoint and
- 06:56 then selecting Presenter View is the best way to go.
- 07:00 In this mode, you can see what's coming next, read your speaker notes and
- 07:03 you have access to Special Tools to help keep your audience engaged.
- 07:08 So you've got a great meeting coming up.
- 07:09 Wouldn't it be great to record it and
- 07:11 take notes during the meeting that you can share it afterwards?
- 07:14 We'll be talking about exactly that in the next lesson.
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